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'Be Careful Gauging Capacity | ' + '
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'Making It Work In A Lofty Space | ' + '
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'How to Get the Best Possible Price | ' + '
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'Know What You Need to Bring | ' + '
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'Planning Company Holiday Parties | ' + '
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'Be Careful Gauging Capacity | ' + '
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'Kitchens On The Fly Can Work | ' + '
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'When The Client Is Wrong | ' + '
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'How to Get the Best Possible Price | ' + '
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content="Be Careful Gauging CapacityIn particular, it is difficult to gauge whether a venue is the right size for your group, merely by asking officials of the facility. And that is a valuable piece of information for a meeting planner to know, when word comes down from above that a fresh, interesting location is desired. " + "
Let's look at a specific hypothetical scenario. Say it's a new product launch, envisioned as a two-hour, theater-style presentation followed by a big reception for about 500 media, customers, and other guests. The message from above is specific: No hotels or conference centers, please. " + "
Sounds like the case for an \"alternative venue\", right? No problem. You brainstorm with your staff and come up with two great ideas: a hot new nightclub and a funky art gallery. " + "
The nightclub is perfect, it seems. It's the trendy, chic place everyone reads about in the gossip columns, but that no one you know is cool enough to get into. During the day, however, it sits empty, and they'd love to host your meeting and reception. " + "
So, the day manager shows you the club's two rooms, one of which has great audio-visual built in and would be perfect for the presentation. The other is gorgeous but seems like it might be tight for the reception. Five hundred people? No problem, he says. Last Saturday night they had 700 in that room dancing up a storm. " + "
Well, he's the manager, right? He should know his own club's capacities, right? " + "
Doubtful. Remember, this nightclub may be able to serve your meeting very capably, but its staffers are not in the meeting mindset, so you have to be careful. " + "
In this case, the nightclub was designed for nightcrawlers to be elbow-to-elbow, dancing, hobnobbing and flirting. Those 700 people probably were packed in a lot tighter than your VIP guests are accustomed to. " + "
In addition, it is unlikely that all 700 nightclub patrons were there at the same time. Maybe 700 people entered during a six-hour time frame, but the most number of people at any given time was 400. " + "
Club managers tend to focus on the number of paying guests on a given night. Don't take their word regarding capacity. Get references from other meetings and receptions held there. Get a floor plan and do the proper analysis yourself. " + "
OK ... The art gallery is next. It has high ceilings, pristine white walls, great lighting, polished hardwood floors, and beautiful modern art on the walls. This could be it. " + "
Having learned your lesson at the nightclub, you brought along the trusty capacity-calculating slide rule that Meeting Professionals International gives its members for free (this alone is worth the dues). You ask for, and get, a floor plan with square footage. You measure it off and confirm its accuracy. The space seems more than ample for your event. Ready to rock-'n'roll? " + "
Not quite. Did you check out the restrooms? Remember the cardinal rule! An art gallery has lots of space - bit it's designed for low traffic, maybe a handful of wealthy collectors and buyers. It ain't K-Mart. " + "
Maybe 500 people could physically fit comfortably in the space, but don't be surprised when you find two bathrooms (not a full men's room and a full ladies room, but two toilets). Two bathrooms are probably plenty during the gallery's normal course of business, but are no match for 500 people who've been sitting through a two-hour presentation and are about to be served drinks. " + "
Along those same lines, a cursory check of pay phones may turn up only two regular telephones at the reception desk. Again, this may be sufficient for the gallery's normal use, but not for yours. And what about a registration area and coat check? You need to earmark space for those things, which may have to be deducted from the gross square footage you've been dealing with. " + "
Getting the point yet? Gauging capacity is of paramount importance and should never be taken from granted, not even at hotels. " + "
Alternative venues offer tremendous advantages in their excitement, privacy and exclusivity. With a little extra homework, there's no reason functions held there shouldn't run just as smoothly as if they were held at hotels. " + "
Knowing what to look for, and understanding how alternative venues define their capacities, can make all the difference in the world.
" else content="Planning Company Holiday PartiesA. Call it a Holiday Party, not a Christmas Party.
" + "Play it safe and keep religion out of the office. By the same token, try to avoid any specific religious imagery, and if you must, try to be balanced (e.g. if you have a Christmas tree, also have a Menorah, etc.)
" + "B. Plan Early.
Book early and get your pick of the best venues and dates.
