Ginger's Stories

Ginger's Stories Have Moved!

2009-09-23T14:26:00.002-04:00

To my lovely, loyal followers,

Ginger's Stories have moved! I recently relaunched my website and my blog is incorporated there. So please sign up at http://gingerdonnanevents.com/blog/

Thanks!

More, Better

2009-08-28T17:37:00.003-04:00

With rising markets come elevated moods and shrinking fears, particularly about job security. For those in-house event planners still waiting for the requests to come rolling in (which of course they will...on September 8), here's a quick tip:

Do more and do better with what you have in front of you.

If you've checked off every task on your list, review your list for something that's missing or could be added to improve the event.

Get off facebook, turn off your email alert, turn on your voicemail and spend 20 uninterrupted minutes thinking through the event and where opportunities exist to make it better.

Did you hear back from that department, attendee or vendor that you contacted three days ago? Your role as a service provider is to solve the issue to the best of your abilities, not just do 50% (send an email, receive an email).

So stop worrying about the next event that's yet to come and devote more time to doing the best you can for the event in front of you.

Can I Get a Drum Role, Please?

2009-08-18T15:11:00.001-04:00

The highlights video from this year's Communities for Public Education Reform Convening is now available! Click here for our round-up about the event and see the video here:

2009 CPER Convening - Highlights from PIP Videos on Vimeo.

We all know that it's all about video now, but for planners, who view events from a completely different angle than attendees, it's great when we can see and hear the feedback, in addition to reading the evaluation forms. Not to mention the promotional value the video gives the client!

For more information about the convening, click here.

For more information about this funding collaborative supporting community organizing for school reform, click here.

Next year's convening will take place May 20-22, 2010 in Denver, Colorado. For more information on preparations for that meeting, click here.

Rocky Mountain Higher

2009-08-05T16:25:00.004-04:00

Last week I had the opportunity to return to one of my favorite cities to hold events - Denver, Colorado. This is my third trip there in the past year and I'll be headed back in May 2010 for a non-profit client's annual conference that has grown from 175 to 250 in the last three years.

Some of the latest happenings:

Freaky weather: 50 degrees the last week of July while Seattle was blistering. Have no fear, though, it's back to normal: 80 degrees with a chance of snow.

2009 deals: hotels are booking 2010 like crazy but this year still has plenty of availability.

$100 million goes a long way: the downtown Sheraton (previously Adam's Mark) has undergone some incredible changes and many are still to come, including a 6,000 sq. ft. fitness center.

Closures: Sadly, I learned that our dine-around won't include Alto, a wonderful Larimer Square restaurant that recently shuttered its doors.

It was great to experience old favorites, like the free 16th Street Shuttle and Enstrom's Almond Toffee, and take up a friend on some recommendations (8 Rivers on Blake Street and a Max Evans at the Celtic, where all the decor - from the stained glass to the street signs - comes from Ireland).

I'll be back before the event next year so stay tuned for more Denver developments!

Hot Dogs, Hamburgers and Sauerkraut, Oh My!

2009-07-28T09:21:00.002-04:00

What a great day at Cedar Beach, New York last Friday. A dozen volunteers from Macy's stores all over Long Island joined me at the 2nd Annual Babylon to Beaches portion of the Wounded Warrior Project's Empire State Soldier Ride.

With the Suffolk County 1st Police Precinct Brotherhood working the grills, the Macy's volunteers served hot dogs and hamburgers for two hours to a record 1,000 people who participated in the 22 mile bicycle ride. The volunteers were enthusiastic and up for anything - from crowd control to freezing their hands digging for cold sodas for guests.

Just this portion of the multiple-day Soldier Ride raised $40,000 for the Wounded Warrior Project.

Autism Speaks to Young Professionals at the NYSE

2009-07-17T16:33:00.003-04:00

The organization that started it all for me is having a fundraising event that I actually get to attend, rather than plan! Autism Speaks to Young Professionals is a cocktail party taking place on the trading floor of the New York Stock Exchange. I can't think of a better way to entice the Generation Y crowd into getting involved in a cause that will severely impact our future (our children!) unless we do something about it.

