As I look back on my time as an intern at Eventrics, I realize I have learned so much in such a short amount of time. I came into this position with no real event planning experience, and only an idea of what it took to plan an event from beginning to end. When I told my family and friends I would be driving to Lakeland every other day, they thought I was crazy. Sometimes I even thought I was crazy, but I had this gut feeling it was the right decision. Not many college students get to be a part of their chosen industry before they graduate, so there was no way I was going to let this opportunity pass.
During my first week, I was back to thinking I was crazy. I was given tasks right away, and was terrified. I had to call vendors, and hope they couldn’t tell I had no idea what I was doing. I had to write social media posts, and blogs which is something I never even thought I would have to do. Even though I was nervous, Sherrin and Brittany were always there to answer my questions and lead me in the right direction. Throughout my time here they have encouraged me, and taught me so much. I admire them for what they do every day, and know my future is forever changed because of the few months I spent here. I started this semester knowing almost nothing, but I can end it with confidence in my skills and knowledge.
I will truly miss this internship, and the people I have worked with this semester. Thank you Sherrin and Brittany for giving me this opportunity; I will always be grateful, and will never forget all the wonderful, crazy experiences I had with Eventrics.
First off, people need connections. Connections to friends, connections to co-workers, and even connections to competitors in the industry. For these reasons, and more, we plan corporate events.
Networking is a big reason behind the planning of most corporate events, but what are the other reasons? Why do we plan massive conventions, tradeshows, dinners, and even family days?
Corporate functions serve many purposes. They launch new products, showing the employees and the world what your company is capable of. They share industry knowledge, showing other professions what is out there and how to find it. They even show companionship, showcasing the relationship between employees and the company brand.
If you are planning your own event make sure that your attendees know the purpose of the event and remember to communicate the details. If you are hosting an awards banquette to recognize employees, make sure they know the attire and if they can bring a guest. If you are hosting a family fun day, get the word out that children and parents of all ages are welcome to attend the happy occasion.
If you have an event goal that needs to be met, call up our corporate planner today for a consultation
Sailing, scavenger hunts, fishing, relay races, obstacle courses, and so many other activities are available for company team building. Maybe you think team building activities are a waste of company time and money, but have you ever thought about the benefits it can bring? By taking employees out of their usual environment, and forcing them to work together on an unfamiliar task you will improve workplace communication, employee camaraderie, and team collaboration.
Take sailing for example, one of the most difficult hobbies to learn. Each boat needs a certain amount of people to do different tasks to get the boat moving. If you have never sailed before, trying to do it all on your own would be impossible. Co-workers will have to work simultaneously to complete a task, and once they accomplish it, they will be proud of their team not just themselves. They will have a greater sense of camaraderie.
Slightly different than sailing, a scavenger hunt requires many different skills. A team must figure out the clues, where they need to go, how they will get there, and in the fastest time. Each person on a team will possess a different skill for accomplishing each task and will need to work together to win the hunt. By doing so, they will have learned how to collaborate with their peers in order to effectively solve a problem.
No matter what activity you choose, coworkers will need to effectively communicate with one another to finish the task. By taking them outside of their comfort zone (the office), the boundaries between manager, supervisor, sales representative, etc. are broken down, and the most important factor becomes getting the job done.
Interested in planning a team building excursion for your company? Contact Eventrics for a free consultation: www.eventrics.com
A floor plan is defined as being a scale diagram of the arrangement of a room or space. When planning an event it is important to have a floor plan to scale that details all of the chairs, tables and set-ups in the space. Here are a few things you should know when considering a floor plan
1 – It’s a necessary evil.
Floor plans are difficult to master but once you do, it’s a relief. Every event must have a plan so you know that everything you need will fit in the space. While it is hard, it is impossible to move forward with an event without first taking the time to make sure your plan will work.
2 – Is the space sold properly?
A floor plan not only sets up the event space, it makes certain that the space is what you need. There is nothing more frustrating than renting a space that you believe will fit the event only to find out later that it isn’t nearly enough room for the expected attendance.