C. Clarify Event Goals.
" + "It may sound silly to have a goal for your holiday party, but doing so cost-justifies the event and your role in planning it. Communicate the importance of those goals to senior management when establishing budgets for the party, and again when submitting requests for deposits. Try these goals: 1. Increase Productivity. In this era of doing more with less, employees tend to burn out faster. Giving them a party as a reward for a year of hard work also allows them to blow off steam and recharge their batteries. 2. Improve Employee Retention. In todays business environment, employees assume the worst. Layoffs are on the way. Salary cuts are coming. Bankruptcy looms. You dont want them thinking theyre on a sinking ship. Since the company Holiday Party is one of the few times the entire organization or department is present together, its an ideal opportunity to reassure the troops that the sky is not falling down. 3. Communicate Goals. The end of the year is a very cathartic time, as people" + "mentally close the book on the past year and are ready to begin another. Use the Holiday Party as a platform for the CEO to communicate company goals for the upcoming year.
" + "D. Get Out of the Office.
Hold your event at a hotel, restaurant, nightclub or any other type of off-premise venue. Heres why: A. If employees are in a different environment, it's much easier for them to shift from work mode to party mode. It also will foster better mingling among employees across departments and cliques. B. Off-premise events get better attendance. When your event is on site, workers tend to linger at their desks after the partys started. C. In-office parties risk damage to the office. Even if your event is in a company cafeteria, people still wander the halls and offices with drinks and food. Keep it clean and go off site.
" + "E. Tight Budget Alternatives.
If you're concerned that going off-premise will be too expensive, consider these options. 1. Rent out a bowling alley and have a bowling party.
" +
"2. Rent out a movie theater and screen one of the many new films that are released in December. Especially if its in the afternoon, the price can be very affordable. A good device is to have a small reception afterward with soft drinks, popcorn (served in bags with your company logo on them) and candy.
" +
"3. Rent out a family style Italian or Chinese restaurant.
" +
"4. Book your space for an afternoon instead of an evening to get a better price. Or, consider holding the event in January when prices have a tendency to come down considerably.
" +
"5. Finally, if you must hold the function in your office, change the ambience. Here are some ideas.
" +
"a. Put votive candles everywhere.
" +
"b. Arrange for a local wine store to set up a wine tasting area.
" +
"c. Bring in interactive entertainment, such as a palm or tarot card reader, caricaturist, roving magician, origami maker, etc.
F. Force the CEO to Speak.
A key part of achieving the events goals entails the boss rallying the troops. Employees are looking for leadership, reassurance and motivation. The CEO (or division head, etc.) should:
" +
"1. Thank everyone for all their hard work during the past year.
" +
"2. Acknowledge any milestones the company reached.
" +
"4. Communicate goals for the following year.
G. Have Senior Management Interact with the Rank & File.
" + "Were talking about the top two or three officers here. They know that their mere presence prevents many employees from letting loose. They want to bond with the troops, yet at the same time they feel the need to be . . . Presidential. Here are some ideas that are bound to win the hearts and minds of the work force. 1. Have the execs get on the dance floor. 2. Arrange for them to bartend for a short period of time. The less they know about bartending the better. (Just make sure professional bartenders shadow them so the drinks are drinkable.) 3. Have them greet guests at the front door. Dont underestimate the power of the CEO looking the company's employees in the eye, shaking their hands, and welcoming them. For some real comic relief, have them wear those peel and stick name tags that read "Hi, My Name is . . . " 4. Have the top brass take turns mixing records in the DJ booth.
" + "H. Having a Party Even if You Laid Off Staff.
" + "Employees understand that when times are good companies expand and add jobs. They also understand that when times are tough, companies often have to cut jobs to stay in business and continue to thrive. To not have a holiday party simply because it might look bad in light of job cuts is underestimate the intelligence of employees. The employees that remain with the company understand that business is business, and they need a holiday party after a tough year. The goal today is to have fewer people accomplish more, and a key strategy for sustaining that level of effort and productivity over the long haul is to have holiday parties, summer outings and other periodic events to pat them on the back, let them catch their breath, and decompress, if only for a few hours, from the frantic pace theyve been put through. If you drive workers hard in this kind of environment without a periodic celebratory break, you risk revolt and a palace coup.
" + "* * *
Thanks to Howard Givner, founder and president of Paint The Town Red, Inc., a special events planning firm based in Manhattan that plans more than 400 events a year. He can be reached at (212) 677-3173, ext. 223, or at hgivner@PaintTheTownRed.net.
