Category Archives: Corporate Event Coordinator

Be A More Assertive Event Planner : Practice Makes Perfect

By | Corporate Event Coordinator, Corporate Event Planner, Event Planner, Event Planning Business Advice, Event Planning Workshops, Wedding Coordinator, Wedding Planner | No Comments

Have you ever worked at venue, and heard from management that you the most calm event planner (or one of) that they’ve worked with? When I’ve asked what they’ve experienced from other planners, I’ve heard stories of drunk planners, planners that have caused major drama, got into fights with vendors, etc.  Now mind you, I have a wide network of planners here in L.A. and know none of my compadres would ever act like this, but, as the years wore on and I bore the brunt of bad behavior from clients, guests and vendors, I could understand why planners get aggressive, reactive, and, well, un-calm.

I never let myself ‘lose it,’ but one thing I learned to do was be more assertive. I.e., stay calm, but not passive.  A couple times, I even raised my voice, but only when necessary. I do think that it’s great to be calm, but it can’t be at the expense of your well-being and the quality of your client’s event or of your business (when a client needs some boundaries set).  I will say, it gets easier the more you practice. Here’s some tips.

Call a company and negotiate, even if it’s not as an event planner.

Why not? It can be your wifi, your office rent lease renewal, or shoot, just call your credit card company and ask for a better APR. Use measured approach and validate it with a good reason (“I did some research, and an office building next door is charging less than what I’m paying now – so my rent needs to stay the same for the next year.”). These lower-level negotiations will prepare you to be tougher in more tense situations.

Strengthen your contract and stick to it.

If I had a nickel for every time a client innocently started involving me in rehearsal dinner plans (when I’ve been clearly hired just to work the wedding)…  I finally added in italics that these events are clearly additional services, just to reinforce what exactly my contract covered. Then I felt more comfortable telling the client they’d have to pay extra for these services.  The first time, I had butterflies in my stomach; after that, I didn’t blink.  And the clients were grateful for my honesty, and some even hired me to help with their additional events.

Let ‘er rip – when you really need to.

I’ve only raised my voice 3 times in nearly 200 events. Twice, it was towards staff or vendors’ staff that were not listening. I politely and firmly asked for something several times – no response. (Was it because I was a *female* event planner? I wonder.). Finally, I raised my voice a shout.  And it worked! I know we shouldn’t have to do it, but a) if there are no guests around and b) it’s a vital, time sensitive issue, than IMO, it’s okay to raise your voice.  (The third time was to an inebriated, aggressive guest who was harassing me – raising my voice stunned him so much, he scurried away!)

Should you add new services to your business?

By | Business Builders, Business Consulting, Business Development, Consultant, Corporate Event Coordinator, Wedding Consultant, Wedding Coordinator | No Comments
A few years ago, I realized that clients constantly needed basic tabletop offerings – candle votives, lanterns, and the like. Due to the expense of sourcing and storing these items, not all florists had robust quantities of them.  I sourced a few different types of votives and frequently rented them out to clients, making some additional pocket change and saving them time, and over-investing in these items.  What would be hard about adding new services to my boutique event planning business?

I thought, maybe something’s there.  I could start a table top rental business! It fills a need, I had storage in my garage, and I had plenty of contacts in the event world.

Then I started thinking:  How would I deliver these items to everyone, along with my day to day business, which if I wasn’t careful, could be all consuming? Wouldn’t delivery cost as much as the item rental fees, due to labor costs?  Also, what if they came back broken? What inventory tracker should I use?

Lanterns add new services to your business bud vases floral linen wedding long table reception decor event design

Photo by Jillian Rose Photography

I realized, it just wasn’t worth doing – better to stay with what I was doing, continue to refine my event planning business, and coast along with that.

It’s so easy to be distracted, to see another opportunity and try to strike out in a new direction. Before you do, check in with yourself:

Run Scenarios.

Think through a typical transaction of your new business. How much time and money would it cost you?  Would you be able to charge enough to cover your cost?

Evaluate your resources – do you have enough to add a new service?

Do you need additional capital?  How much would it cost to source raw materials (if any)?

Does someone else already do it well?

When photobooths were the new thing, there were just a handful or competitors for each region. Now, there are so many!  Is it worth entering a saturated market?

Take time to review all your options and the ripple effects to your business.  If you think it’s a good idea, go for it! Otherwise, nothing wrong with regrouping and making your current business even stronger.

3 Top Tips for Corporate Events

By | Corporate Event Coordinator, Corporate Event Planner, Corporate Events, Event Planning Education, Los Angeles Corporate Events | No Comments

When planning corporate events, it’s common for internal personnel to act on incorrect assumptions. Below are three important tips for planning corporate events.

Don’t wait too long to plan corporate events!

4 weeks is not enough!  Try 4 MONTHS – the more time, the better. Have we planned an event in a matter of weeks? Yes, but often this requires a rush fee and you also risk having a significant lack of choice in vendors and venues.

Corporate Events Tea Station Activation

This tea bar by Pixi Beauty reflects the natural ingredients in their cosmetics, and took time to source, plan and execute.  Photo by Brandon Aquino Photography.

 

Be realistic with your budget.

Events generally cost more than people think these days, and you can blame a whole lot of things – cost of food and labor (catering), demand (popular venues), and the overall cost of doing business vendors have to asborb, particularly in major metropolitan areas. One of the first things I do for clients is put together a realistic budget with contingencies to make sure everyone is clear on the cost, and can get the expenditures approved.

Corporate Events Los Angeles Photobooth

For a presentation of their virtual reality movie, Eye for an Eye, our client Filmatics had a roving photographer from Petite Pix Photobooth to take photos of guests with the VR goggles.

Think about branding opportunities.

