RING BINDERS - AN EVENT PLANNER'S BEST FRIEND

I’m a ring binder girl. Color-coded ring binders are a great way to organize paperwork for a particular project. Use different sizes to manage different size projects; use different colors so you can easily identify the project you want to work on and grab it off the shelf. I use them to store agendas, meeting notes, a master task list, vendor contracts, time line, volunteer contacts and other important documents.

There are a variety of accessories that make organizing with ring binders a breeze, including hole punches, sleeves for stashing media discs and pockets for loose items such as color swatches or other inspiration items.

Ring binders are inexpensive, versatile, and readily available, and can be an effective tool for planning lots of different events.

CONFERENCES AND TRADE SHOWS - MY BIGGEST PET PEEVES - THEATER SEATING

When a venue tells you that a room seats 1200 people utilizing theater seating, understand what you're getting.  Theater style seating provides maximum capacity since there are no tables involved. Chairs will be arranged in straight rows, although rows on on the far right and left of the room can be slightly turned toward the center.  However, there’s nothing more annoying to a conference attendee than to sit in chairs that are latched together without an inch to spare.  Add to that the rows are often tightly arranged with no leg room between rows to navigate.  When hundreds of people start showing up carrying tote bags, purses, coats, coffee cups, laptops and briefcases, it can make for an extremely uncomfortable situation. 

If you expect your attendees to take notes, refer to conference materials, or sit through a session lasting longer than one hour, do them a favor and set up your rooms classroom style or in rounds. Theater seating should only be used for sessions such as a welcome address or short keynote presentation.  If theater seating is the only possible solution, consider asking for a relaxed theater style, which provides for a few extra inches of space between chairs and between rows; in addition, ask for more aisles in the configuration to reduce the length of each row.

CHEW ON THIS - UNIQUE USES FOR GUMBALLS

 

I just love these ideas from http://www.gumballs.com/ for incorporating gumballs into your wedding decor.  Gumballs come in all sizes, colors, and flavors, and are an inexpensive way to add a little whimsy to your wedding reception.

Place gumballs matching your theme in clear containers for an fun and colorful centerpiece.  Or, put all white gumballs in a variety of tinted jars and vases.  Add ribbon and a monogrammed sticker and you've got an elegant table favor.

CONFERENCES AND TRADE SHOWS - MY BIGGEST PET PEEVES – THE STANDING RECEPTION

Almost every business conference I’ve ever attended kicks off their event with a welcome reception or ‘meet and greet’, and the one I attended last month was no different. Two thousand people from all over the country had arranged their schedules and flights in order to get settled in their hotel, change out of their travel clothes, make themselves presentable and make their way to the venue for this important networking opportunity.


When I arrived, I saw drink stations and food stations scattered throughout the large hall, and people milling about with nowhere to go. As I got closer, I realized that it was happening again. It was one of those events where you’re handed a drink in a plastic cup and a cocktail napkin. You progress to the food table, where you take a plastic plate, a napkin, and a fork, because the finger food isn’t finger food at all, it requires a utensil to eat it. So you have your conference tote bag, your purse, your drink, your food plate, your napkins and utensils, and….not a single solitary flat surface to set anything down! There are six or eight standing height café tables that the first arrivals have snagged, leaving several hundred people out of luck – no way to shake hands, read name badges, make introductions, or interact comfortably. All I can think of as I make my way out of the hall thirty minutes later is how much money was spent on hundreds of avocado boats filled with shrimp salad without furthering a single goal of the conference.

Not every organization gets this wrong; the trick is to provide the attendees either 1) someplace to sit, 2) something to look at or 3) something to talk about. Have it in the exhibitor hall, where you can at least wander through and preview the vendors you’ll want to chat with later. Or, schedule the event at a museum or aquarium, with food and drink stations scattered throughout (and plenty of trash cans!), making a natural progression through the exhibits. And if you decide to provide background music, make sure it’s not so loud that you can’t hold a conversation – an acoustic group or single musician is usually more than sufficient to provide a pleasant atmosphere.

