Calgary Event Planner

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Design vs. Function in Corporate Event Planning: Striking the Perfect Balance

Design vs. Function in Corporate Event Planning: Striking the Perfect Balance

Corporate events have evolved from simple gatherings to elaborate experiences designed to engage, inspire, and leave a lasting impression on attendees. Whether it’s a product launch, a company milestone celebration, or an industry conference, the success of these events often hinges on two critical factors: Design and Function. Understanding the interplay between these elements is essential for creating events that not only look impressive but also achieve their intended goals.

The Role of Design in Corporate Event Planning

Design is the first thing attendees notice, and it sets the tone for the entire event. A well-designed event space can:

Create a Memorable Experience

Thoughtful design elements such as unique themes, eye-catching décor, and immersive installations help create a memorable experience that stands out in the minds of attendees long after the event is over.

Reflect Brand Identity

The design of an event is a powerful tool for expressing a company’s brand identity. From the color scheme to the layout and materials used, every design choice should align with the brand’s image and message, reinforcing the company’s values and culture.

Engage Attendees

Interactive and aesthetically pleasing design elements can engage attendees on multiple levels. Whether it’s through innovative technology like VR experiences or beautifully designed product showcases, effective design captures attention and encourages participation.

Set the Emotional Tone

Design influences the emotional atmosphere of an event. For example, a sleek, modern design might convey innovation and forward-thinking, while a warm, rustic design could evoke feelings of comfort and nostalgia.

The Importance of Function in Corporate Event Planning

While design grabs attention, function ensures that the event runs smoothly and achieves its objectives. Key aspects of function include:

Logistics and Flow

The layout of an event space must facilitate easy movement and accessibility. Clear signage, strategically placed stages, and well-thought-out seating arrangements are crucial for maintaining a smooth flow and ensuring that attendees can easily navigate the event.

Technology Integration

In today’s digital age, seamless integration of technology is vital. This includes reliable audio-visual equipment, high-speed internet access, and user-friendly interfaces for any interactive elements. Functional technology ensures that presentations, demonstrations, and communications run without a hitch.

Attendee Comfort and Safety

Comfort and safety are paramount. This encompasses everything from comfortable seating and climate control to health and safety measures. An event that overlooks these functional aspects can quickly turn into a negative experience, overshadowing even the most stunning design.

Achievement of Objectives

Ultimately, the function of an event is measured by how well it meets its goals. Whether it’s generating leads, fostering networking, or promoting a new product, the functional elements must be aligned with these objectives. Effective event planning ensures that there are adequate opportunities and means for achieving these goals.

Striking the Perfect Balance for Event Design vs. Function

The most successful corporate events are those that find the perfect balance between design and function. Here are some strategies to achieve this balance:

Collaboration Planners and Key Event Partners

We believe that collaborating with our event design and A/V partners early in the process. This ensures that the creative vision is feasible and that functional needs are considered in the design process.

Prioritize Key Elements

Identify the core elements that are non-negotiable for both design and function. Prioritize these elements to ensure that they receive the necessary attention and resources.

When in doubt

Conduct walkthroughs and simulations to test both design and functional aspects. This can help identify potential issues early on and allow for adjustments before the event.

In the world of corporate event planning, neither design nor function can be overlooked in meeting our clients objectives. An event that excels in design but falters in functionality can leave attendees frustrated and disengaged, while an event that prioritizes function without attention to design can fail to capture the imagination and leave a lasting impression. By striking a harmonious balance between these two elements, event planners can create experiences that are not only visually stunning but also seamlessly executed and highly effective in achieving their objectives. In doing so, they can ensure that their events not only meet but exceed the expectations of all stakeholders involved.

Thinking through design and function for an upcoming corporate event? We would love to help!  contact us at [email protected]

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The Power of Color: Evoke Emotions at Your Next Event with the Right Palette

The Power of Color: Evoke Emotions at Your Next Event with the Right Palette

When it comes to planning an event, choosing the right color palette is more than just an aesthetic decision. Colors have the remarkable ability to evoke emotions, set the mood, and create a memorable atmosphere. Color can even lend to your theme – we talked about that in Corporate Party Ideas Start With a Theme! Understanding the psychology behind colors can be a game-changer in designing an event that leaves a lasting impact on your attendees. In this blog post, we’ll explore the emotions associated with different colors and guide you in selecting the perfect palette for your next event.

Red: Passion and Energy

The color red is a bold and attention-grabbing choice. It symbolizes passion, energy, and excitement. Incorporating red into your event can evoke a sense of urgency and intensity, making it an excellent choice for product launches, networking sessions, or any occasion where you want to create a dynamic and lively atmosphere.

Blue: Trust and Serenity

Blue is often associated with calmness, trust, and professionalism. It has a soothing effect on the mind and is perfect for corporate events where reliability and trustworthiness are key. Consider using various shades of blue for a polished and sophisticated ambiance, making it ideal for conferences, business meetings, and formal gatherings.

