The Event Planner's Guide Book

Styling the Event Tone with Color: Can Color Effect the Mood of Your Next Special Event?

By Nancy Stoltz

How important does the role of color play when planning a wedding or special event? What dynamic do the colors used in table linens and décor create for the success of an event? As an event planner, not only is it necessary to stay on top of the current trends in special event planning but one of the first questions you should ask any client is what colors will play a key role to the success of their function. And, as equally important, what colors are inappropriate, for example, a Chinese New Year party should never incorporate the color white!

Color can dramatically affect moods and emotions as well as influence certain physiological reactions. Interior Designers and artists have long understood the feelings that certain colors evoke personally and culturally. “Colors, like features, follow the changes of emotions,” as quoted by Pablo Picasso, so as an event planner if you are aware of color psychology you can certainly wow those social and corporate clients!

Generally, brides will choose their favorite colors for their special wedding day; however, when it comes to corporate or social clients they may or may not already have a certain color theme in mind. “Color definitely sets the tone for the design of the event,” says Julie Nobis of Red Carpet Events & Design, “and a topic I always discuss when first meeting with a client.”

Consider cultural traditions and life experiences when discussing color-scapes with your clients; this information adds to the human experience. Think about who is giving the event, the type of event, and the guest profile. Not only are colors important for table designs, décor and lighting, but with flowers and menu choices too! Knowing the seasonal availability of certain flowers and food choices will be appetizing to the palate while working with the palette of the event theme!

The Psychology of Color

White: Pure, clean, innocent in western cultures; mourning in eastern cultures; creates a sense of space so consider draping a small or dark room in white.

Black: Sophistication, power, elegance; in some cultures it represents death or mourning but in others it can mean life or rebirth; appropriate color for high-end, black tie events.

Red: Excitement, passion, intensity; creates very strong emotions and attention-grabbing; causes blood pressure and heart rate to rise; great color for themed events where guests are encouraged to move throughout the venue.

Orange: Vibrancy, energy, excitement; creates a playful environment for your guests; attention-drawing so a great color to use at a fundraiser, especially in a silent auction area.

Yellow: Cheery, warm, alert; this color can also create frustration and anger and is fatiguing to the eye; probably best to use with another color or as an accent and not as a major backdrop, for example, or focal point in a large room; increases the metabolism so a good choice for a breakfast meeting or brunch event.

Green: Natural, healthy, tranquil; creates a calming effect, relieves stress and helps heal; hence, the symbolism behind the term “green room” as a place to relax prior to going on stage to perform; also a color to consider for a theme where “growth” is the topic.

Blue: Peace, trust, loyalty; a popular and neutral color on a global level; lowers pulse rate and body temperature and creates productivity; perfect color to use for a business meeting or corporate team training function.

Purple: Royalty, wisdom, wealth; an exotic color that is associated with luxury and extravagance but also a spiritual connection; can be used in creating special effects with lighting, for example, when designing a VIP lounge area.

Trends in Color

Don’t always count on your client knowing their color inspiration and even if they do it is in your benefit as their professional planner to be on top of the current color trends. "I spend countless hours every year discussing colors, styles, fabrics, and textures with a design specialist so that I am current with trends," says Zack Felix of Giraffe, Inc. "This information is an integral part of my event design process and key to the success of our events!" Event design follows fashion and home décor trends so knowing what color palettes are hot each year will keep you ahead of the game with what is trending forward for weddings and special events.

Each fall and spring, Pantone, the leading authority on color, comes out with the following season’s color trends and announces the hot color of the year in early spring. This year’s color is the vivacious Tangerine Tango, a fiery reddish-orange hue that we are already seeing on the fashion runways, in cosmetics, and in home décor. The event industry will see it this year as well as moving into 2013.

Knowing what colors are hot and complimentary can really help an event planner excel in their business. Industry-related forums and blogs are an excellent way to find hot color trends and to mix and match color palettes. Here are a few I consistently follow:

A. www.pantone.com

B. www.mypersonalartist.com/blog

C. www.Theperfectpaletteblog.com

D. www.stylemepretty.com

E. www.aweddingsketchbook.com

F. www.pinterest.com

G. www.colourlovers.com/trends

H. http://design-seeds.com

Don’t be afraid of color! It is a fabulous way to evoke emotions and to set the tone for the mood of an event. Think outside of the box when it comes to the design process and choosing the appropriate color palettes for table linens and overall decor. This will set you apart and leave a lasting impression on your clients.

Nancy Stoltz is the Director of Marketing & Design for Creative Coverings, Inc., a leader in fine wedding linens, tablecloths and table linens for event planning. A positive, friendly attitude is the foundation of Creative Coverings’ celebrated customer service. Add great prices and quality linens and you have a valuable partner in the industry making sure that your events are beautiful, glamorous, dramatic – all that you want them to be! www.CreativeCoverings.com

EPA is excited to announce its new partnership with Creative Coverings, Inc! EPA members now receive discounted pricing on their linen needs!

