February 2012 - PlanAnEvent.org

World Meeting Planner App for iPhones

February 29, 2012 By Andrew Maxwell Comments

Ever wonder when would be the best time to schedule a meeting with people in different parts of the world? Well, with the world meeting planner app for iPhones, scheduling a meeting around the world can now be a lot easier. Think of it as a world time clock for a meeting planner.

For a world time zone meeting planner having to schedule meetings with colleagues in different cities can be a scheduling nightmare. For one, you have to factor in the time zone of where all of the meeting’s attendees reside and make sure that you can accommodate everybody’s schedule according to their local time. If an attendee is located halfway around the world, and you happen to schedule the meeting to begin at 3 AM their time, there’s a very good chance that that person may not attend your meeting.

World Meeting Planner Clock for iPhone Highlights

As the developer site highlights, the world clock meeting planner for iPhone is an international time converter that easily assist meeting planners with scheduling conference calls, videoconference, Skype calls and even virtual training. The meeting planner world clock app has over 40,000 cities preloaded and you’re also able to add your own list of cities to the app as well.

When a meeting planner is ready to schedule a meeting, they enter the date and time for the meeting into the app. Time zone calculations are performed automatically and the local time zones for all participants is displayed. From the world clock converter a meeting planner can easily determine whether or not you may have scheduling conflicts.

The meeting can also be scheduled into your calendar and also sent through e-mail.

Another nice feature about the world time server meeting planner app is the cost. It is very affordable at $1.99. There is also a free version available which is supported by advertisements.

What Users Have To Say about the World Meeting Planner for iPhone

A quick review of Apple’s iTunes Store shows that there are not a ton of testimonials registered for the app. However the comments that are there indicate a high degree of satisfaction amongst its users. The testimonials seem to focus on the time-saving factor and how easy it is to schedule conference meetings between many locations around the world.

If you are a world meeting planner and scheduling has always been a pain, you might be a good candidate for the world meeting clock planner app for iPhones.

It’s a Small World for an International Meeting Planner (plananevent.org)
Are You a Time Zone Meeting Planner? (plananevent.org)
Characteristics of a Corporate Meeting Planner (plananevent.org)

Filed Under: Tools & Guides Tagged With: App Store, meeting planners, tools and guides

80th Birthday Party Ideas – Happy Birthday to YOU!

February 29, 2012 By Randy Markus Comments

Photo courtesy of Katherine Daley

Birthdays are special regardless of the age being celebrated. As each year passes, another birthday allows us to commemorate, celebrate and honor that extraordinary person in our life. Reaching eighty is definitely a significant occasion and should be treated as such. Number 80 quietly demands for an out of this world celebration, something truly unique and memorable, not only for the invitees but the guest of honor as well. Eighty is a time for loved ones to articulate their affection and admiration and, yes, a party is the perfect opportunity.

80th Birthday Party Ideas – Now is the Time!

Eighty is a landmark birthday and is the ideal time to let your loved one know what they mean to you and how valued and cherished they are. 80th birthday party ideas will help to make your celebration special and filled with thrilling and unforgettable memories that will mean the world to the birthday honoree.

Are you organizing an 80th birthday bash for that someone special in your life? And looking for some suggestions to remember this joyful occasion in the biggest way ever? Then look no further, here are some helpful 80th birthday party ideas for those planning that milestone birthday for someone they love.

80th Birthday Party Ideas – Time to Start Party Planning!

Anything 80 Birthday Party – This really fun and unique idea is to use the birthday age as the theme of the party. So almost everything party related is based around the number 80. And I mean Everything! Virtually every single thing involving the birthday and the party is incorporated into the number 80 resulting in a great big birthday bash. All supplies, decorations, tableware should confidently and proudly bear the number 80 everywhere, even the number of guests should be kept to 80. Have the invited guests bring a gift of, you guessed it, 80 of something. It literally can be anything… 80 candies, 80 pencils, 80 cards or 80 of whatever else comes to mind!