Green: Harmony and Growth

Green is the color of nature and is often linked to feelings of harmony, balance, and growth. Incorporating green into your event can create a refreshing and rejuvenating environment. It’s well-suited for team-building events, workshops, or any occasion where a sense of collaboration and growth is emphasized.

Yellow: Optimism and Creativity

Yellow is a bright and cheerful color associated with optimism, creativity, and energy. It can add a vibrant and uplifting touch to your event, making it suitable for workshops, brainstorming sessions, or any event that encourages innovation and a positive mindset.

Purple: Luxury and Sophistication

Purple exudes an air of luxury, sophistication, and creativity. Often associated with royalty, this color can add a touch of elegance to your event. Consider incorporating purple into galas, award ceremonies, or upscale corporate dinners to create an atmosphere of opulence and refinement.

Orange: Enthusiasm and Warmth

Orange is a warm and energetic color that radiates enthusiasm and warmth. It’s an excellent choice for events where you want to foster a sense of community and collaboration. Consider using orange accents for networking areas, team-building activities, or casual gatherings.

Neutral Tones: Versatility and Timelessness

Neutral tones such as gray, beige, and white provide a versatile and timeless foundation for your color palette. These colors can be used as a backdrop to complement other bolder hues or stand alone for a sophisticated and understated aesthetic. Neutral tones are perfect for conferences, trade shows, or events where you want to maintain a professional and adaptable atmosphere.

The colors you choose for your event can speak volumes about its purpose and atmosphere. By understanding the emotions associated with each color, you can strategically design a palette that resonates with your event’s objectives. Whether you want to convey energy, trust, creativity, or sophistication, harness the power of color to create a truly immersive and unforgettable experience for your attendees. We would love to help you incorporate some color into your next event! Our team can be reached at [email protected]

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What are the Expenses of Hosting Corporate Events in Non-Typical Venues?

What are the Expenses of Hosting Corporate Events in Non-Typical Venues?

We find that as our clients seek to create unique and memorable experiences for their employees and stakeholders, non-typical venues are gaining popularity. Whether it’s an art gallery, a rooftop garden, or an industrial warehouse, these unconventional spaces add a creative flair to corporate events. However, with the allure of uniqueness comes a set of unique expenses that often clients have not considered. This week’s post we will delve into what we need to consider when we work outside of a traditional venue setting.

Venue Rental Costs:

While non-typical venues offer a distinctive ambiance, they often come with a hidden price tag than conventional spaces. These venues may not be designed for corporate events, so modifications and accommodations for professional setups could incur additional costs. As event planners, we carefully evaluate venue rental fees, negotiating terms and understanding what is included in the price. It may seem more cost effective to use your own office or warehouse but there are other considerations as well (see below).

Infrastructure and Technical Requirements:

Unlike dedicated event spaces, non-typical venues may lack essential infrastructure for corporate events. Expenses related to technical requirements such as sound systems, lighting, and audio-visual equipment should be factored into the budget. The need for generators, extra power sources, and specialized technical support might arise. Additionally, bringing in table chairs, bars and even additional washrooms contributing to the overall cost.

Permits and Licenses:

Hosting an event in a non-typical venue may require securing various permits and licenses. Different municipalities have distinct regulations, and compliance can involve fees. Being aware of the necessary paperwork, from liquor licenses to special event permits, to avoid unexpected expenses and legal complications.

Catering and Hospitality Services:

While some non-typical venues may have on-site catering facilities, others may not. If the chosen venue lacks a kitchen or catering staff, bringing in external catering services could become a significant expense. Additionally, transportation and setup costs for catering equipment and personnel should be considered when planning the budget.

Décor and Ambiance:

One of the main attractions of non-typical venues is their unique ambiance. However, transforming these spaces to align with corporate branding and event themes may require additional decor expenses. Customizing the venue to meet corporate standards, from signage to branded materials, can add a layer of cost that is often overlooked.

Transportation and Accessibility:

Non-typical venues may be situated in locations with limited transportation options or require additional arrangements for guest access. Costs associated with shuttle services, parking facilities, and accessibility modifications for disabled guests should be accounted for in the budget.

While hosting a corporate event in a non-typical venue can offer a refreshing departure from the ordinary, careful consideration of the associated expenses is paramount. Working with your event professional is a must (we wrote a post on that too!) By navigating these expenses with foresight and strategic planning, organizers can ensure a successful and memorable corporate event in any unique setting. But the bottom line is, it is rarely, if ever less expensive. It is however worth it if you want something beyond the ordinary. Looking to explore an out of the box experience, we would love to work with you. We can be reached at [email protected]

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Networking Tips for Those Who Struggle

Networking Tips for Those Who Struggle

I have a confession; I am one of those people who loves to plan networking events but doesn’t love participating myself. After a visit to the Go West Conference in Edmonton for event professionals last month, I thought this week we could discuss how to make it a teeny bit easier at the next corporate event you attend. This will involve a combination of social skills, genuine interest, and strategic planning. Just like The Skills That Every Planner Needs to Succeed – Here are some tips to help you make the most of your networking experience:

Set clear goals:

Define your objectives for the event. Whether it’s making a certain number of new connections, finding potential clients, or learning about industry trends, having clear goals will give your networking purpose.

