17 Tips for Bringing Your Event to Life

Your job as an event planner doesn't stop with the meeting in the company boardroom. You may be called upon to organize an employee appreciate event, an awards dinner, a product launch, the celebration of a company milestone, a gala recognizing a longtime employee's retirement, an incentive event for company's sales force, a fundraising event, a holiday celebration?the list goes on and on.

One key to a successful special event is to seek out entertainment or decorations that are unique and fun to spark conversation among guests. As you begin envisioning your event, picture the mood you want the environment to create. For example, determine whether you want to create a jubilant, celebratory atmosphere or one that is more serious. The ambiance you aim for depends a great deal upon the type of event you're having. If it's a product launch where you want to create an aura of enthusiasm and excitement, you'll likely lean toward an exhilarating atmosphere. If you're organizing an event for your employees and their spouses, perhaps you want the mood to be somewhat romantic.

Whatever you decide, the following seventeen tips will help you shape and enhance the atmosphere with the entertainment, decorations, and food you choose.

1. Think outside the box when planning the atmosphere at your event. Novelty is the key to your success. Give your guests something to tell their friends about!

2. Create a fun, interesting, and exciting ambiance using special stage settings, lighting, special scenery, music, ice carvings, flowers, centerpieces, candles, balloons, colored linens, printed menus, a photographer and gift items. Budget determines much of your wish list turns into reality.

3. Consider all sorts of amusements ? strolling musicians, chefs' demonstrations, palm readers?anything out of the ordinary.

4. Keep in mind that your entertainment doesn't have to come in the form of people. An elaborate coffee bar or startlingly beautiful champagne fountain will have your guests raving.

5. Vary your decorations depending on the type of event you're throwing and the venue you choose. Find out whether the facility has house decorations that it's willing to provide at no additional charge.

6. Check all decorating plans with the venue in advance since many have restrictions on what they allow you to do in their establishment.

7. Create a theme especially for a large event to help make it more memorable. In addition, it helps make it easier to organize programming, food, décor, and other accessories. Carry out your theme before, during and after the event for true ambiance and memorability.

8. Cut down on decorating costs by choosing a themed venue and then building your event around the décor rather than molding a venue to the theme you've chosen. For example, find an elaborately decorated ethnic restaurant, and then provide the musicians and entertainers from the appropriate area of the world.

9. Select a theme that fits your group and complements the tone and content of your event. But don't have a theme unless you're prepared to follow through with it.

10. Ask for theme ideas. If you're at a loss, consider having a competition soliciting ideas from your target audience. Your best ideas often come from others. But, remember to offer a fun incentive.

11. Consider choosing a theme from the most popular categories, namely: Fashion (e.g. The Roaring Twenties), History (e.g. A Renaissance Fair), Politics (e.g. 4 th of July Celebrations), Popular culture (e.g. An Evening with Dr. Seuss) or The arts (e.g. A Night at the Oscars). Avoid the brainwork and check out http://www.party411.com/themes.html for the easy way out.

12. Choose appropriate entertainment for your group. Participants look forward to the entertainment segment of a program. They want to have fun, enjoy themselves, and let their hair down, particularly after stressful and demanding sessions. Options include: Music (e.g. live, disc jockey or even karaoke), Spectacle (e.g. magician, juggler, comedian or mine), Theater (e.g. dinner theatre, murder-mystery experience or corporate theater), Games (e.g. treasure hunt, or a game show), Video or slide show.

13. Make certain to view a demo video before hiring talent. Watch for the entertainers' performance quality and the audience reaction. Check out their references and ask specific questions such as: Would they hire them again? How flexible, reliable and easy to work with are they? Make sure that their act is a good fit for your audience.

14. Find out whether the entertainers need extra staging, lighting, or décor to create the right ambiance. Special requirements add to your bottom line ? watch out, this could get expensive. Be sure that the venue approves any special requests. For musical entertainment discuss various options, such as low-volume background music, light entertainment during the meal, and lively dance music. Discuss how the entertainers involve the audience in their act. People enjoy both passive and active involvement.

15. Sit-down affairs work best when you include some form of entertainment. However, if you want something a bit different, look at alternative areas in the hotel, such as an indoor patio or pool area. Naturally, a plan revolving around an outdoor pool is contingent on the weather. It's best to have a back-up plan just in case the heavens decide to open. Buffets and barbecues also work well, but watch the price tag. These kinds of food functions often require extra labor, which automatically means additional dollars.

