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Conference Planning Software – How Technology Has Changed the Industry

August 31, 2011 By Comments

Photo courtesy of john_a_ward on flickr

OK, time to age myself…

I remember when I got my first bank card. The banks were talking about how soon, all of your financial information would be connected to that one little card. Bank accounts, credit cards, mortgages. You wouldn’t need to carry cash and checks would become obsolete. Stores, restaurants and even vending machines would all accept this one little piece of plastic.

It kind of freaked me out at the time. Everything being so computerized and connected seemed almost dangerous. Not Hal (2001, A Space Odyssey) dangerous. I’m not that neurotic. More of a disbelieving, if you lose it you’re screwed, kind of dangerous.

But like the vast majority, I’ve embraced technology and, for the most part, appreciate how it has enhanced and improved our lives, both at home and at work.

Conference Planning Software – Is It Right for You?

There are several different options for planners to look at when considering conference planning software. There are some softwares available that can help you plan your entire conference, every little detail, from a to z. It will cover everything from catering and staffing to booking and management. It`s almost like meeting planning for dummies. They (figuratively) take you by the hand and walk you through planning your event step by step, ensuring no details or deadlines are left unattended.

But many planners have been on the job for years and are pretty amazing at what they do. For some planners, an expensive software may not be properly utilized and therefore, not the most cost effective investment. But for newer planners, or perhaps those “in-house” who have seen their job descriptions changed to include planning, it can be your best friend.

Conference Planning Software – Free Options

There several websites that most planners find extremely helpful, while still allowing them to plan their own meetings. WTTC.com, the meeting planner’s best resource, is one of those sites. A comprehensive tool, it offers users information regarding over 16,000 vendors and suppliers in 24 different North American cities. There are 18 different categories on this free web site, including venues, transportation, staffing, gifts and more.

Conference Planning Software – Other Software Options…

And while many planners may use an all encompassing software to plan their entire event, many will use specific software for certain components. And with an emphasis on saving money, budgeting software tends to be among the more popular choices available, along with registration and invoicing and tracking.

Conference Planning Software – Don`t Be Frightened!!

Like most technologies, conference planning software has become more relevant and far more user friendly. They can assist you from planning to the execution stages of your program. And whether you are using it to plan your entire conference, or one or two small components, anything that can simplify the process and contribute to the smooth running of a program is a welcome addition to the industry.

Technology is always offering something new and exciting. Staying current and keeping an open mind has always been an important part of the job. And being aware of what is available may help make your job a little easier!

 

 

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US Open Tennis Green Initiatives

August 31, 2011 By Comments

With US open tennis getting underway it’s always interesting to look at how much planning is done to make an event of this magnitude successful. Like any large events there is always an environmental impact. Many companies and associations today take this environmental impact seriously and often look at ways to reduce their impact. The U.S. Open has created an awareness campaign that is designed to promote environmental issues to US open fans. Alec Baldwin and Billie Jean King are the spokespeople for the awareness campaign. Keep your eye out as these two high-profile personalities hit the airwaves to inform us of the steps being taken.

U.S. Open tennis – By The Numbers

Even to a seasoned event planner these numbers will seem staggering. However putting on an event the size of the U.S. Open takes great skill and planning. Unfortunately the only time we will really notice the planning is if something goes horribly wrong. These event planners work tirelessly in the background ensuring that disasters do not happen (mother nature excluded of course).

Here are some interesting numbers and more specifically what the U.S. Open tennis is doing for its part to the environment:

  • 70,000 tennis balls that will be used during the matches and practices will be donated to various community and youth organizations throughout the US,
  • 985 gallons of food grease will be used for the production of bio diesel fuel
  • 20,000 pounds of food will be donated to the community.
  • 50 tons of food waste will be composted for landscape and farming uses
  • all of the service ware in the food Village will be 100% compostable
  • notepads will be printed on recycled paper

So while we are watching all of our favorite tennis stars in action don’t forget all of the organizing and execution that is going on behind the scenes. It’s through the efforts of these tireless organizers that you and I get to watch things go seamlessly (touch wood). And hats off to the U.S. Open tennis organizers that understand the impact that an event of this size can have on the environment. The steps that they have taken, not to mention the extra workload that I’m sure this has created, shows that they take this environmental impact seriously. The world is a better place for you and me and future generations because of the actions that conscientious corporate citizens (like the U.S. Open organization) are taking.

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Why Not Promote Your Event at Another Popular Event

August 30, 2011 By Comments

So you have an upcoming event and you’re sitting there trying to figure out the best way to promote your event. How do promote your event is that magical question that there are literally thousands of answers for. That doesn’t mean you have to go out and try each of those answers to see which one is the best for you. I always promote doing a bit of research and look at other people’s events and what went right for them to determine the best way to promote your event.