The event takes place on Thursday, August 6 from 7-10 p.m. It's being organized by the sassy and savvy Justine Benisch, who I've had the pleasure to work with on numerous Autism Speaks events, so it's pretty much guaranteed to be a fantastic evening. $50 pays for your entrance fee, open bar, hors d'oeuvres, and of course, supports an organization that is changing the future of autism.

For more information and to purchase tickets, visit http://events.autismspeaks.org/youngprofessionals

See you there!

Soldier Ride - Babylon to Beaches

2009-07-09T13:16:00.002-04:00

In two weeks, the Wounded Warrior Project's Soldier Ride will be presented by Macy's and I'm headed to my hometown of Babylon, Long Island, New York to help on the "Babylon to Beaches portion of the ride. Soldier Ride is a four-day rehabilitative cycling event for wounded veterans and includes:

a Hero's Reception at the American Airpower Museum in Farmingdale ($50 for dinner provided by Outback, music, beer/wine and prizes)
a NYC bike ride starting in Herald Square with Matthew Modine's "Bicycle for A Day" program
the Babylon to Beaches ride with a BBQ at Overlook Beach ($35 to ride, T-shirt and BBQ or just $10 for the BBQ)
an additional ride with celebrations in the Hamptons

Taking place just a few weeks after the Fourth of July, this is a great opportunity to thank the soldiers who have fought for the freedoms that day represents.

Visit sr.woundedwarriorproject.org to find out how you can participate - by donating, celebrating and encouraging the athletes along the bike routes!

Event Goals: Remember the Three S's

2009-06-30T08:26:00.006-04:00

I was recently contacted about a series of public events to take place this fall. Thrilled about the opportunity, I dove into my list of questions and quickly learned that some serious gaps existed in the company's pre-planning. Estimated attendance was based off 10% of the population and prices for food and beverage were being discussed before an expense budget had been drafted.

This made me start think about setting goals. Getting caught up in the details of the event can, for some like me, be exciting and motivating. Who wants to spend time thinking about the implications of low attendance when invitations need to be designed and flowers need to be selected? Thinking about making, raising or spending large sums of money can be daunting. But guess what - goals actually help with that!

Setting goals can be motivating if you start out with a brainstorm session. What will make this event perfect in your eyes, the attendees' eyes, the executives' eyes, the donors' eyes? 400 people? a sunny day? spending $0 and raising $infinity? The sky's the limit.

Then, for your second exercise, think about minimums and worse-case scenarios. What if it rains? How many attendees will cover the event's costs?

Somewhere in the middle of these two scenarios are your event goals.

And here's the kicker. You and your team need to remember that goals are flexible. They are words on paper (hopefully - be sure to write them down!), but real life changes. Maybe that potential sponsor you thought perfectly aligned with your event is struggling to make ends meet. Or that ideal venue isn't available on the one day your company has available for the event.

That doesn't mean you give up trying. You go out and find another company or multiple companies to sponsor. You locate a venue that is one street or one town over and adjust your attendance estimates for it. And you make note of these obstacles so that you can prepare better next year.

So for the company planning to have 10,000-30,000 people at 10 first-time events this fall, I suggested we use that big idea brainstorming to their advantage and pair it with some worse-case scenarios to set realistic goals, budgets and timelines.

And to remember the three S's: Setting goals Secures Success.

Kudos to Seth Godin

2009-06-22T08:48:00.003-04:00

One of Seth Godin's blog posts last week was named "Spectacles" and he wasn't talking about glasses. He was talking about events. http://sethgodin.typepad.com/seths_blog/2009/06/spectacles.html

Putting aside the negative connotation of the term, this statement struck me:

"People love them. We generally agree we don't have them often enough. What if you started one?"

My answer: If half of the people who read Seth Godin's blog got involved in one charitable fundraiser - say, volunteering at the event for four hours or donating two Yankees seats to the silent auction - they would raise over $1 million.

Thanks for the call to action, Seth!

Managing Underperformance

2009-06-18T09:22:00.007-04:00

A good portion of what I do is managing vendor relations. Between the venue, audio-visual, travel agent, entertainment, transportation, etc., the communications can sometimes be overwhelming, expecially since they need to be continuous to make sure everything is on schedule.

During the proposal stage, service providers are typically communicative, thorough and enthusiastic, flush with the prospect of new business. There are times, however, when the rapid-fire communication will wane, post contract-signing.

