Have you invited your guests to the Gala Dinner?

Your company year-end function is as important, if not more so, than the other company events you host throughout the year. Proper planning will ensure that the expectations of your number one asset – your employees – are met.

Step 1: Get management buy-in to the arrangements – this includes the objective, theme and budget.

Step 2: Plan the theme and entertainment around the agreed objectives.

Step 3: Decide on personnel demographic seating arrangements – a seating plan is vital to breaking down any barriers within the company and must be conducive to easy dialogue and interaction.

Step 4: Timelines – At the very latest, the first three rules should have been agreed by mid-year. If this hasn't been done, start now!

Step 5: Venue selection – The theme, entertainment, demographics, capacity of the gathering as well as transport and parking arrangements must be taken into consideration when selecting a venue. Hotels tend to be fully booked from October to December. You might want to consider alternative venues such as restaurants and clubs and work around themes that suit these venues.

Step 6: Invitations, acknowledgement and reward – Make the invitations fun and indicate that the presence of the employee at the function will be important to the employer, and that the event is a reward and acknowledgement. Printing and writing their names on the card might be time-consuming so sending e-cards or even asking them to register via eventbrite are possible options.

Step 7: Budget considerations – Although a budget is usually allocated at the very outset and line items added along the way, it should be regularly updated in order to ensure that any adjustments are taken into account.

Step 8: Admin assistance – Ensure that there is admin backup. Prior to the function, internal personnel should be utilised in the planning, but on the day of the function ensure that company employees invited to the function are not expected to coordinate and organise on-site. This is when the Event Manager who they've been liaising with all this while comes into full force.

Step 9: Control and monitoring – Keep one person accountable for all impromptu decisions that has to be made. This person should be the only one updating the Event Manager on any changes.

Step 10: Enjoy the party!

byBest Events

in Company Retreat, Event Tips

11:46 AM

Have you invited your guests to the Gala Dinner?

Your company year-end function is as important, if not more so, than the other company events you host throughout the year. Proper plannin...

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5 Ways the Event Industry Can Deal With the Zika Virus

As the Zika virus continues to spread, here are five ways that event planners and others in the hospitality industry can take steps to keep their businesses on track.

As the Zika virus spreads, its effects can be seen at mega events—where some journalists, and spectators have stayed away—to tropical weddings and corporate events.

As of September 1st, 2016, the Zika virus appears to be spreading rapidly in Singapore, with 115 confirmed cases as of Wednesday, according to government officials. At least one pregnant woman is among them.

And a woman from Malaysia who had recently been in Singapore has tested positive for the infection, Singapore's health minister announced Thursday.

On Saturday, Malaysian authorities said they had detected the first local infection: a 61-year-old man in the city of Kota Kinabalu, in the Malaysian part of Borneo island.

"The confirmation of the second case of Zika in Kota Kinabalu suggests that the virus is already present within our communities," Health Minister Subramaniam Sathasivam said.

"Zika is present in our country. New cases will continue to emerge," he posted on his Facebook page.

The issue needs to be front-of-mind for event planners, and not just those based in affected areas, says Chris Weinberg, C.E.O. and founder of Miami-based Chris Weinberg Events. “It's a global issue,” she says. “There's a way for our industry to combat it in a calm and educated way. Be prepared for anything at any moment's notice.”

Here are five tips for event planners when planning events that could be affected by the outbreak.

1. Educate clients.

In Puerto Rico, where the epidemic has pushed the U.S. government to declare a public health emergency, the industry has confronted the situation proactively. Meet Puerto Rico, which promotes the destination for meetings, conventions, trade shows, and incentive groups, is addressing the issue with prospective clients.

“When the Zika situation hit, we immediately put into action a strong meeting professional/attendee-centered strategy that included a fact-driven education and communication program addressing the concerns of our clients,” says Meet Puerto Rico president and C.E.O. Milton Segarra. “We listened to them and provided the most accurate and up-to-date information on Puerto Rico concerning Zika, and it paid off. As a result, our clients trusted us, our team in the field, and our members.”

Instead of avoiding the topic, Meet Puerto Rico distributed Q&As with facts from official health organizations and offered real-time testimonials from clients who hosted events in Puerto Rico in the midst of the outbreak. The organization has reported a 7 percent increase in meetings and conventions business booked for June to August, compared to the same time period in 2015. Since March, it has added 57 new bookings, such as conferences and other events, that will take place through 2017.