Research beforehand:

Learn about the event, its attendees, and speakers in advance. This will help you identify key people you want to connect with and topics of conversation.

Prepare an elevator pitch:

Craft a concise and engaging introduction that highlights who you are, what you do, and what makes you unique. This will make it easier for others to understand your background and interests.

Initiate conversations:

Don’t wait for others to approach you. Take the initiative to introduce yourself and start conversations. Approach small groups rather than larger ones to make interactions more personal.

Active listening / finding common ground:

Pay close attention to what others are saying. Show genuine interest by asking thoughtful questions and actively engaging in the conversation. This helps build stronger connections.

Look for shared interests or experiences that can serve as a basis for a more meaningful conversation. This makes networking more enjoyable for both parties. At the networking events I just attended, I really appreciated my colleagues who made this so very easy!

Use open body language:

Approachability is key. Maintain open body language, make eye contact, and offer a firm handshake. Positive non-verbal cues can make others feel more comfortable engaging with you.

Follow up:

After the event, follow up with the people you’ve met. Send personalized emails expressing your pleasure in meeting them, referencing specific points from your conversation, and suggesting ways to stay in touch.

By incorporating even a few of these tips, you may find networking at business events more enjoyable and productive. Remember, the key is to be genuine, curious, and open to building meaningful connections.

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How Much Does an Event Planner Cost?

How Much Does an Event Planner Cost?

We get several inquiries each year, from interested parties who have never worked with an event planner before. Regardless of the type of event you want to plan, hiring an event professional can help alleviate the stress and ensure that everything runs smoothly. However, one of the biggest questions that people have when considering an event planner is whether they can afford one. In this blog post, we’ll explore the costs of hiring an event planner and provide some guidance on whether it’s worth it for you.

What Do Event Planners Do?

Before we dive into the cost, let’s briefly touch on what an event planner does. An event planner is responsible for managing all aspects of your event, from the initial planning stages to the final execution.

Some things Event Planners Do:

Finding and booking a venue

Securing vendors (such as caterers, entertainer, photographers, registration staff and so much more)

Building menus, show flows and production schedules

Managing budgets, staffing and payments

Building event branding & strategy (and sometimes marketing)

Ensuring that the event runs smoothly.

We wrote about this topic last month, check out this post on what is an event planner?

What Are the Costs of Hiring an Event Planner?

The cost of hiring an event planner varies depending on a number of factors, including the location of the event, the complexity of the event, and the experience and expertise of the planner. Some planners charge a flat fee, while others charge a percentage of the total budget. Here are a few general guidelines to give you an idea of what to expect:

For weddings, wedding planners typically charge anywhere from $1,500 to $10,000, with the average cost falling between $2,500 and $5,000. But this is dependent of the size and complexity of the wedding. Many wedding planners offer day of activation services that help ensure your wedding day is stress free.

For corporate events, event planners may charge a flat fee or a percentage of the total budget, which can range from $5,000 to $100,000 or more. Again, depending on the size and complexity of the event or events and if they run over a number of days / venues etc.

For smaller events, such as personal parties or anniversary celebrations, or for consulting event planners may charge an hourly rate, which can range from (depending on their experience level and what is required) $75 to $250 per hour.

Is Hiring an Event Planner Worth the Cost?

Now that you have an idea of what an event planner does and how much they typically charge, the question remains: Is it worth it for you?

Here are a few factors to consider when determining the cost of an event planner:

Your budget: If you’re on a tight budget, hiring an event planner may not be feasible. However, if you have some flexibility in your budget, an event planner can help you save money by negotiating with vendors , leveraging their relationships and ensuring that you’re not overspending in any one area.

Your time: Planning an event can be incredibly time-consuming, especially if you’re not familiar with the process. Hiring an event planner can free up your time and allow you to focus on other aspects of your life.

Your stress level: Planning an event can be stressful. There is a reason that event planners are listed constantly year after year in the top 10 most stressful careers, especially if you’re juggling a lot of other responsibilities. Hiring an event planner can help alleviate some of that stress and ensure that everything runs smoothly on the day of the event.

Your experience: If you’ve planned events before and feel comfortable doing so, you may not need an event planner. However, if you’re new to event planning or are planning a particularly complex event, an event planner can provide invaluable expertise and guidance.

So, Can You Afford an Event Planner?

We think that hiring an event planner can be a great investment, especially if you have some flexibility in your budget and are looking to save time and reduce stress. If you would like to submit a request for an event proposal please do so here! If you are looking for more info on hiring an event planner, we would love to chat more, reach out to us at [email protected]

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What is a Corporate Event Planner Anyways?

