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.