Thursday, July 2, 2015

Keys to Outdoor Event Success

Planning for an outdoor event is a unique challenge to conquer. The requirements for an outdoor event are quite different compared to one held indoors. How can you ensure success?

The Meetings Imagined blog shared nine ways to plan a successful outdoor event. These include:
  • Ensuring your event is appropriate for the venue. You want to venue to fit your event rather than forcing your event to fit into a specific venue. Check which amenities you need for your event.
  • Food handling is paramount. Find out how you can keep food fresh throughout the event. Outdoor conditions will have an effect on food temperatures and how quickly they spoil.
  • Proper lighting is necessary. We know lighting is a great way to conjure up emotion. That’s not its only function. Proper lighting will also provide a safe way for guests to navigate the event.


These tips will help ensure that your outdoor event goes out without a hitch. Remember that the venue, food handling and proper lighting are but a few of the things you’ll need to pay attention to for an outdoor event.  

Thursday, June 25, 2015

Choosing an Event Venue

There are many steps to planning a successful event, chief among them choosing the perfect event venue. How can you ensure you make the right choice for your event?

Whova.com provided 10 tips to consider when choosing the venue. These tips include:
  • Consider your budget. If the venue costs too much on one day, consider moving it as it’s possible the rate is cheaper on a different day.
  • Ask what amenities and services are offered. The venue might provide certain items like linens, or a full-service kitchen. Knowing the services and amenities offered will help determine if outsourcing to vendors is needed.
  • Be mindful of the venue’s layout. What areas will receive the most foot traffic? How can furniture and tables be arranged to alleviate any potential problems?


These tips are a great start toward choosing the correct venue for your upcoming event. The process is long, but with these tips you’re well off onto your way to a successful event.

Thursday, June 18, 2015

Managing Food and Beverage Minimums

Providing all of the food and beverage for an event can sometimes be a struggle. Event budgets and meeting venue food and beverage minimums don’t always match, resulting in a delicate balancing act. What can you do to smartly manage the food and beverage minimums?

Zentila.com provides three great tips on how to smartly manage your food and beverage minimums. These tips include:
  • Ask for extra incentives for going over the food and beverage minimum. Negotiate extra suites or other items into the contract if the event is already going to exceed the venue’s food and beverage minimum.
  • Discover the per-day food and beverage minimum. This will help with budgeting before entering into negotiations with the venue.


These tips are just the tip of the iceberg for ideas on managing the food and beverage minimums. How  have you managed these costs?

Thursday, June 11, 2015

Encouraging Interactive Meetings

Meeting interaction can be hindered by shorter breakout sessions. It’s important to avoid this issue by allowing the opportunity for participation.

Event Planning, a blog by Cvent, shared eight tips to instantly make meetings more interactive. Their tips include:
  • Use interactive session starters. These will encourage participation, and avoid jumping straight into information overload.
  • Discussion pairs. Split attendees into pairs to discuss job related challenges.
  • Brainstorming sessions. Use tools specifically designed to enhancing brainstorming sessions to solve problems and increase productivity.


These simple ideas are a great way to increase interaction at meetings. How have you encouraged more interactive meetings?

Thursday, June 4, 2015

Addressing Attendee Dietary Concerns

Food and beverage are traditional mainstays at events. Most events provide at least a refreshment table for their attendees to munch on. It’s up to you, as the event planner, to ensure that attendee food allergies are addressed.

Meetingsfocus.com provides several tips to help you plan for and address food allergies in advance of your next event. These tips include:
  • Ask questions of your site and vendor selections about how they deal with food allergies. Confirm how they address food allergies or specific dietary concerns.
  • Communicate with both your attendees and the catering team. Include registration questions asking if attendees have any food allergies or dietary restrictions. Relay these answers to the catering team as soon as possible so they can plan accordingly.
  • Take advantage of seating apps and software. These technologies allow you to pinpoint guests quickly and efficiently, and label anyone that registered with food allergies.


These tips will help you plan for food allergies and dietary restrictions quickly and efficiently. How have you planned for food allergies at your events?

Thursday, May 28, 2015

Getting the Most out of Event Photography

Event photography is an important element for every event. It helps document almost all aspects of events, from workshops to catering. That’s why it’s necessary to ensure you’re getting the most out of your photography.

Meetingsimagined.com wrote about the importance of event photography, and how to get the most out of it. They highlighted several key areas, including:
  • Choose the correct photographer. Ask the photographer questions on their experience with events similar to yours. Hire someone who knows how to interact with people.
  • Plan accordingly. Confirm details of the shots you want, pricing and timing of when you’ll receive photos.
  • Inform guests and speakers. Find out if they mind being photographed or not. It’s easier to handle that upfront rather than in a rush after the event.


These are just a few pieces of advice on how to get the most out of event photography. Remember these tips, and you’ll be on your way to a successful event experience.

Thursday, May 21, 2015

Attention Grabbing Event Tech Trends

Today’s technology continues to impact events in big ways. From social media apps, to audio/visual setups, new technologies have grown to capture the attention of audiences.

Boomset Blog provided a list of four trending event technologies to use at events. Their ideas included:
  1. Take advantage of a 3-D printer. These printers can produce amazing creations on location, making it perfect to draw attendees to a certain area of your event.
  2. Live stream your events. Real-time apps such as Periscope offer users an easy way to broadcast their event live, on their personal tablets or phones.
These are just a few of the event technologies you can take advantage of at your events. What technologies do you suggest using at events?