As a vendor who handles a variety of events for multiple clients, I understand that project timelines often overlap. My rule is that no more than 24 hours can pass without acknowledging the request and confirming it is being handled.

When vendors underperform, it’s important to remain calm and not rush to any conclusions that can lead to unnecessarily broken contracts. Most of the time, it just takes an honest conversation to reach an understanding.

1. Schedule a meeting with the primary contact, in person if possible, to review the status of the project.
2. Begin on common ground, mentioning tasks that have been completed well or you know the vendor has underway.
3. Be aware of the tone of your voice. Respectful discussions breed compromise and understanding.
4. Explain that each question or request is part of a larger context and impacts numerous tasks down the line.
5. Reset expectations. Review the current situation and outline areas or steps that need to change.
6. Ask for suggestions on how to make improvements.
7. Review written timelines and have both parties sign the document as a sign of good faith.

For more tips like these, sign up for my monthly email newsletter here: http://app.e2ma.net/app/view:Join/signupId:55315

First Success from Networking

2009-06-15T10:59:00.002-04:00

As a small business owner, I'm constantly fitting in marketing efforts between my client work. In order to have next events to plan, I have to think about what I'll be doing in 6-12 months and talk to my clients about what they will be doing in 6-12 months. Seems pretty simple, especially when my relationships with my clients seem like I'm another (cheaper!) employee to them. But this year I came across a dilemma. What do I do when clients aren't planning anything in 6-12 months? Time to find more clients.

I've never been a very good networker. I prefer my role as a behind-the-scenes person and wasn't planning to even name the business after myself until one of my mentors - a marketing guru - reminded me that I'm selling my skills, so using my name was absolutely necessary! I typically attend networking events with someone else I know, look for others I know and, only if I'm feeling extremely adventurous, exchange business cards with a few other people I will never contact. Not exactly a recipe for success.

The problem is, I'm a relationship person. Fleeting conversations with people I'll never see again is of no interest to me. I have realized that I need to have opportunities to see people repeatedly, really get to know them (aka care about them), and develop a reciprocal relationship with them in order to expand my network (and therefore my business).

This is why I'm starting a chapter of Business Networking International in my area. We've been meeting once a month to grow the group and little by little, we're all really getting to know each other. Next comes caring about each other, particularly, each other's businesses.

Already, someone interested in the group introduced me to her contact, who was looking for a local event planner. She passed along my information because "I was the only one she knew in the area." Now that isn't the greatest vote of confidence, but by handling the referral professionally and putting my best foot forward (always!), the next time she thinks of me will come with a better introduction.

Her contact took a chance on me and I was able to prove I was worthy of that referral, solidifying a new relationship with much potential. This is marketing I can get into. Now onto the next 6-12 months!

Back from the Birthplace of American Democracy

2009-06-09T13:04:00.001-04:00

I'm back from Public Interest Projects’ 2nd Annual Communities for Public Education Reform Convening in Philadelphia. Two hundred community, youth and parent organizers, as well as the foundations that support them, came together to share experiences and improve skills.

It was a busy three days including simultaneous dialogue sessions, site visits to local organizations and entertainment provided by the Kensington Creative and Performing Arts Drum Line and Familia Rojas, a local Puerto Rican Bomba group. Participants also had the opportunity to experience the variety of cuisine that Philadelphia has to offer through a diverse dine-around.

This year’s event was particularly successful due to continual follow-up to invitees until registration was confirmed or released, allowing additional, wait-listed guests the opportunity to attend. In addition, we were able to reduce the event’s budget by 20%. Time to start planning next year's convening!

Human Rights Convening Video

2009-05-14T09:29:00.003-04:00

The U.S. Human Rights Fund just posted the video from January's convening in New Orleans:

Cityscape

2009-05-04T10:18:00.005-04:00

The watercolor painting was created by an artist with great attention to detail. First, he drew the buildings by hand. Then, he filled in the colors using a carefully selected palatte. The result is an easily recognizable yet whimsical view of New York City, a place where I'm constantly watching the scene at eye level, forgetting the incredible view above me.

The creator is a high school student with a developmental disorder and is just one of the talented artists that I experienced while working on the Newmark Schools Annual Art Show. I got to know the school staff and students over six months of planning and preparations, including in-kind donation solicitations to local businesses, sponsorship outreach and parent volunteer organizing.