Establish goals for your conference, and then create events that will accomplish those goals!

ROOKIE MISTAKES WHEN TRAVELING BY PLANE

I recently returned from a business trip to San Antonio. I was with two business associates, and after four days in San Antonio, we were ready to head back to Ohio with lots of energy and new ideas to share. We hadn’t checked in with the airline before we left the hotel – we had allowed plenty of time to check in at the airport before our flight (or so we thought).

What we didn’t realize was that in Dallas, where we were catching our connecting flight, a storm had come through the day before, causing major hail damage to dozens of planes. This was causing serious delays nationwide as the planes were taken out of service for inspection and repair.

To make a long story short, all of this resulted in us spending the night in the Dallas-Fort Worth airport, having missed our connecting flight home and hoping for better luck the next day. We had all decided to travel light, and had put things in our checked luggage that we normally would have had in our carry-ons. None of us were rookies when it came to business travel, but we all made some rookie mistakes on this trip!

Here are the lessons learned that I will not forget on my next business trip:

1) I will always have my boarding pass printed out prior to arriving at the airport.

2) I will always check for delays at my departure city, arrival city, and connecting cities.

3) I will always pack my phone charger in my carry-on (and my car keys in case my checked luggage doesn’t make it back on the same plane as I do!)

4) I will always have the airline’s rebooking number programmed into my phone.

5) I will always have a jacket or sweater in my carry-on as well as a set of earplugs (because I now know how cold and how noisy an airport can get at night.)

6) I will always have a travel toothbrush and other necessary toiletries to get me through an overnight without my checked luggage.

7) I will always try to pack so I won’t have to check my luggage.

8) I will always try to keep my sense of humor - it’s the only way to fly!



QUOTES TO LIVE BY - MARRIAGE

"Marriage is a not a noun; it’s a verb.

It isn’t something you get.

It’s something you do.

It’s the way you love your partner every day.” Barbara De Angelis


I couldn’t agree more! Carefully consider how much time, energy, and resources you choose to spend on Day One of your marriage. Save your best for day two, day three, and beyond – they are the days that really matter.

EVENT PLANNING BASICS - RESPECT THE VENUE!

True story from an event coordinator at a popular venue: A corporation was holding an all-day retreat in a gorgeous renovated barn located on the property. Their coordinator made an appearance every half hour throughout the morning to make sure the group's needs were being met. Everything seemed to be going smoothly, but quickly turned sour when, in between her walk-throughs, some fast-thinking person yanked a rented tablecloth off a table and nailed it to the gorgeous knotty pine paneling of the meeting space and used it as a projection screen! The group never requested an AV screen either during the planning process nor at any time during setup. Needless to say, their deposit was not returned so the rental company could be reimbursed for the ruined tablecloth, and the walls could be repaired.


The moral of this story? Think through what your needs will be regarding equipment, decorations and display areas and make them known to the venue prior to the event. NEVER use a stapler, staple-gun, tacks, glue gun, duct tape, nails or anything of a permanent nature. Floral wire or residue-free tape will usually be okay, but you should always ask first.

WEDDING TIPS - OUTDOOR VENUES

Words of Wisdom for brides planning an outdoor wedding:


• Book your venue early and BE FLEXIBLE. The best outdoor venues will be booked every weekend from Mid-April through mid-November 1 ½ to 2 years in advance.

• Plan for the unexpected. Be prepared to go with the flow and carry on when unexpected weather occurs.

• Get familiar with the alternate indoor space the venue is able to provide in case of bad weather - if you can’t visualize your ceremony there, keep looking.

• Have fun! Whatever happens, if you’re having fun, everyone around you will have fun too.

          -Sally Blommel, administrator for Benham’s Grove, a premier outdoor wedding venue

TIPS FOR THROWING A KENTUCKY DERBY PARTY

The Kentucky Derby is a great excuse for throwing a party, and the Kentucky Derby website contains lots of ideas for making it special. Go to www.kentuckyderby.com/party for themes, games, checklists, and food and beverage recipes that will keep your guests entertained for hours.

