10 Tips for an Easy New Year's Eve Party

Here are a few quick tips to make your New Year's Eve party planning easier this year.

1. Set your budget. This will help you when determining how many people to invite and what your party options are.
2. Save time & money on your invitations. Email or phone invites are your cheapest options, and with so many options for email invites you can go all out. If you prefer to mail your invitations; save a stamp by including your New Year's Party invite in with your holiday cards.
3. Choose a theme. You can choose anything from Western to Aliens! You can also go with a more subtle theme such as a color. Metallic colors are always fun, but we also love an all white New Year's Eve party.
4. Are Children Allowed? If your party will include children, make sure you have food appropriate for them as well as activities planned to keep them entertained. A quiet area where they can go to rest is always a smart idea for those who cannot make it until midnight. You can even arrange to let them have their own separate sleepover party and hire a babysitter to mind them for the night.
5. Unique Menu Ideas. Since a New Year's party will start later, guests will not expect a full meal. A variety of hors d'oeuvres is the best way to go. A dessert buffet and drinks is another great option.
6.  Always have extra. Be prepared for the unexpected guests or extra-hungry, super-thirsty crowd. Add a couple of bags of quality chips, extra crackers and cheese, and even an extra roll of cookie dough. Make sure these items are something you will eat if you don't break them out for the party. Ice you may have to take a loss on, but it is better than having to little.
7. Keep you liquor cost under control. Guests will usually have 2 drinks in the first hour, and one drink each hour after that. Many places will allow you to return unopened alcohol, so you can overbuy and return the excess if you worry about running out.
8. Rent. Local rental companies are a great source for glassware, linens, flatware and more. I find this to be a great alternative to purchasing (and then storing) all of the extra items for entertaining.
9. Create a great soundtrack. Depending on your theme or personal tastes, you may have different ideas for music. Time is always a great theme for a New Year's playlist. Here are a few fun songs to get you started:
             1999 - Prince
             Celebration – Kool & the Gang
             Rock That Body – The Black Eyed Peas
             In Da Club – 50 Cent
             All Night Long – Lionel Ritchie
10. Don't forget to have fun! Try to prepare food ahead of time and set up a self serve drink bar to cut down on the work you need to do throughout the party. That way you can have to time see your guests and be a good host or hostess! If you are planning on having more that 50 people, enlist a few close friends to lend a hand throughout the night or hire a party planner so all you have to do is sit back and enjoy the party.

Holiday Party Planning Tips

It's that time of year again…the holidays…Halloween, Thanksgiving, Christmas and New Years.

Planning your own party can be stressful. You want your party to be the best and you want all of your guests to have a great time and talk about your party for months to come.

How do you plan a great party?  We've listed a few useful tips to help you plan the best holiday party ever.

1. Start You Planning Now!

Give yourself plenty of time to plan and organize. You need time to research (vendors, venues, etc.) It’s important when planning your party to start the planning process early so you can book the vendors you want when you need them.

2. Visualize your party

What do you want your party to look like? Is it formal or informal? What's the décor?

3. Prepare a Budget

Take what you've visualized and begin to create a realistic plan. Your budget may not allow you to have everything so you may have to prioritize. Make a list of what you feel you absolutely have to have for your party, then based your budget eliminate those things you can do without.

4. Hire an Event Planner

If your budget allows enlist the help of a party planner. Planners can help you with all those tiresome little details that are so easy to overlook. Planners can help you find reputable vendors, great venues, help you establish and maintain your budget and help you get the most for your money.

5. Send Your Invitations

Once you've finalized your guest list get your invitations out ASAP. You need to give your guests ample time to RSVP so you can get an accurate guest count. Providing accurate head counts to your vendors is vital to help you stay within your budget.

6. Create an Event Timeline

When does the caterer arrive? What time do you want the band to begin playing? What time do those extra tables and chairs arrive so they'll be set up when the guests arrive?

These are just a few guidelines on how you can start your holiday planning process.

Remember to have some fun with the planning process, after all it is a party you're planning and parties are supposed to be fun!

So best of luck and happy holiday party planning

Meeting Planners Tip Sheet: Hiring & Paying Professional Speakers

Here’s the final in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.
 