" if (tabVal=="2") { content="Be Careful Gauging CapacityIn particular, it is difficult to gauge whether a venue is the right size for your group, merely by asking officials of the facility. And that is a valuable piece of information for a meeting planner to know, when word comes down from above that a fresh, interesting location is desired. " + "
Let's look at a specific hypothetical scenario. Say it's a new product launch, envisioned as a two-hour, theater-style presentation followed by a big reception for about 500 media, customers, and other guests. The message from above is specific: No hotels or conference centers, please. " + "
Sounds like the case for an \"alternative venue\", right? No problem. You brainstorm with your staff and come up with two great ideas: a hot new nightclub and a funky art gallery. " + "
The nightclub is perfect, it seems. It's the trendy, chic place everyone reads about in the gossip columns, but that no one you know is cool enough to get into. During the day, however, it sits empty, and they'd love to host your meeting and reception. " + "
So, the day manager shows you the club's two rooms, one of which has great audio-visual built in and would be perfect for the presentation. The other is gorgeous but seems like it might be tight for the reception. Five hundred people? No problem, he says. Last Saturday night they had 700 in that room dancing up a storm. " + "
Well, he's the manager, right? He should know his own club's capacities, right? " + "
Doubtful. Remember, this nightclub may be able to serve your meeting very capably, but its staffers are not in the meeting mindset, so you have to be careful. " + "
In this case, the nightclub was designed for nightcrawlers to be elbow-to-elbow, dancing, hobnobbing and flirting. Those 700 people probably were packed in a lot tighter than your VIP guests are accustomed to. " + "
In addition, it is unlikely that all 700 nightclub patrons were there at the same time. Maybe 700 people entered during a six-hour time frame, but the most number of people at any given time was 400. " + "
Club managers tend to focus on the number of paying guests on a given night. Don't take their word regarding capacity. Get references from other meetings and receptions held there. Get a floor plan and do the proper analysis yourself. " + "
OK ... The art gallery is next. It has high ceilings, pristine white walls, great lighting, polished hardwood floors, and beautiful modern art on the walls. This could be it. " + "
Having learned your lesson at the nightclub, you brought along the trusty capacity-calculating slide rule that Meeting Professionals International gives its members for free (this alone is worth the dues). You ask for, and get, a floor plan with square footage. You measure it off and confirm its accuracy. The space seems more than ample for your event. Ready to rock-'n'roll? " + "
Not quite. Did you check out the restrooms? Remember the cardinal rule! An art gallery has lots of space - bit it's designed for low traffic, maybe a handful of wealthy collectors and buyers. It ain't K-Mart. " + "
Maybe 500 people could physically fit comfortably in the space, but don't be surprised when you find two bathrooms (not a full men's room and a full ladies room, but two toilets). Two bathrooms are probably plenty during the gallery's normal course of business, but are no match for 500 people who've been sitting through a two-hour presentation and are about to be served drinks. " + "
Along those same lines, a cursory check of pay phones may turn up only two regular telephones at the reception desk. Again, this may be sufficient for the gallery's normal use, but not for yours. And what about a registration area and coat check? You need to earmark space for those things, which may have to be deducted from the gross square footage you've been dealing with. " + "
Getting the point yet? Gauging capacity is of paramount importance and should never be taken from granted, not even at hotels. " + "
Alternative venues offer tremendous advantages in their excitement, privacy and exclusivity. With a little extra homework, there's no reason functions held there shouldn't run just as smoothly as if they were held at hotels. " + "
Knowing what to look for, and understanding how alternative venues define their capacities, can make all the difference in the world.