Promote Your Event by Looking at What Famous People Have Done to Promote Themselves

Love them or hate them there’s one thing about famous people that I’m sure we would all agree on – most have a very good PR machine working diligently in the background to promote them. Ever stand at the checkout counter the grocery store and look at all of the magazines staring at you? And have you also noticed that the same people appear on more than one cover in any given week? Well chances are that’s not a coincidence. It’s usually a well thought out plan by the persons PR people. At the 2011 MTV’s video music awards, artists Beyoncé and Jay-Z used this popular event as a way to promote an upcoming event of their very own. You see, at the end of her song Beyoncé very much confirmed that she is indeed pregnant. And as the camera swung around we were also exposed to a very happy father to be. And by all accounts this announcement seems to be paying off big time for this power couple. The day after the MTV video music awards were aired the headlines and blog sphere was abuzz with the news. I’m sure their PR people are high-fiving themselves as their successful PR campaign is certainly doing what it was intended to do – keep them both in the headlines for as long as possible.

If you have an upcoming event think of other events that might be occurring within your industry. If this event is very popular with industry colleagues and potential attendees for your event then consider using this vehicle as a way to promote your event. It could be through trade shows or perhaps you might want to take out an advertisement. But one thing is for sure – by using another event to promote your event ( within the same industry), you’ll be reaching a highly targeted audience for your event.

 

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Corporate Event Planning – What’s Hot in Entertainment!

August 30, 2011 By Comments

Photo courtesy of {GP} on flickr

Tired of the same “boring” corporate events? We all love to include new and exciting ideas in our corporate event planning. Who doesn’t want to be one of the first to showcase a new trend in the industry? To be a leader or an innovator paving the way, to be the one to take chances and shake things up, getting the attendees, guests, delegates and maybe even other planners talking.

Corporate Event Planning – LOL – Clean Comedy!

Laughter truly is the best medicine. One of the latest trends in corporate event planning is Clean Comedy. And yes, clean comedy is exactly what it sounds like. It’s a way to entertain corporate groups without the swearing or using what some may consider offensive content. Clean comedy can vary from stand-up to magicians to humorous and entertaining motivation speakers. Clean comedy professionals will take your vision and/or suggestions and customize their act to your event and attendees. If the goal is to entertain and please all the people (well most of them anyway), clean comedy is definitely a viable option.

Make your corporate event full of fun and laughter by showcasing clean comedy.

Corporate Event Planning – Celebrity DJ’s!

There’s nothing like elevating your event to A-List party status. Don’t you want to take your party event to the next level? If you answered yes (or even sort-of) to that question, then you may want to consider another one of the latest corporate event planning trends, Celebrity DJ’s.

Just being a celebrity doesn’t automatically qualify someone to be a disc jockey. There are a couple of types of celeb DJ’s. First, there is the specialty DJ; the trained professional with an extensive music background. They are known for, and have become famous by, spinning records. The second type is the “celebrity” who has become a DJ. Someone who is already famous (an actor, athlete, singer or even just famous for being themselves) and have parlayed that fame into spinning records as a second job or side business.

When planning any event, ensuring the success is first and foremost, but we also want it to memorable. A celeb DJ will create an incredible party atmosphere and make the guests the stars of the event!

Corporate Event Planning – Jump Right In to Interactive Entertainment!

Remember when we were kids and loved to play games like Ring Around the Rosy, the Hokey Pokey, Duck-Duck Goose and Mother May I. All different games with various results, but with a few common factors, they are interactive and participatory.

Whether we`re 8 or 48, interactive games get us hands on involved, active and help to engage and shape our competitive spirit. Interactive entertainment puts an emphasis on generating information and stimulation (for a number of senses) and appealing experiences specializing in team building, games, music, video and interactive fun!

When corporate event planning don’t forget to do your research and include some of the hottest entertainment trends. Both you and your participants will be glad you did!

 

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Wedding Event Planning – What’s Hot!

August 29, 2011 By Comments

Photo courtesy of Michael Davie on flickr

The question has been popped and excitingly answered. The ring is on the finger and the happy news has been shared with family and friends. The engagement party has been thrown and a great time was had by all. These are the exciting times that one dreams about. But wait, just one more little detail, time to plan that special day, the wedding. There are a lot of ingredients and trends that go into successful wedding event planning and a successful wedding.