With every event, there are some setbacks and there are some successes. The Executive Directors were open to trying some new ways to generate revenue and structure the event. We learned that an entry fee was possible, but difficult when the parents really do need to bring home the artwork - and that has a price tag too. We learned that the childrens' artwork sold by silent auction can bring in more funds, but the same problem, of who is buying it, applies. We learned that a live auction can be fun and worthwhile, if the PA system can handle it. We also learned that art teachers make great graphic designers and parents make fantastic display painters.

And we reaffirmed that the students' pride and success at their own work is always the best reward.

Oh, What a Night!

2009-04-21T16:41:00.013-04:00

I'm not sure if the gowns and tuxedos had anything to do with it, but there was a festive feel in the air at the UN Women for Peace Gala Benefit. People were celebrating, the reception was packed and the silent auction beat expectations. All in all, over $100,000 was raised and will go towards scholarships at the University For Peace in Costa Rica.

Committee members solicited items for the silent auction, including this designer dress by Reem Acra and painting of Iowa by Joseph Lauer, whose work was recently purchased by the art counsel of the White House.

Volunteers solicted bids throughout the evening, resulting in almost $15,000 raised from the silent auction alone.

Anna Birgis-Hannesson, President of UN Women for Peace and wife of the Ambassador from Iceland, welcomed the crowd using a sound system donated by Scharff Weisberg AV.

Mrs. Ban Soon-taek, wife of the UN Secretary General, presented the UN Women for Peace Recognition Award to Nobel Peace Prize Laureate Jody Williams in front of the 180 guests.

Although I was only called in to work on the event for two weeks, the whirlwind pace helped relationships with the committee members develop quickly.

It was also great to have my "staff" of some of the best event planners I know on hand to help with check-in, VIPs and the silent auction. Thanks, ladies!

UN Women for Peace Gala

2009-04-14T08:41:00.002-04:00

I have to thank my good friend Danielle Yango for thinking of me when she heard the UN Women for Peace organization was in a bind. With just 10 days until their event, the group of Ambassadors' wives remembered that their event planner wouldn't be able to manage the event on-site because the date had been changed and presented a conflict for her. So for the past week, I've been getting up to speed on this effort and organizing the silent auction items, volunteers and run-of-show.

The 2009 UN Women for Peace Gala includes two award presentations by the Secretary General to the UN, Mr. Ban Ki-Moon, and his wife, the Patron of the organization, to Nobel Peace Prize Laureate Jody Williams and Her Majesty Queen Noor of Jordan. Proceeds go towards scholarships for woman interested in attending the University of Peace in Costa Rica.

This is the second annual event for this new organization that was born out of the UN Delegation's Women Club. The committee is enthusiastic; attendance has increased 300% in the last week and silent auction items include a 4 night trip to Iceland, including a designer jacket, custom-made there. For more information or to attend, contact me!

There's Nothing Like New Orleans

2009-04-06T10:00:00.008-04:00

I had the pleasure of managing the logistics of the U.S. Human Rights Fund Global Strategy Exchange Convening held January 11-13, 2009 in New Orleans, Louisiana. The Convening brought together U.S. social justice and human rights activists and philanthopic donors and global human rights activists and experts to learn about human rights practices in other countries and forge international relationships.

The 80 person meeting quickly grew to 140 attendees in the final weeks before the event. The Loews New Orleans Hotel remained flexible, even when the southern winter wouldn't cooperate with us and we had to move the welcome reception inside rather than hold it in the impressive Piazza d'Italia. Even so, the space was able to accommodate the well-attended event.

Bassist Sam Price solicited musicians to perform at the Welcome Reception as well as the group's off-site dinner at Mulate's Restaurant the following evening. The duo we requested for the first evening was joined by a clarinetist and bossa nova singer who donated their services while the New Orleans funk band on the second night easily pulled attendees from their chairs.

The meeting's agenda was organized by a talented content manager who filled the two days with a few plenary sessions but more intimate breakout sessions where attendees could focus on the topics most relevant to their work.

The highlights of the event were site visits around New Orleans on the topics of criminal and juvenile justice reform, housing and the right to return, workers’ rights, and arts and social justice as well as a trip to Mississippi to learn about the community building work of the North Gulfport Land Community Trust.

