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Meeting and Event Planner App-Check In Easy

March 23, 2012 By Comments

Here at plananevent.org we’re always looking for innovative ideas and technology that helps a meeting and event planner do their job. Luckily for the meetings and events industry there is no shortage of creative people. We’ve often talked about event registration being a major component when planning an event. Trying to keep up with the logistics as an event is unfolding is a tough challenge that faces a meeting and event planner.

I recently got in touch with Justin Baer, the founder, of Check in Easy. Having been personally involved in the registration process before, I was impressed with Justin’s latest product, or rather app. It is a guest list and check-in app for iPad’s and iPhones.

So for this post we asked Justin to provide us with an overview of his Check In Easy app and how it will help a meeting and event planner.

Plan An Event (PAE) – Justin, what is the problem that your tools seeks to solve?

Justin Baer (JB) – The overall goal of the Check In Easy app is to make paper guest lists and those cumbersome clipboards a thing of the past. After all who wants to spend two hours after their event reconciling Excel spreadsheets to see who attended the event. As the app is a real-time application, anybody working the event will have instant information as to which guests have arrived (which is especially crucial for your VIP guests) and which guests you are still waiting on. Check In Easy’s guest list iPhone and iPad app makes it very easy, not to mention lightning fast, to check-in your guests. The notification feature will automatically send a text message or e-mail to the meeting and event planner when their special VIP guest arrives. It also makes reconciling an easy task with the touch of a button.

PAE – Who have you found to be the best audience?

JB – Basically any event that has more than 10 guests would benefit from our app. Special events, corporate parties and galas are some of the types of groups that have utilize our tool. I’ve even heard someone that is organizing a baby shower has used it. Basically it covers a wide range of groups and because our pricing model is scaled it allows a meeting and event planner for any size of group to take advantage of the app.

PAE – Justin what does your tool help a meeting and event planner do better?

JB – It allows a meeting and event planner to check-in guest in record speed as well as reconcile the attendees instantaneously. Our clients are also telling us that they can now eliminate staff at the door because the guest list app facilitates a much faster check-in.

PAE – I’m sure you get this question a million times but tell us how you feel your tool is different and better than the competition.

JB – First and foremost we pride ourselves in that our company servers are based in the US and their security protocols are the Fort Knox of guest list apps. Our clients, such as Google, the Guggenheim Museum and Tory Burch, are very sensitive about their proprietary lists. And I’m very pleased to tell you that they trust Check In Easy’s stable platform and servers. For example, when we checked in 2,600 Google employees for their holiday party this past December, we had 11 iPad’s all signed in to the same event and they scanned over 200 guest per minute. All with no download or app freezes. We’re very proud of this feature and we promote some of their testimonials on our website.

Our app is also very easy to use. Uploading the guest list and being ready for check-in can take less than 60 seconds.

Our pricing model is also about half of what our closest competitor charges.

Larger events may choose to use our boarding pass feature. This is where a meeting and event planner can upload their guest list and send attendees a boarding pass with the unique QR code that can be scanned at the door with our built-in scanner on iPhone or iPad.

PAE – Justin, what would you say is the single, coolest feature of your product?

JB – That would be the e-mail and text notification feature when a special guest arrives. As you know, it’s very important for a meeting and event planner to be kept up to date on their event and more specifically their VIP attendees.

We want to take this time to thank Justin for sharing this information about his company.  So for a meeting and event planner that has an upcoming event, large or small, Check In Easy can help you make the check-in process the easiest part of your event. For further information, please visit Justin’s company site, Check In Easy and check out the demo video below. We’re sure that any meeting and event planner will find this app a valuable part of their event planning process.

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Event Planning Services – So Many to Choose From

November 28, 2011 By Comments

Photo courtesy of Enokson on flickr

If you merely Google event planning services you will find that over 160,000,000 results come up. WOW! I think it’s safe to say that’s a plethora of companies and services to tap into. Or in other words, that’s a whole heck of a lot to choose from!

All of sudden you’re the lucky one deemed responsible for planning the next special event or picture-perfect party. Just imagine, your guests are all having a wonderful experience, you are totally calm and able to enjoy yourself and actually have a great time. And even stay on budget (a minor miracle).

You may be responsible for parts of an event or the entire shindig. Whether you are looking for an amazing venue, a marvelous caterer, some sort of entertainment, transportation, party rentals or just some high value planning ideas and help while staying on right on budget for what you hope will be a flawless event (or party).