" } if (tabVal=="3") { content="Making It Work In A Lofty SpaceYour job is to make the meeting just as impactful, and flow jus as seamlessly, as if it were in a hotel. " + "
No problem. You've passed your CMP exam and know all the appropriate seating layouts, the ideal screen-distance ratios, and scores of other details that will make the function come off without a hitch. Right? " + "
Unfortunately, places like this, while being used more and more frequently, just aren't in the manual. Here are some things to watch out for: " + "
* Check out the HVAC (heating, ventilation and air conditioning) systems. That term may be too sophisticated for what you may find, but the bottom line is: Can you control the temperature fairly quickly and quietly? " + "
The time of year will determine to what degree this is an issue. Generally radiators warm up a space far slower than forced-air systems. And window air-conditioning units can be noisy and cool the room's periphery faster than the interior. If the site doesn't have an entry vestible to shield cold air in winter, consider renting industrial space heaters for the entrance, concealing them behind a couple of potted trees. " + "
For accoustics, exposed brick is beautiful, but it will bounce the sound around somewhat. Painted brick is even worse. The harder the service, the more the sound will ricochet around the room. Hardwood floors have the same effect. High ceilings don't help either, because they increase the area the sound must fill and require higher volume output. Consider draping thick fabric along the walls, or hanging fabric from the ceiling for absorbancy. " + "
It pays to spend the money to rent a quality sound system with a knowledgeable technician. If the site is large, rather than having to \"pump up the volume\" to a level that will be too loud for those in the front, have your AV consultant set up a series of smaller speakers staggered along the length of the space to keep the volume consistent. " + "
* Make sure everyone can see the visuals. Does the lighting dim off of a central panel, or do you need to dim a half-dozen switches around the room? It's important to be able to control the level of light uniformly and quickly. You may need to bring in an outside lighting contractor, who can install any type of lighting from simple spot lights to elaborate theatrical systems. " + "
If there are a lot of windows, you may need to black them out by draping in front of them, or by covering them with photographic blackout paper. " + "
If you're bringing in outside lighting, make sure the site's power supply is adequate. Lighting and electrical heaters tend to draw a decent amount of power. Collect power requirements from all outside vendors and fax them to your site contact. If necessary, the site electrician often can run additional lines. If not, you can usually rent a generator and run a cable out to it. " + "
* Consider attendees' telephone needs. How many pay phones are on site? Where are they located in relation to your break areas. If they're not readily apparent, have signage made and advise all staff of their location. Consider bringing in additional phones if needed. The local telephone companies can run lines for you, but it's considerably easier and not much more expensive to rent cell phones. " + "
Don't let this column scare you. Alternative venues like loft spaces are used all the time and they can make for events that guests remember.
" } if (tabVal=="4") { content="Kitchens On The Fly Can WorkWhen it comes time to plan the menu for the continental breakfast, coffee breaks, lunch, reception, etc., your site contact hands you a piece of paper with a list of several caterers on it. These people, he says, have worked here before and know how and where to set up a kitchen. " + "
Set up the kitchen? The implication that there is no fixed kitchen catches you off guard. Upon seeing the quizzical look on your face, the site contact further explains, 'Oh, don't worry. We clear everything out of that big office down the hall and that seems to work just fine.' " + "
Time to panic? Hardly. Welcome to the world of off-premise catering. Experienced off-premise caterers can produce elaborate dinners out of spaces scarcely bigger than a broom closet, with or without running water. And since many alternative venues do not have in-house catering, you may find yourself having to delve into this sooner or later. " + "
The first task is selecting a competent caterer. If the site requires you to use an exclusive caterer, then your search is short indeed. It doesn't mean the exclusive caterer isn't good - it just means you don't have much leverage if you're not happy with what they're providing. " + "
You may be asked to choose from a list of 'approved caterers' that have worked at the site before and have done a good job, not damaging anything, etc. But if you have someone reputable that you 'must' use, plead your case and you may be heard. " + "
If you're given carte blanche by the site to bring in any caterer you want, it may be a mixed blessing. On the one hand it gives you the most flexibility in negotiating price and being able to use someone you have a history with. On the other hand, everyone seems to know a caterer, and you may be inundated with names and phone numbers to research. " + "
Here it's important to distinguish between full-service and drop-off catering. The corner deli likely has a sign on the awning that says 'catering.' That's usually drop-off catering - which, like it sounds, doesn't come with any staff or ancillary service. It's rare that you'll need this type of catering, and if you do use it, understand that you'll be setting out the food and cleaning it all up at the end. " + "
Full-service catering comes with staff that coordinates a wide variety of services, including room set up, waiter service, coat-check operation, clean-up, and break-down. They can arrange for the rental of any equipment that may be on site. There's someone there to make adjustments as your needs change during the course of your meeting and that can prove to be invaluable. " + "
When shopping around, meet with the caterers that you're considering at the venue, if possible. Get references of similar events that they've done on site. Have them offer suggestions on how their staff and menu would work best in those circumstances. Find out how long they've been in business and how much insurance they have. Do a tasting at their office. Equally important is how comfortable you feel with the person you meet. You'll likely be dealing with him or her quite frequently prior to and during the meeting, and it's crucial that the two of you click. Make sure that he or she will be on site during the meeting as well. " + "
Be wary of recommendations from co-workers for individuals who are 'great cooks.' John's Aunt Millie may make a mean lasagna, but that hardly qualifies her to run the food service at your meeting. Likewise, be careful of restaurants that are throwing their hats into the off-premise catering ring as a side business. I prefer to deal with off-premise caterers who do just that and nothing else. Their businesses rise or fall based solely on their performance as caterers. At the corner restaurant, on the other hand, priority number one id the success of the restaurant, not their performance at your meeting. " + "
Good food, believe it or not, is easy to find. Preparing and serving good food in a challenging venue is an art unto itself. Sticking with proven, dedicated professionals is your best bet for a successful, smoothly run, and sumptuous meeting.
