Posts

Pick a Theme That Drives Your Message Home [Special Events Galore]

/in /by

Whether you’re looking to put a fun spin on an existing event or to build a new annual fundraiser from scratch, a theme can help you set boundaries and drive your organization’s message and mission home. “What drives return and increased attendance is an event that differentiates itself from the sea of other events,” says Cassie Brown, chief experience officer and owner of TCG Events. “Your attendees may develop ‘event fatigue,’ so it’s important to surprise them.”

For 12 years, Brown has helped clients integrate their own themes to create memorable and successful events. Not only can themes inform your event, but they can also help you stay within your budget. She offers her tips for getting the most out of your themed events:

1. Adapt items already included in the budget. Take your basic food and entertainment and subject them to your theme for a budget-friendly event transformation. “Food and drink are the most obvious,” Brown says. “A themed playlist at the guest entrance and throughout the event space is very inexpensive.” Brown says moving the stage location is another way to create an interesting, new feel for your event.

2. Focus your energy on major components. “A mistake many nonprofits make is spending their budget on too many things,” Brown says. “It is often better to use the money toward one memorable thing that costs $2,000 versus 10 smaller things that cost $200 each.” This tactic can help focus your theme, making for a tighter event overall.

3. Don’t let theme and decor overshadow logistics. “People won’t remember how pretty the centerpieces were if they had to wait in line for 30 minutes to get a drink,” Brown says. Planning a theme can be fun, but don’t forget to make sure your event is still staffed correctly and highly organized. Avoid clinging to cliché and expected themes, such as tropical theme nights with pina coladas and palm trees. The novelty wears off quickly when guests know what to expect.

4. Hire an outside event planner to amp up your themed event. Brown says even basic events can take more than 150 hours to plan. Companies like TCG Events can help to suggest “themescapes” that directly serve the mission of your organization, saving you time and money.

5. Incorporate your theme into the overall message of your nonprofit. “If the theme overtakes your event’s message, then it probably wasn’t the right theme,” Brown says. Instead, pick a theme that speaks directly to your organization’s mission. If you’re planning a fundraising event for a children’s hospital, incorporate elements that illustrate the joys of childhood. For example, a superhero-themed evening not only encompasses a child’s imagination, but it can also be utilized to recognize donors who are heroes to your organization.

Read the original article in Special Events Galore.

10 Tips for Hosting a Wildly Successful Event on a Tame Budget [Entrepreneur]

/in /by

By Cassie Brown

When you consider events, you might think “My business isn’t big enough to hold an event large enough to make a difference. Where am I going to find the budget?”

That is a mistake. Events, when done right, are a successful technique for marketing, engagement and networking. Bigger isn’t always better, even when you have the budget. What’s most important is spending your event budget on what will make the strongest impact conveying your message to the audience you need.

The need to track expenses under a microscope can inspire creativity that results in an event your attendees will remember for all the right reasons. At TCG Events, we re-invented a “ribbon cutting” at a biotech center where we had the ribbons fall from the ceiling on a grand scale with a kabuki drop. It incorporated an element of surprise the audience wasn’t expecting.

Here are my top 10 do’s and don’ts on how to spend your event budget to create maximum impact with minimum headaches.

1. Plan. Don’t treat events like an afterthought. Plan ahead. Budget for them. Be strategic about objectives. The event should have a business-driving purpose beyond “it’s nice to have a holiday party.”

2. Drinks. Don’t assume that a hosted bar, in which you pay a set amount per guest, is the best deal. In most cases, a consumption bar, in which you pay for what people actually drank, is a more cost effective option. On a hosted bar you are paying the same charge if a person drinks soft drinks all night or a string of Long Island Ice Teas.

3. Fees add up. Don’t forget to include all the additional fees into the budget. The fees in hotels are endless – chef fees, bartender fees, service fees in addition to charges for power, loading docks, security, etc. A good event planner can provide you with insights into which fees are negotiable.

4. Snail mail. Instead of an email invitation, design an invitation to stand out and spend the money to mail it.

5. Tunes. It used to be that a live band was the prestigious thing to have but DJs are hot again. A great DJ is more fun than an average band at half the price. Design a cool stage set for the DJ so they can make a great visual as well as keep the energy high.

6. Pay to play. Avoid major fines after the event is over by making sure you have music licensing in place up front, whether DJ or live music.

7. Linen on the table. Do use linens to the floor. Linens that touch the ground are more appealing to the eye. It is also an inexpensive way to add color to an event.

8. No swag. How many mugs, beer glasses and t-shirts do we really need? Instead of handing out party favors and swag at your corporate event, add an experiential aspect where people can get involved.

9. Less talking, more watching. Don’t have a guest speaker/talking head address the crowd from the front of the room. Instead, take those dollars and invest in create a compelling two-minute video featuring your employees and senior leaders. They’ll appreciate it!

10. Brevity. Don’t disregard the two-minute rule for videos. There are almost no exceptions to this. Videos should be less than three minutes.

There is a reason commercials are a minute or less. The most successful viral videos on YouTube are short. Shoot less b-roll and spend more time in the editing room. Make the most of this opportunity to brand your company!

Read the original article in Entrepreneur.com.

Five Things to Know When Planning a Hotel Event

/in /by

Planning A Hotel Event

Hotels can be wonderful places to hold an event.  Many are designed to meet every conceivable guest’s need, and come with a bevy of resources and staff. However, as with any venue, a hotel event requires thorough planning with an eye on costs. Knowing what to look for before you sign that contract, and knowing what is reasonable to ask, can help put many concerns to rest – and leave you free to focus on running a fantastic event!

  1. Hotel Event Room Rental Fee: Don’t always assume that you need to pay a rental fee!   Hotels will often waive or adjust this fee with food and beverage minimums, as well as the timing of events.
  2. Food and Beverages: Don’t be afraid to ask for discounts! Always ask about available packages (don’t forget to break these down to ensure that they really provide value). If you have an all day meeting, don’t pay by beverage consumption. The hotel will charge you throughout the day for gallons of wasted coffee, decaf and hot water.  Ask for an all-day beverage break as this price will generally reduce your costs by a third.
  3. Events with Sleeping Rooms: If your date is flexible, ask if there are any “need dates” promotions, as these can often result in lower room rates along with food, beverage and Audio-Visual (A/V) discounts.
  4. Parking: Especially when the hotel is a city property, parking is a top concern. Ask for a reduced rate for all attendees, as many times this rate is lowered by $8 to $10 per car per day
  5. Internet: For sleeping rooms, have the lowest band width put into the rate. For meeting space, ask to have the fee waived; if the hotel is not willing to do that, then only pay a one-time fee rather than per day/per connection