This is Your Life Party – One of the top 80th party ideas is to design a presentation of the birthday honoree’s life… a stroll down memory lane, if you will. This can easily include pictures as well as a video production highlighting all the happiest and best parts of a person’s life. A sequence of decorations that harken back to the day when the guest of honor was growing up. With the quick use of Google you can simply research what was in and what was out during those formative years. And you can easily find the most popular items and events, price points of the time as well as the top music and movies from back in the day and display them in a decorative fashion. With the “them” being all about the birthday person’s life, birthday party planning has never been so much fun.

Book of Life Party – This fun filled idea is great for those celebrating birthdays of all ages, not only the number 80. Create a questionnaire and send it to every single person that knew the guest of honor when they were younger. The questionnaire should include various questions about the honoree including how they met, what their favorite memory is and what they deem as the birthday person’s most appealing quality. While at the same time, collect pictures from the different phases of their life. Birthdays are the perfect time to relive all those fabulous life experiences and special memories of those times and the folks that shared their journey. Once you receive all the replies, info and pictures, you make a book of life, a great way to document and celebrate the life of the person celebrating their birthday. It’s the gift that will keep on giving…joy that is!

Eighty is the ultimate time to look back at the past and look towards the good times coming. It’s the 80th birthday and I say lucky them! Planning the 80th for a loved one can be a most enjoyable and interesting time. Finding the right theme and idea will make it all that much easier and so worthwhile. So get out there and start planning!

Filed Under: Planning Parties Tagged With: Birthday, birthday party ideas, parties, party, party ideas

Characteristics of a Corporate Meeting Planner

February 28, 2012 By Andrew Maxwell Comments

A corporate meeting planner is one busy person. If you’ve read a few of the blogs here then there’s one thing that I’m sure you’ve seen often and that is that a corporate meeting planner wears many different hats. A lot of people have asked me over the years what characteristics are important for a corporate meeting planner.

A Corporate Meeting Planner Needs to Be Extremely Organized

In order to successfully execute a meeting, a corporate meeting planner needs to be a very organized person. But in answer to the question that I’ve been asked many times in the past regarding what characteristics stand out, what I usually tell people is that a corporate meeting planner has to be good at logistics. After all, most corporate meetings involve a whole slew of activities.

Some of the logistics that are involved with executing a corporate meeting are:

Transportation- quite often, and especially with corporate meetings, the corporate meeting planner is required to arrange transportation for the delegates at the airport (and sometimes from their starting cities as well) and transfer them to the hotel where the meeting will be taking place. Many times they are also charged with having to make airline reservations for the delegates as well. If a corporate meeting planner’s lucky enough the transportation logistics will revolve around one or two days before the meeting and one or two days after the meeting. But many times their department is handling individual flight request as well as individual ground transportation. From here they will develop a travel manifest. But ask any seasoned corporate meeting planner if that’s the end of it and you’re likely to get a loud chuckle from the planner. Because there are often many changes to flights (and hence ground transportation as well) due to last-minute changes, weather etc. I’ve worked with transportation manifests where you could barely read because of all the writing (changes) by the time the meeting was finished.

Hotel and Meeting Logistics – on top of getting all of the delegates to the meeting’s location, the corporate meeting planner also has to make sure that the hotel is booked, meeting rooms are blocked, food and beverage arrangements have been made and all of the appropriate speakers and/or presenters have been booked. You’re starting to get the idea why meeting planner checklist are so important to their jobs.

If you think a corporate meeting planner has a tough job then you are correct. But if you ask a corporate meeting planner if they like their job, all lot will tell you that they love the fact that they have so many components that are so different when organizing a meeting. A corporate meeting planner needs to be good at logistics. As a matter of fact organizational skills are probably at the top of the list of characteristics required for corporate meeting planner.

What Skills Are Needed to Be a Meeting Planner (plananevent.org)
Finding a Good Meeting Planner Template on Microsoft Office (plananevent.org)
What to Expect for a Meeting Planner Salary (plananevent.org)
Meeting Planner International-the Pros and Cons of Taking Your Meeting Offshore (plananevent.org)

Filed Under: Planning A Conference Tagged With: conference planner, meeting planner, meeting planners, meeting planning

Birthday Party Ideas for Tweens – First Stop Here!

