• “Is the event over?”
• “That was fun.  I’m ready to leave.”
• “Wow, what a great event!  I can’t believe it’s already over!”

Without a show of hands, I strongly suspect you prefer the ‘Wow!’ response.  Most guests want to leave an event feeling good about their participation (as well as the investment of time and money to be there).   Further, they want to know the event is over.

How do event planners achieve this?  We create a strong closing.  In other words, we punctuate the event with an exclamation point!

For example, I had the pleasure of co-producing two high-profile memorial events in Washington, DC last week.  One event was a celebration dinner at DAR Continental Hall; the other was a funeral service the next morning at Arlington National Cemetery (see photo).  The original dinner plan was cocktails, welcome remarks and seated dinner.  It’s a common event formula … but there’s no closure.  So we modified the program to include a heart-felt toast by our client’s son followed by Amazing Grace song by her grandchildren  just after dessert was dropped and the champagne was poured.  These elements gave the event more structure and closure, which adds up to the punctuation at the end of the event!

Other examples of ending an event with an exclamation point (!) include:

• Singing “Happy Birthday” and blowing out the candles
• Cutting the wedding cake
• Announcing the recipient of the most coveted award
• Closing ceremony or keynote speaker
• Exploding fireworks finale
• Dancing to the last song of the night
• Leaving a small gift (goodie bag) on the seat when valet returns the car
• Thanking guests for their attendance.  Hosts, leadership, executive management, etc. should be stationed by the exit.  It becomes a receiving line of sorts but it really makes a difference on how guests leave.

So as your planning your event, consider how you want your guests to leave as much as how you want them to arrive.  Punctuate the ending it with an exclamation point!

How do you create a ‘Wow!’ closing when guests leave your event?  What difference does it make?  Please leave a comment to let me know.

Our final rental selections!

If you want to [partially] experience your event before the big day, request a tasting with your caterer.  More than just tasting food, tastings allow customers to see the table set up and the food presentation, smell the delicious aromas and enjoy the wait staffs’ service from a guests’ perspective.

Tastings are not always offered by caterers, and if they are, there are usually caveats; some charge a small fee, limit the number of attendees and or request a signed contract.  These are reasonable expectations, especially if food, beverage, service and rental selection are important to you and your guests.

Since you’re still reading my blog, I assume that catering is important to your event.  Therefore, I’m sharing my experience and notes from my tasting yesterday at Occasions Caterers in NE Washington, DC.  My Occasions colleague, Emily Petro, prepared menu options for my client’s memorial celebration at DAR in 2 weeks.  Occasions was selected because my client wants a fine dining experience (she has good taste!).  The tasting allowed her to taste the food, of course, but also to see what food was described in the proposal, evaluate presentation, change selections, pair wines and sit at a table set for 8 vs 10 people, as well as finalize the linens, china, stemware, flatware and floral selections.  Yes, we had a very productive one hour (and tastings usually last much longer)!

So let’s dissect the tasting … to make your tasting just as productive:

Sit at the table.  Eight (8) guests at a 5’ round table is comfortable; 10 is cramped.  Set the table per the proposed specs (including complete place settings) to truly feel how you guests will enjoy (or not enjoy) their meal.

See what the food looks like. This may sound like a no-brainer but let’s be real; caterers are clever writers.  Sometimes, it’s hard to envision the description.  For example, we were surprised by one dessert option and decided the best option was a simple chocolate mousse-like dessert, especially after a light but flavorful entrée.

See the food presentation. Again, it’s easy to read a proposal but it’s not until you see the food on the plate, course after course, that you clearly understand the presentation.  For the first course, we tasted a Maryland Crab Ravioli; it was absolutely delicious but too big and with too much carrot and fennel sauce.  We agreed that two smaller raviolis with a small dollop of sauce were preferred.

Taste food with wine service.  I learned something yesterday about wines.  It’s the sauce that determines the wine selection.  For example, a vinaigrette dressing will pair differently than a cheese sauce.  Further, you’ll want a bland wine when eating flavorful food.  Long story short, work with the chef and sommelier to determine your wine selection and then sample.

