17 Tips for Bringing Your Event to Life

Your job as an event planner doesn't stop with the meeting in the company boardroom. You may be called upon to organize an employee appreciate event, an awards dinner, a product launch, the celebration of a company milestone, a gala recognizing a longtime employee's retirement, an incentive event for company's sales force, a fundraising event, a holiday celebration?the list goes on and on.

One key to a successful special event is to seek out entertainment or decorations that are unique and fun to spark conversation among guests. As you begin envisioning your event, picture the mood you want the environment to create. For example, determine whether you want to create a jubilant, celebratory atmosphere or one that is more serious. The ambiance you aim for depends a great deal upon the type of event you're having. If it's a product launch where you want to create an aura of enthusiasm and excitement, you'll likely lean toward an exhilarating atmosphere. If you're organizing an event for your employees and their spouses, perhaps you want the mood to be somewhat romantic.

Whatever you decide, the following seventeen tips will help you shape and enhance the atmosphere with the entertainment, decorations, and food you choose.

1. Think outside the box when planning the atmosphere at your event. Novelty is the key to your success. Give your guests something to tell their friends about!

2. Create a fun, interesting, and exciting ambiance using special stage settings, lighting, special scenery, music, ice carvings, flowers, centerpieces, candles, balloons, colored linens, printed menus, a photographer and gift items. Budget determines much of your wish list turns into reality.

3. Consider all sorts of amusements ? strolling musicians, chefs' demonstrations, palm readers?anything out of the ordinary.

4. Keep in mind that your entertainment doesn't have to come in the form of people. An elaborate coffee bar or startlingly beautiful champagne fountain will have your guests raving.

5. Vary your decorations depending on the type of event you're throwing and the venue you choose. Find out whether the facility has house decorations that it's willing to provide at no additional charge.

6. Check all decorating plans with the venue in advance since many have restrictions on what they allow you to do in their establishment.

7. Create a theme especially for a large event to help make it more memorable. In addition, it helps make it easier to organize programming, food, décor, and other accessories. Carry out your theme before, during and after the event for true ambiance and memorability.

8. Cut down on decorating costs by choosing a themed venue and then building your event around the décor rather than molding a venue to the theme you've chosen. For example, find an elaborately decorated ethnic restaurant, and then provide the musicians and entertainers from the appropriate area of the world.

9. Select a theme that fits your group and complements the tone and content of your event. But don't have a theme unless you're prepared to follow through with it.

10. Ask for theme ideas. If you're at a loss, consider having a competition soliciting ideas from your target audience. Your best ideas often come from others. But, remember to offer a fun incentive.

11. Consider choosing a theme from the most popular categories, namely: Fashion (e.g. The Roaring Twenties), History (e.g. A Renaissance Fair), Politics (e.g. 4 th of July Celebrations), Popular culture (e.g. An Evening with Dr. Seuss) or The arts (e.g. A Night at the Oscars). Avoid the brainwork and check out http://www.party411.com/themes.html for the easy way out.

12. Choose appropriate entertainment for your group. Participants look forward to the entertainment segment of a program. They want to have fun, enjoy themselves, and let their hair down, particularly after stressful and demanding sessions. Options include: Music (e.g. live, disc jockey or even karaoke), Spectacle (e.g. magician, juggler, comedian or mine), Theater (e.g. dinner theatre, murder-mystery experience or corporate theater), Games (e.g. treasure hunt, or a game show), Video or slide show.

13. Make certain to view a demo video before hiring talent. Watch for the entertainers' performance quality and the audience reaction. Check out their references and ask specific questions such as: Would they hire them again? How flexible, reliable and easy to work with are they? Make sure that their act is a good fit for your audience.

14. Find out whether the entertainers need extra staging, lighting, or décor to create the right ambiance. Special requirements add to your bottom line ? watch out, this could get expensive. Be sure that the venue approves any special requests. For musical entertainment discuss various options, such as low-volume background music, light entertainment during the meal, and lively dance music. Discuss how the entertainers involve the audience in their act. People enjoy both passive and active involvement.

15. Sit-down affairs work best when you include some form of entertainment. However, if you want something a bit different, look at alternative areas in the hotel, such as an indoor patio or pool area. Naturally, a plan revolving around an outdoor pool is contingent on the weather. It's best to have a back-up plan just in case the heavens decide to open. Buffets and barbecues also work well, but watch the price tag. These kinds of food functions often require extra labor, which automatically means additional dollars.