Event Planning Services – Where to go for Help

It makes no difference if you are planning large corporate events or smaller parties (or even something in between). Whether you’re organizing parts of the event or the entire thing, an event planning company will do everything in their power to support your vision and make creative and resourceful recommendations. And at the same time, (while keeping their eye on the prize), providing an extraordinary experience for your guests and a stress free situation for you.

There are a lot of really great event planning service companies out there to help. Whether you go the Google (or anotherfavorite search engine) route, word of mouth or get recommendations from other service companies, the task at hand is how to go about choosing the best company for your event planning needs.

Event Planning Services – The Selection Route

Prior to starting the selection process, it is always a good idea to outline the kind of event planning company you are searching for. The event and the type of experience you want to organize will depend on the style of company you choose. Outlining your specific requirements and needs will help you eliminate some companies and allow you to come up with a short list of potential candidates. Next, speak with the short listed companies and get a feel for their strengths and (if possible) weaknesses. Meeting with the companies will help you see that you gel with and feel who will provide you with the best working experience and event.

Those steps will help you in selecting the right company to partner with and in turn assist you in having the extraordinary experience you crave for your guests!

Don’t worry about any of those last minute projects and embrace the tasks as they come your way. There are oodles of service and event planning companies to go to for assistance. Researching and interviewing potential companies will help you find the right event planning company you’re looking for. And you’ll be so glad you did!!

 

 

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Attending Event Planning Seminars to Further Your Career

October 21, 2011 By Comments

If you’re like me, you probably get several invitations a week for industry seminars. While I’m sure that many are legit, you do have to be careful on selecting which event planning seminars to attend. You should always ask yourself the question “what is it I intend to achieve by attending this event planning seminar”. Many companies offer seminars as part of their company’s marketing plan. In other words, somewhere in the seminar they will begin to talk about one of their products and how it is a must have for you in the event planning industry. While that may be true, I’m always leery when I see companies start to promote their services during the seminar. Don’t get me wrong, sometimes the product or service they’re offering will assist you – however always make sure you scrutinize what it is they’re offering you before you make any decisions.

Finding a Reputable Event Planning Seminar

With any seminar or workshop always determine ahead of time what it is you’re hoping to achieve. Are you looking to further your education? Or are you looking for a networking event to share your ideas as well as to get ideas from industry peers. To an event planner seminars are a way to further their industry knowledge by findinbg out about hot trends and industry innovations. Event planning certification tells the industry that an event planner is serious about furthering their career.

While Google is a wonderful search tool, do not necessarily use it as the sole source for finding an event planning seminar. Ask your colleagues if they have any recommendations on seminars or workshops that they’ve attended. Another reputable source are the industries associations. Meeting Professionals International (MP I) and Professional Convention Management Association (PCMA) are two of the biggest associations in the meetings and events industry. Both offer event planning seminars or continuing education as it sometimes referred to. And quite often the facilitator is a very well known name within the industry. In other words someone that you can learn from.

Outside of associations, your convention and visitors bureau (CVB) can be another excellent source for finding event planning seminars. There are for-profit companies that are also quite reputable within the industry. Cvent is a company that got its start in the registration side of the business. They have since expanded and offer many cloud-based meetings and events tools. In addition to its registration services, Cvent also offers a supplier selection database as well as listings for upcoming event planning seminars. The reason I mention Cvent for event planning seminars is that they are not necessarily promoting their own services. They are members can also post upcoming seminars as well.

A party planner will often look at ways to become a wedding planner.  Especially in the warmer months, becoming a wedding planner is a way for many in the event planning industry to diversify their portfolio. This is where event planning seminars can be crucial. While there are many common job functions between party and event planning and wedding planning, there are still important particulars for each segment of the industry that would require an individual to be trained in.

While there are many event planning seminars available it’s very important that you choose one that is right for you. Be very careful of any seminars that seem to be promoting that company’s product or services. Associations, convention and visitors bureaus and select industry companies do offer seminars that can further your career.

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Wedding Party Ideas…

October 4, 2011 By Comments

Photo courtesy of American Candy Stand Cupcakes (Aust.)

There are so many ways to change up a wedding these days, to be somewhat different and stand out. You’re looking to shake things up and add that extra bit of “hotness”. When researching and searching for wedding party ideas, all that`s required is Google (or your favorite search engine) to check out what’s happening in the world of weddings.

Wedding Party Ideas – Check This Out…

A really fun trend in the wedding world is cupcakes. Yep I said it, cupcakes in place of a wedding cake. Some may consider having cupcakes (instead of a wedding cake) to be messing with tradition, calling it nontraditional, if you will. And among other things stating that it leans towards immature and juvenile. Then there are those that are on the pro-side (including myself) of things, that feel cupcakes in place of a wedding cake is utterly fabulous.