New Ideas & What To Do With Them

by Kylie Carlson

If you’re like me then you will have a head full of ideas all claiming to be the next best thing. My ideas can sometimes come to me at the most awkward of moments. There is nothing worse than sitting in a meeting or chatting with a friend when inspiration hits you and you can’t do anything about it. The other problem with ideas is that they can be very distracting, especially if you are doing something you don’t like doing it's very easy to be seduced by the beginnings of a great idea.

I think this is a common problem with many people so I thought I would share a few little tips with you. Ways I have found to combat this problem.

Tip No 1
Buy a funky little notebook. You should always have an ideas book with you wherever you go. As I said earlier you never know when inspiration is going to strike so you need to be prepared. The reason I say funky is that the book needs to inspire you when you look at it. Do not buy a regular black spiral bound notebook. It is not going to be the place to house all your creative ideas.

Tip No 2
Invest in a Dictaphone. Some of my best inspiration comes when I am driving so I can’t write it down. This is annoying as none of my ideas ever cement themselves firmly in my mind until I have written them down. So to combat that problem I have a Dictaphone in my glove compartment where I can record any little gems that pop into my mind whilst behind the wheel.

Tip No 3
Keep a whiteboard in your office just above your desk. There is nothing like having a visual board of ideas that are right in front of you. They help to inspire you when you are lacking in creativity or simply ‘having one of those days’.

Tip No 4
Know when to use them. Ideas are just that – ideas. They are not on your To Do List and they aren’t real yet. There has to be a time and a place when you bring them out, spend time on them and play with them. Don’t let them distract you from the tasks at hand. Schedule yourself a few hours in your diary for brainstorming. Not with anyone else just with yourself. This might mean taking time out to go to your favorite Starbucks, order a nice coffee and cake and sit with your notebook and pen and peruse your ideas to see which are viable and which are not. It might mean putting on soft mood music, pouring a glass of red wine and just letting the ideas take on a life of their own. Whatever it is you need to set aside some time to do it. Time when it is allowed and won’t be deemed as idle day dreaming.

I love ideas and they are what make me tick. I have often been accused of being an ideas person. My perfect job would be to come up with ideas for different companies who needed some inspiration. As that isn’t likely to happen any time soon I have had to restrict myself, and my mind, and be strong with all those ideas that are constantly tapping on my head and asking to be let out. Don’t ever lose your ideas, but don’t let them control you either. Have fun and remember day dreaming is a legitimate past time.

Tell us what you do with your ideas by clicking comment below...

About Kylie Carlson:
Kylie Carlson is the dynamic founder of the Australian Academy of Wedding & Event Planning (AAWEP) and the UK Academy of Wedding & Event Planning (UKAWEP).  The industry leader of wedding and event training and certification in the UK, Australia and New Zealand has opened their virtual doors in the US. The Wedding and Event Institute (WEI), whose headquarters are in California, is part of the worldwide group Wedding and Event Training. WEI specializes in certified courses in wedding planning, wedding styling, event planning and event design and maintains an online Social & Education Center, Wedding and Event Pro, which houses articles, podcasts, webinars, forums, networking and other tools for those in the wedding and special events industry.

 

6 Great Tips for Balancing Work & Personal Life

 

 

 

 

 

 

From Marley Majcher, The Party Goddess

The one thing I hear the most complaints about from entrepreneurs lately is the blurring of work and personal life.  More and more, it seems, our work is overtaking our personal lives. But no matter how much people try to convince us this is a good thing under the auspices of authenticity and alignment, it has its drawbacks.

No matter how you slice it, integrating your work and personal life does a number on work-life balance. But getting a handle on this and creating as much balance as possible will improve your health, happiness and overall satisfaction with life.

Lately, I hear some people giving up on the idea of balance all together, claiming it's impossible so we should just deal with it. That striving for balance is just setting ourselves up for more stress and disappointment when it doesn't work out.  While there is some truth to that, I think it's critical to do what you can to protect your personal life from being overrun by your business.

Here are 6 great tips for balancing work and personal life.

Learn the art of presence

You don't have to be a new age "woo woo" type to appreciate the concept of presence.  Some people arrive at achieving presence through a meditation practice, but if that's not your style, no worries.  Having presence simply means being fully aware and focused in the current moment - bringing your all to the present time, rather than being distracted by the past (even a few minutes ago), the future (what you're getting ready to do), or other distractions (what you should be doing).  If you find yourself drifting in thought, just practice making yourself aware of the moment again.  You won't believe how alive and connected this makes you feel, as you transition from work to personal life and back to work. Try it.