February 28, 2012 By Randy Markus Comments

Photo courtesy of clearly ambiguous

Looking to throw a great birthday party for your tween? The real whiz when it comes to coming up with fantastic birthday party ideas for tweens is a tween. So who better to talk to for some inspiration, some on the spot and much preferred birthday party ideas then the actual tween about to celebrate.

“What exactly is a tween?”you ask. The free dictionary online describes a tween as “A child between middle childhood and adolescence, usually between 8 and 12 years old.” So your child is growing up and way too old for the typical Barbie, Cat in the Hat style birthday. Just because your tween is growing up doesn’t mean they won’t still want to have a party, but they want the best birthday party ever.

Birthday Party Ideas for Tweens – Fun, Fun…FUN!

So you’re thinking that gone are the days when planning your child’s birthday party was actually fun and an easy going experience. Remember back in the day, all you needed to know was their favorite flavor and TV character and that would get you started with all the birthday party planning required.

But tweens still love to celebrate and they still love a good birthday party. And there are lots of really great birthday party ideas out there to not only please the parent planning the party but will also exceed the expectations of the guest of honor as well. So when planning that special birthday party for your special tween, put on the thinking cap and consider all the great birthday ideas, birthday party themes and you are well on your way to planning an unforgettable birthday party.

Birthday Party Ideas for Tweens – Getting Started!

There are lots of great tween and kids birthday party ideas and websites out there to help that are filled with some of the new and on trend ideas as well as some great classics too. As the story goes, find a great party theme ideas that they will love and enjoy and a successful party is sure to follow.

Murder Mystery Party – The absolute favorite, always a classic, murder mystery party is a great way to get all the birthday party goers involved. From the moment the kids arrive the entire party is themed around the murder mystery plot, from start to finish. Begin with a fun and appealing plot, then assign the kids their parts and characters and dress them up. All the decorations, activities and games, food menu, cake and goody bags should all revolve around the murder mystery plot. Solving a murder mystery has never been so delicious or so much fun!

Dance Party – There isn’t a tween around that doesn’t just love music and of course a dance party fits the bill. Decorate the party space like an all ages club or if the budget allows, rent a club that is available for private parties. Either way you have set the scenario for an amazingly fun dance party. When the kids arrive you can simply make them over by adding some sparkle by changing and enhancing their hair, creating dazzle by adding make up and transform their look by tweaking their outfits. All in the name of dance party fun! Provide great music and it will be an amusing and enjoyable time and it really will be easy to get all the kids up dancing and singing. The food, cake and goody bag will follow along with the dance party theme and will be sure to have the gang bopping and a boogieing!

TV Show Party – This is an all-time favorite for kids of every age, tweens and teens alike. Find out what TV show is your tweens absolute can’t miss preferred show and then you can easily theme a party around it. First take the party space and decorate throughout with that chosen number one show. If it’s a game show or reality talent show, you can then simply design the party activities in conjunction with the TV show’s real challenges. If the best in show TV program is a sitcom or drama, just match each party guest with a show character and then make them over into the style. A wig here, a hat there, a look and some make-up will do wonders to set the scene. By taking the show and making a party of it, coordinating the food, the cake, the goody bag and all the other fun party ingredients, there’s no doubt an Emmy on your horizon.

While tweens are no longer little kids anymore, they are definitely not grown-ups either. Their existence as a tween can be challenging and really is all about being cool and part of the group. So having the right party they want is an important part of their reality. So do some research and become the parent of the year by planning the perfect birthday party for the tween in your life.

Filed Under: Planning Parties Tagged With: Birthday, birthday party, birthday party planning, party planning, planning

Kids Birthday Party Ideas

February 27, 2012 By Randy Markus Comments

Photo courtesy of :: the make louge

One thing I know for sure, you don’t have to be a party planner to plan a great kid’s birthday party. I have heard it said a time or two that planning a kid’s birthday party is a heck of a lot like a road trip; getting there is half the fun! First and foremost, there are a boat load of decisions, decisions, decisions to be made. Will it be extravagant or simple? Small or large? At home or off site? And once those decisions have been made, the next step is determining the theme and all that follows; invitations, decorations, activities, food, loot bags and every other fun detail required.

