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To better support planners in 2025, Smart Meetings chatted with Tyra Warner , associate professor and chair of the Department of Hospitality, Tourism and Culinary Arts at College of Coastal Georgia, to learn what they should consider when entering the contract negotiation phase of their eventplanning.
Knowing how to prepare a venue for an event is one of the key points in eventplanning. Choosing a venue for an event is also one of the first negotiation points as well. If you’re lucky, the event market will offer a variety of good venues. How to prepare an event venue. Food and beverage.
With the right venue, its easy to make a lasting impression on attendees, making it more likely that theyll return for future events (and also tell others about the event). At Guidebook, weve supported thousands of event organizers through the eventplanning process, and we know it can feel overwhelming.
In this blog post, I’ll showcase the unique opportunities Stuttgart offers for your event, from hotels and venues to experiences, all with sustainability woven into the eventplanning process. This setup reduces transport emissions and encourages attendees to use sustainable travel options.
With environmental concerns becoming increasingly urgent, the eventplanning industry has the unique opportunity to shift how we think of events and lead the way toward sustainable practices. How do you plan a sustainable event? The four principles of event sustainability On average, events create nearly 2.5
Events and gatherings happen in all sizes, at all kinds of social and commercial environments — whether it is a Christmas party, a large scale conference or a business event. While people love spending their time in such places, the organizers do not really place sustainability as the anchor of organizing such events.
The same can be said for eventplanning. If you try to create an event that makes all audiences happy by including every idea and activity under the sun, then it doesn’t have any clarity and won’t resonate with anyone. Event Income. Step 4 – Assemble a crack team of event professionals.
If you’re planning an event, do you keep it on-site (say the hotel ballroom, for example) or do you take a group off-site for a unique venue? That’s a common question that meeting planners address during the planning stages. The planner wants to ensure that each meeting that he or she plans is original. Transportation.
Explore available transportation modes, and ensure that people can easily reach the location by train, automobile, plane, or public transport. Ideally, include a question about transportation preferences on the registration form or a pre-event survey to get an understanding of what to expect. Conclusion.
So, if you are new to eventplanning, perhaps you’ve just recently graduated from something like your bachelor’s degree in accounting , and you haven’t yet had a chance to plan a big event, you are going to want to read on. Here we take a look at the basics when it comes to building an event budget.
The evolving VR technology supports experiences that teach and connect people—a practice at the heart of eventplanning. Parallel , a partner platform that works in tandem with Bluewater as one, unified support for entirely virtual events, says it isn’t about “[replacing] real-world events,” but extending them.
Give yourself the gift of peace of mind this holiday season, knowing no balls will get dropped as the event gets closer. Now, let’s go over the ideal timeline for starting—and completing—your holiday party planning. If possible, do food tastings or meet vendors in person to get a true sense of what they can provide.
Knowing how to prepare a venue for an event is one of the key points in eventplanning. Choosing a venue for an event is also one of the first negotiation points as well. If you’re lucky, the event market will offer a variety of good venues. How to prepare an event venue. Food and beverage.
Combine that excitement with winter comfort foods and activities that bring to mind favorite childhood memories, and you will have an unforgettable winter theme event. Food and Beverage : Set up a grilled cheese bar and tomato soup shooters. There’s nothing like transporting your guests to another decade.
Set a Realistic Budget Develop a comprehensive budget that accounts for all potential expenses, including venue rental, catering, entertainment, transportation and miscellaneous. Allocating funds appropriately ensures that essential elements are prioritised without unexpected financial overruns throughout the eventplanning process.
Eventplanning is full of surprises, which is why it pays to be ten steps ahead. Whether it’s marketing to attendees and driving registration or establishing a budget and securing a venue, event planners need to navigate a host of responsibilities—each one as important as the last. Before you start planning. Download now.
If handing out goodie bags or promotional collateral, ensure it’s made from 100% recycled materials and that the contents are useful to avoid items being discarded after the event. Consider Location & Transportation. The location and transportation of your event is a huge opportunity to cut down on your carbon footprint.
Combine that excitement with winter comfort foods and activities that bring to mind favorite childhood memories, and you will have an unforgettable winter theme event. Food and Beverage : Serve grilled cheese sandwiches and tomato soup shooters. There’s nothing like transporting your guests to another decade.
Managing events is stressful. You need an eventplanning checklist to support you from beginning to end. From picking a venue and speakers to ensuring you’ve sent out thank you notes and running a post-event debrief, there’s a lot to think about. We suggest tailoring your checklist to fit your event. Print signage.
Popular event vendors and why we recommend them Vendor needs vary by event, fluctuating with event size, attendee count, budget, and other vital factors. While some planners look for all-inclusive venues with contracted vendors on site, others prefer to find particular vendors that match their event style and message.
Managing events is stressful. You need an eventplanning checklist to support you from beginning to end. From picking a venue and speakers to ensuring you’ve sent out thank you notes and running a post-event debrief, there’s a lot to think about. We suggest tailoring your checklist to fit your event. Print signage.
The experience would not be what it is if not for the exquisite food, drinks, décor, and of course the swag bag. On May 21, lucky guests were transported via helicopter to a villa accessible only by chopper for a party hosted by David Unger and Champagne Armand de Brignac. Food & Beverage.