Sometimes hiring and securing a professional speaker can feel like navigating a maze.

New jargon, terms, conditions and clauses can be confusing, especially if you only secure speakers once or twice a year.


Dealing with a speaker’s bureau or agent can feel daunting. Few meeting professionals know that it is perfectly acceptable to negotiate.

Here is a tip sheet to help you with understanding the basics of speaker fees.

Free Speaking For Exposure To The Audience

Many organizations pitch to the speaker bureau or speaker “Our audience is perfect for you as they hire many professional speakers. Most of the speakers that have spoken at our conference get spin-off business from our attendees.”

Do the professional speakers at your event really get paid spin-off business?  Do you have documentation to share with the potential speaker to prove it?

Some organizations feel that because their event is a cause, the speaker would surely want to donate their time and services. The pitch in this case is emotional, trying to move the heartstrings of the potential speaker or entertainer.

It’s time for organizations to stop trying to secure free professional speakers and start budgeting for good audience experiences. 

The Speaker’s Investment in Time, Knowledge And Experience

Here is a general rule of thumb when considering how many hours it takes a speaker to prepare a presentation. For new presentations: every one hour of presentation requires a minimum of eight hours of preparation. For topics presented before, one hour of presentation requires three hours of preparation. Webinars typically require double the amount of preparation as speakers will double the number of visuals they will use.  

So how much should you pay speakers? How much should you budget to cover speaker fees?

 

1. Industry Speakers With Free Registration.

Identify the hard costs per person to attend your event. Calculate that amount per industry speaker that receives free registration and include it in your budget. Consider travel, lodging and expenses too.

2. Industry Speakers Known As Experts & Average Presenters

Industry insiders that are considered experts and have presentations that are rough around the edges receive from $250 to $1,000 per day. This is appropriate for people with solid content and average presentation skills. Some organizations offer a stipend to offset expenses including travel and lodging.

 

3. Industry Speakers Known As Experts & Great Presenters

These industry people are known as specialists and experts, who have strong messages, a well-known name in the community, excellent and fresh content, and fantastic presentation skills. They typically receive from $1,000 to $4,000 a day.

4. Rising Professional Speakers

These people make a living as facilitators, presenters and trainers. They have enough demand that they can charge a higher fee. They usually represent the best new and veteran professional speakers in their field. They often receive from $4,000 to $10,000 a day.

5. Specialty Professional Speakers on the Verge of Marquee Status

These professional speakers have a specialty niche area or some type of new fame. They may have published several books. These speakers often receive from $10,000-$25,000 a day.

 

6. Marquee Names

These people are considered superstars. They are household names with some type of fame. They are not typically known for their speaking ability. Actually some of them have poor to average presentation skills but their celebrity status eclipses their inability to present. On the other hand, some of them are fantastic presenters. These speakers (examples include athletes, ex-presidents, Bill Gates, Anthony Robbins, Barbara Walters, etc.) receive from $25,000 to $300,000 to present.

Meeting Planners Tip Sheet: Steps To Successful Site Selection

Here’s the fourth in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.


While a journey is a road, not a destination, most meetings are about the destination not the road. Choosing the right destination is critical to a meetings’ success.

Effective event and meeting professionals focus on two key factors in the site selection process:
·   Foretelling an organization’s meeting and/or event requirements
·   Evaluating a potential site’s ability to meet those requirements

The needs of an event must be identified first and then aligned with sites that can properly accommodate them. Here are several steps to a successful site selection.

1.   Identify the meeting objectives

What is the purpose of the meeting or event? Is it to deliver education? To discuss business? To provide an exhibition of products and services? To network? Most meetings serve several purposes.

2.   Gather historical data.

Collect past records of this meeting including attendance, amount of meeting and exhibit space used, financials, food and beverage requirements, room block pick-up and schedules. A review and comparison of the past three years of history serves best. If it is a first-time meeting, assemble historical data from similar meetings you conduct. Customer surveys may serve you better than historical data.

3.   Establish the physical requirements

The meeting format and objectives will dictate most of the physical requirements.