Don’t worry. Your kid will love the party, no matter what final choices have been made. As long as you are sure to include them as part of the decision making process and be sure to make them feel extra special on this, their very own extraordinary day.

A kids party really is way, way, way more fun than any grown up’s party I’ve been to. For a kid’s party, it’s all about the fun, joy and play. Park your serious and sombre attitudes at the door. Everyone’s there for the same reason, to celebrate. So a kid’s birthday party is the perfect opportunity to tap in to everyone’s energy and enthusiasm.

As the saying goes, so many choices with so little time. Do we go with the Candy Land or Puppy party theme? Homemade or store bought invitations? Classic or trendy birthday menu? And so the decisions continue. There is a lot of help out there online and in the stores to get you on the right path. Check out this handy dandy video filled with kid’s birthday party ideas when our friends from Parents Magazine stop by the Parent TV Studio.

So whether you are organizing a kid’s birthday party indoors or out, at the zoo or in the backyard, serving cake or cupcakes, loot bag or no loot bag, there is so much help available to get you from start to finish. Speak with your special kid, get them involved and get planning! The results will leave you with a very happy child and parent too!

Filed Under: Planning Parties Tagged With: birthday party, happy birthday, parties, party, planning, video

Attending a Meeting from Home? Does Everyone Know Your Conference Call Plans?

February 26, 2012 By Andrew Maxwell Comments

As we have talked about, conference calling can be a productive way to attend meetings without the hassle of commuting to the meeting’s locale. However, it’s not always easy to plan conference calls. Conference call plans should be thought out before your meeting starts. Then, it’s recommended that you send your conference call plans to all of the attendees. You should discuss items such as; how do I let the meetings chairperson know that I want to speak, what if I have a comment while somebody else is talking, are open discussions part of the conference call plans or do we let each person go individually first. These points are all part of what should be covered off before hosting or executing a conference call.

Conference Call Plans Should Include People Not on the Call As Well

So, the format of the conference call has been set and you know how you are going to operate during the meeting. But, did you share your conference call plans with other people (especially if your conference call is occurring from your home office). In the video below, while I’m sure that the people on the other end of the conference call (in this case it was a video conference call to boot) probably didn’t mind the interruption, let’s just say that perhaps the person working from home should have informed his partner of his conference call plans. It’s pretty safe to say that the watercooler talk had a few spicy tidbits after this video conference call.

Conference Planning Resources – It’s All About the Planning (plananevent.org)
Meeting Planning – Meetings, Speakers, Attendance, Oh MY… (plananevent.org)
Planning Meetings – To Bore or Not To Bore! (plananevent.org)
The Planning Meeting-You Won’t Do What? (plananevent.org)
Political Event Planning-the Herman Cain Edition (plananevent.org)

Filed Under: Planning A Conference Tagged With: comedy, comedy video, Conference call, video, videos

Conference Planning Software – Is it for YOU?

February 25, 2012 By Randy Markus Comments

Photo courtesy of elprosumidor

Are you part of the meeting and conference planning world? And are you looking for ways to save both time and money while increasing your productivity? All at the same time? So many of us in the conference and event planning world have found that using conference and event planning software solutions can enhance and improve the planning approach and progression.

Currently, there are a number of dependable conference planning software solutions available to help automate the process and provide for the planner a greater vision and understanding. In addition, the various solutions available can provide a better handle on the countless elements and details that are part of any conference and meeting planning experience.

Conference Planning Software – Help is Here!

Conference planning really doesn’t have to be that problematic. Depending on the conference, event or meeting being planned, whether it is big or small, it can become staggering, uncontrollable and overpowering. But do not fear! There is help out there. The type of conference planning software you ultimately choose has everything to do with what you are planning and organizing, and what tasks you are using the conference planning software for.

Conference Planning Software – What About Trust Event Solutions?