Set normal work hours

Entrepreneurs are notorious for being "always on."  I know this might come as a shock, but you do not have to work 24 hours a day to be a successful entrepreneur. You don't have to work the same set hours every day. You can set your schedule around your personal needs, but your set hours should not be so flexible that you find yourself constantly having to make up missed work time during your designated personal time.  The important people in your life should know and respect your work hours as if you are working for a boss - no interruptions unless it is a legitimate emergency.

Take care of yourself

Nothing makes you feel more drained and out of whack then not taking proper care of your body.  A healthy diet, regular exercise and adequate sleep will do absolute wonders for your stress levels.  You will be able to show up more fully and bring your A-game when you need it, so you can unwind and fully relax when you're done.  And treating yourself to a spa day, massage,  the occasional afternoon of retail therapy, or some quality time in nature will do wonders for your soul. Work will feel less daunting when you feed your personal needs.

Learn to say no

I give this advice all the time.  Learning to say no is one of the best things you will ever do for yourself, your business, and your sanity. The world opens up for you when you learn to yes to the right opportunities and no to the wrong ones.  Saying no gives you power over your life and allows you to create space for more balance.

Play hard

How many times have you heard a successful person say, "I work hard and play harder." Successful entrepreneurs who take their play as seriously as their work have something we all want - a contagious spirited zest for life. You know how to get it? Make play a priority. Commit to a hobby or an activity. Schedule it in.  Make sure it's something exhilarating for you  - scuba diving, knitting afghans, performing poetry - doesn't matter what it is. Something you've always wanted to do, but you thought people would laugh or that you don't have time. Go for it! When it's time to sit back down to work, it will have been worth the time you put into it because you'll have the sense that you're truly enjoying life.

Enlist help

The most dissatisfied, overworked, run down entrepreneurs are the ones who try to do everything on their own. You have to learn to delegate and let go.  Consider hiring help at home and at work, even before you think you can afford it. I'm not suggesting you put yourself into a tight bind, but I am saying to make hiring help a priority in both your company and your family budget.  Additionally, lean on friends and family members for support.  Building a support system around you is a critical step in achieving greater work-life balance.

What do you do to ensure balance in your work and personal life? Post a comment below.

Marley Majcher is the author of But Are You Making Any Money? and the CEO of The Party Goddess!, a nationally acclaimed full-service catering and event planning company that originates all aspects of large scale functions for A-list celebrities, social, and corporate clients alike. From understated elegance to rock star fabulous, Majcher is known for creating the most talked about parties of the year.

6 Mistakes New Party Planners Make

 

 

 

From Marley Majcher, The Party Goddess October 27, 2011

Getting started as an event planner is scary.  From the outside looking in, party planning looks like a job that’s high energy and pure fun.  About five minutes into planning your first event, you realize just how much room for error there is.  When you sign on to plan an event, you’re taking on a huge responsibility and it’s easy to make huge mistakes.

Knowing what some of these mistakes are in advance can help you prevent falling onto the same land mines so many others have stumbled onto before you.  And if you’ve already been and there done that, well, at least reading these common mistakes will help you realize you’re in good company.

Here are 6 mistakes new party planners make and how to avoid them:

Not Reading the Fine Print

Sure, party planning is exhilarating, but it’s also daunting.  You’re not always fluttering around town moving and shaking.  You also spend a lot of time drudging through the details.  You’re dealing with lots and lots of contracts – clients, vendors, venues. Lots of fine print, people!  Nothing can spoil an event faster than getting blindsided by an oversight on a contract.  The solution to this is simple. Read. Don’t glance over it. Read line by line.  Don’t allow someone to quickly talk you through it or fool you by saying it’s standard or basic.  Learn how to read a contract properly and clarify as necessary.  In some cases, you’ll need to have your attorney look over certain contracts as well.

Having No Event Insurance

Not purchasing event insurance is a common newbie mistake. This is especially common among folks who have no formal training in event planning and stumble into it because they’re the go-to party planner in their social circles. I’m always surprised by the number of new party planners who’ve never heard of event insurance. Think through the financial and legal consequences of things that could potentially go wrong, and cover your butt.

Having Too Much Trust In People

If you are new to the game, it’s easy to fall into the trap of trusting people too much.  Unfortunately, enlisting the help of family and friends (especially for free) can backfire on you.  While an event you’re planning is a big deal to you – your reputation and livelihood are on the line — to them, it might not be a priority.  They might leave you high and dry.  Also, when it comes to clients and vendors, get everything in writing. No matter how nice or trustworthy a person seems, always get it in writing. People forget, they promise things they have no authority to promise, and sometimes they are just plain snakes in the grass. Keep your radar up.

Not Having Enough Trust in People

While you must carefully and properly protect yourself, you must also learn not to be overly paranoid. Party planners have to balance the need to keep everything under control with the urge to be a control freak.  You will burn through clients, employees, and vendor goodwill in no time if you micromanage things in a condescending dragon-lady manner. Hone your ability to delegate and develop strong relationships of trust and accountability (still, get it in writing).