4.   Date of meeting

What are the preferred dates for the meeting? Are those dates flexible? What is the preferred day pattern? What ethnic, federal, religious and state holidays should be avoided? What other conferences or meeting dates should be avoided? Are there any seasonal or peak times that should be avoided?

5.   Attendance

What is anticipated attendance? What internal or external factors could impact attendance?

6.   Sleeping Rooms

What is the total number of sleeping rooms needed? What is the typical arrival and departure pattern? What is the number of sleeping rooms for the peak night? Do you need double beds or any special accommodations like suites? How will reservations be made with the hotel(s)? What has been the average room rate? Are room rates commissioned to a group or third party? Are rebates or housing fees included in the rate?

7.   Meeting space

What is the total square footage of meeting space needed for your event? How many meeting rooms are required on a daily basis? How many are needed simultaneously on a daily basis? Are additional meeting rooms needed for breakout groups? How are the rooms traditionally set up? What are the AV requirements? Do you need a minimum ceiling height to accommodate AV? Do you need time for set-up or tear down? Does the meeting space need Internet access or Wi-Fi? Do the rooms need to be in close proximity to each other?

a.    Food and beverage events

·      How many food and beverage events are held? What types: breaks, breakfasts, lunch, dinner, receptions? What is the estimated attendance at each? What price range do you have for each food and beverage event?

b.    Exhibits

·      Will the meeting have a tradeshow? What is the square footage required for the exhibit hall? Do you need column free space? How close are the loading docks? What utilities do your exhibitors require? Are the facility’s workers union employees? How much time do you need for set-up or tear down?

c.    Registration and Offices

·      What is the square footage needed for registration? Is the designated area in a high-traffic space or away from the general public? Do you need nearby office space? Are adequate utilities available? What additional services such as local entertainment option, restaurant reservations, tours, etc., are needed in the registration area? Do you need this space early for set-up?

d.   Special needs

·      What special needs does the meeting have such as people with disabilities? Are there any potential language barriers? Does the facility have ample space for loading and unloading buses? 

8.  Select a destination city and facility type

Many organizations establish a rotational pattern for future meeting sites, moving from one region to another. Consider travel convenience and cost for the maximum number of potential attendees. Then investigate major airline availability, total number of seats, etc. Once a general area is identified, determine the type of facility: airport hotel, conference center, convention center, downtown, resort or suburban?

a.   Prepare a meeting request for proposal (RFP)

·      There are numerous options to release RFPs to CVBs, hotel chains and multiple sites. Hotels are most aggressive when they know that they are one of a handful of hotels being considered.

b.   Review and evaluate sites

·      Site inspections are invaluable to judge the appropriateness and condition of the property. For larger programs, CVB’s and hotels may be willing to pick up your air after confirmation. Online features allow for virtual site inspections as well.

c.     Select site

·      Site Selection Success

Each of these steps plays a key role in selecting a meeting site. How well the meetings needs are aligned with the facility will determine the success of the meeting.

Meeting Planners Tip Sheet: Site Selection – “What Your Attendees Want”

Here’s the third in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.

Location, Location, Location.  Three of the most important words in a meeting and event professional’s repertoire.

The selection of a city and venue is a very critical factor in the success of any meeting or event. Choose the wrong city and your potential attendees may not register. Choose the wrong venue location (airport, downtown, resort or suburb) and your attendees will complain that it doesn’t meet their needs and you will never hear the end of it. Also choosing the wrong venue can give you major challenges with logistics, service and possibly perceptions.

Through the eyes of your Attendee’s

Ultimately, the meeting or event you’re planning is for and about the attendee. Choosing a location that delivers a lot of value to them is crucial.

Usually,  meeting and event professionals choose a city and venue that meets the logistical needs and delivers a great deal. However, If you don’t focus on what the attendees want and need first, you are likely to choose a site that can derail the meeting before it’s ever started.

Five Things that Drive Attendee’s

 

1.  Attractiveness of Location

Is it a city that your attendees want to visit? How attractive is that city to your regular attendees? Would it attract a new audience or larger group of your regular customers?