What is a Corporate Event Planner Anyways?

In the dynamic and fast-paced world of corporate business, every event is an opportunity to make a lasting impression. Whether it’s a high-profile product launch, a team-building retreat, an annual conference or a gala dinner, the success of these events often hinges on the detailed planning and execution of professionals known as corporate event planners. This week, we’ll explore what corporate event planners do and why their services are invaluable as contractors for businesses of all sizes.

Here are some areas a Corporate Event Planner can tackle:

Strategic Planning

At the core of their responsibilities, corporate event planners are strategic thinkers. They work closely with clients to understand their objectives and goals for the event. Whether it’s boosting brand visibility, fostering client relationships, or celebrating a company milestone, event planners take the time to grasp the bigger picture.

Corporate Event logistics

As Corporate event planners we are well-versed in budget management and finding venues that are conducive to meeting our much larger client’s needs. There is a different lense required for corporate event planning, that helps guide us through creating your guest experience. We design the flow of the event to keep guests engaged, ensuring that every moment is memorable. From registration to breakout sessions to evening galas, our insight helps ensure that guests have a fantastic time.

Event Design and Branding

The visual and thematic aspects of an event are essential for conveying the client’s message. Event planners work with decor & graphic designers to create an aesthetic that aligns with a brand’s image.  Translating sleek, modern, traditional, elegant, classic and everything in between.  There are so many places that we can ensure a company’s branding is subtle but carries the desired message.

Crisis Management

In the world of event planning, the unexpected can and does happen. Corporate event planners are experts at handling crises on the spot, from technical glitches to sudden weather changes. Their ability to stay calm under pressure is an asset.

By hiring a corporate event planner, businesses can save a significant amount of time and resources. Event planners have the connections and experience to streamline the planning process, allowing company staff to focus on their primary responsibilities. Every corporate event is unique, and event planners tailor their services to meet the specific needs and goals of each client. This personalized approach allows businesses to achieve their objectives effectively. Interested in learning more about how a corporate event planner can help elevate your next event, reach out to us [email protected]

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How to Get RSVP's to Your Next Corporate Holiday Event

How to Get RSVP's to Your Next Corporate Holiday Event

The holiday season is quickly approaching, which means it’s time to start thinking about invites to your corporate holiday event. Whether you’re planning a festive office party, a year-end gala, or a casual holiday mixer, getting your coworkers and clients to RSVP will be a major problem. In this blog, we’ll look at some practical tactics for encouraging attendees to RSVPs for your next corporate holiday event sooner!

Save-the-Date and Early Announcements

The key to a successful RSVP campaign is to get started as soon as possible. Give guests plenty of notice by publicizing the event ahead of time. To stimulate initial interest, send out a save-the-date email or text message. This allows your guests to mark their calendars and make your event a priority in their hectic holiday schedules.

Invitations

Make sure your formal invitations are clear and persuasive when you send them out. Use professional design and words to reflect the event’s importance and excitement. Include all pertinent information, such as the date, time, location, dress code, and a summary of the event’s highlights.

Invitations with a Personal Touch

Consider making your invitations unique. Address your guests by name and, if feasible, include a personal statement emphasizing their significance to your organization. Personal touches can make recipients feel cherished and increase their likelihood of attending.

Multi-Channel Promotion

To promote your event, use a variety of communication methods. Consider using your company’s intranet, social media platforms, and internal newsletters in addition to email invitations to reach your target demographic. Physical invitations or posters can also be used in the workplace to increase visibility.

Provide Incentives

A cut-off date that is firm or only allowing so many guests may inspire early registration as people don’t want to experience FOMO. Or offering a raffle or prize only for those that RSVP early.

Teasers and engaging content

Create intriguing content to generate excitement for the event. Share tidbits, behind-the-scenes looks, or experiences from previous successful holiday parties. This content can be distributed via social media or email to remind your audience of the fun they will have and to encourage them to RSVP.

Reminders

Because people are busy throughout the holiday season, it is critical to send out reminders. Send out a pleasant reminder a few weeks before the event, followed by another a few days before. These reminders will keep your event in the forefront of your guests’ minds and encourage them to RSVP if they haven’t already.

Simple RSVP Procedure

Make the RSVP procedure as straightforward as possible. Make an easy-to-complete online RSVP form. Include explicit options for people with dietary restrictions or who need specific accommodations. Also, to meet diverse tastes, provide different options for RSVPing, such as online forms, email, or phone calls.

Confirmations should be sent.

Following the receipt of RSVPs, it is critical to email confirmations and communicate your excitement about your guests’ attendance. This not only expresses gratitude, but also acts as a final memento of the event.