" } if (tabVal=="5") { content="When The Client Is WrongFirst, we need to remember that we're professionals at planning meetings and events, and our \"clients\" are not or they wouldn't have hired us. The relationship becomes one of layman and expert, with the layman looking to the expert for guidance. The layman can certainly make suggestions but should ultimately defer to the expert when necessary. " + "
Sometimes the client gets an idea in their head, and there's no talking them out of it. You know deep down that his idea is going to adversely affect the event and will only harm the ability of the event to get across the intended message. How adversely his idea will affect the event will determine how you should respond. " + "
For example, the client (call him Bob) may suggest something that is merely in poor taste from a design or aesthetic point of view. He thinks it'll be neat to dye the mashed potatoes the same shade of pink as on the packaging of the new product he's launching at the meeting. You know it'll be the tackiest thing anyone's ever seen, but it's not going to kill anybody. What do you do? " + "
This is no time to be timid. Bear in mind that when the dyed potatoes don't go over very well, and they won't, Bob will most likely blame you for not warning him that his idea was not a good one. In addition, being the meeting planner, your reputation can only go south from being associated with \"that pink potato idea.\"" + "
Speak up. Tactfully appreciate his creativity, but warn him that with your vast experience you foresee this damaging the goals and image his company really wants to project, and nobody wants that. Do not pass judgement on the person or the idea. Keep the focus of your criticism on the idea as it applies to this particular event only. Position yourself as the guardian of the event's success and integrity. Bob may not like you, but he will respect you. " + "
But Bob's a stubborn sort, and he's real keen on those pink potatoes. Now you've got to state your case more firmly. \"Bob, as your event planner it is my strong personal opinion that the pink potatoes are not appropriate for this event, and I don't want you to come to me after the event saying I didn't warn you. I am now officially warning you. If you still want them, I'll make it happen, but it's against my advice, and I can't be responsible if people complain.\" You ultimately may have no choice but to oversee his pink potato fiasco but at least you've given your client sound advise and have sufficiently covered your butt. " + "
Aesthetic miscues are one thing, however, and functional issues are another. I had a client once that was convinced she could fit 14 people at a 60-inch round table. She penciled in half a dozen overpacked tables on her floor plan. When I tried to tactfully correct her, she said, \"I've seen it done. Stop arguing with me and make it happen.\"" + "
I tried the tactic outlined above. It didn't work. I knew that when guests began arriving it would be a nightmare trying to reconfigure the seating on the spot. I sent her a fax stating that we recommend eight to ten people at a 60-inch round but could squeeze 11 and that she was taking full responsibility for the fallout if she tried to accommodate any more. I refused to execute the event unless she signed the paper. She finally reneged. Making your clients sign off on bad ideas drives home the importance of your point. " + "
Sometimes your client may ask you to do something that you know is a safety risk or presents some major liability exposure, such as passing out Tequila shots to the guests. How do you handle a situation like that if the event is already in progress, and there's no time to draft something in writing? " + "
In those instances, you should pull over one or two witnesses, preferably people who do not work for the client's organization, and state your case in front of them, making darn sure the client understands the magnitude of the situation. Take the names and phone numbers of the witnesses afterwards if the client still insists on going against your advice." + "
Remember that when it comes to events, the client is the layman and you are the expert. Your judgement is sounder than his, and it's your job to find a way to make him accept your better judgement for the event's success. When you present your feedback as coming from an expert, it'll be easier for him to swallow. Your advice is no different than that given to him by a doctor, lawyer, or accountant. He may question it or disagree with it but ultimately he'd be crazy not to accept it.