2.  Affordability

How affordable is it to travel to your location? What is the proposed hotel rate? Many business employees have a budget to attend one conference a year. And the amount they can spend is typically decided before you announce your fees and hotel rates. Keeping the cost as economical as possible without decreasing any value is important.

3.   Accessibility

How accessible is your venue and city? If most of your attendees fly to your event, is it a major airlines hub? What are the total number of daily seats into the airport? Is it easy and affordable to travel to that destination? What is the commute time and cost from the airport to the hotel? If the majority of your attendees drive to the event, is your site within a two- or three-hour radius of a large density of your customers? Is there ample and affordable parking once they get there?

 

4.  Entertainment Options

Is the venue near a major entertainment district? Is it within walking distance of restaurants, retail and nightlife? Is golf nearby?

5.   Networking Friendly

Does the meeting facility or hotel offer welcoming areas that help stimulate networking? Are there seating areas or outlets that are good for meet-ups or collaboration? Is there WiFi in those public areas?

Meeting Success Dependent Upon These Drivers

If the conference is in a city that is not attractive, affordable, easily accessible, near entertainment and stimulates networking, the potential registrant will look for a different option at another event.

Remember, a potential attendee’s interest in visiting an area can contribute to significant increase in attendance and revenue.

What are some questions meeting and event professionals should ask when considering attendee’s interests and expectations for site selection?

Meeting Planners Tip Sheet: Food

Here’s the second in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.

 

Breakfast

Amount to serve:

• 1 item (bagel, muffin or pastry) per person for 75-90% of attendees
• Example: For 100 people, order 75 to 90 items (Generally 10% of attendees will not show for breakfast)

Tips:

• Bagels and muffins are usually the most popular.
• Order conservatively as it is simple to add more cold food if needed.
• If you’re doing a multiple day event, be sure to change it up each day.
• Consider putting the buffet table outside the meeting room to limit attendees from returning to the buffet once the meeting begins. If you do this, you may need signage stating who the buffet is for to discourage those outside of your meeting from consuming.
• If you have left over pastries, ask to put out for the AM break or have them delivered to your office or committee meeting.

Lunch/Dinner Buffet

Amount to serve:

• 0.8-1.5 entrees per person
• 1 beverage station per 75-100 guests
• 1 double-sided food station per 75-100 guests

Tips:

• Estimate 50% chicken, 40-45% beef or fish and 5-10% vegetarian
• One server for every 30-40 people for buffet style
• Too get an accurate count of the number of attendees served, count empty place settings with folded napkins and subtract from total seats. Alternatively, you can count the number of main plates and subtract the number remaining after the function.

 
Passed Hors d’oeuvres
 

Amount to serve:

• Before dinner – 4-6 per person or one of each kind per person
• Reception only – 8-12 per person (passed and buffet combo)

Tips:

• To conserve on food, use butler passed hors d’oeuvres instead of buffet style
• If you are serving hors d’oeuvres on a buffet, use small plates to help stretch consumption

 

Negotiating

If the hotel’s menu prices don’t meet your budget, work with your catering manager or chef to design a meal within your budget. All things are negotiable; with so many dietary needs and other factors. Your venue will be more than willing to working with you.

Meeting Planner Tip Sheet - Beverages

Here’s the first in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.

Morning Beverages

Amount to serve:

• 1 gallon regular coffee per 75 attendees
• 1 gallon decaf coffee per 25 attendees
• 1 gallon hot water (for tea) per 100 attendees
• Provide soft drinks and bottled water for 30% of the group

Tips:

• 1 gallon fills 21 6-oz cups
• 1 gallon fills 16 8-oz cups
• 1 gallon fills 10 12-oz cups

Beverages For Breaks

Amount to serve:

• 1 gallon regular coffee per 50 attendees
• 1 gallon decaf coffee per 50 attendees
• 1 gallon hot water (for tea) per 100 attendees
• Provide soft drinks and bottled water for 70% of the group

Tips:

• Order bottled water and soft drinks by consumption

 Evening Banquet/Dinner Beverages

Amount to serve:

• 1 gallon regular coffee per 40 attendees
• 1 gallon decaf coffee per 40 attendees
• 1-2.5 alcoholic drinks per person, per hour at an open bar
• Provide soft drinks and bottled water for 50% of the group

Tips:

• 27 1.25-oz drinks in a 1 L bottle
• 4-5 glasses of wine per 750 mL bottle

Size of drinks can vary greatly among bartenders; ask bartenders to use a pouring-control system to contain costs.