If getting RSVP’s to your event is frustrating, you’re not alone! Employing some if not all, the above tactics will help; and were always happy to consult on this or any of your other corporate holiday event needs too – you can reach us at https://www.jenniferjamesevents.com/get-in-touch-with-us/

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Event Planning 101

Event Planning 101

Planning an event can be a daunting task, but with the right approach, it can be an enjoyable and fulfilling experience. Whether you’re planning a corporate event, a wedding, a birthday party, or any other type of event, there are a few key things you should keep in mind to ensure everything runs smoothly. Let’s cover some basic event coordination tips to help you get started.

Define the scope of your event

The first step in event planning is to clearly define the scope of your event. What type of event is it? What is the purpose of the event? Who is the target audience? How many attendees do you expect? What is your budget? Answering these questions will help you establish the goals and objectives of your event, which will inform all your planning decisions.

Establish a timeline

Once you’ve defined the scope of your event, you’ll need to establish a timeline. This should include all of the tasks you need to complete leading up to the event, as well as deadlines for each task. A timeline will help you stay organized and ensure that you’re on track to meet all of your deadlines.

Develop a budget

Developing a budget is an essential part of event coordination. You need to know how much money you have to work with, and how much you can afford to spend on each aspect of the event. Be sure to factor in all of your expenses, including venue rental, catering, decorations, entertainment, and any other costs.

Choose a venue

Choosing a venue is one of the most important decisions you’ll make during event coordination. You need to find a venue that can accommodate your expected number of attendees, is easily accessible, and fits within your budget. When choosing a venue, be sure to consider the location, parking availability, and any special requirements you may have.

Hire vendors

Once you have a venue, you’ll need to hire vendors to help with various aspects of the event. This may include catering, entertainment, decorations, and photography. Be sure to research vendors carefully, and read reviews from previous customers before making any hiring decisions.

Plan the details

With the major decisions out of the way, it’s time to start planning the details of your event. This may include creating a menu, selecting music, designing invitations, and arranging transportation. Be sure to keep in mind the goals and objectives of your event, and make sure that all of the details support those goals.

Communicate effectively

Effective communication is key to a successful event! Make sure that everyone involved in the event is clear on their roles and responsibilities and keep them updated on any changes or updates. Use tools like email, phone calls, google drive or one drive to stay in touch and make sure everyone is on the same page.

Some of this is very easy and some of it can be a challenge if these skills aren’t in your wheelhouse. Asking for assistance or delegating is also a great way to go! We wrote a little Event Planning breakdown that you can download (on our website) to help you plan your next event – or better yet, contact us and we would be happy to help too!

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Reflecting on 20 Years of Event Planning: Then and Now

Reflecting on 20 Years of Event Planning: Then and Now

As I celebrate my 20th anniversary as an event planner, it’s a perfect time to take a retrospective journey and assess the changes, transformations, and improvements that have occurred over the past two decades in the industry.

Certain elements that were once commonplace in events have gradually faded away in recent times.

Optics and Liability

For instance, the era of Host bars, where excess drinking was the norm during corporate events like stampedes or holiday parties, has given way to a more responsible approach. Companies now prioritize attendee enjoyment while also considering the potential liability and optics associated with excessive drinking.

Moreover, the prevalence of comedians as entertainment during dinner has diminished. With the increasing emphasis on political correctness, the unpredictability and potential for offense have made comedians a less common choice for corporate events.

Sit Down Receptions

In the past, sit-down receptions were the standard format for corporate dinners. However, a shift towards stand-up receptions has taken place, allowing guests to mingle freely and come and go as they please. This change has fostered a more relaxed and dynamic atmosphere at events. If you want to read more – we write about this a little while back. Stand up receptions-is-your business ready to make the switch.

In recent years, notable changes have emerged in various aspects of event planning.

Event Inclusivity

We have witnessed a tremendous transformation over the past decade. A decade ago, organizing a corporate holiday event featuring Drag Queens may have been considered daring (I may have done this and lost a client over it). However, in recent years, the corporate community in Calgary has wholeheartedly embraced these events, and they have become increasingly prevalent. Which tells me that I was just a tad ahead of the trend.

The focus on supporting local businesses has also gained momentum. The preference for locally sourced goods, services, and food has created a special sense of pride in informing guests that their attendance at an event contributes to sustaining the local economy.

Additionally, dietary considerations have evolved beyond vegetarianism and nut allergies. While lactose intolerance and celiac disease were somewhat known terms 20 years ago, they have become more prevalent concerns in event planning, reflecting the increased awareness and accommodation of diverse dietary needs.

Eco-friendly events have become a prominent theme, as both the community and the global perspective have shifted towards sustainable practices. Conscious efforts to reduce consumption and minimize waste have reshaped event planning strategies and priorities.

Event Technology

The impact of technology on the event planning industry cannot be overlooked. From readily available event registration software to the revolutionary power of social media, technology has provided opportunities for clients with limited budgets to create a significant impact. Even photo booths, which were once large and involved expensive photography, have transformed into simple setups that guests can use independently. Digital photos now allow for easy sharing and dissemination.

Community

Ultimately, one of the most rewarding aspects of the past 20 years has been witnessing the positive changes within the local event community. The introduction of key event partners has significantly transformed the event landscape in our city, fostering a more vibrant and successful industry.