Enjoy the wait service.  Wait staff are amazing, especially the ones who have been trained and love the art of hospitality.  They help you with your napkin, serve from the left and remove from the right and just do everything with a smile.  Anything less is a concern.  Wait staff will spend more time with your guests than you will.  Therefore, they are your ambassadors.  That’s a pretty powerful position.  The Occasions staff was superb; they expedited service without rushing us.

See the table decorations.  Along the lines of sitting at the table, see the decorations – the linen and centerpiece as well as china, stemware, flatware and votive candles.  If you’re not crazy about an item or two, then play around.  Emily was so kind to have 2 tables completely set – one for 8 guests and one for 10 guests.  Each table had a unique look and then, there were extra samples.  So we played … with colors, with flowers, with napkins as flowers and many votives later we decided on a green apple pintuck linen with banded china, thin gold banded stemware, ivory napkin and clear votive (seen in photo above) with a small, tight, European centerpiece.  Lovely!

Solidify relationship with caterer. Last but not least, leverage the tasting as an opportunity to strengthen your relationship with the catering team.  Again, catering is an important element of most events, the wait staff will spend more time with your guests than you will, and most importantly, guests always remember what they ate (or didn’t eat)!

What is your experience with tastings?  What would you add?  Has this article helped you prepare for your tasting?  Please leave me a comment to let me know!

So, why do many people fail to RSVP?  I have a few ideas based on my own event planning experiences:

5.  They are not interested in your event.

4.  They have conflicting events; need to make a decision to reply and often forget.

3.  They misplaced the invite.

2.  They do not know what RSVP means. It’s true!

1.  They don’t know why they should attend and how they will benefit from attending!

What can you do to improve your response rate?  Again, just a few ideas that I suggest to my clients:

1. Mail or email invitation for Friday delivery; gives people the opportunity to respond on the weekend
2. Personalize the invitation, especially email (and include an intriguing Subject Line)
3. Use “Please respond [by date]” in lieu of “Please RSVP [by date]”
4. Select a reasonable response date.  For social events, I like a Sunday date the week before the event.
5. Include more than one way to respond – phone and email.
6. Most importantly, include the 5 W’s (who, what, when, where, why) and really emphasize the WHY.  Remember, events are all about “them” … i.e. when we plan events, we think about what our guests want/need to achieve our results.

Additionally, rethink your marketing strategy.  I know email invitations are less expensive and very earth-friendly but I disagree with their use as a primary marketing tool.  Open rates are low and click-through rates are even lower.  I encourage my clients to mail an invitation (even a basic, off the shelf design), to follow up with an email (reminders, too) and depending on the event type and size, to follow up with personal phone calls, especially to the people you really want to be at the event!  As well, leverage social media but for true success, already have an established “conversation” with your fans, followers and other connections.  Otherwise, it will take time to build the rapport and see results.

What am I missing?  Do you have a different opinion on why people fail to respond to invitations or a better idea for solving the problem?  Please leave me a comment to let me know!

• Strategy – define purpose, target audience, goals and objectives and budget
• Design – create an event that engages your guests to achieve results
• Venue – consider location, amenities and customer service, as well as capacity, cost and cleanliness
• Marketing – communicate what, when, where, what and how to guests – in a diverse manner (print, email, social media, blog, video, word-of-mouth) with sufficient lead-time.  Really focus your message on what the event is and why this audience needs to be there.
• Team – the most important success factor, in my opinion, is your team – the production team, as well as vendors, sponsors, volunteers and front-line personnel (registration, waitstaff).  Your team has the incredible responsibility of executing event details and servicing your guests (to facilitate results); therefore, everyone must be “on the same page”, work in harmony and share the same vision.

Have I overlooked an important success factor?  What would you add to the list?  Please leave a comment below to share your thoughts.  I look forward to it!

Did you hear the News?