In Malaysia and Singapore, it is not uncommon for citizens from both sides to attend or organize events in each others countries.

2. Provide incentives.

Hotels in Miami, which typically have a drop in business during the summer, are offering incentives that extend to the fall, such as discounts on hotel services, free overnight stays, and complimentary valet parking. On Saturday, the monthly Wynwood Art Walk festival took place for the first time since the Wynwood Yard area was shut down from August 2 to August 10 for pesticide spraying. According to the Miami Herald, the event had a “bustling” turnout of local residents and tourists. Businesses in the area received a significant boost because of a “Love for Locals” campaign, which had more than 25 Wynwood businesses—including Wynwood Diner, Coyo Taco, and Zak the Baker—giving discounts or freebies.

The issue needs to be front-of-mind for event planners, and not just those based in affected areas.

3. Get legal protection.

Contracts with venues, suppliers, and others should address the Zika virus. Cancellations, refund policies, and other considerations should be addressed beforehand. Venues and event planners are still sorting out whether a force majeure clause in contracts would apply to Zika concerns. The answer could depend on the location of an outbreak in relation to the venue, for instance. The Zika virus “is not an act of God, like a hurricane,” says Weinberg. “But it's hard for businesses to protect themselves, even if the C.D.C. is targeting a specific area and your event happens to be five miles away.”

4. Offer alternatives.

For concerned clients, planners can move outdoor events inside to minimize exposure, or even relocate events to locations where cases are not as widespread. “I think California is going to see some of that business,” Weinberg says. “It depends on the size of the group and the budget. While destinations like California are very appealing, I can also very easily see millennials frequenting more places like New Orleans, Chicago, and New York.”

5. Stay informed.

Facts about the spread of the epidemic are changing constantly, so keeping track of the latest developments is crucial for event organizers. Marquee events like Art Basel Miami Beach, slated for December 1 to 4, are monitoring the situation carefully. “Art Basel is closely following all reports from health officials regarding cases of the Zika virus in Florida, as well as the aggressive counter-measures taken by Miami-Dade County officials, including increased spraying and mosquito abatement efforts in the impacted area,” the organization said to BizBash in a statement. “We remain confident that the city is taking precautionary steps to confront the virus and ensure Miami is a safe environment for visitors to the show in December, and for its residents year-round.”

ANY UPDATES TO SHARE? LEAVE YOUR COMMENTS BELOW.

byBest Events

in In The Spotlight

2:21 PM

5 Ways the Event Industry Can Deal With the Zika Virus

As the Zika virus continues to spread, here are five ways that event planners and others in the hospitality industry can take steps to ke...

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Infographic: Predicting the Future of Meetings

byBest Events

in Events, Trade Show Tips

1:21 PM

Infographic: Predicting the Future of Meetings

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8 Audiovisual and Production Tips for Stage Presentations

Photo credit: Greaterthanentertainment

Matthew Saravay, the president of Wizard Studios gave planners and production managers tips on slideshows, audio, and speaker management at a recent event.

1. Use a dark background and light letters for presentations.

For PowerPoint presentations and others that involve speaking with a screen, Saravay said to always use a dark background—such as black or purple—with light letters, so the letters pop off the screen. “For presentations, I want to fool people's eyes,” said Saravay, who noted that an audience will have trouble viewing a presentation with a light background and darker letters. Saravay also said it's best to ask clients to build slideshows in a 16:9 aspect ratio.

2. Equip speakers with an appropriate microphone.

Saravay noted that giving speakers an appropriate mic is key for the most effective sound, as microphones pick up signals in different ways and signal flow is key. Lavaliers are popular, because they're small and don't have to be held, and can easily attach to clothing around the chest area such as a tie. For instances where one is wearing a top that won't suit a lavalier, Saravay said it's best to suggest a handheld mic.

3. Consider what's behind the presenter.

“Make sure a podium sign or logo is behind the presenter. What you don't want directly behind the presenter is the screen,” said Saravay. “Think about what the photographer will have as the shot. The screen should be above or to the side.” He also noted that there should be texture on signage, as well as a pattern or color other than pure white.