For more information about the work of the U.S. Human Rights Fund, visit http://publicinterestprojects.org/projects/partner-and-collaborative-funds/ushrf

ChArLOTte’s “got A LOT”

2009-04-02T09:24:00.002-04:00

A few weeks ago I paid my first visit to Charlotte, North Carolina to research venues for my non-profit client’s annual meeting, which is held in a different city each year. To keep costs down, I go for one overnight and see meet with as many venues and vendors as possible. This trip included seven hotels, three restaurants and a transportation company.

It’s always important to us to schedule site visit time wisely, particularly when travel funds are limited. I like to organize meetings 1½ hours apart leaving just enough time to get from site to site and walk around each property to see what amenities and/or reception venues exist nearby. Typically, my client likes at least one evening to include an off-site activity so I research venues in advance and then speak with as many people locally as possible to find the best options that are close enough to forego the added cost of transportation.

Of course, having a clear picture of the event details, including potential dates, timing, activities, and space requirements is most important. My client really prefers natural sunlight in the meeting rooms and that takes precedence over the splashiest of surroundings. In Charlotte, I found it somewhat difficult to find space that met this requirement but one hotel was able to offer a room next to a private hallway that has an entire wall of windows. Open the meeting doors, and voila - natural sunlight in the room.

Speaking of (in?) French...I finally have some photos from the meeting in New Orleans! Stay tuned next week for those!

Newmark Schools Annual Art Show - April 24, 2009

2009-03-13T10:31:00.006-04:00

I'm working on a fundraiser right now for a school in New Jersey for kids with developmental disorders and disabilities. My interest in this area stemmed from my time with Autism Speaks. It boggles my mind that these parents could be you, me, anyone we know, ready to have a child, go through all of the joy and fear of those first few years and all of a sudden you realize things just aren't as you expected and your child is struggling. From there comes the doctor appointments, the therapies, the realization that a regular school just won't cut it.

Newmark School in Plainfield (grades K-8) and Newmark High School in Carteret (grades 9-12) are state-approved private schools that meet the individual needs of these children, while challenging them academically and socially.

Each year, the Newmark Schools hold an Art Show, which is an opportunity for the students to express their insight, intelligence and intuition. The Show features work by the students that is sold to attendees during a wine and cheese reception and viewing. The pieces are created by the students as a result of their strong determination to succeed and a passion to discover the power and strength within the artist. These are some of the pieces from last year's show:

The Newmark School is approaching fundraising this year in a smart way. Everyone knows this is a tough time to get big donations so we're reaching out to as many people as we can to build the Newmark School community, raise awareness for the school and just cover the costs of the event. Entry is just $25 and artwork is $40-$60 with a percentage of original artwork sales going directly to the students.

We're reaching out to related associations, local businesses, hospitals and medical centers to attend and purchase artwork for their office walls. If you can make it, please visit http://newmarkeducation.com/giving_artshow.html for RSVP information!

Subscribe to the cause on Facebook! http://apps.facebook.com/causes/229398

BNI

2009-03-06T08:19:00.002-05:00

A few weeks ago, on the same day, I heard mention of BNI twice. Like everyone else these days, business is slow and I'm reconnecting with contacts and reaching out to build new relationships, so my ears picked up when I heard "Business Networking International." A quick google and I had learned about two nearby chapters that meet one morning every week to share referrals.

The unique aspect of BNI is that only one person from each industry/job can join each chapter to limit competition and create a collaborative environment. I personally struggle with selling myself and need more than a crowd of strangers and a glass of wine to network productively. BNI meetings are very structured, which helps at 7 a.m. when it's hard to think straight. Each member gives a short commercial, reminding the group about their business and what referrals would be most helpful. Each week, a different member is able to give a longer (10 minute) presentation to provide more detail about his/her services. Then it's time for the referral exchange. At the first meeting of I attended, which had 30 members, 15 referrals flew across the room. At the second chapter I visited, they talked about the $3 million+ in closed business the group had secured for each other in a year. I was hooked.

Now a group of us are starting a new chapter in Hoboken, NJ. For anyone in Hudson County, who is part of a business where they have to go out and find work for themselves (freelancers! small business owners! salespeople!) and wants MORE business, let me know if you're interested in joining our group!