SPRING CELEBRATIONS - TIP #4 - ACTIVITIES

The arrival of Spring brings with it many reasons to celebrate, and there’s no better way than by opening your home to family and friends. Whether it’s a dessert party after a spring recital, a Mother-Daughter tea in honor of Mother’s Day, or a brunch after the Saturday morning game, you can create great memories with the people you care about by following a few simple tips:

Activities – If conversation lags during your dessert party, pass around some conversation starters that you’ve written on slips of paper and placed in a bowl (What is your favorite vacation destination? Biggest Pet Peeve? Favorite Movie Star?) During the Mother-Daughter Tea, have someone share some basic etiquette tips, or have each daughter read a poem aloud celebrating mothers. If your weekend brunch includes kids, make sure you have some dollar-store items at the ready for some fun outdoor play – bubbles, Frisbees, jump ropes, etc.

Creating a memorable event doesn’t have to cost a lot of money, and doesn’t have to take a lot of time. With a little advance planning, you will be able to relax and have fun – and if you’re having fun, your guests will, too.

SPRING CELEBRATIONS - TIP #3 - DECORATIONS

The arrival of Spring brings with it many reasons to celebrate, and there’s no better way than by opening your home to family and friends. Whether it’s a dessert party after a spring recital, a Mother-Daughter tea in honor of Mother’s Day, or a brunch after the Saturday morning game, you can create great memories with the people you care about by following a few simple tips:

Decorations – Flowers are the obvious choice for bringing life and color into a room during this season. Trim some daffodil stems or tulips from your flower beds and place them in a vase for an instant centerpiece. Purchase a few perennials (pansies are a great choice), and transplant them into inexpensive clay pots with a little potting soil and scatter them around the room - and don’t forget to transfer them to the great outdoors when the party’s over!

Creating a memorable event doesn’t have to cost a lot of money, and doesn’t have to take a lot of time. With a little advance planning, you will be able to relax and have fun – and if you’re having fun, your guests will, too.

SPRING CELEBRATIONS - TIP #2 - FOOD

The arrival of Spring brings with it many reasons to celebrate, and there’s no better way than by opening your home to family and friends. Whether it’s a dessert party after a spring recital, a Mother-Daughter tea in honor of Mother’s Day, or a brunch after the Saturday morning game, you can create great memories with the people you care about by following a few simple tips:

Food – Pick a menu that uses items that are in season and that can be partially prepared in advance. Slice a pound cake or angel food cake, serve with sliced fresh strawberries, chocolate sauce and whipped cream, and you’ve got the main course for your next dessert party. For a Mother-Daughter tea, take help from your local grocery store, serving fancy cookies or croissants with assorted jams and jellies. For an easy brunch, serve a make-ahead egg casserole (check out http://www.cooks.com/ for a variety of recipes), some cinnamon-raisin bread, sliced ham and a homemade fruit salad (also make-ahead), and you’ve got a brunch menu that can feed a crowd in a hurry.

Creating a memorable event doesn’t have to cost a lot of money, and doesn’t have to take a lot of time. With a little advance planning, you will be able to relax and have fun – and if you’re having fun, your guests will, too.

Ideas for Royal Wedding Receptions | eHow.com

Why not have your own Royal Wedding?  Check out these ideas...

Ideas for Royal Wedding Receptions eHow.com

SPRING CELEBRATIONS - TIPS FOR CREATING GREAT MEMORIES - #1 - BUDGET

The arrival of Spring brings with it many reasons to celebrate, and there’s no better way than by opening your home to family and friends. Whether it’s a dessert party after a spring recital, a Mother-Daughter tea in honor of Mother’s Day, or a brunch after the Saturday morning game, you can create great memories with the people you care about by following a few simple tips:


Budget – If budget is a concern, keep it simple and keep it small - save the fancy food and large guest lists for some other time. Being part of an intimate gathering of 8-10 people will make your guests feel extra special, and provide lots of opportunities for making real connections.