16. Don't serve anything messy for any event where food is served while guests are standing and mingling. Limit your cuisine to bite-size morsels that guests can easily eat with their fingers or a fork. Save money by opting for a few choice hors d'oeuvres in larger quantities rather than a large selection in smaller quantities. But remember to include some interesting vegetarian selections in your menu for guests who don't eat meat.

17. Make sure you have enough bartenders and liquor when serving alcohol at your event. You don't want to run out of beverages in the middle of the party or have long lines of grumbling, thirsty guests. Consider whether you want to limit your guests to certain selections, eliminating expensive liquors and specialty drinks.

About The Author

Written by Susan A. Friedmann,CSP, The Tradeshow Coach, Lake Placid, NY, author: "Meeting & Event Planning for Dummies," working with companies to improve their meeting and event success through coaching, consulting and training. Go to http://www.thetradeshowcoach.com to sign up for a free copy of ExhibitSmart Tips of the Week.

info@thetradeshowcoach.com

In The News:

pen paper and inkwell


cat break through


Keep the Referrals Coming

A key method of our survival in the business and... Read More

The Best Day In The Week

The best day of the week is TODAY, of course.... Read More

Five Things More Important to Buyers than WHAT Youre Selling - I

Article I of a two-part series.No matter what customers say... Read More

The Hands On Approach

While living in the technology age where everything is computerized,... Read More

The Struggle to Decide: The Paths Customers Take to Solve Problems

Usually my essays discuss the issues that the 'sales' method... Read More

Referrals: Getting Good Business By Doing Good Business

Whether you're a conventional sales person, a professional ? such... Read More

12 Handy Tips for Generating Leads through Cold-Calling

Cold calling can be a great way to generate quality... Read More

Grow Your Business By Increasing the Value of Each Sale - 29 Ideas to Spur Your Brain

There are 3 ways to grow any business:- Get more... Read More

Lead Companies, Eight Features To Consider

So now the time has come to invest in Lead... Read More

Recommending Products Vs. Selling Them

Some of the best sales people I have ever met,... Read More

Use Bundling To Increase Your Profits And Sales

Use Bundling To Increase Your Profits And Sales An effective... Read More

Selling Strategy - 5 Ways To Success

Web sites exist for essentially two purposes. The first is... Read More

Your Proposal Was Rejected... But Why?

When a request for proposal (RFP) comes in, you get... Read More

Make Your Trade Show Booth Popular

So, you are taking your products and heading to a... Read More

The Problem With Technology At The Point Of Sale In Financial Services

BackgroundThere's a conundrum that currently exists between the customer and... Read More

The Benefits of Metal Store Fixtures

Your choice of materials for store fixtures includes wood, metal,... Read More

Are You a Winner or Whiner?

I've found that winners say "I choose to." Whiners, on... Read More

Six Steps to Creating Online Presentations for Telephone Selling

How much extra money could you make by closing just... Read More

A Pause For Thought

You can have your cake and eat it.What is it... Read More

Winning Sales Proposals

Your proposal is selling for you when you're not there,... Read More

In Sales Service Means Business

Some businesses flourish while others slowly fade away. There's usually... Read More

7 Strategies for Writing Fundraising Letters

Writing fundraising letters can be an effective way to request... Read More

Why Arent They Buying?

You've polished your sales page over and over againuntil it's... Read More

How to ASK for Business -- WITHOUT appearing Pushy --

GIVING Vs "SELLING"Never lose sight of the importance of providing... Read More

Color Psychology Will Make Or Break Your Sales Success

Color psychology is the biggest question I receive on a... Read More

Plan For Your Next Trade Show Appearance To Be A Success

Most people who consider trade show planning think of it... Read More

Write Fundraising Letter Overlines That Donors Cant Resist (Includes Samples & Examples)

The headline that appears over the salutation in a fundraising... Read More

What is Lead Generation?

Lead Generation is vital to all businesses. All companies try... Read More

When Selling, Keep It Simple Stupid!

After our first half-hour telephone coaching session, when asked what... Read More

Three Big Ol Tips for Better Sales Letters

Growing up in the South, I used the phrase "big... Read More

When the Nose of the Camel is in the Tent

My new job was to sell Commercial Service Agreements. It... Read More

Stop Telemarketers, Do Not Call List or Not

American consumers have spoken and have done so loudly registering... Read More

Incentive Dilemma:

Manufacturers and distributors are rolling out more sales incentive programs... Read More