Eventplanning is no small feat, especially when it comes to corporate meetings and functions. A successful event requires thoughtful organization, creative vision, and seamless execution. But dreaming up unique, inspiring themes and event ideas takes time and imagination.
Food Truck Alley Bring a fun, lighthearted vibe to your next event with food trucks. Set up a variety of cult favorite trucks and carts outside your office or event venue. Give employees food truck coupons or tickets to sample different offerings. Greet guests with classical music or jazz.
Strategic Pre-Event Healthcare EventPlanning Before diving into the logistics of your healthcare event, it’s essential to define success clearly. Next, build a realistic event budget—factor in venue, food and beverage, A/V, staffing, speakers, promotion, etc. What are your measurable goals?
Now eventplanning companies are learning that airlines are looking at adding extra fees for their preferred seats. As an airline spokesperson indicated, we got used to the menu add-ons in the food and beverage industry and now many customers are content with airline add-on fees. Flying days.
In addition to outlining how much you have to spend on the event overall, breakdown the budget for your party into various categories, including: Venue rental Food costs or catering services Alcoholic/non-alcoholic beverages Entertainment Decorations Guest transportation Party favors. nuts or dairy).
A theme not only makes the event less expensive by avoiding decoration overload, but it creates a more cohesive guest experience. That’s because: Each element—from promotion and decoration to food and entertainment—becomes décor. It’s important to satisfy guests’ five senses at any event. Better events, no stress.
That was the message from Huong Nguyen, CEO and founder of Shiloh Events. She told the GMID audience that building out business events “means there will be constant change. Every meeting element—the budget, the agenda, the food and beverage, the production, all of it—will go through several iterations as the planning goes on.
Food and beverage is an essential element of any gathering—and it is also one of the costliest. It’s unfortunate that copious amounts of food go to waste, but event professionals need to ensure there is something for everyone and that there is enough. You may be surprised how down-to-earth their suggestions are.
Venues and caterers will prepare BEOs for almost any size and type of event, from small parties and gatherings to weddings and corporate events to large galas and festivals. What Details Are in a Banquet Event Order? Food and Catering. Beverage Service. Parking/Transportation. Venue and Room Assignments.
Ultimately, the goal of your event proposal should be to persuade the client that you can provide a successful, professional event. PRO TIP: Dream of a career in eventplanning, but don’t know where to get started? Is an Event Proposal the Same as an EventPlan? How Do You Write an EventPlan?
Whether you’re on the brink of planning a first event or are a seasoned professional revising your eventplanning checklist, this guide aims to be your trusted roadmap. This article provides a comprehensive eventplanning checklist to help you manage every detail for a successful event, from start to finish.
Festival eventplanning may not be the easiest item on your springtime to-do list, but with a few basics, you’ll be on the road to success in no time. When planning any event, start with the audience—who will be in the crowd? Keep your target audience in mind throughout the planning process. Book Talent.
Plus, it’s almost impossible to track events on a global scale. And that makes it tricky to monitor expenses, return on investment, and make sure nothing gets overlooked at the very start of the eventplanning process. It’s a crucial step that comes before the eventplanning process begins.
Read More : Beyond the Plate: The Art of Culinary EventPlanning What questions should they be asking? What experience do you have catering events of this size and type? How do you handle unexpected guest counts or potential food shortages? What protocols do you have in place to ensure food safety and hygiene?
It also helps to have this info handy when you begin planning the event. Plan better events, no stress Get Started Free Why do event planners need a site inspection checklist? A site inspection checklist helps event planners remember every little detail, no matter how small, when visiting a venue.
Planning an event can be overwhelming with all the different moving parts and challenges. In this guide, we’ll share an eventplanning template you can use to easily plan your next event. EventPlanning Template: Checklist and Timeline. Prepare food, drinks, entertainment content, etc.,
Please rate the following aspects of the event: (Likert scale ranging from unsatisfactory to very satisfactory). Food and beverage. Sessions. * The aspects you include in this section can be altered to fit the details and type of event you planned. What did you like most about the event? Date and time.
Every detail, from lush foliage and animal-inspired props to ethereal lighting, was carefully designed to transport guests to an exotic and enchanting setting. Countless meetings were held with their talented staff and entertainment teams to ensure every aspect of the event was flawlessly executed.
Even the study mentioned above lists caveats — it finds hybrid events can be more sustainable, but there are lots of factors at play including building energy use, travel, and food. The same study by the Cornell researchers also estimates the global events industry is responsible for more than 10% of global CO2 emissions.
You see, quite often with larger groups the event planner is tasked with providing smaller meeting rooms as well as a meal function. Eventplanning for large conferences usually involves coordinating shuttle transportation. Today a lot of eventplanning involves sustainability.
If you’re planning a retreat in a different location, booking in the off-season could save your company a significant chunk of change on venue rental, hotel rooms and transportation costs. Allocate portions of your ultimate budget to cover different expenses: event venue, accommodations, food, transportation, and other event fees.
Planning an event is difficult. Eventplanning and organizing a fairly small meeting involving just five participants can be quite a challenge, especially if this is your first time. Then, imagine planning a massive concert with a big-name DJ as the headliner and 100,000 attendees. Can you imagine the headache?
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