" } if (tabVal=="6") { content="How to Get the Best Possible PriceBe A Big Fish: Pick a location where you'll likely be one of the larger events they can accommodate, and you'll have better luck with pricing. For example, your 200 person event might mean more to a location that can accommodate up to 250 people than it would to a location that can accommodate 1,500 people. " + "
Minimum Guarantee: Generally, the more you are willing to guarantee, the more flexible the location may be. Bear in mind that you will be responsible for paying for this amount of guests, even if fewer guests show up. " + "
Lead Time: Lead time is the difference between when you inquire about an event and the date of your event. The shorter the lead time the better your pricing may be. Event spaces are perishable commodities, like airline seats, and once your event date goes by the location can not recapture that revenue. Therefore, you'll probably get a better price if you call up when your event is two weeks away as opposed to nine months away. The thinking is that the closer the event date is, the less likely the location will be to rent out their space. The drawback, of course, is that you may not have a lot of availability on short notice, and your event may be locked out of an acceptable location. " + "
Time of Year: Usually the slow months are January, February, July and August, and places will likely be more flexible than in other months. This may not apply to certain locations such as beachfront properties, which may be busy in July and August. " + "
Time of Day/Week: Generally, the afternoons are less expensive than evenings. Sundays are usually less in demand than Saturdays. " + "
Promotional Value of Event: If your event is likely to generate substantial publicity, indicate that to the location and you make get a price break. " + "
Gamble on a New Location: When a new location opens up they usually have very little events 'on the books' and are often flexible with pricing in their first year. The flipside is that you're part of their 'learning curve'. In addition many locations book events before they're open, which is common. Almost all open on schedule; however they cut things very close. If you don't mind a little nail-biting this could be for you.
" } if (tabVal=="7") { content="Know What You Need to BringThe advantage of having to bring in a number of different vendors is that you get to pick the people you want, and they'll be more responsive to your needs and budget. However, this requires a greater degree of oversight and coordination. Disseminating information on a regular basis and establishing clear lines of communication with your vendors is critical. Since they're typically not on site, seemingly simple tasks like arranging for extra chairs at the last minute become tricky. " + "
Be sure to arrange walk-through's of the site with your key vendors, with the site contacts present. Every alternative venue has different specifications, equipment, restrictions and logistical concerns, and it's important that everyone know what they're dealing with ahead of time. " + "
You are unlikely to get some type of comprehensive event outline from the site, particularly if your site contact is not a dedicated event person and has another job there, so it's advisable to do your own. Whenever we plan an off-site function, we print out what we call \"Final Event Instructions\", which has five sections: Timetable, Room Set-Ups, Food & Beverage, Floorplan, and Vendor Information. This is in addition to internal data like attendance lists, guest transportation, etc. Every single event detail goes into the 'Final'. Take nothing for granted. The concept is that the Final should be so self-explanatory that if something should happen to you or any of the key personnel helping to put on the meeting, a monkey can read the Final and stumble along. " + "
Speaking of which, a detailed Final is also a nice self-promoting document to show your boss or, if you're an independent planner, your client. It shows her the tonnage of details that you're on top of, and educates her on the level of professionalism to which you've taken your job. In this era of downsizing and outsourcing it's important to justify your compensation. " + "
In the Timetable section it's just as important to outline pre-event activities, like load-in and set up schedules, as it is to document the timing of the function itself. With many alternative venues you're given just enough set up time to squeeze by, and don't have the luxury of dealing with bottlenecks at the loading dock. Meet with your vendors and site contact, including the guy in charge of the freight elevator or loading dock, and devise an efficient load-in schedule so vendors who need the most set up time arrive first. " + "
The Floorplan is self-explanatory. The Room Set-Ups list the specific type and amount of equipment and furniture to be in each room and how it is to be arranged, listing the rooms in the chronological order that they'll be used. Begin with the entrance to the facility and include details like parking, signage, coat check, etc. The Food and Beverage section lists all food service in the order in which it's to be served. The Vendor Information should contain the company names, contacts, phone numbers, fax numbers and pager numbers of all site personnel and vendors, and a description of the services they'll be providing. Be sure to put the date and time of printing in the footer so there's no confusion about which version of the 'Final' is the most current. " + "
Once your 'Final' is done, fax copies to all key personnel, including your vendor and site contacts, in advance, and update them as the data changes. You may not think the A/V contractor, for example, needs to know what the caterer is doing, but you'd be surprised. Perhaps they'll spot potential load-in or power conflicts you may have overlooked, or point out possible economies of scale. Harness the brainpower of the professionals working with you. Clear lines of communication and the open flow of information are your best safeguards for a successful meeting or event.