Wedding Event Planning – Wedding Responsibility Cards

One of the hot trends in wedding event planning are Wedding Responsibility Cards. Huh, you say. What’s that? Wedding responsibility cards are an ingenious way to both assign wedding planning jobs and to track them to ensure the task has been completed. Let’s admit it, delegating is hard. Especially when it`s your wedding. But planning a wedding can involve a boatload of details and most brides welcome some help.

By utilizing wedding responsibility cards, and all those family and friends that offered to help, you are already a step ahead of the rest. Once you have figured out the details for your wedding, take the time to assign tasks to those helping you out. Prepare and print the cards with all the information outlined. Then review the card and all the details ensuring the assigned family member or friend is clear on their undertaking.

Wedding responsibility cards can also be prepared for those participating in the big day. Cards can be made up outlining the responsibilities for the day, printed out and then reviewed to ensure the day goes off without a hitch!

Wedding Event Planning – Wedding RSVP On-Line

There is nothing is wrong with wedding response card, most people send them out with the wedding invitations. But another hot trend in 2011, and the easiest, most economical and greenest way to receive wedding RSVP’s is on-line. On-line RSVP’s helps you eliminate time, costs and energy.

If you are creative and technology forward you can set up a system on-line for your invitees to RSVP to your soirée. For those of us not as creative and tech friendly, there are lots of on- line platforms available for free. Many on-line platforms also include numerous other ways, to make your wedding event planning life and RSVP’ing easier.

Wedding Event Planning – Candy Buffet

If truth be told, I am writing this blog just so I can cover candy buffets. I am a girl who enjoys her candy. As a matter of fact, the other day, my boyfriend walked it the room and said “49 years old and eating Lik-M-Aid, what’s wrong with this picture”. I considered getting married just for the fun of sourcing out, having a candy buffet at the wedding and of course eating the candy. I did rethink that but that tells you a lot about me.

So enough about me already, the point is candy isn’t just for kids anymore. Candy buffets are one of the hottest trends in wedding event planning right now. And if I had my say, it is a trend that is here to stay. A candy buffet is exactly what it sounds like, it consists of all types of candies and sweets set up buffet style, along with take away bags. Candy buffets can straddle the line of budget conscious to extravagant, depending what you include and on your budget situation. A candy buffet is usually put out after dinner service is completed and guests are encouraged to indulge and help themselves. Coming from a foodie, some of the most ultimate fun comes in the exploring, selecting and bagging up of the candy.

It may be hard to believe, but I have heard that candy buffets are becoming as trendy as wedding favors and wedding cake. Some brides have opted to totally forget about the wedding favors and go the route of a candy buffet instead. If you are a “do-it-yourselfer”, you can research, purchase and set it up on your own or there are several free web sites that will walk you through the experience. Or if the budget allows, hire a company to take care of it all so you just have to show up and enjoy. A candy buffet will bring a smile to your face, whether you are nine or ninety!

If you want your wedding to include some of the newest and trendiest stuff out there, be sure when wedding event planning to check out “What’s Hot” so your day is everything you want it to be.

 

 

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Planning a Party? Why Not Consider a Party Planning Party.

August 28, 2011 By Comments

Does the idea of planning an upcoming party have you stressed out? Trying to figure out where to even begin? Well if so, perhaps you should consider having a party planning party. While I’m sure this sounds like a tongue twister or play on words, the idea of having a party for planning a party might just be a fun way of getting a daunting task done.

A Party Planning Party Can Be Both Fun and Productive

For help with your task of planning a party why not consider getting a few of your close friends together (particularly those that are also going to be invited) for a few drinks and some casual food to discuss the ins and outs of your upcoming party. Basically you can call upon the strengths of your colleagues to help fill in areas where you think you’re going to need the most help. For example one of your friends might be very good at Facebook and might welcome the task of putting together an invitation and sending it out to mutual friends and following up.

A Party for Planning a Party Can Be an Impromptu Get-Together

You might already be used to getting together with friends on a Wednesday or Thursday evening to unwind and chat. Why not turn that Impromptu get-together into a little brainstorming session (especially if the same people will be coming to your party). Most people, when asked, do not mind offering their advice in the least. As a matter of fact most people enjoy giving their advice. So why not take them up on that. Over a glass of wine and snacks why not throw out some of your ideas and get feedback from the group. A word of caution – be prepared for that feedback as you may hear things that you won’t like.

Often when friends call upon us to help out we’re ready to go at a moment’s notice. So if you have the task of organizing a party consider asking a few friends and colleagues to participate. And make it fun such as an evening out with drinks and snacks. The one thing that we know is that our friends do not mind offering advice when asked (and many times when there are not asked). So why not use the occasion of a party to ask your friends and colleagues for their ideas and input as to what they think would make the party fun. There will be tasks that you literally hate to do.  For those tasks I’m sure people within your circle would be more than happy to accommodate – so why not take advantage of that when planning your party.

