16 minute read
SOLUTIONS
ESSENTIAL TIPS AND TRICKS OF EVENT PLANNING
By Wendy Harms, manager, Helmsbriscoe
Over the last 28 years, I have worked with two associations planning everything from budgets, administrative processes, membership and financial aspects, which are all basic processes for event planning. In order to be a good event planner, use these basic principles and put them into action. One must have financial awareness, good organizational skills, great communication, customer service skills and a willingness to get the job done.
Oh, and did I mention attention to detail? That is a big one. Over the course of my event planning years, I’ve planned golf tournaments, fundraisers, social gatherings, board meetings, retreats, conventions, tradeshows and, of course, educational seminars. I am a proud, efficient and self-made event planner that has learned through trial and error and expertise from other individuals in the event industry. KSAE is a great resource for networking, and much of my knowledge has come from connections within KSAE and ASAE resources. When first asked to plan an event, it conjures up all kinds of impressions – excitement, creativity, expressions, expectations, opportunities and, of course, anxiety. Event planning can seem daunting and stressful if you don’t know where to begin. Each event has special requests and challenges; they can be complex and elaborate or straightforward and simple, depending on the needs and purpose of the event. Planning is multifaceted and has many moving parts. Often, it is more effective and efficient to outsource some of these responsibilities.
Has every event planned gone smoothly? I would love to say that they did, however that is not realistic nor honest. I can say something valuable has been learned from every event and has been applied to future events. This article will provide some important processes to incorporate into event planning. My token tips for every event are the Four P’s – no successful event happens without them!
The Four P’s
Purpose Behind every event there is a vision, a purpose in which the client is attempting to communicate to their audience. The purpose is essential for the event planner to understand in order for the event to be successful. Ask as many questions as possible to understand the vision for the event – What do we want the event to convey to the audience? What are some goals of the event? By comprehending and brainstorming collaboratively, it can make sure that one understands the goals and vision – and be sure to share them with staff and key volunteers to ensure the event is successful. Speaking of volunteers, seek to enlist volunteers to help with an event but make sure they are highly qualified, enthusiastic, motivated, positive and willing to jump in to support others under pressure.
While visioning the events purpose, create a budget and stick to it. Most planners think the more people equals higher costs. However, that is not necessarily true. Planners just need to be smarter, creative and more focused on eliminating unnecessary expenses. Consider all the potential hidden costs (taxes, service charges and gratuity) when assembling your budget estimates. Did you know you can negotiate with a hotel? But before doing so, understand how hotel service and fees work, what they cover and whether it adds benefit to the event. Do not push too hard in the negotiation process as it could compromise the relationship and event customer service. As you budget, don’t forget to seek outside revenue sources such as donations, sponsorships and volunteers to assist with the event.
Presentation Events are all about presentation and the experience that is offered to attendees. Place yourself in the attendees’ shoes for the entirety of the event, from start to finish. What do you want them to experience and remember about the event? Think themes, speakers, event activities, concessions, merchandise, accessibility and location. Make sure to select and focus on factors that support the events purpose. Know the audience and cater to them. For example, if you wish to attract senior-level management, select a venue and program which will capture their attention. Other important aspects to consider: Will the facilities, location and event space facilitate the presentation you want to convey with respect to sound, space, lighting, accessibility and atmosphere? In our current meeting environment, also consider safety protocols. Pick the best location to give attendees the best event experience that fits within its purpose.
Another important thing to remember is to not underestimate the power of branding. Branding presents and sets the stage for a program. Promotion of an event is important, and with social media, it is much easier and cost effective. Use the same branding efforts in all communications to provide continuity and credibility to the event. To encourage strong attendance, stay on top of publications, social media blasts and RSVP confirmations. Learn how the audience best responds and continue those branding efforts. Incorporate branding into the event as well. If there is a theme for the event, carry it all the way to its conclusion.
Program The program is what makes an event memorable and conveys its purpose, whether it be activities, speakers or entertainment. Select a program that will be exciting and leaves a lasting impression on attendees. This is where you get to be creative and think outside the box! A few other factors to consider:
• Build a program agenda even if the event does not necessitate one, draft food and beverage services, plan breaks and assess meeting room needs so to ensure you are estimating the best possible space needs for the event. • Communication is the key to success of any event. You cannot overcommunicate, and by doing so it ensures things do not “fall through the cracks.” Make sure to communicate with all vendors, sponsors, staff and
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continued from page 13 others. This allows for open communication about ideas, issues, concerns and experiences. • Be open-minded towards those you are working with and do not be afraid to listen to their wisdom and insights as they may have experienced it or seen how it has or hasn’t worked. Be willing to adjust if necessary. • Look to the city’s host CVB as they can provide some low-cost opportunities, transportation services and activities; spouse/guest programs, youth programs, etc. They have so many resources and connections available, so don’t be afraid to use them! • Perform a program run through in your head. Put on an “attendee hat” and run through each and every detail, ensuring that the experience and implementation of the event goes off as planned. Paying attention to every detail helps eliminate confusion, frustrations and miscommunications.
