Hey Everyone, I hope you had a great summer! As the EBE Team gears up for our fall events and corporate holiday parties, I thought I would share this great article we came across!

Corporate Event Planning: Tips for Plannig Your Next Corporate Event

On the surface, businesses are just about that- business. But all work and no play makes the employee pool a dull bunch. So look a little deeper and you’ll find that corporate events are an integral part of most companies.

There are many facets to a corporate event. Corporate events take on all kinds of different themes. The adventurous ones include skydiving and bungee jumping. Corporate events with humorous themes may include a comedy movie or a stand-up comedy show. A company could also organize a fundraising event, to raise money for a charity organization.

Hiring Professional Event Planners

There are professional event planners for all kinds of events. Whether it is a company picnic or a lavish milestone party or gala, the planners take care of every minute detail. There are many different attractions, sports, games, novelty and amusement rides that you can have at your event. Including food stalls at a company picnic makes the event even more fun.

Event planners often plan an event according to the audience they are catering to. The event could be a retirement party or a company anniversary. They plan events according to the budget of the company and number of guests.

Benefits of a Corporate Event

Adopting a corporate culture is instrumental in solidifying the profit and productivity of your company’s product or service. Corporate events are mainly aimed at establishing a desired culture or introducing new employees to the present culture. Similarly, in terms of a merger, when a company takes over another, the event may signify the assimilation of the two cultures into a common company culture.

Planning the Event

Many things have to be taken into consideration when organizing a corporate event – for instance, the location, the invitations, entertainment, publicity, music, decorations and catering. Maintaining a checklist helps in planning the event.

Clowns, magicians, jugglers, caricaturists, stilt walkers, balloon artists and dance instructors can be part of a corporate event. Interactive comedy shows are very popular in corporate events. Different kinds of team-building activities are planned to improve corporate communication skills and other management skills in an informal atmosphere.

The place you choose to hold the event also matters a lot. Organizing a picnic in the park, hiking in the mountains or trekking, parachute jumping, mountain climbing, river rafting and canoeing help to improve the team spirit of employees. Music is a vital part of most parties and events. Conducting corporate events is key to energize existing customers and employees alike. It could be a low- budget party or a bash to celebrate a recent upsurge in business.

Event planners help companies add creativity to their celebrations. The trained staff ensures that high energy and creativity levels are maintained throughout the event. Everyone in the company, from the CEO to the marketing executive has reasons to celebrate and motivate their staff.

Article Resource: morebusiness.com

Photos by Luminous Designs
Over the years, I have learned never to under estimate the power of proper and well selected lighting for my events. After many years of renting, testing and mixing many different styles and types of lights, I have finally decided it was time to purchase some of my own and I thought I would share with you how important lighting is to events.
Event Lighting adds warmth, energy, beauty, excitement and glamour. In conjunction with your linens, florals and even china selections the right lighting can transform a venue into a complete environment. Lighting effects can be created simply by washing the walls with colour from uplights to more complex designs and images projected on the walls and dance floor. There are many technical challenges involved with event lighting and it is best to leave your lighting needs to a professional planner with experience in lighting their events and/or experienced and qaulified event lighting technician/company.
A Glossary of Light

• Colour Wash – a diffuse, even application of light, usually achieved by covering a light with a gel. It can warm up a room or create special effects. Typically, a wash is used on a dance floor or against fabric on a wall or ceiling. Colour "wheels" can make the room slowly change colours over the course of the evening.
• Gels – Layers of acetate placed over lights to change their colour. A soft peach or pink gel casts a glow flattering enough to make everyone in the room look better. Gels can also be used to create special effects, turning white columns in a room to purple.
• Gobos- one of the most popluar lighting techniques for weddings, a gobo is a die-cut stencil that slides into a projection unit and casts an image onto the wall or the ground. Most commonly, couples have their monogram or names projected onto the dance floor, onto a wall, or onto the lawn. Gobos with stock images are inexpensive, but custom four-colour gobos (made from an image you supply) can get pricey.
• Intelligent Lights/Automated Lighting – a computerized lighting system that allows you to change colour and texture at the touch of a button, intelligent lights can slowly move and change colour, so they’re great for late night dance floors. They require a technician, part of the reason they are pricey.
• Landscape Lighting – exterior lighting for pathways, trees, bushes, lawns and swimming pools. It’s often needed so guests can find their way, but can also be employed to create dramatic effects.
• Pin Spotting – A narrow field of light used to pick out and highlight an item. Frequently used on centrepieces, the cake, the alter, or the chuppah, pin spotting is also an effective way to draw attention to beautiful architectural elements in the room or to aisle markers.
• Spotlights - sometimes used to draw people’s attnetion to special entertainment or to the couple during their first dance, a single, focused beam of light.
• Twinkle Lights – small gold lights usually strung in tress or shrubs. Can also be used indoors, either in trees or to wrap columns or accent fabric on the ceiling. They can create a romantic fairy-tale look when used with restraint; don’t overdo it, as too many twinkly lights can give a cheap Chistmassy look.
• Underlighting – Typically used to light a glass table from below. Can also be used under flower arrangements, particularly those where the water is visible, to give a warm glow.
• Up-lighting – soft lighting aimed upward, usually at tall props like a chuppah. With a coloured gel, up-lighting is commonly used to add colour to fabric draping the walls or ceiling of a room.