" } if (tabVal=="8") { content="Holiday Party Planning TipsThe rule of thumb in the event industry holds that the smart planners have their holiday parties booked and planned by Labor Day. Yeah, sure, it may seem odd to think about planning a winter event while you’re still wearing summer clothes, but if it makes you feel any better, many of the larger holiday events are planned even earlier in the year. " + "
Why? For starters, if you’re thinking of hosting your party outside of your home, the earlier you book a location, the better your choice of dates. Let’s face it: you’ve really got a short window here. Nobody’s around from the December 22nd through New Year’s, and generally Thursdays, Fridays and Saturdays are most desirable, so we’re really only talking about six to nine choice dates. And they’re on a first come, first served basis. " + "
Even if the party’s at your place, it pays to lock in the caterer, rental company, and so on as early as possible, since many of them will only do a certain number of events per night. In addition, by planning early, you force your friends to work their social calendar around your party, not the other way around. " + "
Location, Location, Location " + "
Instead of gathering guests in a confined space, consider taking your group to a Broadway show, with a treat to follow. A modest donation to one of the designated actors’ charities can usually guarantee a personal appearance at a dessert reception afterwards. The Nederlander and Schubert organizations control most of the theaters, so two quick calls will tell you which new shows will be in previews in December, and which newly opened shows have group availability. Certainly the same could be arranged with some of the smaller local theaters; you could even buy out an entire performance and have an after party on the stage! Invitations in the form of Playbills or theater tickets are an added touch. " + "
Food For Thought " + "
How great are those mini rolled up hot towels served at Japanese restaurants, and in first class on airplanes? Why not have them butlered upon arrival at your holiday fete and make a wonderful first impression? " + "
If you’re hosting an at-home event and are serving a buffet, you can create a professional, multi-tiered effect by simply putting some milk crates, boxes, blocks of wood, or anything else sturdy on your table every few feet and loosely draping linen over them. Don’t make it too neat; let the fabric puddle at the bottom a bit. And don’t make the tiers too high either; people need to be able to serve themselves without craning their necks. Then place your serving dishes on the different levels you’ve created. Nestle votive candles and holly sprigs in the wrinkles of the linen, and you’ve got a professional looking buffet. " + "
Nothing excites the senses like an enticing aroma emanating from the kitchen. To create this effect, try serving hot mulled cider directly from a large pot on your stove, with cinnamon sticks floating in it. Yes, in the kitchen, with all the chaos; guests love getting a peek behind the scenes where the action is. " + "
I still haven't figured out why Martini glasses are used to hold beverages. It takes incredible concentration to avoid spilling when walking, and that’s when you’re sober! But they are cool looking and should be used for something else. Trends we’ve seen include mashed potato martinis (a scoop of mashed potato with several different sauces and toppings), and make-your-own-sundae bars (scoop of ice cream or frozen yogurt with, well, use your imagination). " + "
For another dessert idea, try butlering mini-Smores: graham crackers with toasted marshmellows and pieces of chocolate. They can be a tad messy, so you might want to pass those hot towelettes again. " + "
A Flair For The Dramatic " + "
Want to really make your party stand out? Invite an author to read a passage from his or her new book. Whether it’s around your fireplace, with people standing and sitting informally, or in between courses at a restaurant or catering facility, it’s easier than you think. The key is understanding your party’s demographics. Contact literary agents or book publishers and tell them how many guests will be attending your function, what their average ages and backgrounds are, and don’t forget to mention how frequently you all talk about books at your parties and how influential your guests are! In addition, many large book stores stage readings on a regular basis. Just pick up a flyer listing upcoming readings to see who’s actively promoting their new book, and scan for one that might be a good fit for your group. " + "
The only catch is they’ll want to sell some books afterwards, but your guests will love the experience so much that most of them will line up to buy the books after the reading, especially when the author personally autographs them. " + "
Another dramatic idea is to have an unannounced operatic vignette performed during your party. We once hired a quartet of young opera singers who mingled among the crowd as guests during the party. One ‘accidentally’ spilled a drink on another, which prompted a heated argument that suddenly changed from English to Italian opera. Then, from a corner of the room a tenor answered, followed shortly by a soprano from amidst the crowd. The four of them acted out an easy-to-follow scene of jealousy and betrayal. The whole thing only lasted 10 minutes, but the impact lasted the whole party, and was talked about for months after. " + "
