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Burning Issues Resolved: Event Planning & Management

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Aaron Wolowiec, MSA, CAE, CMP, CTA delivered this presentation during the Association Executives of North Carolina annual meeting on Monday, July 14, 2014, at the Charlotte Marriott City Center in …

Aaron Wolowiec, MSA, CAE, CMP, CTA delivered this presentation during the Association Executives of North Carolina annual meeting on Monday, July 14, 2014, at the Charlotte Marriott City Center in Charlotte, NC.

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  • 9:45-11 a.m.

    Welcome
    Introduce myself
    Poll audience: suppliers vs. planners
    Worksheets
    Encourage participants to pay attention to both the process and the content. This protocol can be useful so we’ll be debriefing it afterwards.
    Also, time is of the essence this morning, so I’ll do my best to keep us on track. Please help me in doing the same.
  • Activity:
    Introduce yourself to your tablemates one by one.
    At minimum, please share your name, role and organization.

    Debrief:
    Consider exchanging business cards before you leave today. You never know when you’ve met your new best friend.
  • The Solution Room is an innovative framework for sharing that will provide you with a brief but powerful personal consulting session on an issue or a topic of your choosing.
  • Please locate the worksheets labeled:
    Worksheet A: Personal Notes
    Worksheet B: Consultation Report
    Worksheets C and D may be set aside for now.
    Write your name at the top of each worksheet.
    Worksheet A: Personal Notes is for personal use only. It may be used to take notes, jot down ideas, record a-ha moments, etc. throughout the session. It will not be shared with anyone.
    Worksheet B: Consultation Report will be used throughout this session and will be passed to a neighbor who will facilitate and record your consulting session.
    At this time, select a timekeeper at your table. This individual will be responsible for watching the clock and ensuring conversation moves according to the allocated timeframes. The running time clock displayed on the PowerPoint presentation will help us ensure everyone remains on track.
  • For three minutes, you will work quietly by yourself at your table.
    Using Worksheet B: Consultation Report, reflect on your current meetings, task list, long-term projects and relationships.
    Identify a single workplace or event planning/management challenge about which you would like guidance or advice from your tablemates.
    Write this challenge on Worksheet B: Consultation Report in the box labeled, “one challenge about which I would like guidance/advice.”
    [Advance this slide and allow the three minutes to count down.]
  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • Now, pass Worksheet B: Consultation Report to the person on your right.
    Take no more than 90 seconds to explain to this person what exactly you meant by what you wrote down.
    Take another 90 seconds to learn from the person on your left what was meant by what he or she wrote down.
    [Advance this slide and allow the three minutes to count down.]
  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • One participant is selected to start the consultation round (this process will continue clockwise until everyone’s had an opportunity to speak).
    This individual (the recorder) reads aloud the challenge his or her neighbor wrote down on Worksheet B: Consultation Report (which he or she is now holding).
    Once the statement has been read aloud, the group is to provide feedback, suggestions and recommendations about this challenge for no more than five minutes (think: group consultation).
    During this time, the recorder who read the statement aloud should jot down as much information provided by the group as possible.
    This advice should be recorded on Worksheet B: Consultation Report in the section labeled “crowd sourced ideas that address this challenge.”
    Meanwhile, everyone else should engage actively in discussion.
    The person who wrote the statement is encouraged to listen, participate in discussion and take his or her own notes on Worksheet A: Personal Notes.
    [Advance this slide and allow the five minutes to count down.]
  • [Once the five minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • [Once the five minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • [Once the five minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • [Once the five minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • [Once the five minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • One participant is selected to start the consultation round (this process will continue clockwise until everyone’s had an opportunity to speak).
    This individual (the recorder) reads aloud the challenge his or her neighbor wrote down on Worksheet B: Consultation Report (which he or she is now holding).
    Once the statement has been read aloud, the group is to provide feedback, suggestions and recommendations about this challenge for no more than five minutes (think: group consultation).
    During this time, the recorder who read the statement aloud should jot down as much information provided by the group as possible.
    This advice should be recorded on Worksheet B: Consultation Report in the section labeled “crowd sourced ideas that address this challenge.”
    Meanwhile, everyone else should engage actively in discussion.
    The person who wrote the statement is encouraged to listen, participate in discussion and take his or her own notes on Worksheet A: Personal Notes.
    [Advance this slide and allow the five minutes to count down.]
  • [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • One participant is selected to start the consultation round (this process will continue clockwise until everyone’s had an opportunity to speak).
    This individual (the recorder) reads aloud the challenge his or her neighbor wrote down on Worksheet B: Consultation Report (which he or she is now holding).
    Once the statement has been read aloud, the group is to provide feedback, suggestions and recommendations about this challenge for no more than five minutes (think: group consultation).
    During this time, the recorder who read the statement aloud should jot down as much information provided by the group as possible.
    This advice should be recorded on Worksheet B: Consultation Report in the section labeled “crowd sourced ideas that address this challenge.”
    Meanwhile, everyone else should engage actively in discussion.
    The person who wrote the statement is encouraged to listen, participate in discussion and take his or her own notes on Worksheet A: Personal Notes.
    [Advance this slide and allow the five minutes to count down.]
  • Please begin consultation round number three.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number three.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number three.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number three.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number three.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • One participant is selected to start the consultation round (this process will continue clockwise until everyone’s had an opportunity to speak).
    This individual (the recorder) reads aloud the challenge his or her neighbor wrote down on Worksheet B: Consultation Report (which he or she is now holding).
    Once the statement has been read aloud, the group is to provide feedback, suggestions and recommendations about this challenge for no more than five minutes (think: group consultation).
    During this time, the recorder who read the statement aloud should jot down as much information provided by the group as possible.
    This advice should be recorded on Worksheet B: Consultation Report in the section labeled “crowd sourced ideas that address this challenge.”
    Meanwhile, everyone else should engage actively in discussion.
    The person who wrote the statement is encouraged to listen, participate in discussion and take his or her own notes on Worksheet A: Personal Notes.
    [Advance this slide and allow the five minutes to count down.]
  • Please begin consultation round number four.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number four.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number four.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number four.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number four.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • One participant is selected to start the consultation round (this process will continue clockwise until everyone’s had an opportunity to speak).
    This individual (the recorder) reads aloud the challenge his or her neighbor wrote down on Worksheet B: Consultation Report (which he or she is now holding).
    Once the statement has been read aloud, the group is to provide feedback, suggestions and recommendations about this challenge for no more than five minutes (think: group consultation).
    During this time, the recorder who read the statement aloud should jot down as much information provided by the group as possible.
    This advice should be recorded on Worksheet B: Consultation Report in the section labeled “crowd sourced ideas that address this challenge.”
    Meanwhile, everyone else should engage actively in discussion.
    The person who wrote the statement is encouraged to listen, participate in discussion and take his or her own notes on Worksheet A: Personal Notes.
    [Advance this slide and allow the five minutes to count down.]
  • Please begin consultation round number five.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number five.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number five.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number five.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number five.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • One participant is selected to start the consultation round (this process will continue clockwise until everyone’s had an opportunity to speak).
    This individual (the recorder) reads aloud the challenge his or her neighbor wrote down on Worksheet B: Consultation Report (which he or she is now holding).
    Once the statement has been read aloud, the group is to provide feedback, suggestions and recommendations about this challenge for no more than five minutes (think: group consultation).
    During this time, the recorder who read the statement aloud should jot down as much information provided by the group as possible.
    This advice should be recorded on Worksheet B: Consultation Report in the section labeled “crowd sourced ideas that address this challenge.”
    Meanwhile, everyone else should engage actively in discussion.
    The person who wrote the statement is encouraged to listen, participate in discussion and take his or her own notes on Worksheet A: Personal Notes.
    [Advance this slide and allow the five minutes to count down.]
  • Please begin consultation round number six.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number six.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number six.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number six.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • Please begin consultation round number six.
    [Once the five minutes have expired, advance this slide.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • When the consultation round has concluded, each Worksheet B: Consultation Report should be passed back to its owner.
    Take the next few minutes to review the guidance/advice you received.
    Identify one actionable item that best supports your challenge and can reasonably be explored within the next 30 days.
    Write down your chosen action item at the bottom of Worksheet B: Consultation Report in the box labeled, “item to be explored within 30 days.”
    [Advance this slide and allow the three minutes to count down.]
  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • Following this session, use Worksheet C: Strategic Planning to help refine or add to your list of action items.
    Record the resources you’ll need to complete these action items.
    Fill in a completion date for each action item to reinforce your momentum.
  • Choose an accountability partner.
    Together identify solutions to roadblocks or challenges that may arise within the next month.
    Record the name/contact information for this individual on Worksheet C: Strategic Planning.
    At a minimum, check in with one another via phone or email twice (by July 28 & Aug. 11).
  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.
  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • [Once the three minutes have expired, advance the slide and begin reading the next set of instructions.]