16. Don't serve anything messy for any event where food is served while guests are standing and mingling. Limit your cuisine to bite-size morsels that guests can easily eat with their fingers or a fork. Save money by opting for a few choice hors d'oeuvres in larger quantities rather than a large selection in smaller quantities. But remember to include some interesting vegetarian selections in your menu for guests who don't eat meat.

17. Make sure you have enough bartenders and liquor when serving alcohol at your event. You don't want to run out of beverages in the middle of the party or have long lines of grumbling, thirsty guests. Consider whether you want to limit your guests to certain selections, eliminating expensive liquors and specialty drinks.

About The Author

Written by Susan A. Friedmann,CSP, The Tradeshow Coach, Lake Placid, NY, author: "Meeting & Event Planning for Dummies," working with companies to improve their meeting and event success through coaching, consulting and training. Go to http://www.thetradeshowcoach.com to sign up for a free copy of ExhibitSmart Tips of the Week.

info@thetradeshowcoach.com

---

Cold Calling Pressure Reduction

Who likes cold calling? Most salespeople don't like cold calling,... Read More

Web Promotion: 10 Amazing Web Promotion Ways To Jump Start Your Sales

Hello, do you have a website and sell something on... Read More

When the Nose of the Camel is in the Tent

My new job was to sell Commercial Service Agreements. It... Read More

The Importance of Good Sales Leads

An important part of your business plan should be to... Read More

Ten Tips for Choosing the Right Direct Sales Company

Direct sales can be your ticket to a profitable home-based... Read More

What is Lead Generation?

Lead Generation is vital to all businesses. All companies try... Read More

EXHIBITORS - Check Your URL

How many of you have a corporate web site? Everybody... Read More

The Top 10 Myths About the Sales Profession

Myth 1: Sales People are all Shady!In the Broadway play... Read More

Breaking Through The Comfort Zone Barrier

After completing a workshop on personal productivity or time management,... Read More

Five Deadly Sales Letter Mistakes

To be effective your sales letter must be opened, read,... Read More

Turn Your Wisdom Into a Workshop

The Technical Revolution has done a lot for us --... Read More

The Force That Drives Buying Decisions

What do people buy? They don't buy your wonderful presentation.... Read More

5 Tips to Choosing a Direct Sales Business

With hundreds of direct sales companies out there, how do... Read More

Do You Want to Know the 8 Tips to Selling More Products?

So often sales men and woman are the very people... Read More

Peak Performance ? What You See Is What You Get!

Would you like an easy way to track the performance... Read More

Know What You Are Selling As If You Were Buying It

Recently I wanted a new lawn mower as we have... Read More

How to Create Material That Will Get You Sales Now!

WHY ARE YOU WRITING THIS BROCHURE OR SALES LETTER? A... Read More

9 Ways to Keep Clients Coming Back For More

A lot of effort is put into getting new clients.... Read More

Your Profit is in Your Follow-up: A System for Increased Sales Conversion

No matter what you sell--products, services, or causes--one of the... Read More

Dead Silence From Your Prospect: The Worst Sound Of All

Could this be the worst moment in your selling cycle?You've... Read More

Prepare to Sell!

Sales is a critical part of any business, including non-profits.... Read More

Persuading Learners to Buy: 7 Groups

There are seven major reasons why adults continue their pursuit... Read More

Ten FAST Ways to Sell Your Products

Always give a reason for the sale for credibility. 1.... Read More

Letting Them Use Plastic

Obtaining merchant status will help to increase your sales. Consumers... Read More

Nine Keys to Make your Sales Copy Convincing

Would you pay $12,500 to discover the keys to great... Read More

Building an Action Plan

Going into your workday and waiting for things to happen,... Read More

Build & Protect Your Confidence

I can remember the first time that I had to... Read More

A Look at Child Mannequins

Not all mannequins are made to look like full-grown adults.... Read More

Tips for Increasing Your Profits with Gift Certificates

Offering gift certificates is an excellent way of increasing sales... Read More

Selling the Dr. Seuss Way

"I am Sam. Sam I am. Do you like green... Read More

Powerful Words

Hi, I'd like to discuss the most powerful words you... Read More

Cracking The Billable Hours Ceiling

How many of you made as much money as you... Read More

Dropped Jaw Syndrome, Your Fastest, Most Reliable Market Test

Business owners should be more like doctors.Forget selling and start... Read More