As I look back on my two-decade journey as an event planner, I am grateful for the progress, innovation, and shifts that have taken place. The dynamic nature of the industry continually presents new challenges and opportunities, and I am excited to be part of an ever-evolving profession that continues to captivate and inspire.

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The Top 8 Things I've Learned in 20 Years of Event Planning

The Top 8 Things I've Learned in 20 Years of Event Planning

Event planning is an exhilarating and dynamic profession that requires a unique blend of creativity, organization, and interpersonal skills. It’s hard to believe that I started my first agency job in July of 2003! After dedicating two decades of my life to this industry, I am humbled and honored to share the valuable lessons and insights I’ve gained along the way. As I reflect on my twenty-year tenure as an event planner, let’s look at what contributes to a making exceptional experiences and extraordinary events.

1. Adaptability is the Key

One of the most important lessons I’ve learned throughout my career is the art of adaptability. As an event planner, you must be prepared for the unexpected, whether it’s last-minute changes, unforeseen circumstances, or evolving client needs. Being flexible, quick-thinking, and resourceful allows you to navigate through any challenge that comes your way while still delivering exceptional experiences. The ability to make clients feel like everything is fine, regardless of the original plan is a hallmark of the work we do.

2. Attention to Detail

Event planning is a meticulous profession that demands an unwavering attention to detail. Every aspect, from selecting the right venue and vendors to managing timelines and budgets, requires meticulous organization. Over the years, I’ve honed my ability to anticipate potential pitfalls, double-check contracts, and ensure that no detail goes unnoticed. This level of precision is what sets apart a good event from an extraordinary one.

3. Strong Communication Skills

Effective communication lies at the heart of successful event planning. As an event planner, you act as the bridge between clients, vendors, and attendees. Clear and concise communication, both verbal and written, is vital for understanding client expectations, negotiating with suppliers, and keeping all stakeholders informed. Furthermore, exceptional interpersonal skills help you build trust, foster relationships, and navigate conflicts with grace and professionalism.

4. Creativity and Innovation

Event planning is an ever-evolving industry that thrives on fresh ideas and innovation. Over the years, I’ve discovered the power of creativity in bringing events to life. From conceptualizing unique themes to designing immersive experiences, infusing creativity into every aspect of event planning ensures that guests are captivated and engaged. Staying updated with the latest trends, technology, and design concepts is crucial for offering unforgettable experiences.

5. Strong Network and Collaboration

I would say that our event partners are key to the success of all of our events. Building and nurturing a robust network is an invaluable asset for any event planner. Collaborating with reliable event partners, vendors and industry professionals can make or break an event. Cultivating relationships, attending industry conferences, and staying actively involved in professional associations can help expand your network and provide access to valuable resources. Teamwork and collaboration lead to shared successes.

6. Problem-Solving and Decision-Making

Event planning is a fast-paced environment where quick decision-making and effective problem-solving are vital. From managing crises on-site to making on-the-spot judgment calls, being able to think critically and act swiftly is essential. Developing strong problem-solving skills enables you to overcome obstacles while maintaining composure and ensuring a seamless experience for clients and attendees alike.

7. Continual Learning and Adaptation

The event planning industry is dynamic, ever-changing, and filled with new trends and technologies. Embracing a growth mindset and a willingness to learn is crucial for sustained success. Attend workshops, conferences, and seminars to stay abreast of the latest industry developments. Engaging in professional development opportunities will help you refine your skills, expand your knowledge, and remain competitive in this evolving field.

8. Passion

Passion has been the driving force behind my twenty-year journey as an event planner, transforming it into an incredible experiences filled with growth, community and has brought me profound personal fulfillment. When you are truly passionate about your work, it transcends the realm of a job and feels like a calling. It’s felt like an incredible privilege to be a part of creating unforgettable moments, witnessing joy of clients and attendees, and knowing that our team has made a positive impact has been and is immeasurably rewarding. I will always be grateful for each client that entrusts us opportunity to bring their event vision to reality!

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Swag and Events: How to Make the Most of Your Promotional Materials

Swag and Events: How to Make the Most of Your Promotional Materials

Events are a great way to promote your brand and connect with potential customers. Whether you’re attending a trade show, conference, or networking event, swag can be an effective way to leave a lasting impression. Swag, or promotional materials, can range from branded t-shirts and water bottles to pens and keychains. But how can you ensure that your swag stands out from the crowd and leaves a lasting impression? In this blog post, we’ll discuss some tips for making the most of your swag at events.

Choose Swag That’s Relevant to Your Brand

When selecting swag for your event, it’s important to choose items that are relevant to your brand. If you’re a tech company, for example, you may want to give away branded phone chargers or headphones. If you’re a wellness brand, you may want to give away yoga mats or essential oil diffusers. The key is to choose items that align with your brand values and will be useful to your target audience.