Décor That Won't Bore " + "
Almost every home has a large TV, taking up space in one or more of its rooms. Rather than have this big black box be an eyesore, turn it into a conversation piece by playing a holiday themed movie with the sound muted. Make sure to pick one from at least 20 years ago, one that everyone’s seen, evoking that warm, nostalgic holiday feeling with just a brief glance. Two classics are How the Grinch Stole Christmas and It’s A Wonderful Life. Want to get really creative? Hang an empty picture frame from the ceiling in front of the TV, giving it a funky gallery style feel. " + "
Another event planner’s trick is to highlight architectural features such as columns and woodwork with colored lights, which adds tremendous depth and drama to a room. You can do this at home by uplighting your fireplace mantle with a small pin spot on the bottom of each side, pointing upward. Use colored gels across the top of the light fixture for added punch; ambers and golds usually work best and give a warm glow. For optimal results, you can hire a professional event lighting designer, though a theatrical supply store will rent you the necessary equipment if you want to do it yourself. " + "
If you’re having assigned seating, try using snow globes as place cards. They now make one's with slits in the center for photographs, but you could just as easily insert your guests’ names. " + "
And these match well with another fun idea: live fish in fishbowls or vases as table centerpieces. Fill the bottoms with vibrant colors of gravel, surround them with votive candles, which reflect off the glass and water, and you’ve got a real conversation piece. At the end of the party guests can take the fish home; just make sure they’re also given enough fish food to last them until they can make it to the pet store. " + "
Remember, the rule is, there are no rules. If we all aspired to be Emily Post, there would be a lot of boring parties. Be creative and, above all, plan early, and you’re event will be a success. " + "
* * * " + "
Scarsdale Resident Howard Givner is the Founder and President of Paint The Town Red, Inc., a special events planning firm that plans over 400 events a year. (212) 677-3173, ext. 223; hgivner@paintthetownred.net.
" } if (tabVal=="9") { content="Creative Event Venue IdeasWine Cellar Dinner: Many restaurants have wine cellars large enough for small dinner parties where you can often arrange to have each course of a gourmet meal paired with a specific wine. Some wine cellars can even be mysteriously tucked away. " + "
A perfect example is the 21 Club's famed wine cellar built during Prohibition. To get there, guests have to walk through the kitchen and down a flight of stairs. There, the maitre d' removes a thin wire strand from a hook and inserts into a tiny hole in the wall. Something \"clicks\" and a section of the wall opens revealing a large, hidden wine cellar. Guests step over a large pipe and make their way past dusty cases of wine to get to a small clearing where a table for (up to) 12 is beautifully set for dinner. " + "
Interactive Sporting Activity: If your guests are athletically inclined, why not arrange for a basketball game with some retired all-stars like Walt Frazier and Earl Monroe? Customized jerseys and photo opportunities can round out a memorable experience. Budget will dictate whether you rent a local gym, the Meadowlands or Madison Square Garden. For armchair athletes, group tickets to a sporting event can be combined with a pre- or post-game reception at a nearby restaurant or sports bar, again with current or former professional athletes mingling with your guests and posing for pictures. " + "
Madame Tussaud's Wax Museum: There's nothing quite like a party amid the wax replicas of celebrities at this unique museum. You can rent the whole place or just one of the many themed exhibit rooms. Though the rental fee is steep, the fact that your décor and entertainment is virtually built-in makes it easier to digest. This is one venue where celebrity look-alikes will not appear tacky. Logo-imprinted disposable cameras make a perfect gift for guests. Just distribute them at the beginning of the party. " + "
Carnegie Hall: Not many people know about the elegant private room within this famed concert hall, which can be rented for as many as 140 guests for dinner or receptions up to 250. The adjacent Carnegie Hall Museum displays artifacts of the venue's storied performers and interesting history. " + "
Theater and Dessert: Buy a block of tickets to a performance of a Broadway show or musical, or any local theatrical production for that matter. After the show, guests go to a nearby club or restaurant for a dessert reception, where one or two performers from the production come and mingle with your guests and share behind-the-scenes details. Depending on the size of your group, and with some planning, you could arrange to have the reception take place on stage. " + "
Howard Givner is the founder and president of Paint The Town Red, Inc., a special events planning firm based in Manhattan that plans over 400 events per year. He can be reached at 212-677-3173, ext. 223, or by e-mail: hgivner@paintthetownred.net"
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