Planning Started Early

Planning began nearly a year out, which allowed sufficient time to think, act and even react.  Event planners rarely have the luxury of time, especially in this new economy, but it really is a resource that can make or break an event.

We asked guests what they wanted (remember, it’s all about them!)

You may remember my ‘Survey Says’ blog article.  I wrote how participation was declining for this annual fundraising event. So we surveyed members/potential guests to determine what they wanted. We added an incentive (a complimentary event ticket) to encourage responses.  We analyzed the data and ultimately, produced an event that our guests wanted. In fact, each time was had to make a difficult decision, we referred to the survey responses for guidance.

Sponsors/Vendors Were Part of the Event Team

The event’s success, not to mention the guests’ experience, was dependent on my generous sponsors’ success.  Rather than ask for a freebie in exchange for plastering the sponsors’ logo everywhere, we worked with each sponsor to give them what they needed for their investment (remember, the new sponsorship strategy is win-win-win).  Further, we integrated them into planning stage by leveraging their expertise. For example, our lighting vendor was able to work with the venue’s electrical engineer to bring more power into the building in a safe, cost-effective manner – something I couldn’t have done on my own.  Lastly, we invited them to walk-throughs, kept the lines of communication wide open and worked hand-in-hand during set up.

Marketing Activities were Diversified

We had no money but one line item we never considered eliminating was invitation printing and postage.  Instead, we developed a broad marketing plan to include save the date and invitation mailings as well as dynamic web site, frequent email reminders, blog articles, social media updates, word of mouth (we actually had a committee person responsible for talking about the gala to all industry friends at each networking event he attended) and the best, a teaser video shot at the venue that showcased many sponsors.  Our diversified marketing plan worked; we exceeded our registration goal!

Keep Calm and Carry On

Things come up, changes happen.  It’s up to the event planner(s) to remain professional, flexible and solution-oriented.  For instance, one of our top sponsors had to cancel a lot of in-kind inventory in favor of a paying client.  This presented a seating as well as a decor problem but we understood.  We were able to select some alternative furniture and bring furniture inside when Mother Nature gave us rain the night of the event.  Though the problem was challenging in the moment, it all worked out – as it always does!

Plan your Event like it’s an Award-Winning Event (always)!

I truly believe that all events should be produced as if they are award-winning.  Certainly, most movies are made this way; why not events?  With this approach, you’re always on your A-Game – your process is strategic, your behavior is top-notch and success is achievable.  I encourage you to give it a try!

What is your award-winning experience?  What other factors would you contribute to your events’ success?  Please leave a comment to let me know.

For more details and photos on my award-winning fundraising event, please check out the photo gallery (compliments of Focus Fine Photography), brief video (produced by Toy Box Productions) and BizBash article (includes list of all sponsors).

My husband and I took our three little girls to southern California for spring break.  It was a big expense so we wanted it to be successful.  Our strategy – plan most details for our daughters’ satisfaction.  Why?  When they are happy, everyone is happy!  For example, we traveled by plane on a direct flight during the middle of the day to minimize chaos; we selected kid-friendly activities that interested them; we scheduled these activities (including afternoon pool visits) for optimum enjoyment; and most days, we chose restaurants that offered fast but nutritious food.  The result?  “BEST VACATION EVER” cheered my daughters … and my husband and I would absolutely agree!

So how can successful vacation planning be applied to successful event planning?  Organizers must consider the preferences of their guests.  For example:

• What day and time  is most convenient for guests to attend the event?
• What location is most convenient?  Will they need metro accessibility or parking options?  Do they need ADA accommodations to participate?
• What are their food and drink preferences?  Are they adventurous eaters or better with the basics?  Do they have dietary restrictions – i.e. vegetarian, vegan, gluten free or cultural foods to avoid?  Do they expect a premium full bar or will they be satisfied with a limited selection of beer and wine?
• What entertainment will engage your audience?  Strolling entertainment has universal appeal and encourages conversation; loud music – regardless of genre – does not.