Is your work multifaceted, complicated and time consuming? Let’s face it, most planners are troubled by a lot of the same issues. Is all the organizing, administering and executing successful conferences and events increasing your workload and hours? Does it involve various suppliers and providers and you are looking to reduce costs and staff time, streamline communications, increase revenue and more? Then Trust Event Solutions may be the answer for you.

Their web-based event management solutions provide the software solution that will bring your registration and planning to a level of effectiveness that is second to none. The easy to use software permits the user to manage each and every part of planning your event or conference, no matter how big or small.

Conference Planning Software – And What About RegOnline?

If you are one of us planners looking for a way to not only save time but money too and are in search of a great solution for your registration requirements, then look no further. RegOnline has the software answer for businesses and individuals alike. An event management online software solution that is as adaptable and accommodating as it is affordable. If you are looking for the perfect solution for all your registration and payment management needs without having to purchase or install software, then you’re in luck, RegOnline is here to help.

In addition, RegOnline’s effective and adaptable online reservations modules include hotel room block and reservation management, protected credit card processing, attendee management, automated wait-list handling, name badges, post event surveys and flexible reports. It really is a comprehensive solution for all your registration wants and needs!

So if you are looking to create a balanced and complete working experience, check out the various conference planning software solutions available for meeting and conference planners. You will then be one step closer to enhancing your work world.

Conference Planning Resources – It’s All About the Planning
Do You Use Event Planning Software
Finding a Good Meeting Planner Template on Microsoft Office
Online Meeting Planner – How To Help in 2012!
Event Planning Conferences – Everything Event Planning…All Under One Roof!

Filed Under: Planning A Conference Tagged With: conference planning, eventplanning, events, meeting planning, meetings

Make Sure Your Conference Calling Plan Is Airtight

February 24, 2012 By Andrew Maxwell Comments

Today, conference calling is a convenient way to stay connected with people either working remotely or in other cities. I know, for me, a conference calling plan enables me to work from my home office and stay connected with my work contacts.

In the following video, by FedEx, we take a look at the humorous side of what can happen with conference calling. I’m sure we’ve all been in places where we needed to join a conference call and we, perhaps, work in the most ideal location to be part of that call. All the more reason to make sure your conference calling plan is airtight.

Conference Event Planning Remix (plananevent.org)
The Planning Meeting-You Won’t Do What? (plananevent.org)
Political Event Planning-the Herman Cain Edition (plananevent.org)
Conference Planning Resources – It’s All About the Planning (plananevent.org)
Six Uber Important Conference Connections (jeffhurtblog.com)

Filed Under: Planning A Conference Tagged With: comedy, comedy video, Conference call, video, videos

Sweet 16 Birthday Party Ideas – She is Fifteen Going on Sixteen….

February 23, 2012 By Randy Markus Comments

Photo courtesy of donbuciak

She is fifteen going on sixteen and with some really fun Sweet 16 birthday party ideas now is the time to start party planning.

There have been songs sung, books written and movies filmed about it. Heck, there was even an MTV reality show about it. According to sweetsixteenpartyideas.com, this largely North American coming of age tradition traces back to the mid-1700’s and has evolved from the debutante ball. Although no longer used as a means to introduce our daughter to society, the Sweet Sixteen Party is a rite of passage anticipated by teens and viewed as the next step into adulthood.

Sweet 16 Birthday Party Ideas – What to Consider

As with any event or party, we always recommend determining your budget first and foremost. Everything else, venue, guest list, food, entertainment, is related to the budget. Although some may go over the top, it’s not necessary! So pick a budget you’re comfortable with and stick to it. As important as this party seems to your daughter, there is absolutely no reason to go into hock over it.

There is no longer a “typical” Sweet Sixteen Party. It depends on what you and your daughter decide is right for her. It can be formal, casual or somewhere in between. A house party or an extremely detailed, planned affair at an exciting high-end venue. Anything goes!

Sweet 16 Birthday Party Ideas – To Dream a Little Theme

Although your teenager will disagree, ultimately this party is just like any other. You need to decide food, invitations, music, guest list and so on. And before making those decisions you need to decide if the party will have a theme to it.