Not Communicating Clearly

Communicating clearly and thoroughly is probably the most important skill an event planner can have.  You need to be able to give clear instructions that people can follow and to convey your vision in a way that people can see it.  Otherwise, you will become overrun with misunderstandings and tons of wasted time. Communicate with patience, repeat yourself as necessary, and check to make sure you are understood.

Being a Pushover

Being a pushover is a common characteristic of struggling party planners. If you’re a new party planner who is at your wit’s end and can’t seem to make ends meet, there’s a good chance this is the reason.  Letting clients run all over you. Letting vendors take advantage of you. Not charging enough. Not setting boundaries.  If you continue to be a pushover, you’re never going to make any money and you’re always going to be overworked.

So, have you made any of these mistakes? Do you continue to make these mistakes?  Are there other mistakes you’ve made that I left off the list.  Confession time!  Comment below...

Marley Majcher is the author of But Are You Making Any Money? and the CEO of The Party Goddess!, a nationally acclaimed full-service catering and event planning company that originates all aspects of large scale functions for A-list celebrities, social, and corporate clients alike. From understated elegance to rock star fabulous, Majcher is known for creating the most talked about parties of the year.

Four Ways to Handle Criticism

Have you ever been criticized?  Ever had someone dislike you or your company?  How about post something unflattering for all to see on the Internet?   This seems to be a recurring theme this past week as several members have called or emailed me to discuss problems with clients, former employees and business associates. Each person expressed an emotional version of the following: “How could they think, say, write or do that?”  I would be willing to bet you have had a similar experience, so let’s talk about it…

Criticism.  It hurts, I know. I've been there a few times. It has even kept me up at night ...thinking about how I should have responded, what I could have done differently, how I will address the situation and what I will do differently in the future. 

Note: I'm talking about undeserved criticism here. If you make a mistake, fix it, apologize sincerely, and move on. It's when we are unjustifiably called on the proverbial carpet or targeted that our response tends to get tied up in emotional knots.

So what do you do when someone doesn't like you or your company?  

First, realize when you put yourself out there in the world you WILL get criticism. Congratulations you are doing something noticeable! 

Second, realize that criticism, while it doesn't feel good, actually makes us better. It causes us to stop and look at ways to improve our product or service. It helps us to develop our customer service and communication skills and forces us to look at our corporate values and goals. Criticism helps us align our actions with our goals and perhaps most importantly, it helps us remember and refine our purpose.

Third, understand you cannot please everyone.  If a mistake brought on this firestorm of condemnation, make good on it.  Then, when you have done all you can, realize you cannot please everyone.  Understand that for no particular reason, not everyone will like you or be your friend – think high school.    Bottom line: some people are just simply unreasonable.  My goal is to always do what I believe is right – that’s the best anyone can do.

Finally, don’t let criticism hold you back.  Forge through the emotion, stay on your path and build your company.  Make changes where necessary, but stay true to your goals and purpose.  Don’t let someone else steal your dream.  The sting of criticism will fade and you will be left with an experience that helped define who you are and where you’re going.

What has criticism taught you?  Click comment below...

How to Decorate an Event with Music

by Anne Roos

How do you choose the right musicians for the chosen location? I like to think of this as decorating the stage with musicians and decorating the room with sound. The instrumentation needs to work within the chosen musical theme and fit properly at the location.

Can the musicians all fit on the stage? Can they load in, set up, and perform easily? Where will you place them in terms of the main action of the event, be it a wedding ceremony, a corporate function, a fundraiser, or a big, rousing party? Here’s a 10-point litmus test for determining what kinds of vocal and instrumental combinations will work at the chosen venue:

1. Do the size of the venue and the size of the guest list make sense for the instrumentation that interests you and your client? It might be a tight squeeze to get an eight-member octet into a little chapel that holds only thirty guests, and conversely, a solo guitarist may get lost in a reception hall that can seat three hundred, unless he is placed on a well-lit stage.

Note the size of the performance area. Make sure that it’s on level ground and not on sand, wet grass, or a slope. Also make sure that it isn’t near a food-service station and that it’s clear of foot traffic. Give the musicians enough space to do their job and be seen. Can you now clearly see where to place them and how many band members will fit the space? (Rule of thumb: Each musician takes up the space of about three people who are seated and facing each other comfortably.)

2. Can your musicians see the action? Sure your brass trio will make their presence known if they play up in the choir loft of the church. But can they see the bride enter from there? How will they get their cues? It’s incredibly frustrating to musicians to be placed in an area because they’ll look “pretty there”, but they cannot see the dance floor, cannot see the bride, cannot see the master of ceremonies, cannot see someone giving them important cues regarding the agenda of the event. The dance band can’t read the crowd, can’t keep the action going, and this sets them up for failure and a dud of a party.