If you don’t have enough plates, cups, or tableware to serve your guests, there are some disposable versions that are quite suitable that have the added bonus of providing quick and easy cleanup. I prefer the clear plastic style – it’s sturdy, you can buy it in bulk at your local shopping club or party goods store, and it will blend nicely with any color scheme you bring in through napkins, tablecloths, and centerpieces.
Creating a memorable event doesn’t have to cost a lot of money, and doesn’t have to take a lot of time. With a little advance planning, you will be able to relax and have fun – and if you’re having fun, your guests will, too.

NOTEWORTHY - HOW TO HELP A LOVED ONE WHEN A LIFE-CHANGING EVENT HAPPENS

We've all been in the position of feeling a little helpless when someone we love is struggling because of a life-changing event.  Whether they are ill, or have lost a loved one, or are just journeying through a hard time - everyone around them wants to help but they're not sure how.  I recommend that you check out http://www.whatfriendsdo.com/.  This website provides tools that can help you organize a team of family and friends to schedule meals, errands, child-care, home/lawn/car maintenance, you name it! This is a place where you can rally the troops so they can sign up for the tasks that meet their schedule and abilities.  Awesome idea!

The hunger for love is much more difficult to remove than the hunger for bread. ~Mother Teresa

ENTERTAINING AT HOME - MYTH #3

THINK YOUR HOME ISN’T COMPANY-READY? – THINK AGAIN!


Are you hesitant about inviting people to your home because you think it isn’t company-ready? Many people miss the opportunity to create great memories with family and friends because they think their home is deficient in some way. It’s time to bust those myths once and for all!

Myth #3 – My house isn’t clean enough

While it’s true that you’ll want to give the bathroom and kitchen some attention before guests arrive, don’t think that your home must be sparkling from floor to ceiling before you can entertain. Clear out the worst of the clutter from the public areas, wipe down major surfaces, dim the lights, close some doors, and forget about the dust bunnies in the corner or the stain on the carpet – your guests will never notice.

ENTERTAINING AT HOME - MYTH #2

THINK YOUR HOME ISN’T COMPANY-READY? – THINK AGAIN!

Are you hesitant about inviting people to your home because you think it isn’t company-ready? Many people miss the opportunity to create great memories with family and friends because they think their home is deficient in some way. It’s time to bust those myths once and for all!

Myth #2 – I don’t have matching tableware, glassware, flatware. or serving pieces

No one said that everything has to match in order to entertain (and if someone did say it, they are dead wrong!). Mix and match pieces you already own, or borrow a set of dishes or flatware from a friend. There are also some disposable party items that are quite suitable that have the added bonus of providing quick and easy cleanup. Try the clear plastic style – it’s sturdy enough to wash and re-use if you wish, you can buy it in bulk at your local shopping club or party goods store, and it will blend nicely into any color scheme or décor.

More myth-busters to follow...

Great Baby Shower Ideas

Take a look at these awesome cupcakes created by my friend Julie for a baby shower she recently hosted.   She found the design in a book called "What's New Cupcake", written by Karen Tack and Allen Richardson (http://www.hellocupcakebook.com/) - so many great cupcake ideas in this book - check it out!  She expanded on the theme by using a baby tub shaped like a baby duck for keeping drinks cold.  Great job Julie!

ENTERTAINING AT HOME - MYTH #1

THINK YOUR HOME ISN’T COMPANY-READY? – THINK AGAIN!


Are you hesitant about inviting people to your home because you think it isn’t company-ready? Many people miss the opportunity to create great memories with family and friends because they think their home is deficient in some way. It’s time to bust those myths once and for all!

Myth #1 – My house isn’t big enough

You don’t have to have a formal dining room or single table that seats all of your guests; you don’t even have to seat everyone in the same room. Encourage more interaction among your guests and a create a less formal atmosphere by placing drinks in one room, food in another room, and scattering seating throughout the public areas (including the front porch or back deck if weather permits). Utilize lap trays, folding tables, or even small patio furniture to increase your seating capacity.