Though she may not be aware of what theme she wants, your daughter knows what she does want, and that’s a cool, fun and memorable party. And a theme is a great way to make her party stand out. And if decide to have the party at home, there’s a lot you can do to make it a great night.

If there is a city your daughter has always wanted to travel to, theme the party around that. Whether it’s Paris, New York or Orlando (Disney!) there is an incredible wealth of information available online and at your local party store.

The best parties are the ones where everyone is up and dancing so create a nightclub in your own house. Clear the basement out (hide the breakables!), rent a disco ball and load your iPod with different playlists. The right combination of great tunes, cool lighting and fun mock-tails will make it a night to remember.

Sweet 16 Birthday Party Ideas – When is it Too Much?

MTV’s My Super Sweet Sixteen ran for three years and faced criticisms for highlighting such over-the-top, excessive celebrations. With gifts that included cars, plastic surgery and celebrity performances, My Super Sweet Sixteen was called “a depressing indictment of our next generation’s goals and aspirations”.

But the formal Sweet Sixteen is nothing new idea and for some it is expected. Whether a blowout bash at a high-end hotel, a boat cruise offering a beautiful skyline with dinner or a new and unusual venue, a formal party is a great way to celebrate your daughter’s coming of age.

Sweet 16 Birthday Party Ideas – Something a Little Different

Although traditionally a party for girls, Sweet Sixteen Parties for boys are becoming more common (though most tend to avoid the “Sweet Sixteen” label). Often with a sports or rock ‘n roll theme, these birthday parties are a family’s way to celebrate their son’s milestone birthday.

Some families are opting out of the big bash altogether and offering their children another alternative, such as a family trip or a car. Rather than spending on a great party, they see it as an opportunity to have something they might not have been able to afford.

Whether it’s an intimate gathering for a few close friends or a fancy fete at a five star hotel, a Sweet Sixteen Party is a wonderful way to celebrate and highlight this milestone birthday.

Filed Under: Planning Parties Tagged With: Birthday, birthday party, parties, party, planning, sweet sixteen

Event Planners Association – The Three W’s…

February 22, 2012 By Randy Markus Comments

Event Planners Association – WHAT’s it All About?

Word on the street is things are starting to look up in our industry. I have even heard the word “booming” being rallied about. Booming! Those “in the know” say that there has been a definite increase in business and in meeting and event planning organizations. Of course not all planners are required to be members, but an increase in organizations and members is without a doubt, a good sign.

Photo courtesy of topher76

Industry organizations are around for a lot of reasons; they help us to stay on track and cutting edge, they help us stay up on the latest trends and enhance our industry knowledge and resources. Industry associations not only help to develop and improve our skills and expertise, they assist us in staying on top of all that’s new and exciting. They also support our industry by providing a platform to network, build new relationships and help us get our face and name out there. It positively provides the opportunity for recognition and, as we all know, in event and meeting planning, the name of the game is business, business and business.

Event Planners Association – WHO Are They?

The Event Planners Association (EPA) is a nation-wide industry organization for the event and amusement professional. The association welcomes event and wedding planners, meeting planners, industry suppliers including florists, amusement rental and inflatable game companies, entertainers and DJ’s, caterers, venues and so much more.

Founded in 2004 to satisfy the clear need and demand for an association that would aid its members in the event planning world with a one stop shopping experience. And it grew by utilizing its membership to provide a professional, valuable, and a useful place where members of all kind can go and find the absolute best in industry services combined with amazing customer service know-how in a most economical way possible.

Event Planners Association – WHY Join?

Event and meeting planning is an essential, collaborative and self-motivating industry that provides an opportunity to really make a difference in a much loved field. In addition to a heck of a lot of hard work, having a connection and bond to other industry professionals (along with the opportunity to connect with the wisdom, expertise and know how) aids members to increase knowledge and awareness, problem solve and build experiences. As a member of EPA, you are never on your own. The association provides a strong foundation of support, encouragement and inspiration.

The EPA has become a full service organization offering assistance to the event and meeting planning world and providing a significant platform for success.