3. Can your musicians see their music? Consider the lighting in the room. Adding a spotlight for your musicians allows the guests to see them, and it allows the musicians to see what they are doing. If the event takes place outdoors, place the musicians so that they are not facing the sun. Musicians blinded by the sun may need to turn in another direction or move to another area altogether.

4. Is electricity available? For a sizeable guest list, your musicians will need to amplify the sound so everyone can hear. Similarly, if there are sound distractions, such as street noise, they’ll need to mic their instruments. Check to determine whether electricity is available, and if so, map out where the outlets are located. Once the musicians are hired, they’ll need this information so that they’ll have the proper extension cords or will know ahead of time to rely on battery-operated amplification.

 5. Can the musicians easily load in? If the musicians are forced to double park on a busy street or park three blocks away, then you may be stuck with an extra charge for their set-up time. It might be a good idea to plan to prepay your musicians’ parking lot or valet parking charges. If you don’t, then they may pass along that cost to your client, plus a bit more for their trouble.

6. Can the musicians easily get to the performance area once they have arrived at the site?  A drummer once told me, “You haven’t lived until you have had to climb three flights of stairs carrying a drum set.” Check to see if service elevators are available at the venue when the stage isn’t in a first floor room. Are handicap access ramps available so that equipment can be rolled in? Some musicians will not even agree to perform if they would need to hire a team of Sherpas to carry their equipment on the long hike to the performance area. Others may only agree to do so for an extra fee.

Keep in mind: If the musicians have a difficult time accessing the event site, it is a sure bet that other service vendors will, too. Their extra fees for set-up can multiply and add to the total cost of the event. Therefore, if the client is still searching for a location and they are on a strict budget, you might want to search for event sites that can be easily accessed from the parking lot.

7. Is there shelter for your musicians? Musicians may charge extra if they need to rent market umbrellas or tents to create shade, or if they need to bring space heaters and the like to keep warm. They may even refuse to perform at all. Most musicians will not perform in adverse weather. They aren’t being wimps when a storm looks like it’s brewing—They just don’t want to risk ruining expensive instruments and electrical equipment.

 An absolutely true fact: You’ll have very happy musicians who will bend over backwards for you when you offer them the same creature comforts as your valuable clients and their guests.

8. Will the instruments stay in tune indoors? It may look lovely to have the string quartet play in front of a blazing fireplace or a sunny window, but the climbing temperatures may throw their tuning off significantly. Air-conditioning and heating vents that blow directly at instruments can also cause tuning issues, so think about placing the band or ensemble in a temperate part of the room.

9. The most important question to consider: What is not allowed? For a wedding, check with the celebrant or house of worship about what kind of music is not allowed or permitted. Make sure there are no restrictions or regulations about sound levels, too. Venues located within residential zones may have noise ordinances. Therefore, you may be confined to using acoustic instrumentation only (unplugged instruments).

10. Are there additional restrictions regarding music at the venue? Ask this final question before making any final decisions on your clients’ behalf.

Many clients have a mental picture of what they want for their musical entertainment, but they don’t think about what will really work at the venue. What looks good may not sound good.

It’s all about common sense. Expecting to place a harpist on a diving-board platform at a pool party or in a tree house overlooking a backyard wedding ceremony doesn’t make sense (I’m not making this up: these are real examples!) The instruments are as sensitive as the human beings who play them. They don’t want to be relegated to playing in the restroom of a restaurant because there’s no room for them inside the banquet hall. (Yes, this is another real example.)

The adverse conditions that I’ve described aren’t always a problem. For instance, a bagpiper can march over hill and dale on a chilly autumn morning. And when a piano is available at the venue, the pianist can simply arrive with sheet music in hand, so loading zones and easy access is immaterial.

It’s all about spending a little extra time to examine the space for the performers. Pretend you are the performer for the event, put yourself in their place, and offer them the same comforts you would offer the guests in attendance. Then, you’ll be spot on to know exactly what instrumentation to recommend to your clients.

How do you find the perfect musicians? That’s my subject for next time...

About the Author:
Anne Roos has been playing the Celtic harp at weddings for nearly 30 years.  She regularly appears on radio and television programs and is active in many wedding organizations. Roos' special Celtic wedding music album, Haste to the Wedding, is popular among couples looking for romantic music to accompany their wedding festivities.  Musicians interested in performing at weddings will want to check out Anne's book The Musician's Guide to Brides, also available from Hal Leonard Books.  She lives in South Lake Tahoe, CA.
For more information, visit her  website.

Where is the strangest place you have seen musicians staged?  Tell us below - hit "comment".

Is Live Music Too Much Trouble?

By Anne Roos

 

Sometimes your clients want live music and entertainment at their wedding or event, but do you prefer to book a DJ or have them go with the iPod stereo? Are musicians too much trouble to hire? Is it difficult to find just the right musician? Are you concerned about their professionalism?