Once you have developed a list of guest preferences, then consider how to integrate your brand and budget into the equation.  The outcome will be a solid win-win strategy for your event success.  Guests will more likely attend the event and engage in your experience; in turn, you will achieve better results.

So, who’s ready to plan an event like your going on a family vacation?  What considerations will you implement for better guest satisfaction?  Please leave me a comment to let me know your thoughts.

Photo – one of our more generous considerations was leaving the girls with their grandparents while my husband and I enjoyed an afternoon canyon tour through Joshua Tree National Park =)

So, what does non-sales selling have to do with producing events?  Results.  To successfully achieve results, we must convince, persuade, encourage and influence people to participate.  Think about it.  As an event producer, I convince clients to accept my designs; persuade vendors to give me their best products and services at best prices; persuade sponsors and donors to part with limited resources; and influence participants to invest in an experience.

So now that we’ve accepted that we engage in non-sales selling, how can we do a better job at producing events with better results?  Daniel Pink writes that we need to improve our human relationships and focus on “Attunement, Buoyancy and Clarity” … the ABC’s of non-sales selling.

Here’s how I will apply the ABC’s to event production:

Attunement – “stepping outside our own experience and imagining the emotions, perceptions and motivations of another”

• Listen to and think like your guests. Answer ‘what’s in it for them?’ and then tell them in every marketing communications and every detail of the event.

Buoyancy – “how to stay afloat amid the ocean of rejection”

• Think like Bob the Builder.  Bob asks ‘can we fix it?’; you ask ‘can I make a great pitch?’.  The answer will remind you of your successes and motivate to you to pursue your goal.
• Remain positive. People respond to positive statements, especially if you really know what you’re doing.
• Remain optimistic.  If first you don’t succeed, try, try again!

Clarity – “problem finding, not problem solving”

• Limit options.  Pink cites a booth experiment.  One booth had 24 types of jam; the other had 6.  More people visited the greater selection BUT more people purchased from the limited display.  Something worth considering as you set up your next exhibit booth.
• Give clear instructions.  Pink says people need ‘a specific request accompanied by a clear way to get it done’.  Another words, ask people to volunteer and then give them the means to sign up for specific tasks.

Some other great ideas from the book:

• Use your head as much as your heart.
• Leave a vacant chair at the [production] meeting.  It’s a reminder of the most important person in the room … in our case, the people who attend our events.
• Serve first then sell.  Great reminder.
• Find the 1%.  Don’t get caught up in the details.  One percent gives life to the other ninety-nine.   Know the essence of your offering and explain it well.

Ok you’re turn.  How will you apply the ABC’s to your events?  If you read the book, what other nuggets of wisdom did you reveal?  Please leave a comment to let me know.

Last weekend, I produced an 8^th birthday party with a Lego Friends theme.  For the unfamiliar, Lego Friends is the new Lego collection for girls.  The bricks are pink and purple and the “friends” live in “Heartlake City”.  The challenge with this birthday theme is that it’s too new; very little exists to create a memorable experience (i.e. decorations, disposables)  just toys and books.  So I had my work cut out for me!

Here’s what I came up with.

Color Scheme

Green, Hot Pink and Yellow

Lego Brick Invitation

It’s amazing what you can do with 3D foam squares?!  For this invitation, the squares helped create the appearance of a Lego brick.

Décor

I wanted a playful look for this 8^th birthday celebration and I wanted to keep the look as simple as Lego bricks.  I used a white cotton table linen and white chairs so that the green, pink and yellow colors popped.

Look closely at the table runner.  It’s dimpled fabric that looks a lot like a Lego building plate!  It was absolutely one of my favorite details.

To complete the Lego décor look, I incorporated Lego storage containers (from The Container Store), which held party snacks, and sprinkled colorful bricks like confetti.

Lego Cake Pops

My other favorite party detail was the Lego head cake pops!  Aren’t they absolutely adorable?!  The birthday girl and her friends loved them.

Thank You Gift

As girls left the party, the birthday girl thanked them with a Lego “Forever Friends” book (as well as another handful of colorful jellybeans)!