If you are a more traditional bride and have dreamed a conventional wedding with all the long-established bells and whistle, then go for it and plan what you have always envisioned. But if you are looking for something different and a little more unique then I say go ahead and try it. Whether you are working with a wedding planner or planning your wedding on your own, cupcakes can be the ideal substitute for the modern and forward-thinking, and do I dare say trendy, bridal couple. There are lots of cool, elegant, chic and tasteful ideas that allow you to match your wedding theme and decor to the cupcake and wrapper that will make your wedding memorable!

Wedding Party Ideas – Check This One Out TOO…

Some call them Theme Drinks. Others call them Signature Drinks. But whatever the moniker, they are always a wedding favorite. Theme drinks are a fabulous way to show the individuality, character and uniqueness of the modern leaning bridal couple.

With a tweak here and there, most non-alcoholic and alcoholic beverages can be modified and made into a unique wedding theme drink. Depending on the season, there are so many terrifically delicious ingredients out there that can be used and incorporated to create that oh so special drink recipe.

Once again the bride and groom can easily incorporate the theme and color scheme into the selecting and naming of said drink. Your caterer will work with you, experimenting and testing out formulas to come up with the perfect drink that will have your guests enjoying and appreciating those distinctive wedding touches!!

There are lots of impressive wedding planning ideas out there. So jump on your computer, do some quick research and start planning! You never know what amazing things you’ll find to make your own wedding or the wedding you are planning unforgettable.

 

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Facebook – Beyond Connecting With your Friends

September 20, 2011 By Comments

Photo courtesy of AJCI on flickr

Your fifteen year old is obsessed with it. Your former classmates haven’t stopped “poking” you and even your grandma has joined and is now posting regularly. People, businesses, heck, even the Queen of England is on Facebook. It seems like the whole world is on there.

So how can you use Facebook to help take your event to the next level?

Facebook – From Zero to 750…Just Like That

For those of you who have been living in a cave, Facebook was launched in 2004 in a dorm room. Currently with over 750 million active users, Facebook has changed the way we use the internet. No longer used just to connect, Facebook is the go-to site for many members before other search engines such as Google or Bing.

Although originally launched as a tool to connect with classmates (and meet girls), Facebook literally exploded on the scene and grew rapidly, fulfilling a need that wasn’t previously being met. And now, instead of just being a tool to reconnect with your old high school boyfriend or to see the video of your nephew graduating from kindergarten, it’s used by businesses and government as well.

And now Facebook is also a great way to promote your event at little or no cost to yourself.

Who’s Not on Facebook?

Facebook is so easy it`s almost embarrassing! Even if you’re one of the two or three dozen people on earth who have never been on Facebook (huh?) the site is so user friendly, it literally just walks you through it.

A Facebook page is the easiest way and best way to generate buzz and create awareness for your event.

Facebook – Why Bother?

Well, as I mentioned earlier, it`s free. The only cost is your time. And few, if any, marketing tools have that advantage.

Facebook can reach literally millions of users and be a tool to tease or create excitement about your event. You can post pictures, information about meetings, schedules, links and tips about the host city. It enables you to offer a sneak peek to your attendees about how your event is progressing and let them know about recent developments, speakers and seminars.
You can link your Facebook page to your web site and vica versa. You can state it on any materials being circulated to further create awareness and help promote your event. The possibilities are endless!

Facebook – Watching Your Step

After an embarrassing and upsetting situation (from which I thought I`d never recover) my absolute favorite high school teacher, “Mrs W ” gave me great advice that holds true today. She advised me to never to put anything on paper that I didn`t mind everyone, and anyone, else seeing. And while I still exercise caution today, there are a lot of people out there that don`t seem to understand this.

The biggest (and most obvious) difference between paper and the internet is you can rip up a piece of paper. Once something, written word or photograph, makes it online, it’s almost impossible to get rid of it (ask anyone with a sex tape). And whether professional or personal, it`s incredibly important to remember that once it’s on the internet, it`s there forever!

Although it seems pretty simple and straight forward, never put anything that can perceived as derogatory to a competitor, or yourself, online. And although it is possible for people to post negativity, you have the control to delete comments on your own page.

Facebook – After the Event

Facebook isn’t just used to create awareness, it’s also a great tool to follow up after your event. You can post pictures and videos, papers and presentations, even announcements and follow-ups about next year’s event.