                                                                          

More myth-busters to follow...

TURNING A RUMMAGE SALE INTO A BLOCKBUSTER EVENT

Dottie Diller has organized the rummage sale at St. Susanna's in Mason, Ohio for the last six years.  Before Dottie came on the scene, the rummage sale netted around $2,000 annually.  With Dottie at the helm, the sale has netted over $14,000 in a single year! The parish has several hundred families that donate goods, and has a spacious facility to hold the sale, so Dottie and her crew have capitalized on these resources to make this an extraordinary event.

How does she do it?  Here are a few tips that you can apply to any size rummage sale :

• Have a specific goal - when volunteers can visualize what they're working for, they will be more enthusiastic
• Control pre-sales - decide whether pre-sales to volunteers are permitted; if you do, make sure all items are priced before pre-sales begin
• Create a boutique room - one of the most popular spots at St. Susanna's; best quality items are priced at specialty or consignment shop prices and set up like a retail store with its own checkout
• Sorting - throw away anything that is soiled or in disrepair.  Items that won't bring a price over 50 cents are displayed in a Bargain Basement area and not individually priced.  Price all other items individually.
• Hang up as much as possible - all it takes is one person to wade through a perfectly stacked and folded pile of clothes to turn it into a messy mountain of madness. You can price items higher and they will sell quicker and stay more organized if you can hang them.
• Pricing - get people who have experience in the type of product.  Check out pricing websites.  Don't use fancy labels, they won't stick to fabric - masking tape and permanent markers work best (as long as the items aren't displayed in the sun, where the adhesive tape can melt).  Price jewelry separately; if you have a lot of jewelry, consider setting up a separately manned display and checkout area.
• Appliances - find someone who can test each item to determine if it is in safe, working order. It's okay to sell non-working items as long as they're not deemed to be unsafe, and are marked accordingly
• Unique items - for unique or high-value items, consider a blind auction, where interested individuals place their bid and contact information on a slip of paper and placed in a sealed container until the sale is over; high bidder gets the opportunity to purchase first; work your way down the list until you get a buyer.
• Overhead - St. Susanna operates a school on their campus, so they must schedule their sale to take place immediately after the school year has ended. They actually rent a storage facility for a month or so to store early donations.  They also rent tables
• Attracting volunteers - recruit small group leaders to contact their members; provide child care; have a variety of shift lengths; permit controlled pre-sales
• Concession stand - providing concessions will keep people at your sale longer and will boost sales; if you are unable to recruit volunteers to run the stand, consider offering the opportunity to another outside organization to set up, operate, and clean up
• Have a plan for disposing of leftover items; contact local mission groups like Goodwill or Salvation Army to see if they will schedule a pickup immediately after the sale.

Noteworthy Resources
     http://www.garagesalesource.com/
    http://www.christchurchwinnetka.org/
    www.salvationarmysouth.org/valueguide
   
Our life is frittered away by detail. Simplify, simplify - Henry David Thoreau

TIPS FOR BEATING PROCRASTINATION

Whether you’re planning a wedding, completing an assignment for school or work, researching your family genealogy, or facing any task that seems overwhelming, it is easy for procrastination to rear its ugly head, jeopardizing the successful completion of the project. Here are five things you can do to fight the urge to procrastinate:

1. BREAK THE TASK INTO SMALLER PARTS, AND COMPLETE THE TOUGHEST PARTS FIRST

Q. How do you eat an elephant? A. One bite at a time! This old African proverb says it best. The best way to tackle any project is to break it down into reasonable tasks that can be completed in their entirety and crossed off your list. Procrastinators typically will save the most unpleasant tasks for last, but all that does is add to the pressure as deadlines approach and the biggest 'bite' is still staring them in the face. Stress and anxiety levels will decrease once the most unpleasant tasks are resolved.