Make Your Swag Stand Out

With so many brands vying for attention at events, it’s important to make your swag stand out. One way to do this is by choosing unique items that are not commonly given away. For example, instead of giving away the usual branded pens, consider giving away branded notebooks or tote bags. You can also make your swag stand out by choosing items with bold colors or unique designs. We have recommended our clients choose swag that people will love to use. A Yeti mug (our conference client the Canadian School of Hydrocarbon Measurement in the photo) is the gift that keeps on giving, people appreciate the value and the brand.

Include Your Branding

Your swag should always include your branding. This can be done through your company logo, slogan, or colors. By including your branding on your swag, you’re creating a lasting reminder of your brand for attendees. Additionally, branded swag can also be a conversation starter, as attendees may ask about your brand or the story behind your logo.

Use Swag to Drive Traffic to Your Booth

Swag can be a great way to drive traffic to your booth. For example, you can give away branded t-shirts or hats and encourage attendees to wear them throughout the event. This will not only increase your brand visibility but can also create a sense of community among attendees who are wearing your swag. You can also use swag as a reward for attendees who participate in a game or activity at your booth. Check out our blog on Trade Show Secrets – What Every Exhibitor Needs to Know.

Consider Sustainability

Sustainability is becoming an increasingly important factor for consumers and brands alike. When selecting swag for your event, consider choosing items that are sustainable or eco-friendly. This can include items made from recycled materials, reusable water bottles or bags, or items that can be easily recycled after the event. By choosing sustainable swag, you’re not only demonstrating your brand’s commitment to the environment but also appealing to attendees who prioritize sustainability.

Swag can be a powerful tool for promoting your brand at events. By choosing relevant, unique, and branded items, you can make your swag stand out from the crowd and leave a lasting impression. Additionally, by using swag to drive traffic to your booth and considering sustainability, you can make the most of your promotional materials and create a positive impression for your brand.

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Request For Proposal Etiquette for Event Planning

Request For Proposal Etiquette for Event Planning

Asking an event planner for a proposal can seem simple enough when someone has never hired a professional event planner or event coordinator.  However, in the last few months, I have had some odd requests for proposals (RFP). Event planning can be a complex and time-consuming process, requiring careful planning and execution. The RFP is a key tool used to help organizations find the right vendor or service provider for their event. However, when it comes to RFPs for event planner proposals, there are some specific etiquette guidelines to follow. In this event planner blog post, we’ll cover some key RFP etiquette guidelines specific to event proposals.

Provide a Detailed Event Brief

The first step to good RFP etiquette for event proposals is to provide a detailed event brief. This should include information about the event’s theme, purpose, date, location, expected attendance, and any specific requirements or preferences. Providing a clear and detailed brief will help vendors develop a more accurate and tailored proposal.

Clarify the Scope of Work

When outlining the scope of work for the event, it’s important to be clear and specific. This should include details about the event’s format, logistics, production, decor, catering, and any other requirements. The more specific the requirements, the easier it will be for vendors to provide a detailed proposal that meets the organization’s needs.

Allow Ample Time for Vendors to Respond

Vendors need time to review the event brief, understand the requirements, and develop a proposal. For event proposals, it’s important to allow ample time for vendors to respond. As a general rule, allow at least four to six weeks for vendors to respond. This will ensure that vendors have enough time to develop a strong proposal and provide a competitive quote.

Be Open to Suggestions and Ideas

Event planning requires creativity and innovation, and vendors may have ideas or suggestions that can enhance the event’s overall impact. As such, it’s important to be open to suggestions and ideas from vendors. This can help ensure that the event is unique and memorable, and that the vendor feels valued and engaged in the process.

Provide Clear Evaluation Criteria

When evaluating event proposals, it’s important to provide clear and transparent evaluation criteria. This should include factors such as creativity, innovation, quality, reliability, and cost-effectiveness. By providing clear evaluation criteria, vendors can develop proposals that address the organization’s specific needs and objectives.

Respond to Vendor Inquiries Promptly

During the RFP process, vendors may have questions or require clarification about the event brief or requirements. As such, it’s important to respond to vendor inquiries promptly. This can help avoid any misunderstandings or delays and ensure that the vendor has all the information they need to develop a strong proposal.

I will speak for some of my event planning professional colleagues as many of us are small business owners, please understand that preparing proposals for event planning can be a time-consuming task. We recognize that some organizations may request proposals solely for price comparisons or to explore ideas, I believe it’s important to be transparent about this. If you are only seeking pricing information, share that, and it allows your vendor to provide you with an estimated cost instead of investing multiple hours creating a proposal that will only be used for a cost comparison. Additionally, we would greatly appreciate your follow-up once you have decided. It would be immensely helpful to receive feedback on the proposal to better understand your needs and preferences for future events.

Not sure where to start with all the things to consider? We’re always happy to help or to recommend a colleague that can. Just drop us a line at [email protected] In the meantime we have taken the time to create our own event RFP form on our website, to help those new potential clients give us the info we need to prepare a great proposal!