For another quick and thorough description about BNI, check out www.marketingmixblog.com/2009/02/guest-post-is-bni-right-for-you.html

What Happened to New Orleans?

2009-02-24T07:59:00.029-05:00

I have been waiting so, so long for the photos from the New Orleans event and my poor blog has gone delinquent! While I remain patient (since it is my client's photographer!), I'd like to keep my loyal fans entertained and practice my uploading skills by posting some other photos.

While some may say this is just a shameless way of sharing about my vacation, I must tell you that I'm often called upon to advise on topics that are related, but not vital, to my event planning services. I am a development specialist, restaurant critic and travel advisor, among other roles. I tell people where to entertain clients and hold conferences, so I think telling you about my experiences in Barcelona is relevant!

A professor during a study abroad semester in Rome once said that the best way to approach a new city is to find a high point and get a feel for the lay of the land. I always thought that was a great piece of advice.

We'll be sure to contract with a hotel that fits the meeting's needs and is in a great location. Balconies help too.

Next, I must figure out where guests will eat. Perhaps one day, we'll leave them on their own and they can experience the amazing Boqueria Mercato.

A tapas-hopping dinearound is absolutely necessary in the Born district at places like El Born and La Taverna del Born.

And for a high-quality, yet reasonably-priced dinner, perhaps we can take over a floor at Senyor Parellada:

Meetings are so often jam-packed but I do like to provide a list of local or must-see sites for guests. Since we're staying near La Ramblas, all one needs is a few moments to walk outside and see the Bruno Quadras Building which used to be an umbrella factory.

Just a few more blocks away is a statue that Americans, in particular, will enjoy: a monument to Christopher Columbus built on the location where he landed upon his return from America. This sight was particularly important for me to see since my father has a similar photo of himself with the statue, taken when he was in the Navy.

In case you're wondering (as I was), he's pointing east towards his home in Genoa.

There, of course, will be some "must-sees" on the itinerary such as La Sagrada Familia, Antoni Gaudi's unfinished masterpiece:

as well as his lesser-known, yet still remarkable Casa Batllo:

And in the case that spouse programs are needed, I do like to include fun options for those who may have been to the city already:

Of course, no trip is complete without branching out on your own for some people-watching, so I would suggest the Gotico neighborhood's Harlem Jazz Club or Sincopa.

Like most of my site visits, this vacation was brief so one more stroll through the neighborhood before catching a flight out!

Vivez la Nouvelle-Orléans!

2009-01-05T08:55:00.002-05:00

This Friday I'm headed down to New Orleans to arrange a client's 3-day conference. I remember when a conference in New Orleans sounded like an executive retreat in Vegas - a total boondoggle. If it ever was, it certainly isn't anymore.

The group traveling in this weekend is focused on human rights efforts around the globe. A dozen international advocates will share their successes and challenges with another 125. The most interesting (and challenging!) part of the event is site visits to local organizations doing the on-the-ground work in New Orleans and Mississippi, including criminal justice, workers' rights, housing, and arts and social justice. These four concurrent visits go to up to three locations each (there is only so much one person can control)!

After I return I hope to learn how to post photos on this here blog so you can experience it too. One thing I can guarantee is an outpouring of affection for the local folks. I spent 24 hours in N'awlins for the site visit for this event and learned that a truly friendly city makes each and every "tourist" feels welcome.

Bye for now and BONSWA!

Budget Buster - Part III

2008-12-29T11:17:00.002-05:00

It's time to see bank accounts go up - returns and exchanges week! Save some greenbacks with these event tips as well:

An appropriate number of food stations that each feed a portion of your audience (“recommended for 50 people”) will cost you less than a per person price for each station, while offering a nice variety of selections to your guests.

Did you forget to include signage in your budget? Print posters at Kinko’s and use snap frames instead of poster board. After two uses, the frames will pay for themselves and they look much nicer. Bonus tip: Spend the savings on magnetic name tags. Your attendees will thank you for keeping their clothes intact.

As exhausted as you may be post-event, don’t forget to review, review, review those invoices. Did you order that bottle of champagne on the bill or did someone make a mistake? Were all of the service charges pre-approved via the contract or other written agreement? No charges are final until the check is cut.

And that ends my budget busters installments. Happy saving!