4. Ask clients what their needs are so the right type of stage can be selected.

Saravay noted that planners should always ask clients questions about the logistics of staging, including whether there is a band, if there's a drummer, and the number of people who will be on the stage. He also says that for talent and V.I.P.s, there should be green rooms that have a clear path to and from the stage. The sequestered space should have a separate entrance and exit to the venue.

5. Use teleprompters effectively.

“When to use a teleprompter is up to your client and what your specific needs are,” said Saravay. “It's better than a written script.” He explained that they should be used in a way where the speaker can have a conversation and look at the audience as they're delivering their message. “You always want people to rehearse because of pacing,” he said. “You want to make sure the rhythm is in sync, so words are going at a pace that sounds natural.”

6. Set different lighting looks.

When it comes to lighting an event, he said that planners should understand the difference between functional and decorative lighting elements, and that lighting designers should design rooms with different lighting looks. One thing he said to always stay away from is the use of LED blue lights on stages, as they cause light distortion.

7. Create a show flow.

“Think about a show flow and how to integrate service,” said Saravay, who mentioned that planners should figure in breaks for light refreshments and clearing tables so that it's not out of place or awkward during an event.

8. Be strategic when selecting a venue.

“If I've never been to a venue, I will always give clients a preliminary quote,” he said. When it comes to venue and site selection, he noted some of the most important things to check for are the availability of power, rigging points, and Internet access.

Source: Bizbash

byBest Events

in Conference Talk, Event Tips, Events

1:13 PM

8 Audiovisual and Production Tips for Stage Presentations

Photo credit: Greaterthanentertainment Matthew Saravay, the president of Wizard Studios gave planners and production managers tips on ...

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Tactics to Keep Guests Safe and Happy at Events

Photo credit: www.rsexecutiveprotection.com

Violent crime, terror attacks, natural disasters: A sense of danger is putting a chill on special events, and adding more urgency to the jobs of special event professionals. Many of the big DMCs profiled in SPECIAL EVENTS' latest "25 Top DMCs" tell us that they have been putting greater focus on security planning in their work for clients.

For starters, here is a Q&A with Jeff O’Hara, CMP, DMCP, president of AlliedPRA New Orleans, on the tactics he takes to keep guests safe and happy at events in the Big Easy.

SPECIAL EVENTS: Are more clients raising the issue of security to you than they were five years ago? 

Jeff O'Hara: Yes. To be sure, the vast majority of concerns and tactics are around intellectual property protection, especially in technology, pharma and financial. With that said, given the recent events in Europe, we have started to hear concerns from our clients in the recent months and have shared our emergency plans more frequently than in the past.

SE: Do you find that most clients today are security-conscious, or do you have to stress security?
JOH: Clients are definitely security-conscious. It is a collaborative discussion we have in the logistics phase of event implementation. Sometimes we have to nudge them along--see nametags below as a frequent example--but most big organizations have this as part of their standard review.

Something as simple as requiring nametags for admittance to off-site events is a strong security step in the current environment. Sure, attendees find it a pain and planners are reluctant to ruffle feathers with enforcement--but a terrorist is unlikely to know to counterfeit a credential to gain access to the target. Nor is a common thief who poses a different type of security threat.

SE: How have you developed your approach to security and risk management: professional experience, consulting with security experts, other?
JOH: In New Orleans, we regularly host international large-scale events--Super Bowls, Final 4, BCS Championships, Mardi Gras, Jazz Festival, NBA All-Star Games. Not to mention just normal nights in the French Quarter. As a result, the city has developed quite an expertise in security of large crowds wrapped in the velvet glove of being welcoming.

The hospitality community has regular strategy meetings with the New Orleans Police Department, U.S. Homeland Security, fire and paramedics to coordinate ongoing and special event plans, and we are able to leverage those relationships to assist in our plans. Further, we commonly use off-duty police detail for traffic control and event security. In addition to the roles they play for us, these officers are highly trained in recognizing threats in large crowds, so we have their expertise at our service.

SE: How has your approach to security at events evolved over the last five years? Are there threats you plan for now that were not such a concern five years ago?
JOH: Absolutely. The global terrorist actions show that any large gathering of people can be a target. We regularly produce off-site events for several thousand people, so we have to make this part of the planning.

In the DMC world, we often use nontraditional spaces for our events. As a result we have to educate partners for whom this is not a normal concern and likely don’t have an existing security plan of this magnitude.