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The Value of Hiring a Certified Event Planner

The Value of Hiring a Certified Event Planner

Organizing an event, whether it’s a meeting / conference, stampede event or a corporate holiday celebration, can be a daunting task. From managing vendors and coordinating logistics to ensuring everything runs smoothly on the day of the event, there are numerous details that require careful attention. This is where a certified professional event planner comes in.

A certified professional event planner is a trained and experienced individual who specializes in planning and executing successful events. They have the knowledge, skills, and resources to handle every aspect of event planning, from concept development and budgeting to logistics management and post-event evaluation. Unfortunately, the event industry is not regulated, and anyone can hang a shingle and call themselves an event planner. Here are some reasons why using a certified professional event planner is important.

Expertise and Experience

Certified event planners have undergone extensive training and education to develop the skills and expertise necessary to plan successful events. They have a thorough understanding of the event planning process and are equipped to handle any challenges that may arise. Additionally, they have experience working with a variety of clients and events, giving them valuable insights into what works and what doesn’t.

Save Time and Money

Planning an event can be a time-consuming and costly process. A certified event planner has the resources and contacts to negotiate contracts with vendors, ensuring that you get the best possible rates. They can also save you time by handling all the logistical details, leaving you free to focus on other aspects of the event. We breakdown some of the financial details you need to think about in Budgeting 101

Attention to Detail

One of the most important aspects of event planning is attention to detail. A certified event planner is trained to pay close attention to every detail, from the seating arrangements to the lighting and decor. They will ensure that everything is in place and running smoothly, so you don’t have to worry about anything on the day of the event.

Reduce Stress

Planning an event can be stressful, especially if you’re not experienced in event planning. A certified event planner will take care of all the details, allowing you to relax and enjoy the event. They will handle any issues that arise, so you don’t have to worry about anything going wrong.

Creating Memorable Experiences

Certified event planners are creative professionals who can help you bring your vision to life. They will work with you to develop a strategy and create an atmosphere that reflects your vision and goals for the event. This will result in a memorable event that guests will be talking about for years to come.

As a side note, there are many event planners in Calgary who are qualified and have invested in getting certified and this sets the bar higher for all.  We’ve been certified by the International Live Event Association (ILEA) as a Certified Special Event Professional (CSEP) since 2012. When planning your next event, consider hiring a certified event planner / professional to help you achieve your event objectives and goals!

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Why are Events in 2023 Worth the Investment? (hint: Employee Engagement)

Why are Events in 2023 Worth the Investment? (hint: Employee Engagement)

It has been a hot minute since I have had a chance to write a blog post. As I recapped my 2022 – it appears that last year was the busiest year yet for Jennifer James Events – and I know I’m not the only one. Live events are coming back – but what we observed in the last quarter for many businesses is that they hadn’t planned for holiday event season, and many were scrambling to find not only venues but reliable and  reputable event suppliers.

Employee Engagement Fun Facts

If you simply google employee engagement you will find countless studies have shown is that employees who feel engaged and appreciated at work tend to have less absences. The companies facilitating this tend to be more productive and more profitable as a result.

Four Key Pillars for Employee engagement:

Connection

Meaning

Appreciation

Impact

Live events are a great conduit to engaging employees and stakeholders in the four pillars. Here are some tips to help navigate 2023.

Planning Ahead for Events in 2023

Venues After two years of uncertainty and working in less-than-ideal circumstances, events are back. January is when most venues give first right of refusal to the previous year’s clients for upcoming dates. If your organization hasn’t had an in-person event for a few years, this is a great time to reach out and see what might be available.

Teamwork This is also a great time to start building your event team. The event landscape post-covid does not look the same. While there are still some great event related companies, many are rebuilding their teams. The farther out you can book key event partners, the better you can ensure that you have time to negotiate and less endure surprise costs.

Budget Accordingly Speaking of costs, with inflation being a hot topic in the news these days – you need to know that EVERYTHING across the board has gone up since pre-covid. Working with your event planner, you can utilize their expertise and network to maximize your budget. A great event team can help leverage relationships to help create extraordinary events. Interested in learning more about event budgeting – check out this previous post – Budget Planning 101!

Investing in People I recently heard from a client that their budgets were cut during covid and haven’t been restored. If we learned anything from the pandemic is that we long to be together, to engage and to connect. For Jennifer James Events, the events we have been planning are seeing higher numbers of attendees, less attrition and more active engagement. We are here to help you plan your next event and would love to share our ideas how you can help engage your people. Please reach out to us if you need any help or suggestions for your next event at 403-294-1644 or email us at [email protected]

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CsHm Calgary Telus Convention Centre

CsHm Calgary Telus Convention Centre

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Jamboree Calgary Petroleum Club

Jamboree Calgary Petroleum Club

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Jamboree Arcadian Court Toronto

Jamboree Arcadian Court Toronto