Budget Buster - Part II

2008-12-22T08:47:00.002-05:00

It's probably bad form to talk about money so early on a Monday but these are strange times, so here I go with some more tips to help control your costs:

If a picture is worth a thousand words, then a look is worth a million. Do not underestimate the value of a site visit. Bring along a detailed checklist. Only a visit will tell you that a restroom or coat check needs to be installed!

What you do not ask, you will not receive. Are you renting a meeting room? Ask for office space. Spending $10,000 on individual audio-visual equipment? Ask for a bundled price. Always remember to mention repeat business or referrals you can send their way.

Having a small or short function? Have drinks charged to your master bill upon consumption, rather than an inflated open bar price. If open bar is the only way to go, make sure your final numbers include the standard 25% drop-off in attendance.

Be a Budget Buster - Part I

2008-12-19T11:45:00.003-05:00

I can't think of a better time to post my budgeting tips. Holiday parties may not be possible this season and entire event budgets are on the line for 2009. Before cancelling all events, it may be a good idea to reconfigure budgets that have some flexibility.

Start off by truly evaluating if an event is the proper vehicle to attain your goal. Before contracts are signed, it can only benefit you to weigh your options, whether you’re marketing, recruiting, celebrating or honoring.

Do your research. Hotel rooms may cost 20% less in Denver but flying to Chicago could save much, much more, depending on where your attendees live and the number of room nights you’ll need. Be sure to include all possible costs in your budget – you can always forego unneeded items later.

Be flexible. The more date, time and setting options you have, the more bargaining power you control.

Stay tuned for more tips on being a budget buster!

Non-Profit Partnerships

2008-12-07T18:27:00.004-05:00

My last event of the season was an annual conference and reception for women executives in partnership with a charitable cause. This year's recipient was Bottomless Closet, an organization that helps women transition into the workforce by providing business attire and career counseling. Besides the benefits to the charity, working with a non-profit organization is a great way to create goodwill for your organization, increase attendance and gain press for your event. The event last month, the Women's Law Forum, replaced its registration fee with a donation to the charity, but if your budget doesn't allow for that, there are many other ways you can give back.

Awareness fuels fundraising. Non-profit organizations are constantly searching for opportunities to spread their name. The more awareness there is about a cause, the more funds find their way back to the organization. Select a charity that aligns with your event goals and ask if they would like to be featured on all of the event materials at no cost. Perhaps they can add to your content if the executive director or a board member has a relatable story.

Each time I attend an event, I think about all the materials that went into its development, particularly events with extensive decor. It's important to discuss with vendors - before contracts are signed - the policies and procedures surrounding materials disposal. "Leftovers" doesn't just mean food. The Special E (www.thespeciale.com/works.html) will also pick up centerpieces, empty cans, wine corks and promo items, among other things.

As we struggle individually with the current economic times, we must remember the small steps we can take to help others. Non-profit organizations are a vital support system to our communities and if we can keep this in the forefront of our minds, the opportunities to give back are endless.

Power to the People

2008-11-21T15:15:00.003-05:00

Actorfest was almost a week ago but it seems like longer since I rushed right into handling another big event 5 days later. But l'd like to give Actorfest it's due! A post devoted to an interesting and exhilating day. It all started at 3 a.m. (see previous blog on sleep preparations). At 3:45 a.m. I arrived at the Hammerstein Ballroom to find everything as it should be, cleaning and production underway and 80+ boxes to be unpacked.

As an independent event planner, I'm often helping non-profits and other "stream-lined" organizations that can't afford a full team of people to help at an event. This event was better than most in that we did have about 30 staff. An additional 20 volunteers came to help at 6 a.m., tough for a Saturday morning, but a mere two hours before doors opened at 8 a.m.

So we moved. We moved boxes, we moved signs, we moved stantions. We moved computers, printers and books. My shoulders ache just thinking about it. But these people did not stop. Every time I turned around, there was a person at my shoulder asking for the next task.

Once we moved supplies, it was time to move the people. They were lined up down the block and needed to get through the exhibitors, casting calls and to the workshops. Hammerstein is an incredible venue but not intuitive. We labeled every wall we could with directions but nothing moves people like other people.

There were questions, there were requests, there were people on all sides. And these staff and volunteers handled all of it with patience, brevity and humor.