3 – A visual.
For those of you who are visual learners, a planner must be able to present a theory on paper in order to understand what the process is. Personally, I can talk about a certain space all day but I will not be able to fully understand the space until I see it. A floor plan helps for situations where you won’t always have access to that space to walk through.
If you need any assistance with creating a floor plan for an event, contact our event planers today! We are here to help.
One of the very first details people figure out when planning any event is the time and date. Although this seems like a fairly simple task, a lot of thought must go into the decision. The date and time of day are important, but what people tend to overlook is the length of the event. Here are some factors to consider when deciding how long your event should be.
#1: Overall goals and objectives- These two aspects of the event should be a factor in every decision you make, including the length of the event. If you are holding a networking reception, the objective is to have people meet and get to know one another. Each person needs to feel the event was worth it, so you must provide adequate time for guests to mingle. If you don’t, this may reflect badly on the event, and keep attendees from returning next year.
#2: Attendees- It is important to have some information about potential attendees before hosting any event. How old are they? Do they have small children? What are they looking to gain from attending? All of these are factors should determine how long your event should be. When small children are involved, events should be shorter to keep them from becoming bored, or irritable. If attendees came to the event to eat, drink, and dance make the event run longer. Keeping guests happy is always a priority.
#3: Weather: As unpredictable as weather is, most locals know how the weather will be during different times of the year in their area. Holding an outdoor event in Florida, in August, in the middle of the afternoon will be hot. Some areas always get rain in the afternoons, or will have blizzards in November. Check the almanac to see the history of the weather where and when your event is to be held. This can avoid the event being relocated, attendees leaving early to escape uncomfortable conditions, or worst of all, the event being cancelled.
How long an event lasts is a key to its success, so never pick it at random. It should take consideration, and many elements need to be factored in. Most importantly, always keep your goals and objectives in mind throughout the whole planning process to ensure your event is a success for both you and your guests.
Large or small, every event needs to be scrutinized down to the tiniest detail. The safety of clients and guests is the only way to secure a successful event. Here are a few tips to ensure your event is safe.
1 - Assign a few staff members to be on an event safety committee.
In order to guarantee that any potential safety concerns are taken care of in a timely manner, it is important to assign a task force. This group of employees will be able to focus on implementing new safety practices and removing anything unsafe from an event space.
2 - Use a scheduled walk through to call attention to any unsafe practices or locations at your event site.
A walk through of the event venue is something every planner should take advantage of. Doing this gives you the chance to discuss any safety issues with the venue coordinator and review your needs for the event.
3 - Identify the risks early and mitigate them properly.
Check, double check, and triple check every corner of the room, every cord plugged in, and every chair placement. Everything should be considered. Is that cord on the ground a tripping hazard? Is the gift table too close to the emergency exit? Use the event safety committee to have these situations reviewed.
Having a well-known keynote speaker at your meeting is a huge draw for attendees. Well-known speakers also come at a huge price, so how can you keep such a great asset to your meeting without breaking the bank? Here are a few tips:
-Piggy-back: If there is a specific celebrity you would like to speak at your event, check their schedule. See if they will be speaking nearby, close to the time of your event. If so, you can contact the group that has already hired them and negotiate splitting the fee, hotel, and airfare for the celeb.
-Trade: Try negotiating with your speaker. Offer a few extra nights at the hotel in exchange for a cheaper fee. If your event is in a popular destination, there is a good chance they will agree to do this because it will become a mini vacation for them.
-Extra Offers: As with most contracts, when you book a speaker for multiple events they might be more likely to lower their fee. You could also offer to set up an area where they can sell merchandise, like books, CDs, etc.
Always remember everything is negotiable. Do not back away if the initial price is too high. Be creative with your counter offer, and if you still can’t afford your first choice speaker, keep looking for other options.
Need assistance coordinating your next corporate event? Contact us for a free consultation: www.eventrics.com.
When planning an event, one of the most important aspects is to put together a list of qualified professional vendors. Often, you will meet with many vendors from the same field, pricing each one carefully to see which one best fits your event. The process may seem long, exhausting, and sometimes pointless, but be patient! Choosing a professional can be beneficial to the success of your event. Here are some reasons why.
