Event Planning Tips & Tricks

Like most of you, when planning events I have the challenge of staying within a tight budget without looking cheap. One of the biggest hurdles is usually deciding on a menu and where to order from. For small simple events you can check with a local pizzeria to see if they have a banquet menu. I have been pleasantly surprised with the quality, taste and presentation of the food offered by pizzerias. They have choices that will please any audience and allow you to have an impressive menu on a pizza budget. 

ConventionPlanit.com is a great resource for other great tips and tricks from the event planning community! Check out their Stellar Tip Contest, where you can find hundreds of amazing ideas and suggestions from experienced event planners. 

Online Events: Web Conferencing vs. Webcasting

Companies are constantly trying to reduce costs, better communicate and go global. This wonderful thing called the Internet has made this more possible now than ever before. Unfortunately, that doesn't mean it's done right. I found a white paper from Frost & Sullivan that clearly explains the correct ways to use web conferencing and webcasting. 

Web conferencing is for smaller audiences, is less formal and limited in video function and quality. They're usually conducted over the web and through a phone line. Webcasting is for larger audiences with a lot of features, like surveys and polls, and allows for instant participation. They're usually more structured and broadcast live, similar to UStream.

Companies that offer online event services base their cost on the same premise as traditional in-person events. The cost depends on how many participants are included, the length of time needed, features ordered, etc. They are still cheaper than trying to get hundreds of people together from around the world for a convention. 

Web Conferencing vs. Webcasting - Source: Frost & Sullivan 

Planning a Career Fair

When planning a career fair there are many factors and details to take into account. The employers and attendees both need to feel satisfied at the end of the day, yet it's impossible to make everyone happy. In my opinion, smaller scale career fairs that are focused on a trade skill or specific industry are going to be more successful. The employers will receive resumes specifically from professionally experienced and/or educated candidates in their field, which makes it easier for them to fill their open positions. Attendees will not waste time going from booth to booth hoping that there is a company or job that they are interested in and qualified for. You can also market to specific audiences and geographic regions much easier. Just because a career fair promises over 100 employers or thousands of candidates it doesn't mean that goals will be reached. Keep the amount of employers under 50 and amount of attendees under 500 to get better results. The experience will be more valuable all around.

My Rant About Weddings

I have said time and time again that I do not plan weddings because there is WAYYYY too much drama! If you were to analyze my personality and emotions without knowing me...you would think I was a man. I become annoyed quickly with the over dramatic emotions women can display unnecessarily. It's such a waste of time and energy. Over the last two years I have been consistently attending weddings for friends, family, strangers, friends of friends, etc. Each time it seems like the bride is all stressed out instead of enjoying what is supposed to be the happiest day of her life. 

I keep hearing about how the family wants to take over, especially mothers and mother-in-laws. I do not understand why this happens so often. Didn't they already have their day? Why are they so overbearing with their opinions? Is it because their mothers did it to them, so they don't feel like they got the wedding they wanted? Is it simply because they're paying the bill? I truly do not understand this ridiculousness.

Weddings have been happening for centuries yet we still can't seem to get it right. The focus should be on the commitment that is being made by two people who truly love each other. Instead, people get offended and sometimes hold grudges for years because of incidents revolving around the wedding. LET IT GO and pay attention to what is really happening. I truly believe that the honeymoon is for couple, so they can get away from their family and spend some time living drama free!

Ahhh...I feel better now.

Always Seek Out a Better Deal

Event planners who plan similar events over and over sometimes stick with the same vendors because there is a loyal relationship. Every so often you should really look at the cost of that relationship. Get quotes from other vendors to see if they can offer you a better deal. If you really want to keep your original relationship, but find a better deal somewhere else, let your vendor know that they need to be competitive to keep you as a customer. Status quo is unacceptable and hard on your budget!

