Category Archives: Corporate Event Planner

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!)

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!

Holiday Parties: Something New This Season

By | Blueberry Ave, Corporate Event Planner, Dana Grant Photography, Day of Coordinator, Four Seasons Los Angeles, Holiday Parties, Office Parties, Siren Studios | No Comments

The holiday office party has its hills and valleys. Some people have a great time, others are stuck in small-talk-ville and trying to avoid that guy in accounting, others drink so much they can’t remember anything, period.

What makes or breaks a good office party (or any other holiday party, for that matter) is clear coordination and giving folks lots of fun stuff to do, without overwhelming them with gimmickry.  The best parties have a unique element to them.  It can be a clever signature cocktails, a fortune teller, a casino night theme – sky’s the limit.

Recently, my clients wanted an activity with old-world charm to match the antique flair of their event at the Four Seasons Los Angeles, and they hired two talented magicians, Saurabh Shah and Michael Jacobsen, to wander during cocktails and entertain guests with their trickery.  The activity gives people a conversation piece, a place to go when they don’t know where to mingle next – and it’s fun.

Photo by Dana Grant Photography; Event Design by Blueberry Ave.

Photo by Dana Grant Photography; Event Design by Blueberry Ave.

Food can be a conversation piece, too.  A food truck can be had for much less than traditional catering, without sacrifice in flavor (and if you’re a typical Los Angeleno, you may even prefer these gourmet meals on wheels to their fine dining competitors).  Pondering the menu, giving your order and waiting for your fresh-cooked deliciousness is a communal experience that keeps folks on their feet and on the move.

The Kogi BBQ truck was a hit at a recent event at Siren Studios. Photo by Alexandra Bissonnette.

There are so many other cost effective ways to build office morale (yes, parties increase productivity!).  One of them is, you guessed it, to hire a good planner.  We pay for ourselves up to several times over in brokering excellent deals with vendors and venues, and we allow your in-house staff to be as productive as possible while still pulling off a tip-top event.  And, we keep an eye on your investment – making sure the bar stays open till the bitter end, following up on security deposits with your rentals company, etc etc.  Need I go on?  I’ll tell you all you need to know about our services at a complimentary consultation. Contact us anytime about your fabulous holiday soiree!

Featured in this post:

Alexandra Bissonnette’s photography

Dana Grant Photography

The creative talents of Blueberry Ave.

Four Seasons Los Angeles

Siren Studios

Magicians Saurabh Shah and Michael Jacobsen (Contact: info@shahmagic.com)