1 – They have high standards of business.
A professional vendor typically has been in the industry long enough to know what mistakes can be made and how to prevent them from happening. Because of this, they take extra measures to ensure that your event is a success. In hiring a vendor that is not a professional, the mistakes could occur and leave you with a situation that could potentially ruin the event. Remember to ask for references and do your research prior to hiring!
2 – They have insurance!
Making smart business decisions is a priority in the event industry. One smart decision to make is having insurance. Most venues require a minimum of $1 million in coverage, so chances are that if you don’t have insurance, you don’t have a venue. Make sure that you have proof of insurance from a vendor with proper coverage before you hire them.
3 – They see the details.
In a specific field, Photography for instance, it is important to see details in your work. A Photographer needs to be able to point out poses and use lighting to their advantage in order to have a fantastic final product. Every detail must be attended to and in order to make sure that happens, make sure you hire a vendor who sees the details, not just “big picture.”
4 – They have inside knowledge of their field.
Every profession is unique and every vendor is unique. When considering your options, choose a vendor with specific insider knowledge of their field. Make sure that they are up-to-date on trends and regulations. Keeping up with industry changes gives you an edge!
5 – Minimize your stress as the planner.
As a planner, you have enough on your plate. On the day of an event, you are concerned with timelines, set-up, and making sure that all general needs are met by both your client and their guests. The last thing you should be worried about is fixing lighting or directing a photo shoot. By hiring the proper vendors, you give yourself a worry-free experience. A professional vendor is there to ease your mind and make sure that everything on their end is done properly.
Overall, professional vendors are a superior pick to the alternative. Make sure you do your research, interview intensely, and ask for references. You never know what you’re getting yourself into!
Taylor and Trent said “I do!” at the beautiful All Saints’ Episcopal Church in Downtown Lakeland on August 10. The exchange of vows had guests in tears as they watched the young couple begin their married life.
Following the communion ceremony, guests transferred to the nearby Sorosis Building for cocktail hour. Tina Sargent (of Sargent Studios) used this transitional hour to capture images of immediate family from our pre-determined shot list as well as some intimate shots of the bride and groom in front of the church and neighboring City Hall.
It is important to have a list of crucial shots prior to the wedding in order to use the short time you have most efficiently. A majority of family and wedding party photos were taken prior to the ceremony.
The reception was located at the historic Sorosis Building overlooking one of Lakeland’s most attractive waterways, Lake Morton. A cocktail style set-up with a mixture of café tables and well placed high-tops in front of the courtyard created a “lawn reception” feel. An open bar and heavy hors d’oeuvres allowed guests the opportunity to mingle throughout the evening. Live music was provided by Sofa Kings for a big band style dance party.
During the reception, there was no lack in surprises for the guests and groom. The Groom, Trent, loves cobbler and his passion for this delicious southern dessert inspired the bride to include this in the menu. In addition to wedding cake, guests could choose between peach and blueberry cobbler for dessert. This personal touch brought families together and added a personal detail to this lavish celebration. After the cake cutting, the wedding parties, including bridesmaids and groomsmen, showed off their dance skills by performing an unexpected routine prepared to honor the bride and groom. This was a cute gesture of affection and something fun to do at the reception! Following the performance, the bride led the groom to the front courtyard for another surprise: a Professional Cigar Roller to hand-roll cigars to celebrate the evening! The groom loves cigars and was able to enjoy this unique time with his groomsmen and other guests.
May Taylor and Trent experience many years of laughter, togetherness, and love and may their families be blessed by the union of marriage between this amazing couple.
The first question you should ask yourself when planning any event is, “What are my goals?” This question prepares you for the rest of the event. Too often we get caught up in a theme, vendors, décor, etc. and, sometimes, our attendees miss the point (even though they have a fantastic time!). When we begin by asking “why?” and focusing on the purpose of the event we are able to choose elements that match the goal – thus creating a fun, goal focused event.