 

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Meeting Planning – Sometimes You Just Have to Laugh!

August 27, 2011 By Comments

Photo courtesy of Baltic Development Forum on flickr

There are so many cliches in the meeting planning world. A favorite, that I myself am guilty of uttering a few thousand times is “what can go wrong may go wrong”. We’re all well aware that, when planning a meeting, whether with a planner or solo, sometimes “stuff” happens. There are so very many details involved that no one person (or team) can be on top of every single plan and detail. We always think we have it covered. We review, and review again, all the specifics; the bookings, the service companies, everything that we’ve planned and are responsible for. But really, who can oversee it all? Who can be in all places at all times?

Meeting Planning – I Can’t Do it All – WHAT!

When a problem arises, I can’t tell you how many times (a lot!) I’ve heard a meeting planner say “I can’t do it all, drive the coach, cook the food, set the rooms, etc.”. You know what I’m saying; we’re expected to be all things to all people. But truthfully, this is an impossible task and we realistically can’t be everything for everyone. But we can and do perform the best job possible and we can definitely rely on our in-house team and our hired service providers. And with all that experience, professionalism and hard work (and a hope and a prayer) put on the best, trouble free meeting possible.

Have a laugh and take a look at how Hyatt Meetings proves this point in a funny take on the meeting planning world.


The Teppanyaki Chef by HyattMeetings2010

 

 

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Are Good Event Planning Careers Still out There?

August 25, 2011 By Comments
The seal of the United States Department of Labor

Image via Wikipedia

If you’ve been watching the news lately it’s becoming harder and harder to predict what in the heck is going to happen in the jobs market over the next 12 to 18 months. Which begs the question – are there still good event planning careers? And if so who is hiring and what region could I expect to get employed faster. These may seem like simple questions at the onset, however we are now living in a world where Democrats have proposed higher spending cuts then Republicans have even requested. And Republicans are about to say no to a payroll tax cut that the Democrats have proposed. Seriously have the gods gone crazy?

Event Planning Careers Will Flourish in Spite of the Politicians

Watching the recent debt ceiling debate unfold in Washington I couldn’t help think that we have elected a bunch of children. Doesn’t matter which side of the aisle that you sit on, left or right, it seems like these politicians weren’t concerned about creating jobs for you and me in the least. And wasn’t that all that we were hearing about before the last congressional elections? And just how many job bills have been introduced since the last election? As of last check the unemployment rate in the United States is 9.1% (July 2011, US Department of Labor). Seriously folks, it’s high time we put pressure on our elected officials to do something about the current job situation.

In spite of all the recent childish behavior at the state and national levels the outlook for event planning careers is expected to increase 16% through 2018. This information was dissected from the US Department of Labor. While accurate I write this with a word of caution. These projections did factor in the economic downturn from 2008. But right now we’re hoping that we do not have a double dip recession. There’s really no way of telling whether this will happen or not. The only thing I would suggest is that you don’t listen to a politician talk about employment outlook- research opinions from economists instead.

Event planning careers come in many shapes and forms. The initial increase of employment in this industry will most likely come from individuals setting up their own event planning career companies. With the larger event planning companies, new hires  will likely be a little slower paced as these businesses struggle through the uncertain times. However it’s not that there are no event planning careers out there it’s just that you have to do a little more digging than usual to find the good ones. And rest assured, in spite of our current political climate, our economy will rebound.

 

 

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Party Event Planning

August 25, 2011 By Comments

Photo courtesy of Vanessa Pike-Russell on flickr

The guest list is compiled and the theme has been selected. The entertainment is booked and you’re pretty sure the perfect party venue to showcase your event is confirmed. You’re feeling pretty good and you think you have it all covered. But wait…things can still go wrong, awfully wrong. What’s missing?

Unfortunately we sometimes learn by trial and error. And forgetting or having the wrong, or too little, food is definitely an error! It’s safe to say that one of the very most important factors in party event planning is the food.

Bad food, or not enough food, can and will ruin even the best planned party. How key is food at a party event? From simple gatherings to blockbuster party events food is the energy and centerpiece of the party. When planning food for your party, there are many factors to consider. You have to think about what type of food to serve, should it match a theme, how much and staying on budget!

Party Event Planning – What to Do, What to Do?

The $64,000 question remains… what type of food should you serve? Hors d’oeuvres, appetizers, finger food, cocktail party food, meal, non meal, buffet, sit down…And more decisions follow.

Food matching. Should you match your food to your theme? Should you match the wine with the food?