Branded photobooth printouts, custom lighting gobos that project the corporate logo – these are all things that reiterate the message of your company.  Giveaways, signage, and interactive social media prompts throughout the event will also extend engagement with your guests.  Even with in-house corporate events, these elements reflect team spirit and pride in your company’s mission, and can boost morale.

 

Keeping these three concepts in mind will be key to planning – and affording – a successful corporate event. Happy planning!

Real Corporate Event: A Showcase for Pixi by Petra Skintreats Skincare

By | Brandon Aquino Photography, Corporate Event Coordinator, Corporate Event Planner, Corporate Events, Pixi By Petra | No Comments

The Pixi by Petra line of skincare is full of fresh, natural ingredients, carefully formulated to improve the look and feel of skin. (I am constantly hoarding their Flawless Beauty Primer...it keeps selling out!) With the theme of GLOW in mind, we created a beautiful, light, pretty ambiance for an event hosting some of the top beauty vloggers and bloggers in media.  Utilizing rentals from Town and Country, florals and styling by our team here at No Worries including florist Jill Bogan, and customized cuisine by Amy’s Culinary Adventures, the daytime soiree was a success. Photos below by the talented Brandon Aquino!

Our fairy light bell jars backdrop beer-battered onion rings by Amy, highlighting the hops that are featured in some of Pixi's products.

Our fairy light bell jars backdrop beer-battered onion rings by Amy, highlighting the hops that are featured in some of Pixi’s products.

 

Members of the Pixi team show guests how to use the products.

Members of the Pixi team show guests how to use the products.

 

We styled the Pixi by Petra's Skintreats line with complementary florals and decor at a recent event. Photo by Brandon Aquino.

We styled the Pixi by Petra’s Skintreats line with complementary florals and decor at a recent event. Photo by Brandon Aquino.

 

A tea bar featuring key ingredients from Pixi's skin care line.

A tea bar featuring key ingredients from Pixi’s skin care line.

 

View More: http://brandonaquino.pass.us/pixi

View More: http://brandonaquino.pass.us/pixi

Delicate styling showcases Pixi skin care.

Delicate styling showcases Pixi skin care.

 

Dessert! Handmade Rose ice cream by Amy's Culinary Adventures.

Dessert! Handmade Rose ice cream by Amy’s Culinary Adventures.

Corporate Event Planning: Three Tips for Success

By | Corporate Event Coordinator, Corporate Event Planner, Corporate Events, Uncategorized | No Comments

We’ve overseen a variety of corporate events, from product and book launches to conferences, and have three top tips to share.

  • Hire professionals, including, yes, event planners, as early as possible.  I have received inquiries barely a month to two prior to the date of the event, for extremely complex corporate events here in Los Angeles.  We’re talking 1200-person conferences, large festivals, or even a conference that hadn’t even been planned yet – and the potential client was contacting us less than two months prior.  Do not procrastinate – planners charge rush fees for planning large events with just a few weeks’ time to do it.  Also, your decision making becomes rushed, and you may find you have less time to do your normal day to day job, which hurts your company in other ways, too.
We styled the Pixi by Petra's Skintreats line with complementary florals and decor at a recent event. Photo by Brandon Aquino.

We styled the Pixi by Petra’s Skintreats line with complementary florals and decor at a recent event. Photo by Brandon Aquino.

  • Interaction is key.  Whether it’s an internal awards dinner for your sales team or an introduction of your product to your clients, ensure you have representatives of the company work the room.  They should spread far and wide to contact everyone attending and make sure they feel comfortable and learn as much as they can about your services and products. For internal events, having interactive games, such as a scavenger hunt that promotes mingling, boost employee interactions and morale, and unify the team across departments.
  • A unique element, like pop violinist Maestro Hughes at this cocktail party, adds something unique and conversation-worthy to the event. Photo by Meghan Christine Photography.

    A unique element, like pop violinist Maestro Hughes at this cocktail party, adds something unique and conversation-worthy to the event. Photo by Meghan Christine Photography.

     

  • Stay on brand.  From customized backdrops to logo’d cocktail napkins, there are tons of ways you can remind guests why they are there – to celebrate your company, your mission, and your product.

An expert planner can help your company save time, preserve productivity, and ensure you stay at, or below, budget for your event.  Our door is always open to show you how, at dee@noworriesep.com.   Happy planning!

Corporate Events: The Basics

By | Caterer Corporate Events, Corporate Event Coordinator, Corporate Event Planner, Corporate Events | No Comments

Corporate events can have as much style and individuality as social events.  We recommend having something unique like a cool dessert station (funnel cakes, donuts…the possibilities are much broader than they have been in years!) or dynamic elements such as an outstanding band and MC to keep guests mingling and active.  When potential and current clients are on the guest list, this is important, the key to assuring they stick around long enough to absorb your message and interact with you and your team. By showing hospitality and engaging your guests, you can help build your business through a well-planned event.  (Just be sure the entertainment isn’t too loud – high volume chases away guests.)

This casino-night themed networking group kept guests on their toes. Photo by Nathan Morgan Photography.

Gobos and Uplighting create a focal point for a speaker during educational events. Photo by Shani Barel / Don't Smile Now Photography.

Soft Peaks Confections delighted guests at a recent industry-themed event. Shani Barel / Don't Smile Now Photography.

Choosing your caterer is one of the biggest decisions.  Passed appetizers and action stations keep guests from being hungry – and picking an innovative or trendy theme reveals sophistication to the guest that makes a lasting impression.

Photo by Shani Barel / Don't Smile Now Photography

We work with clients to solidly brand their company, target the right audience, and keep their event cost-effective while making a lasting impression with guests, clients and employees alike.  Our expertise includes launch parties, holiday parties, and meetings and conferences.  Call or email us anytime to pick our brains about making your next corporate event a success!