 

Don't give up! Here are some great reasons to consider live music and entertainment for your clients' weddings, parties, and corporate events:

 

· If your client has a tight budget and doesn't think live music is affordable, think again. In my research, many musicians will work for just one hour, if that's all that's needed (especially soloists and small ensembles). Soloists and small ensembles can be less expensive than professional DJs, too. And there's no special equipment to rent because musicians usually come with their own sound equipment. But the best part: Musicians that "need the gig" may also be in a position to bargain with you, especially in this economy.

 

· Great entertainers can make split-second decisions on the fly. They know how to read the crowd, from knowing when to wind down "Here Comes the Bride" when the bride gets to the alter, to knowing just the right songs to keep the party going at the reception. It's not like playing canned music on an iPod and suddenly truncating a song midway through or running out of song before the flower girls make it to the altar. Musicians can scan the room and quickly determine just what is needed.

 

· Live entertainment creates a memorable experience. If you ask couples what they most remember years after their weddings, they always remember the entertainment. When you fit musicians into the theme of a wedding or an event, they become something fun to listen to and watch. And they'll make you, the event planner, look like you saved the day by coming up with the idea to hire live entertainment for the festivities. Unlike canned music, great live musicians can make you look good.

 

Okay, so you're sold on having live music, but how do you go about hiring just the right musicians? Does the client know what kinds of music they want? Start with a discussion about their music likes (and dislikes). The basic rule of thumb is to remind your client to select the music that they love. It's the music they heard on their first date or the music that reminds them of special occasions. It's the music they choose to listen to on their car radios or on their iPods at the gym. Then, look at how their favorite music fits into their wedding or event theme.

 

Here are six examples of ways live music can work within themes:

 

1. Musicians to reflect the things the client enjoys-Use the music to paint a picture of the couple's personalities. For instance, for a country-style wedding, if they love bluegrass music, why not have a hayride between ceremony and reception sites, with a bluegrass band greeting the guests when they arrive at the reception?

 

2. Musicians to match the wedding or event location-Will the wedding be on the beach? Choose 60s surfer tunes for a vintage rock band to play would fit. A wedding in Hawaii can include a luau band that can teach everyone how to dance the hula.

 

3. Musicians to honor the religious background of the couple-The music that a couple grew up listening to in a synagogue, singing in church, or chanting in a temple may have specific importance to them. These sacred melodies take on a spiritual resonance when performed by musicians who can make them come alive within a wedding ceremony or special moment in a reception. Modern popular Christian tunes, when performed live, can also tug at one's heartstrings, as well.

 

4. Musicians to celebrate ethnicity-Allow the music to highlight the client's heritage. For a traditional Scottish wedding, what better than a bagpiper, in traditional kilt, to lead the bride down the aisle? Musicians can also dress according to the ethnic theme-think of the color that a mariachi band adds to a Hispanic celebration.

 

5. Period musicians for a period celebration-Choose a time in history and design the music, and the entire event, around that period. The musicians can play music that was fashionable then, plus, they can visually fit into the theme by wearing vintage costumes as they perform. Popular themes for weddings and events include: Victorian, medieval Romeo and Juliet, Roaring 20s, and Renaissance periods.

 

6. Musicians for a holiday celebration-Along with selecting decorations appropriate for that day, select music and musicians that can reflect the holiday mood. Gershwin jazz standards played by a jazz quintet on Valentine's Day or lively jigs played by traditional Irish musicians on St. Pat's Day are good examples.

 

Whatever the theme, it's almost a sure bet you can find musicians and song titles to match it. Or, you can create a theme around your clients' music choices for their special celebration!

 

Next time, I'll offer some ideas about how to select the right musicians for the venue and how to know good musicians from a not-so-good ones.

  

About the Author: Anne Roos has been playing the Celtic harp at weddings for nearly 30 years.  She regularly appears on radio and television programs and is active in many wedding organizations. Roos' special Celtic wedding music album, Haste to the Wedding, is popular among couples looking for romantic music to accompany their wedding festivities.  Musicians interested in performing at weddings will want to check out Anne's book The Musician's Guide to Brides, also available from Hal Leonard Books.  She lives in South Lake Tahoe, CA For more information, visit her  website.

How Mentoring an Intern Can Help You and the Industry

Providing college students with real world insight and experience often is valued greater than classroom practices by the student. 

By Kevin Cohee

 Investing in an intern creates an opportunity for a student to become acquainted with the practical challenges of event planning while helping the professional planner hone his or her time and management skills. This dual partnership gives the intern a foundation to take into his/her career and the planner is rewarded by contributing to a new event planner’s level of professionalism.

When considering an internship candidate, I look for areas of skill that will complement those already established within our company. The current generation is entrenched in varied skills, expectations and values. Relying on an intern to show us a new thing or two can really solidify the relationship, instill trust and better the entire team. 