SE: Can you share any anecdotes of how your security planning protected an event from a threat?
JOH: There have been multiple instances where our event staff has intercepted people who did not belong at events we were producing.

Recently at a technology company kickoff meeting, we had to constantly remove people away from a product launch. They could have been innocent, curious hotel guests, or they could have been looking to find out about the IP being launched. We’ll never know.

Similarly, we have stopped people from entering our off-site events several times in the past year. They could also be curious and innocent, could be small-time thieves, or worse. Again, we will never know but by being proactive and having staff trained to look for suspicious persons, we will never have to know.

SE: How much of any security plan can be a template (e.g., identify entrances, get emergency contacts) and what must be customized to an event?
JOH: The basic things are a quick checklist--event entrances and exits, means of identifying credentialed attendees, security posts, venue emergency procedures, etc.

However, a lot has to be customized for each event. There are external factors that could impact the event--what other events are going on in the city that night, what type of crowds might those events attract, do we have headline entertainment that may induce gate-crashers? In New Orleans there can always be unannounced parades on any given night, so we check for parade permits with the city to understand implications on traffic flow. If we are using a nontraditional venue--warehouse, art gallery, etc.--we have to develop the venue security plan and then educate the venue on how to implement it.

SE: Have you seen the increased focus on security adding to the cost of special events?
JOH: It certainly adds to our internal costs, as the time required to ensure we have a proper security plan in place is extensive. As a DMC, this is part of the service that we provide to clients and one of the key reasons that they engage a DMC. So it is not something that increases costs to our clients in the scope of our programs. However, many do have internal security teams and they being deployed on-site more often now, so that is an increased cost to the client.

At the end of the day, all of the preparation that goes into this--our planning with the venue, the client, the on-site protection--has to be invisible to the attendees, which is kind of ironic. While everyone wants to be safe and secure, nobody wants to see it. People who attend our events attend events all over the world and understand the inherent risk of travel, but nobody wants to be in a security state. So by definition, all of our hard work needs to go unnoticed!

Source: SpecialEvents.com

byBest Events

in In The Spotlight

2:33 PM

Tactics to Keep Guests Safe and Happy at Events

Photo credit: www.rsexecutiveprotection.com Violent crime, terror attacks, natural disasters: A sense of danger is putting a chill on ...

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6 Ways to Make your Exhibition Space Inviting

If you want guests to stick around long after noshing on nibbles, your exhibition space should not be only functional but also comfortable and inviting. To help inspire your next in-booth lounge, here are six delicious designs that deliver hospitable spaces with fashionable furnishings.



PHOTO: XAVIER VILA PHOTOGRAPHE

Theater in the Rounds
Exhibitor: Telefonaktiebolaget LM Ericsson
Show: Mobile World Congress
Design: Jack Morton, London, 44-208-735-2000 www.jackmorton.com

At the Mobile World Congress, the Ericsson brand serves up a full-on meal along with a heaping helping of drama, thanks to moody lighting, colorful chairs, and multiple screens showing an array of content. Meanwhile, round tables promote intimate conversations between guests.


PHOTO: DIRK WEYHENMEYER FOTOGRAFIE

Spacious and Gracious
Exhibitor: ICS International AG
Show: LogiMat
Design: Atelier Damboeck Messebau GmbH, Neufinsing,Germany, 49-8121-975-0, www.damboeck.de

Housed within a one-of-a-kind, spherical exhibit, this hospitality zone offers ample seating via benches, chairs, and stools. Mirroring the overhead bands of color, accent pillows offer pops of blue, green, and gray, which provide a delightful contrast to the exhibit's stark-white surfaces.


White Light
Exhibitor: Osram Spa
Show: LivinLuce
Design: Cerqiglini & Rossi Architecture, Varedo, Italy, 39-362-571-066, www.cerquiglini-rossi.com

Light takes center stage in this hospitality area for Osram Spa, a manufacturer of light-management systems. White surfaces and embedded lighting in the floor and bar area are paired with Osram-orange chairs, creating a vibe that says "Osram is light!" without shouting.


PHOTO: STANDS

Highly Hospitable
Exhibitor: Superior Energy Services Inc.
Show: Rio Oil and Gas
Design: Excalibur Exhibits, Houston, 713-856-8854, www.excaliburexhibits.com

Who says a hospitality area has to somehow be separate from the larger exhibit? This roughly 1,500-square-foot exhibit features an open, airy conference room as its star. Sitting atop a wood-patterned floor, bistro-style tables and chairs surround a similarly styled bar.