Staffing

Service ratios:

• 1 bartender per 75-100 attendees
• 1 cocktail server per 50 attendees

Many hotels and venues will let you order half-gallons based on your meeting.

It is best to order bottled water and soft drinks on consumption instead. However, if you do, be sure to conduct an opening and closing inventory. (This may not be a great idea if your meeting location is not completely secure; you may be paying for someone else to be well hydrated)

The amount that you may get for your beverages vary based on several factors; the amount and length of breaks, the time of year, you male-female mix and the type of event you are doing.

Happy Serving!!!

Maintaining Good Vendor Relationships

Maintaining a good relationship with your vendors is crucial to your business. Some ways to maintain good vendor relationships are described below:

Explain your business goals

It’s critical at the start of any vendor relationship to communicate your goals, business vision, and your expectations. When a vendor understands how important customer service is to you, for example, they will be encouraged to work harder in that area. Knowing your goals will help them make the best decisions in your favor.

Assign a dedicated manager

Select a team leader or project manager to keep track of each vendor. This manager should check in with frequent phone calls and site visits to solicit feedback from the vendor. Remember: phone calls are more personal than e-mails, while site visits will go even further to bolster your confidence in the vendor and let them know that they are an important part of the team. This person should respond to any vendor questions and concerns promptly and make sure to keep the lines of communication flowing.

Request progress reports
Schedule periodic and detailed progress reports from the vendor. These reports will give you a clear insight into how the business is growing, bring to light any glitches or problems early on, and allow you to resolve any issues before they become big problems.

Plan in advance

It’s important to respect your vendors’ time and resources. Delays on your end or last minute alterations can affect their profit margins and strain the relationship. Similarly, pay on time and if you can’t, explain to the vendor why, reschedule the payment, and don’t flake out again.

Train vendors to meet your needs

Don’t assume that vendors know your company’s unique needs. Determine if training might be necessary. The additional expense will be worth it.

Be reasonable
Low balling your quotes and expecting something for nothing is a bad way to maintain a good vendor relationship.

Show loyalty
When you’re loyal to your vendor by consistently giving them business and sticking with them through mistakes, misunderstandings or miscommunications, they may return the favor by offering discounts and incentives. If you are considering alternative vendors, under no circumstances should you let your current vendor know that. It may seem like a good way to negotiate for lower prices, but you risk your vendor feeling slighted.

Show some goodwill
Don’t get into the habit of asking for outrageous requests or favors from your vendors. But when you do occasionally, show some good will by offering some easier jobs, throwing them more business, giving them referrals, and understanding that they may not always be able to accommodate immediate or unexpected requests.

Be chummy

Don’t be afraid to be friendly with your vendors. Try not to make every communication with them a serious one. The more you get to know their team and the more they think of you as a friend, the more good will they’ll be willing to show you when you need it.

Put It Down In Writing

Put down everything in writing- responsibilities, expected sales volume, payment, mode of payment etc. Anything you think may cause misunderstanding and strained vendor relationships later must be put down in writing beforehand.

Vendors represent your business to customers in various regions. Therefore, it is important that you maintain a good relationship with them. More than that, a good vendor relationship will see you through in a bad situation. The goodwill the vendor has for you will translate to business growth, as the vendor will work hard to attain your business goals.

Establishing Good Vendor Relations

Having a solid relationship with your vendors can make you more efficient as an event planner. Imagine not having to take the time to choose floral arrangements because your floral designer is always spot on in her creations. Picture a relationship with your caterer in which you can choose a menu without scheduling a tasting because his cuisine is always magnificent. Developing your vendor relations will save you stress and time, both of which you can save for planning more events.