Glossary Resource, The Wedding Book by Mindy Wiess with Lisbeth Levine p.320-321
One of my favourite and inspirational lighting design companies is located in New York, Luminous Designs does a spectacular job of using all of these lighting techniques for their clients events. I have attached some photos of their work for you to enjoy!

WHY HIRE AN EVENT PLANNER? Q & A

WON’T A PLANNER WANT TO RUN THE WHOLE SHOW?

As professional event planners the consultants at Events by Emma will work with you to handle as much or as little of your event as you wish. After all, it is your event. The planner is there to advise you and make the event as perfect and problem free as possible.

WHY CAN’T I DO THE PLANNING MYSELF?

You certainly can do the planning yourself, and that sometimes is part of the fun. But it also can be a hassle: checking out many sources for each vendor category, making sure all the details are in place and worrying about whether you’re getting the best deal and whether everything will turn out all right. Events by Emma has the training and experience to make it all come together while you relax.

SAVES YOU VALUABLE TIME

Events by Emma clients are provided access to a portfolio of local vendors including: venues, decorators, printers, designers, photographers, caterers, florists, musicians and many more services in the event community. An event planner is your researcher who helps you to find the service professionals who will meet your timelines, needs, style, taste and most importantly your budget.

DO I NEED A CONTRACT WITH MY EVENT PLANNER?

You should have some agreement in writing. Events by Emma provides all clients with a formal service agreement. This agreement spells out fees, payments, schedules and what each of you will do.

WHAT QUALITIES SHOULD I LOOK FOR IN AN EVENT PLANNER?

You should be comfortable with the person. You will be spending a lot of time together planning a major event. Also, it is important that your planner have training and experience in planning the type of event your thinking of hosting.

SAVES YOU MONEY

Your event budget goes further with Events by Emma. And, you are given a comprehensive budget planner that allows you to determine your estimated costs. Event service providers know a professional planner will continue using their product and services as long as they provide their clients with quality at a fair price. Events by Emma does not receive any form of kickbacks from its vendors, any and all savings are passed directly to our clients.

WHAT WILL AN EVENT PLANNER CHARGE?

Events by Emma charges an hourly rate or a fixed fee, or a combination of both for its services. An event planner should be part of your budget, not an extra expense. In fact, you often save money because an event planner suggests affordable alternatives that still enhance your event. The professional event planner will work with you to produce your dream event, including the planning fees, all within your budget.

HOW CAN I TELL IF MY PLANNER IS PROVIDING A QUALITY VENDOR?

Events by Emma works with many different vendors and service providers. We have experience to know who is the best suited for your event. The event planner’s reputation depends on the quality of the services you receive.

SAVES YOU STRESS AND WORRY

Average events can take more than 200 hours just to plan. Ask yourself if you can afford that time away from your work, family etc. Events by Emma has the knowledge and experience to take your ideas, dreams and concepts and make them a reality.

SAVES THE DAY

The event week is full of last minute details that must come together, not by chance….. but by clear decisions and orchestration. Keeping everyone on task for the event can be stressful, but it’s a normal day’s work for a qualified and experienced event planner.

“EVENT PLANNERS HAVE VARIED STYLES AND PRICES, BUT THEIR ROLE IS THE SAME: TO ADVISE AND DIRECT CLIENTS WITH THEIR EXPERTISE.”