A few years ago the term “social media” was relatively unknown, yet today people can`t seem to do without it! Social media continues to grow and while Facebook shouldn’t be the sole way you promote your event, it`s a great tool to help create awareness and community.

 

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Event Planning School – Starting Your Career with the Right Knowledge

August 16, 2011 By Comments

Photo courtesy of ChrisM70 on flickr

You’re a natural planner. You’re creative, organized and outgoing. When you go to an event you can’t help but think of how you would have done it differently. Tweaked the decor, improved the entertainment and probably changed the guest speaker completely!

You know you want to do, something you love something that you look forward to. You know you want to be a planner. You’re just not sure how to go about it.

Event Planning School – A Recent Development

Meeting and event planning is a funny business. There were very few courses specifically designed for the industry for a long time. It wasn’t something that you went to school for and often wasn’t even on the career radar.

Upon graduation, many “fell into it” rather than specifically seeking it out. People who went to school for business, marketing and hospitality often found the industry a good fit for their education and skill set. To those on the outside, it seemed like a great business and a fun job. And even though it wasn’t what you went to school for, you knew you would be able to apply the practical education you just spent years acquiring.

Event Planning School – What You Need to Know

Going to an Event Planning School can increase your knowledge and give you the edge you need in an extremely competitive job market. You’ll learn how to plan an event, budgeting and finance, corporate events, marketing, event management and coordination, staging and decor, entertainment and communications. It’s all relevant information that will make you a favorable applicant and give you a head start when entering the industry.

Event Planning School – Finding the Right Course

If you Google Event Planning Schools you’re going to come up with a myriad of options (about 54 million of them). And while there wasn’t a lot of choice previously, there are now colleges, business schools and industry organizations that offer different courses for someone looking for a career in event planning. In-class or at home? Career college or business school? Full or part time? How do you know what’s right for you?

In a word…research.

Whether you’re looking at event planning or accounting, medicine or photography, you should always consider your options. And frankly, the internet makes it a lot easier now. A few minutes spent online can give you an idea of what’s out there. But you have to do more than just scratch the surface.

Visit the school. Go online and see what students (both current and former) and industry organizations and professionals have to say. There’s so many different options out there, find the one that works best for you.

Event Planning School – Career Expectations

Event planning is an extremely broad field. It includes weddings, corporate events, private parties, marketing and even sports and entertainment. It can be as simple as an anniversary party or as elaborate as a gala launch at a breathtaking venue. But guaranteed you can expect long hours, crazy days, and (almost) never getting bored.

Knowledge is a good thing and can never be taken away. And the right Event Planning School can help give you the knowledge you need to succeed in the industry.

 

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Online Event Planning – What?

July 21, 2011 By Comments

Photo courtesy of Mediajon on flickr

Work, work, work, isn’t that the short story of most event planners’ lives? Aren’t we always looking for the most accurate, quickest and effortless (if that’s even possible) way to plow through those piles of work on our desks. With, of course, the ultimate goal being completion! Sure, once we’re finished it just means moving on to and tackling the next task. But completion all the same.

Online Event Planning – Now is the Time!

Since the advent of Google (and other search engines), we’ve taken our time as an industry, but it’s safe to say we have definitely embraced researching and working online. We used the arrival of Google and online event planning to test the waters. You know, get a sense of things and feel comfortable, dip our toe in. Personally speaking, I would initially use the internet and Google for portions of work, a bit here and a bit there… but never the entire shabang. I am an “old dog new tricks” kind of girl and in my mind, I needed the personal touch. Our industry, now like the rest of the corporate world, includes the World Wide Web. We now include it in our planning and for so many of us it is the first stop for research and work.

Online Event Planning – Yes!

As I have said in previous blogs, an event planner’s job entails a great deal, including a load of organization and a ton of work. I know we are not alone in the “piles of work” department but that to-do list constantly seems endless. Online event planning really can and does mean different things to different people. In our industry, online event planning companies take us from A-Z. They in fact do assist with researching, planning and executing the smaller tasks to the bigger undertakings.

Online Event Planning – Easy is the Word…

There are countless first rate online event planning companies out there that can be utilized and will aid and support you with your planning. My recommendation always is to sketch out some time to assess your situation; what you are in fact looking for and what you figure you will need and use the online planning site(s) for. I don’t doubt that you will find an abundance of web sites that fit with your criteria.

Taking the time to review your online planning needs will make choosing the right company or companies for your personal situation all that much easier!

 

 

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