Planning This is the longest and most important catch-all in the event process, with months on end spent planning. My event planning motto is, “planning begins immediately and never ends,” this is especially true if it is a recurring event. If this is a first-time event, you will find it helpful to develop a timeline which consists of deadlines, booking venues, securing speakers, funding sources and expenses associated with the event. Planning is and will be the best tool available to make any event successful! The more organized you are before the event, the higher the likelihood of the event running smoothly.
I learned very quickly to keep a centralized event book to keep all my checklists, timelines, budgets, BEO’s, contracts, speaker information, audio visual requests and anything that is valuable or important. It will serve as the go-to on the day of the event. By utilizing checklists, timelines and such, it helps everyone stay on task and on schedule during the event planning process.
When organizing and discussing a timeline, make sure to be flexible and allow for flexibility in the event some unknown circumstances come up. You do not want to feel rushed or scrambling to fix it before the event. Things can change quickly so make sure to be adaptable. Review the timeline and the various checklists created on a regular basis to make sure not to miss anything. This will include a detailed run of the event with all the contacts for services, timing of deliveries, arrivals/departures, timing of speakers, hotel reservations for special VIP’s, meals, bars and every aspect of the event.
Plan for everything (and have a plan b), because even the best planned event can go awry. Bring a few extra supplies, cables, etc. to assist if necessary. I have experienced missing packages and speaker-delayed flights to vendor errors. How Plan for everything (and have a plan b), because even the best planned event can go awry. Bring a few extra supplies, cables, etc. to assist if necessary. ... How you respond to these issues are important, but if handled calmly and correctly, attendees will never know.
you respond to these issues are important, but if handled calmly and correctly, attendees will never know.
As stated earlier, my motto for planning begins immediately after the event. So right after the event, take time to meet with the hotel and other stakeholders to reflect. Discuss what went well and where improvements can be made. After each event, write notes of the successes and challenges that arose during the event to refer to them next year. Then, put all the information in one spot, making it easier to find what you need, when you need it. And, as always, take time to thank those who assisted in the months of planning!
Happy planning! If everything above sounds daunting and overwhelming, you can always hire an independent event planner. By doing so, you can focus attention and efforts on other responsibilities at hand. Much to one’s surprise, it is more cost effective and very time saving to hire an outside contractor. You do not have all the overhead, benefits and payroll responsibilities. F Wendy Harms recently left the association business to pursue independent event planning. Partnering with Along Came Abby, Harms works as an event, wedding and corporate events planner. She is able to assist with site selection, contract negotiations, price leveraging, staffing services, décor rental, speaker/entertainment options and more. For help with your next event, contact Harms at wendy@alongcameabby.com or by calling 785.231.4110.
Harms
Visit Wichita Adds to Organization
Visit Wichita has added Brandy Evans to its organization as the vice president of marketing. Evans comes to Visit Wichita from the Shreveport-Bossier Convention and Tourist Bureau, where she has spent 20-plus years as the organization’s vice president of communications. In this role, Evans will bring economic impact to Wichita by effectively marketing the Evans area as a must-visit Midwest destination. She will oversee the marketing team and will lead strategy development, planning, coordination and implementation of all marketing activities. To learn more, visit www.visitwichita.com.
Photo courtesy of Overland Park Convention Center
Industry Publication Honors KC-Area Convention Center
The Overland Park Convention Center has been named “Best Small Convention Center in North America” by EXHIBITOR Magazine, a leading industry publication honoring the best in event venues. This is the third year Overland Park Convention Center has won in EXHIBITOR’s special awards category since the awards inception three years ago. Convention centers throughout North America were considered and evaluated using an objective algorithm and rigorous grading scale. After a survey of past clients as well as exhibit and event managers who have exhibited at or hosted events at each of the top three finalist venues, Overland Park Convention Center was selected. Learn more about the award at www.opconventioncenter.com. J.O. Sundstrom Conference Center Welcomes Event Manager
The J.O. Sundstrom Conference Center welcomes Emily Howe as the teams event manager. Howe is a Lindsborg native with extensive facility and staff management experience and many years of experience with Lindsborg community events. The position will further Howe’s commitment to the community and will help create long-lasting relationships with Howe clients of the J.O. Sundstrom Conference Center. For more information, visit www.sundstromevents.com.
The Geary County Convention and Visitors Bureau welcomed Donna Price as its new director. Price has been in the tourism industry for more than 20 years and has served on numerous boards and committees. Before moving to Geary County, Price served as the director of the Sherman County Convention and Visitors Bureau. “I’m really excited Price about being a part of the Geary County CVB,” said Price. “I see so many opportunities for growth in the community and the county. These are exciting times.” For more information, visit www. gearycounty.org.