2. ELIMINATE DISTRACTIONS

It is crucial that you schedule time on your calendar to work exclusively on your project. If you have too many distractions where you are, find a place where the distractions are reduced and you can focus on the task at hand.


3. FIGHT THE URGE TO BE PERFECT

Many times it's the fear of failure or not measuring up to self-imposed standards that can paralyze us into either delaying a task or avoiding it altogether. Fight the inner voice telling you that perfection is required and learn to celebrate your successes.

4. LEARN YOUR LIMITS

Before you say yes to any new project or task, examine your schedule, consider the time realistically necessary to do the task, and sleep on it before you decide to get involved.

5. GET A CHECKUP

If procrastination is disrupting your every day life, consider speaking to a professional about an underlying health issue that may exist, such as depression or attention deficit disorder.

Time to Move!

Buying or selling a home is a life-changing event.  Many times it is coupled with some other significant occurrence, such as the birth of a child, death of a spouse, or a change in job or income.  Whatever the reason, moving from one home to another is an emotional experience.   Whether you are moving across town or across the country, it can be overwhelming to select a realtor, prepare your home for showing to prospective buyers, and select a mover in addition to planning the actual move.  What tips or stories can you share that will make navigating this exciting and sometimes exasperating journey a little easier?

Book Excerpt: Basket Raffles

The premise of a basket raffle is simple:


1) Baskets of varying themes are donated or created.

2) Raffle tickets are sold both in advance and the day of your event – two-sided numbered tickets work best – one side goes in the raffle, and the other is kept by the donor for verification.

3) Tickets are placed in a clearly marked bag or other container attached to the basket(s) they want to win.

4) A drawing is made toward the end of your event, and baskets go home with the lucky winners!

This is an easy one if you’re having a school carnival or fundraiser. Just give each classroom a plastic laundry basket and a theme. Each child is asked to bring in an item – they shouldn’t have to spend more than $5.00-$7.00 each, and before you know it, you have a basket worth $100-$125. As an incentive, award each child who participates will receive a few free tickets to the carnival for each item they bring.

You can incorporate a basket raffle into almost any kind of fundraising event – ask for themed baskets from donors as well as your working committees.

Here are 47 BASKET THEMES to choose from - can you think of more?

Quotes to Live By - "Happiness is not a goal; it is a by-product."

I love this quote by Eleanor Roosevelt. We all need to remember the times and the places when we have felt the most passionate, when that swell of happiness and contentment bubbled up inside – at that moment, you were living in your sweet spot.  The trick is making the decisions that will allow you to live in that sweet spot as much as possible - remove the obstacles, expect the unexpected, dive in and live your life of passion!  Linda J

Wedding Waste

Where do you think the most money is wasted when planning a wedding? Think about any wedding you have helped plan (including your own). If you had to do it over, what would you eliminate or change to reduce the overall cost?

Effective Scout/Club Meetings

Have you ever been in charge of a scout group, 4-H group, or other children's club or organization? What did you do to keep the kids engaged? What were some of the challenges? What resources did you use? Where did you meet? What are some tips you can give to someone considering this kind of leadership role?

Smart Business Travel

Road warriors unite!  To everyone who travels for business - what is the best tip you can give your fellow travelers, whether its plane, train, or automobile?

Sunday School Tips

You're a Sunday School teacher, and trying to keep your class engaged in the learning process.  What works for you?

Auctions as Fundraisers

Auctions can be a great fundraiser for a non-profit organization.  What are the ways you've seen an auction used for fun and profit?

Memorable Bridal Showers

Have you ever thrown a bridal shower for a friend or family member?  Tell us what you did to make it memorable.

Shrinking Your Grocery Bill

What are the best tricks you've found to shrink your grocery bill?

Birthday Blues?

How is the economy changing the way you plan a birthday party or other gathering?  How are stretching a dollar when it comes to your party planning?

Pet Peeves Regarding Email

What are your pet peeves when it comes to email communication?  How do you manage your email inbox?