Wondering about entertainment?  The birthday girl wanted to build Legos, of course, but the weather was amazing so the girls played outside.  As for food, the birthday girl requested pizza delivered.  Some party details can’t be changed.

So what do you think of my Lego Friends birthday party?  Have I inspired you to host one, too?  Please leave a comment to let me know.  More party photos may be found on the posh productions, LLC’s Facebook page.

1. Time Flies

Parents know firsthand the truth of this sentiment! I like the versatility of this theme. While I think of a clock as the visual element, I can also see a bird or airplane flying and all of the creative opportunities for food, drinks, décor, games and goodie bags.

2. You are My Sunshine

If your baby lights up your life (and what baby doesn’t?!), then this is the theme for their big day!  Bright yellow decor, perhaps with rainbow accents, makes a cheerful celebration of life.

3. Go Baby Go

At 12 months, most babies are all over the place – rolling, crawling, scooting and perhaps, walking! This theme celebrates these milestones by incorporating planes, trains and automobiles … or tricycles, wagons and ride-ons. Oh, the fun games!

4. A Year in a Flash

Similar to the ‘Time Flies’ theme but with photos, this theme is for crazy parents (myself included) who document every moment of their baby’s life. This theme is brought to life with photos of your baby … on the invitation, as decor at the party and on edible desserts (have you seen these adorable cookies on Pinterest?) What I like most about this theme is the opportunity to personalize the party.

5. One Sweet Celebration

Babies are so sweet and it seems fitting to celebrate their life with sweet treats. Two weeks ago, I produced this sweet first birthday party complete with a Cupcake smash cake (photo above), cupcake cake pops and candy buffet (which multitasked as goodie bags). Sweet? Absolutely!

What I like most about these themes is the opportunity to customize the design and really make the celebration as special as your child!  For more inspiration, please visit my Children’s Birthday Parties photo gallery.

What theme(s) would you add to the list? Have I inspired a theme for your baby’s 1st birthday? Please leave me a comment to let me know!

Knowing your guests motivations and values, as well as likes, dislikes and even demographics, is important for proper strategic event planning; it guides the planner in making decisions and subsequently, helps achieve desired results.

I’ve been thinking about this topic since watching the Oscars on Sunday night.  It was a long and sometimes painful awards ceremony.  In my opinion, the hosts’ humor and numerous musical performances seemed to overshadow the actual awards, and the skits and sound effects conflicted with the notion of a glamorous celebration.  Oddly, the tactics the producers used to improve the show seemed to backfire.

It reminds me of an awards gala that I produced last year.  The attendance numbers were declining, competition for similar events was growing and resources were limited.  Clearly, the event was missing the mark and needed an intervention.  My co-chair and I developed an online survey to ask members why (or why not) they attended the event and what they expected for their investment.  It was short, about 10 multiple choice questions.  Because the responses were important, we offered a drawing for (1) free awards gala ticket.

The response was overwhelming.  Some of the information we learned was that:

• Award Ceremony, food and beverage, ticket price and location are important factors when the members consider Gala attendance (and buying a ticket)
• Dance bands, fancy invitations and valet were elements they would forgo to reduce the ticket price
• Guests prefer a full bar
• Full lounge seating is preferred over seated dinner at rounds
• Most responses were received from long time members, between 40-60 years old

Based on this information, we planned an awards celebration that our guests wanted.  Admittedly, we weren’t able to accommodate every preference (like reducing the ticket price though we did minimize expenses to avoid a higher ticket price) but the overall results were positive, including improved attendance.  This is a legacy we hope will support the organization for future Award Galas.

One thing to note – surveys are valid for all types of events.  They make most sense for a corporate or organization but could also be used for a personal celebration that might require more from guests to participate i.e. a destination wedding, family reunion or golden anniversary celebration.

Has this article prompted you to survey your guests?  What will you ask them? How will you use the data?  Please let me know by leaving a comment.

If you need assistance developing survey questions, interpreting results or incorporating changes into your event planning, please contact me.