The Vendor Cast of Characters

Your vendor list will vary depending on your field of event planning that you specialize in. When shopping for a vendor, ask your colleagues and other event planners for their recommendations. You can also ask the company for referrals from other clients in the industry. Be sure to fully vet and qualify your prospective vendor before you decide to hire them. As with event planners, vendors rely heavily on their reputations to be successful. The following vendors are staples to have within you arsenal when you begin your career and as you continue in your career.

• Caterer
• Florist (Floral Designer)
• Baker (Specialty & Custom Designs)
• Purveyors (companies selling produce, seafood, meat products, and beverages)
• Wine and beer companies
• Liquor distributors
• Labor companies (electricians, general contractors, carpenters, and painters)
• Photographers
• Videographer
• Graphic & Web Designer
• Specialty stationery designer and/or printing company

 Creating Goodwill among Your Vendors

Your goal is to develop a healthy and profitable relationship with a vendor; you have to make a conscious effort to show your appreciation. Below are some suggestions that you can use to create goodwill and cultivate your vendor relationships.

• Offer a beverage to your delivery people. Keep coffee, sodas, and bottled water on hand for company drivers. They do not always get to stop and grab something; they get thirsty to.
• Provide vendor meals. Remember your staff is not the only people working to set up an event;  but there are always several vendors who may be working to set up an event. This simple act encourages staff relationships and builds a sense of community.
• Have a volunteer day. Choose a charity and get your company, vendors, and staff involved.
• Invite vendors to events. When it is appropriate, put your vendors on the guest list of an event your company is hosting.
• Offer your services. If your wine representative is planning his wife's 50th birthday party, offer to plan it at no charge.
• Extend an invitation to company parties. Holiday staff parties are a great way to integrate vendors into your company.
• Don't forget the special touches. Event planners often receive perks such as concert tickets from clients, so remember your vendors if you cannot use the tickets yourself.

Vendors represent your business to customers in various regions nationally and internationally. Therefore, it is important and critical that you maintain a good relationship with them. More than that, a good vendor relationship will see you through in a bad situation. The goodwill the vendor has for you will translate to business growth, as the vendor will work hard to attain your business goals.

Your Career or Your Wedding

Guest Blogger Series

Your Career or Your Wedding

By Sharon Patrice of Simply Perfect Peace Events

Everyone knows that planning an event of any size can be an overwhelming task when you don't have the TIME to dedicate to it. Wedding professionals estimate that planning a wedding can take 250+ hours, therefore, life as a bride-to-be is overwhelming on steroids. From flowers to what should you give out as favors depend on your nah or yah. What am I saying? Planning a wedding can be a full time job, and if you´re already a busy professional, guess what? Your work week doubled before you put the S on the Y.E (yes). Now the question is how to balance your professional and personal life while keeping your sanity.

Organization

This is the best way to avoid headaches. Having an appointment book is essential in organizing your work and personal life. Now you can see every appointment for the day, week or month. Create a wedding checklist you can stick to and use this same method for your work day.

Now & Later

Asking your boss to hold while you speak with your florist is probably a bad idea. Instead, divide your day into time slots (as indicated in your planner) and have work slots and wedding slots. Be firm with yourself and don't let one flow over into the other; this will do nothing but slow you down and add to your frustration. Use your lunch and breaks wisely! Consider arriving early or staying late so that productivity isn't jeopardized.

All Work No Play

So the statement of "work hard, play harder" is out the door for YOU! Use that "play" time to knock off some things from your to-do-list. Those times when you'd be relaxing on the couch catching up on your DVR - addressing save the dates can done without missing a beat.

Get Some Help

Delegate, delegate, delegate. Since you're sharing this moment with someone else, divide wedding planning tasks evenly between you and your fiancé. After that, take it a step further by giving small tasks to immediate family members or bridal attendants (small – don´t turn friends into full time wedding planners, they'll resent you later). Finally - consider hiring a professional.

Enjoy the process ~Peaceful Planning

Sharon Patrice is the Owner and Lead Consultant of SimplyPerfect Peace Events. She invites your contact at info@simplyperfectpeace.com or via Twitter at DesignsByShay Facebook at Simply Perfect Peace Events. Her personal blog is DesignsByShay