 Your company’s internet presence will attract potential interns, but posting our openings within regional universities has produced our best results. Guidance counselors of past interns have also been a great resource. We’ve found college seniors to be the most ideal candidates. Their level of maturity is greater, they have a broader work/volunteer background and their schedules are more flexible to fit within our unpredictable needs. Working with Communication majors, Marketing and Public Relations and Recreation and Tourism Administration majors have all been rewarding for us.

HOW TO HIRE AN INTERN   

Detailed communication is vital from the job posting to the interview process. Selecting a detail oriented person will make for a greater partnership experience. Defining the terms of pay, hours, transportation, attire, meals and breaks all need to be met.

1.   Evaluate their first contact. I immediately check for spelling and grammar. Next, is it   addressed to someone at your company or blind? This may indicate they did not research your website for a contact.

If they pass this first step, request a compelling cover letter detailing why they want to enter   this field. This will demonstrate their level of desire and maturity.

2.   Request a professional resume. I suggest they highlight any event or volunteer work they’ve accomplished. This may help define interview questions.

3.   Require an essay. We ask for a 500 word essay depicting your “Ideal event without budget restraints.”  This exercise quickly allows us to determine their writing skills, level of creativity, industry perspective and worldliness.

4.   Check their references.

5.   Engage interns the same as a salaried employee. Have them complete a formal application and be sure to get their SS# and emergency contact. Verify their driver’s license for date of birth. If they are under 21, review the ABC law regarding alcohol rules. Provide the intern with a copy of company policies and guidelines. Review workplace expectations. Determine their hours; those worked in the office are equal to their college credits, offsetting classroom hours. Do An Event budgets pay to the intern for hours worked at each actual event.

 6.   Define their goals. Discuss your company’s expectations. Ask the intern for input on what they want out of this experience and incorporate it. I have the intern take notes during this process. It reinforces the points, inspires other questions and alleviates any future confusion.

DEFINING THE INTERN'S ROLE

Take your mentoring role seriously. It may seem faster and easier to do it yourself, but your investment in the time it takes to explain each assignment should only happen once. Delegating can create fear, but this is a skill that makes us better managers and ultimately saves us time.

1.   Validate college credits by assigning a specific project to your intern. Have them take notes as you establish the specific tasks, timelines and expectations of this project. Involve them in as many as possible, other varied projects during their internship.

 2.   Get Organized. Have them create an independent binder specific to their assignment as well as an active electronic folder, organizing files, contacts, checklists and research. We place a shortcut on the desktop.

 3.   Have them keep their own timecard. This tool is handy in timely reviews and may be required by the college. Do An Event has them line item the task along with time spent. Be sure to keep it in the office at all times.

 4.   Review often. Explain the industry terms like drayage, RFP, pipe and drape and even how to measure for linens. Interns don’t want to disappoint, so they often won’t ask many questions, be sure to communicate frequently. We try to prepare a daily task list and review it with them when they first arrive. Bi-monthly recap meetings are vital.

 5.   Share the inspiration. We offer our interns free access to our trade magazines, videos, vendor files and binders. We encourage them to research websites for inspiration. Most exciting for them is being invited and introduced at industry functions. This interaction provides a real life experience with professionals and instills confidence quickly.

 6.   Practice patience. Mentoring an intern takes time and in this deadline crazy industry, it feels like there is never enough. It’s a myth that interns are free labor! Only ask them to do what you would do. Share openly. In addition to industry lessons, life lessons are as valuable.

WHAT TO DO AT THE END OF THE INTERNSHIP

Like the seasons, your intern must move on. Before they exit, take time to evaluate the overall experience together. These following suggestions can be very insightful.

1.   Review and measure initial goals.

2.   Review and discuss strengths and weaknesses of their finalized assigned project.

3.   Evaluate your management skills. The intern may offer a fresh perspective compared to your other salaried staff.

4.   Utilize the time-sheet to compile a list of tasks accomplished.

5.   Ask them to highlight the experience they have gained with your company.

6.   Ask them to provide a testimonial for your records.

7.   Provide a letter of reference.

Accepting a mentoring role has challenged me in a multitude of ways, enriching myself, my company and our clients. It’s gratifying to know Do An Event is contributing to a greater professional industry, one planner at a time.

Kevin Cohee is the CEO of Do An Event, Northern California’s leading spectacular event strategy and styling firm, established in 1998. www.doanevent.com

True Confessions of a Professional Event Planner

by Kevin Cohee


Beyond being organized and creative, it takes many skills to be a professional Event Planner. I knew I was creative and organized, as many people pointed out to me, but I had no clue I would tap into so many other unrealized skills once I went pro.

After being hired to help produce a custom home show, I immediately got my feet wet with BIG challenges. This 5 week show required bulldozers to prepare parking lots, sewer connections to our temporary office, 9 phone lines for credit card sales, and 7 motor-coaches running consecutively for 12 hours a day. Other challenges included: field fires, encroaching wildlife, exploding electric transformers, an emergency life flight, calculating food sales and scheduling hundreds of volunteers. I know, many of you are thinking “that’s nothing, I had an elephant die during a performance,” but this event became the foundation of my newborn event planning career.