PHOTO: KONINKLIJKE PHILIPS N.V. (PHILLIPS LIGHTING)

Square Trade
Exhibitor: Koninklijke Philips N.V. (Philips Lighting)
Show: EuroShop
Design: Totems Architecture B.V., Amsterdam, 31-20-508-13-10, www.totems.com

In this upper-level hospitality lounge for the Philips Lighting brand, it's all about the angles. A rectangular overhead structure caps the space and adds a touch of illumination, while colorful, angular chairs and white, square tables pepper the inviting area below.



PHOTO: CZARNOWSKI DISPLAY SERVICES INC.

Plane and Simple
Exhibitor: Gulfstream Aerospace Corp.
Show: National Business Aviation Association
Design: Czarnowski Display Services Inc., Chicago, 800-247-4302, www.czarnowski.com

Housed within an exhibit resembling an airplane hangar, this expansive space conveys an airy yet orderly feel befitting of an aerospace firm. Easy-to-clean white-laminate tables and chairs dot the room while floral arrangements and cloud-like light fixtures add a touch of color.

Source: ExhibitorOnline

byBest Events

in Trade Show Tips

3:35 PM

6 Ways to Make your Exhibition Space Inviting

If you want guests to stick around long after noshing on nibbles, your exhibition space should not be only functional but also comfortable a...

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10 Things to Know about Having Food Trucks at your Event

From corporate meetings to employee appreciation events to music festivals, many events are opting to use food trucks for catering services. Some are run by dedicated food truck operators, while established restaurants and hotel catering departments have launched their own food trucks for events. Hiring a food truck brings its own set of logistical challenges. Here’s what you need to know to have a seamless food truck experience.

1. Obtain all necessary permits and insurance.
Organizers should make sure food trucks have the necessary permits and insurance to operate. Planners should also have insurance that covers any potential mishaps at an event, which may be trickier than it sounds. It differs so much with every municipal council.

2. Read your contracts carefully.
There is no one standard contract for food trucks, and juggling the details can be challenging when hiring multiple food trucks for one event.

3. Determine where the food truck will be located at the venue.
Not all venues lend themselves to food truck catering. It's important to inform the food truck if their trucks are required to climb slopes and hills taking into consideration the equipment they have inside.

Arrange food trucks along the perimeter of the event. They should not compete with the focal point of the event.

4. Choose the menu carefully.
Streamline the food truck’s usual menu at events, or even ask for new dishes. When you're thinking about menu and theme, some food truck companies will be flexible and work with you in any way, and others say, ‘This is what we do, take it or leave it.’ You won't know if you don't ask.

5. Calculate how much food you will need.
A key question for food truck operators is: “How many people can you feed in X amount of time?” The answer will let you know how many food trucks you will need.

6. Use food trucks strategically.
Another strategy is to use food trucks in combination with a traditional caterer. A possibility is to hire a traditional caterer for a meal but then add on an array of specialty food trucks for craft coffee service or desserts.

7. Figure out when food trucks should arrive.
The beauty of some of these trucks is, you’re curating the freshness right there. It’s made to order, not sitting in a chafing dish somewhere. They need to have come already prepped, or they will need to get there in enough time so when the bell rings they’re ready to take orders and start serving. The extra hour gives operators enough time to set up any signage, canopies or overhangs, or trash cans.

8. Spell out what you want—and don’t want—trucks to provide.
Should organizers create custom signage to identify the food truck and display the menu, or should the food truck operator provide that? If hiring more than one food truck, should the host provide plates, napkins, and other items for a consistent look?

9. Devise strategies to keep the line moving.
An event host should consider streamlining a food truck’s full menu for large events to prevent guests from waiting in line. If lines form, plann entertainment such as roving performers to distract guests. Another strategy is to have food truck staff offering samples of items to guests in line.

10. Decide who will handle trash and cleanup.
Some food trucks bring trash cans while others do not.

Source:  Bizbash

byBest Events

in

12:29 PM

10 Things to Know about Having Food Trucks at your Event

From corporate meetings to employee appreciation events to music festivals, many events are opting to use food trucks for catering service...

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