^{Photo by OnceWed, Flickr}

FUNDAMENTALS TO CREATING SPECTACULAR PARTIES & EVENTS

Today was a busy day with the kids and meetings and ended with a small social event hosted by one of my past clients. As I was doing the networking thing……someone asked me out of the blue “tell me the five key things to planning and designing a great party!” …… My initial thoughts were “wow, what a question!” and “hire an event planner!”…..but to answer her question the following spewed out of my mouth in a much more condensed version.

From the initial invitation to the on-site affair, any event you plan and stage is a reflection of your style, personality and/or company’s image. Special events are loaded with a myriad of moving parts, and they must come off without a hitch.

To create an event that is spectacular from beginning to end there are FIVE essential elements:

Lighting – is an element that most people forget about. Special lighting choices can help guests feel welcomed, warm and invoke pleasant feelings. From focusing on a centrepiece to washing the entire ceiling or backdrop. Candles are also beautiful and add layers to a beautifully lit room.

Colour – can have a powerful effect on human emotions and can invoke certain feelings depending on the shades and hues used.

Texture – can set the style and tone of a party and heighten guests senses of touch and smell. Table linens, napkins, flowers and props and show off your personality or event theme while creating unique and interesting ambiance that will have your guests talking. I also love using a few scented candles, that envoke the feel I am after.

Element of Surprise – some of the most exciting parties and events include mystery and surprises for guests.

Visual Drama – is a major component, it is important to enhance and take advantage of the scale and specific venue…..for example, in facilities that have high ceilings work with your event planner/decorator to design centrepieces and ceiling decor to help fill in the vast empty space. Fabric hung just right from a ceiling can help bring the ceiling down, soften the room and create a more intimate space for guests.

(there are a few more steps….but we’ll just concentrate on these five for now)

By the way ……she took my card at the end of the night.

^{Resource/Inspiration for Blog: The Art of Event Design, by Lisa Cook and Leslie Williams www.affairwithflair.com}

FABULOUS EVENTS ON A BUDGET

In today’s economy, saving money and reducing costs is the name of the game. Many of my client’s are trying to maximize their budgets while still achieving a remarkable event that is worth raving about.

Here are TEN great ideas on how to make your dollars stretch.

1. Cut the guest list. Review and revamp until you have a pared-down list of the must invites.

2. Make sure you submit an accurate estimate of attendee count to the venue.

3. Select an event venue that does not require tons of decor. For example a museum or park can offer plenty to look at. You can make a big impact by using large-scale decor items, instead of many smaller decorations.

4. Shorten the length of the event to save on food and beverage costs. For a gala, holiday party, picnic or similar event four to five hours is usually plenty. Limiting the time of the event keeps the costs down and energy high; guests will leave wanting more. They will walk away on a high note, looking forward to the next event.

5. Host beer and wine only rather than a full open bar. Create a signature cocktail to add flair and complement the event’s theme. A signature drink can require one kind alcohol and can reflect the theme, colour and style of your event.

6. Host the event on an off-peak day or season. For evening events, Saturday night is typically the premier choice so a Thursday, Friday or Sunday night event may present significant value.

7. Skip elaborate invitations and print on beautiful recycled paper or use electronic invitations. Do you really need a super-heavy cardstock, double envelope with liner, velum layers and embossed text? It may look nice, but for something that many people simply toss in the trash, ask yourself, “is it worth it?” Plus, with the rising cost of postage, a smaller invitation will not be as costly to mail. A postcard invitation can be send that includes a web link where guests can log on for more information or even submit an online event registration. Designers are wonderful resources to create exactly what you need with a very custom and unique look, instead of pre-fab packaged invites.

8. It never hurts to ask for a discount or ask a vendor to help you find a solution to meeting your specific budget while still utilizing their service and not compromising the quality and value of their work. Some planners who have good rapport with vendors and book many events may have more leverage to negotiate a better discount than you. The key is to remember quality at a fair price is much more important than quantity at a cheap price!

9. Review the bill by each line item for accuracy. It’s important to go through each line item. Our events end only after everything has been reconciled.

10. Hire an event planner that is trained, experienced and a pro at maximizing your dollars.

^{Resource: Colorado Meetings and Events, Winter 2009}