Kansas Society of CPA’s Selects President and CEO
The Kansas Society of Certified Public Accountants (KSCPA) announced Danielle Hologram, CAE as the ninth president and CEO of its organization. Hologram started her career with KSCPA in 2011 as the membership and marketing coordinator. She was promoted to the director of membership, then senior director – membership and
Hologram career development, and now president and CEO. For more information, visit www.kscpa.org.
Afully equipped sensory room is available at the Overland Park Convention Center for neurodiverse, autistic and disabled individuals. In partnership with nonprofit KultureCity, the sensory room is a dedicated space created by medical professionals with reduced lighting and noise for guests who may feel overstimulated and need a more secure environment. The room is located at the venue’s Exhibition Hall A entrance on the upper level, and is complete with bean bags, visual light panels, bubble walls, activity panels and a custom tactile art piece created by an autistic artist.
“We believe in inclusion at every event, so certifying the Overland Park Convention Center was amazing; not only that, to build out the first KultureCity certified sensory room at a convention center was remarkable,” said Uma Srivastava, executive director of KultureCity. “Our communities are what shapes our lives and to know that the Overland Park Convention Center is willing to go the extra mile to ensure that everyone, no matter their ability, is included in their community is amazing.”
The Overland Park Convention Center is the first convention center in the world to open a sensory room and first achieved a Sensory Inclusive certification with KultureCity in August 2021, making all programs and events hosted at the venue sensory inclusive. The certification process equipped convention center staff by training with leading medical professionals to recognize attendees with sensory needs, and how to handle a sensory overload situation. Sensory sensitivities or challenges with sensory regulation often are experienced by individuals with autism, dementia, PTSD and other similar conditions.
Sensory bags, equipped with noise-canceling headphones, fidget tools, verbal cue cards and weighted lap pads are also available to all guests at the convention center who may feel overwhelmed by the environment.
Prior to attending an event, families can download the free KultureCity app to see what sensory features are available at the convention center and where they can be accessed. The app’s “Social Story” feature also provides a preview of what to expect while at the venue.
To learn more about the KultureCity-approved sensory room, visit www.opconventioncenter.com. F
Job Postings Available Through KSAE
If you are an association looking to hire, the Kansas Society of Association Executives is here to help. Send a job posting out on the KSAE email list and have it placed on the KSAE website for only $50 per position for KSAE members and $100 for nonmembers. When you post with KSAE, you’re placing your open position in front of a talented and experienced pool of candidates with the skills and experience your association needs to achieve its mission. For more information, contact Christy Classi at cclassi@ksaenet.org.
KSAE has a broad slate of upcoming programming for member education.
The Power of Diversity on Your Leadership Team
Wednesday, 4/06/2022 – 12:30 PM CT In an effort to socialize Diversity, Equity and Inclusion (DEI) throughout organizations, having diversity at the most senior levels of management is critical. This presentation will focus on strategies to introduce DEI, making the case for the importance of diversity and what happens when there is not diversity. In times past, the focus on DEI for organizations has solely been on maintaining and sustaining the bottom line. With more studies and research, organizations that have included DEI into their practices, policies and procedures experience more employee engagement, creativity and productivity.
1 Total Credit: 1 CAE
Unlocking Potential Through Organization Design
Wednesday, 4/13/2022 – 12:30 PM CT Shifts in revenue, expenses, funding and/or staffing resources, are threatening the operational sustainability of organizations and is driving them to the point of having to restructure. In response to this shift, organizations must prioritize understanding their capacity, structure themselves accordingly and improve efficiency when meeting levels of customer demand. Efficient and effective design will bridge strategy to structure, enhance collaboration, build accountability and improve the clarity of purpose and performance. Topics that will be covered include:
• Building capacity through existing talent and resources • Utilizing organic growth, scale, and strategy • Demonstrating the balance between capacity and volume • Building leverage structures to determine the financial position • Increasing role clarity, priority and accountability among staff View National Webinars Online
Learn from association experts and interact with other participants in live, one-hour sessions, without leaving your office.
Twice per month, KSAE members can participate in national webinars hosted by our fellow state association societies. See what’s coming up and register at www.ksaenet.org. Can’t attend live? Registrants will receive a recording link to the program and access to the on-demand version within 48 hours of the webinar.
• Aligning structure design with the efficiency of service and management
1 Total Credit: 1 CAE
Purpose or Perish: Cultivating the Future of Employee Experience
Wednesday, 4/27/2022 – 12:30 PM CT Organizational cultures are being tested like never before. Purpose is quickly becoming the standard for individuals to gauge their careers and the metric companies use to judge their employees.
Millennials make up approximately 50% of today’s workforce. 87% of millennials are willing to work for less money if their work provides a sense of purpose.
How can we provide purpose to our teams?
In this highly interactive session, attendees will learn how to provide purpose for an unparalleled employee experience in a post-COVID-19 workplace.
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