Quantity. How much food should you serve? And organizing food qualities can be equally as important as determining what type of food to serve…

And of course…cost. Determining and sticking to the budget is a crucial part of party event planning, it can make or break you, quite literally.

The possibilities really are  endless.

Party Event Planning – A Solid Decision

The answer to all of those questions, and more, is to hire a catering company. Catering companies bring experience, knowledge and understanding to each and every event. A catering company will take your planning and organizing and balance your ideas with the right food fit and guest experience. They will work with you and be an extension of you and your company. Most times your guests won’t know who did what. A caterer will take on as much or as little as you want them to. They will ensure you are on the right track and make the food one of the brightest stars of the party event.

Party Event Planning – Selecting the Catering Company

When deciding on the right catering company for your party events, be sure the company you select has what you are looking for. I was just about to say to be sure they have the experience working with the type and size of party event you are throwing but I am reminded about meeting planner story.

An industry friend was planning a company event for 5,000 guests in a city she had never worked in. She granted the party contract to a catering company that she didn’t know. They hadn’t worked on any events the size of the one she was planning. The reason for her decision, she said, was because after interviewing all the companies, she liked the newest and smallest company of the group. And the other companies reminded her of the invited guests attending the party. She felt that working with a catering company that had the experience, but not the suitable personality would be a mistake. So she went with the “newer” caterer with less “big group” experience and she never regretted her decision. And after celebrating a 15 year business relationship, it continues to be the right decision.

Before making that final decision be sure to get and check references, observe the company in action during an event and sit down for a tasting. I am a big proponent of tastings; they give you the opportunity to really see the quality, of the food, service and presentation, eliminating any future surprises or disappointments.

Working and partnering with professional catering companies will make your job easier and will elevate your planning party events to a new level.

 

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Resources for Finding Event Planning Careers

August 24, 2011 By Comments

As we have talked about here at plananevent.org many times, job hunting in today’s economy is a challenge to say the least. Today it seems we know many people that have either lost their jobs to downsizing or have been laid off because business levels have dropped. Regardless of the reason there’s one thing that is certain – event planning careers, like most other industries, are becoming harder and harder to find. That doesn’t mean that good ones don’t exist (they do). It’s just that you have to be a little more resourceful than before when trying to find that perfect event planning career.

The Internet Is a Good Resource for Finding Event Planning Careers but Beware

I’m sure that most of you have spent some time Goggling event planning careers. And on the Internet there certainly is no shortage of results when you Google that phrase (at last check I believe it was over 17 million returns). There are very good sites to use as a resource for finding that perfect event planning career. Of course reputable jobsites are the better places to start your search. You can key in specific search terms as well as create free accounts on many jobsites. Creating these free accounts allows you to save your searches and come back often to check for updates. But don’t forget that there are probably thousands and thousands like you that are applying for the same job. So it’s important to be creative in how you present yourself as you don’t have a very large window to get in front of the decision-maker.

I’m sure you have all seen the websites that promises that you will be making X amount in just a few days by duplicating a tried and tested technique. A word of caution with these sites. Generally speaking the saying “if it sounds too good to be true chances are it is too good to be true” is the best approach to take. If websites are asking you to pay money upfront for access to this or that system before they give you an ample overview of the system I would recommend you raise a red flag and get out of there as soon as possible. Unfortunately this is often the case with work from home business sites. And event planning careers can certainly fall within the work from home category. Another telltale sign is if you cannot see a mailing address in the contact information. Any reputable websites or product will always provide you with enough information before you purchase as well as their physical location. I would not buy anything from a site that does not offer this.

The Best Event Planning Careers, like Good Wine, Generally Take Time

I can’t stress enough that any good event planning career is going to take time to build. Unless you’re already in a senior event planning career, chances are you’re not going to walk into your dream job. Those jobs just take time, plain and simple. But for those of you who feel that those jobs are worth the time then there are many areas where you can search and begin that path. A good first place is industry associations. Take MPI (meeting professionals international) for example. Not only do they offer an area for job postings on their website, they also link to chapter sites and related sites where you can find out additional information. Your convention and visitors Bureau (CVB) is another great area to begin your search. And as we have mentioned many times before volunteering is good in so many ways. Not only are you enriching your life in an area that is probably near and dear to your heart, volunteering is an ideal way to get your foot in a door when an opportunity opens.

Finding event planning careers and especially good ones is a large task in today’s world. Don’t be tempted by those sites offering to change your financial situation overnight – the only person’s financial situation you will be changing is that site’s owner. Use resources that you can rely on, ones that have a reputation in your industry. The more that you can do to get your name out there and network with industry colleagues and decision-makers the better your chances are of landing your dream job.

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