Recently, I had to order 20 tables for a career fair and my company has always ordered tables from the same party rental vendor. I looked at the previous bill and didn't understand why it seemed so expensive. Apparently, this vendor charges a $100 fee for the delivery person to bring the tables upstairs, even using an elevator. After calling two party rental companies I discovered that one of them did not charge extra to bring the tables upstairs as long as there was an elevator. The other company said that there was a charge of $.75 cents each way per table, meaning an extra $1.50 per table. Which is still dramatically cheaper than $100!

I decided to go with the company that charges $1.50 per table because the cost of each table was less expensive than the other two vendors and I got 10% off the total order for being a new customer. At the end of the day, the quote they sent me was the most affordable and I ended up saving my company $150. I am taking a risk because I've never worked with them before, but they have been amazing so far. I have the feeling that I've developed a beneficial new relationship that will continue to save the company money.

The Worst Kind of Events

Over the past week, I've lost a 26 year-old friend and a 76 year-old grandfather, who both suffered from different kinds and levels of addiction. My friend's brother, Brian, was at the height of his addiction, and my grandfather had been sober for many years. Either way, their decisions to participate in these activities ultimately lead to them passing-on to a new found peaceful place. Which leaves their friends, family and loved ones to plan viewings, funerals and memorials during an emotionally stressful time. This experience has made me realize that at this time of deep sadness you can also find strength and connections with your loved ones that was never there before. It is important to not miss any special events including, birthdays and holidays, because you don't know what will happen tomorrow. One thing I do know is that no matter what arrangements are planned, be sure they are what that person would've wanted, not what you think everyone else wants. RIP Brian Arnett and "Papa" Robert 'Don' Miller.

Here is information about the Brian Arnett Fundraiser

My friend, Veronica, who is Brian's older sister also writes a blog. Her posts are inspiring, touching and heartfelt. She is an amazing woman who embodies the strength of a thousand women and continues to impress me with her words every day. Click here for her blog, Everyday Kings!

Everyone Looks Out For Themselves!

I'm in the process of planning a Portfolio Review Day for graphic design students. In order to have their portfolios reviewed, I need reviewers! To get experienced professionals in the design community to participate in this event (without paying them), I had to put myself in their shoes. Why would they want to take four hours out of their busy schedule to participate in this event? 

That's when I realized that they might be looking for interns for their companies. What employer wants to go through the resume and interview process? So...when I reached out to the reviewers, who are also employers, I said that this event will give them the opportunity to look for talented interns for their company, without the hassle. Worked like a charm! I have ten reviewers from six different companies scheduled and all I have to pay for is lunch. 

Is It Weird?

Old pic of me & my bro (Justin) at a wedding

Even though I'm an event planner I tend to stay away from planning weddings. My step-sister is getting married this weekend, so my brother and I are both in the wedding. Is it weird that we're walking down the aisle together? I'm not sure I'm comfortable with this. I think it's going to be awkward. I might see if there is anyone else who wants to walk with him at the rehearsal dinner. I foresee myself getting stuck with him though, because we're the two shortest people! All the other bridesmaids will probably be taller than him with their heels on. Is it weird or am I just being weird?

Everyone Makes Mistakes

During a large sporting event in downtown Detroit the radio station I worked for had a prime marketing opportunity. We worked out a deal to put a large banner on the side of a parking garage facing the sports arena. I asked my team to hang the banner before the crowd started to arrive. As the event manager I had to be in a million places at once, so I didn't have an opportunity to check on the banner until the people started filtering into the arena. Unfortunately, that means people saw my station's banner upside down! I don't think I could've gone up the stairs of that parking garage faster. How embarrassing!

Welcome!

Know a lot about event planning? Know nothing about event planning? This blog is for you. No…we’re not talking about events for crazy ties, but I do love crazy ties. I love the mix of being fun and professional at the same time! Events are supposed to be enjoyable and entertaining, but they can be stressful and overwhelming too. Crazy Tie Event Planning's mission is to make sure your event is fun and stress-free.