Here are five secret skills all professional event planners possess:

1. Grammar
The most challenging skill I honed was creative writing. I write emails, proposals, website entries, scopes of work, contracts, billing, inquiries, requests for proposals, marketing pieces and even articles. Early on, I asked a journalist friend to critique almost every piece of correspondence I created. Those red-marked revisions really stay with you and I learned to turn to the dictionary and thesaurus and look at synonyms in a whole new light.

2. Mathematics
Jack of all trades perfectly describes most event planners, so don’t wait until you are on-site and the generator provider is about to leave to learn how many watts of power your event actually requires. Avoid the dreaded “where’s the breaker-box?” when “Lights, Camera, Action” is called out. Mastering math now becomes a subtle tool; calculating amps, watts, ounces, pounds, inches, yards and of course dollars. Who knew ordering a linen table cloth would second-guess my ability to multiply? These vital elements that help make us and our event look incredible are like little children with their own needs. To learn how these independent providers join in unison, I volunteered at large public events.

3. Liability
Choosing themes or florals may come naturally to many, but contracts are intimidating. Protecting ourselves, our clients and their guests requires a bit of investigating. Adding insurance riders, fabric fire retardant certificates, abundant lighting or health certificates are not fun jobs. Relying on other professionals like lawyers, professors, accountants and insurance agents are essential. Even the smallest of mishaps can tarnish an otherwise stellar event, so addressing safety falls on the shoulders of the planner. It’s often an under- appreciated skill professional planners must obtain and promote.

4. Legality
Keeping it legal is one more secret talent we are rarely recognized for. Addressing street closures, the alcohol sales license, gaming permits, fire safety permits, overflow parking or capacity regulations continue to be daunting tasks. The problem is to know which questions to ask. I plan an annual beauty industry event for legislators and decided to have a Show Poodle be the living centerpiece. Cool idea huh? My intuition led me to ask around and like restaurants, salons are regulated and pets are not allowed. How embarrassing it would have been to have broken the law with legislators as guests! This is a perfect example of the value professional planners bring.

5. Food and Beverage
Food enriches every event and is a key element in the memories guests leave with. Curiosity is my favorite skill, one that takes me to farmers markets, fine grocery stores, ethnic markets and ahhh, the Food Network®. You also need to quench the guests’ thirst and as a professional event planner you must be at least as knowledgeable about wine and spirits as your client. Ask questions when you are around wine, search winery websites and go to a wine tasting with someone who knows more than you. My philosophy is don’t serve something someone can have anytime, somewhere else. If we don’t make it “special” then why hire a special event planner?

Reading industry publications both print and electronic are a must for this ever-changing, trend-setting industry.

And, as if our plates aren’t full enough…someone mentioned they sent me a tweet

Kevin Cohee is the CEO of Do An Event, Northern California’s leading spectacular event strategy and styling firm. www.DoAnEvent.com

7 Ways to Reignite Your Business - Lessons From Coldplay

Like many, I am a fan of Coldplay's music, but I never expected to see the band perform live in concert until I found myself, with my teenage son, a die-hard fan, in the middle of an enthusiastic throng of 20,000 fans a few months ago.

Here's the tie-in... it was as I reflected on the concert that I thought of you.

The passion & enthusiasm the band exuded for their craft and their love & affection for their fans were undeniable. Their show was well thought out to meet the needs and desires of those there for them. And, the little mistakes they made and acknowledged were endearing and made them more real.

I found myself thinking about four talented guys getting together, perhaps in someone's garage, to make music. Do you think they thought they'd eventually be one of the most popular bands on the planet? I don't really know, but I suspect they had that dream and goal when they started.

When you started your business I know you had a dream and a goal, a purpose. Along the way, the many day-to-day stresses can take their toll on even the most seasoned business owners causing them to lose site of the big picture. I want to encourage you to develop laser focus by embracing your answers to the following questions:

What drives me?
What am I passionate about?
What do I want from my business? My life?

Then, take these seven steps and use them to help you stay laser focused on the big picture:

1. Begin with the end in mind. Have a clear vision of what you want your business & life to be.
2. Be passionate about what you do.
3. Don't be afraid to show your enthusiasm.
4. Define your client's needs and meet them.
5. Respect, appreciate, and show affection for your clients.
6. Admit your mistakes and move on. No one is perfect.
7. Keep your eye on the prize.

While we all have different visions of what we want from our businesses and life in general, these seven steps will help move you closer to your dreams. Viva la Vida - live the life!

With that, I enthusiastically say to you that I appreciate you taking the time to read what I write and I love to hear your thoughts, ideas and questions!  Please post a comment below...