So after all the ups and downs that come with every event, I walked away from this one with just a single overpowering thought...that there is just nothing like a good team when it comes to a creating a successful event.

This Saturday is ActorfestNY

2008-11-10T18:16:00.002-05:00

This weekend I will be at ActorfestNY at the Hammerstein Ballroom. My client, Back Stage, is a Nielsen Media publication that produces this event each year in NY and LA. We're expecting 4,000 actors to come to the casting calls, networking cafe, exhibits and workshops, such as "Auditioning for Film and TV: The How-To's of Winning a Role" and "Actor's Lab: Rehearsing with Tony Winner Marian Seldes." Last year, people were lined up at 5 a.m. to get some of the remaining time slots to meet with NBC, Telemundo, Nickelodeon and The N.

If you know any actors in the area, tell them to visit www.actorfest.com and sign up! Did I mention that entry is free?

And check back here next week for an update on the event...

Revving Up for Event Day

2008-10-28T09:09:00.004-04:00

My event in 2 weeks starts at 8:00 a.m. As you can probably gather, most event planning work is done before an event (hence the term planning!). Once you're on-site, it's monitoring and problem-solving but if you're not well-prepared, there is only so much you can do. So the day before, and the morning of, are critical.

If I'm low on sleep, I will barely make it through the event. I know, I've tried. So I have a system (of course). There is no sleeping in on weekends during events season. For a recent event, I started to go to bed early 4 nights prior: 10 p.m. to get up at 6 a.m. then 9 p.m. to get up at 5 a.m. Not too tough.

But my upcoming event requires a 4 a.m. alarm which seems so much worse than 5 a.m. I plan on starting my sleeping regiment for that day five days prior working my way up in 30 minute intervals. Extreme, you think? Not to me on the night before, when I can easily fall asleep at 8 p.m., have 8 hours of peaceful rest before a 18 hour day leading production, staff, volunteers and attendees.

Don't underestimate the power of sleep! If you have any other tricks (chamomile tea, anyone?), I'd love to hear them before I start my regiment!

Balancing Better

2008-10-24T10:20:00.000-04:00

I find that one of the greatest challenges in my life is balancing. Perhaps that is why I enjoy yoga so much. I'm fairly good at tree pose and when I raise my foot to my thigh and put my hands in prayer position, I finally feel balanced, centered. That and the 10 minute nap at the end of class. Yet as soon as I step that foot off the yoga mat, the to-do list comes rushing back.

In the next month I'll be handling a conference for 400 lawyers, an expo for 4,000 actors, an all-day affair for 150 women executives, and a move from two apartments into one. In addition, I'm helping my significant other with his ongoing grad school applications, my singing group with their fundraising and promotional efforts and following up on proposals I've just finished for spring events.

I take breaks from these work efforts by thinking about trick-or-treating with my niece, and planning a reunion of friends at my sister's home in Pennsylvania and upcoming trips to New Orleans, Barcelona and Denver. But this just means that the brain is still churning! Perhaps I should take up meditation. Or medication?

What do you think? Any ideas? How do you get balanced and centered?

Here Goes Something!

2008-10-23T12:15:00.001-04:00

Once upon a time, I was an avid journal and letter scribe, but since joining the working world and churning out an email each minute, the enthusiasm for writing had waned and the journals now sit on a shelf gathering dust.

A year ago my best friend moved to Ireland and started a blog (visit it here: http://deejkat.blogspot.com/) and I was introduced to the weblog world. Each day I visit the page, hoping for the next hysterical installment. I certainly don't envision anyone searching out my entries with the same obsession but I like the idea of throwing one's thoughts out to the world and seeing what boomerangs back.

So a little bit more about me just in case I lose interest and/or time and don't write again for a while.

I grew up in Babylon Village, Long Island, NY and attended college at Towson University in Maryland. I've been living in the NY metro area since then (Brooklyn and Hudson County, NJ) and working in NYC until starting my home-based event planning company a year and a half ago (www.gingerdonnanevents.com). I love what I do (except maybe at midnight after an 18-hour event day) and feel like I'm living my dream life. I just hope no one pinches me. My friends, family and colleagues/clients are very important to me, and I cherish opportunities to expand the circle, so I invite you to comment on my posts and introduce yourself!

Till then, take care.