    Facilitator note:
    During this countdown, roam the room, check in with each group and answer questions as they arise.

  • Evaluate for time. – Does anyone want to share their action item?
    Let’s take a time out now to debrief the Solution Room process.
  • 11 a.m.

    In the meantime:

    Let me know if you have any questions or feedback about this session.
    You should have received a copy of my promotional brochure; however, you may also pick up my business card before you leave today.
    If you leave me your business card at the end of this session, I’ll share with you:
    Slide deck
    Subscription to monthly enewsletter
    You’ll note on this slide a variety of ways we can keep in touch. Feel free to subscribe to our blog – or any of our social media channels.
    Thank you for participating in this session. I hope you found it valuable.
  • Transcript

    • 1. Event Planning & Management
    • 2. • Innovative framework for sharing • Personal consulting session • Issue or topic of importance to you
    • 3. • Locate/separate the worksheets: • Follow along as we review the instructions • Write your name at the top of each worksheet • Be cognizant of the time
    • 4. • Working by yourself, reflect on your current: – Meetings – Task list • Identify a single event planning/management challenge about which you would like guidance or advice from others. • Write this challenge on in the box provided. – Long-term projects – Relationships
    • 5. 09000 3 87654321520 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Meetings Challenge
    • 6. 09000 2 87654321510 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Meetings Challenge
    • 7. 09000 1 87654321500 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Meetings Challenge
    • 8. • Now, pass your to the person on your right. • Quickly explain to your neighbor what exactly you meant by what you wrote down. • Learn from the person on your left what was meant by what he or she wrote down.
    • 9. 09000 3 87654321520 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Clarify Your Challenge
    • 10. 09000 2 87654321510 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Clarify Your Challenge
    • 11. 09000 1 87654321500 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Clarify Your Challenge
    • 12. • RECORDER: Reads aloud the challenge to the table. • TABLEMATES: Provide feedback, suggestions and recommendations about this challenge. • RECORDER: Documents the conversation on . • COUNSELED PARTICIPANT: Listens, converses and takes notes via .
    • 13. 09000 5 87654321540 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 1
    • 14. 09000 4 87654321530 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 1
    • 15. 09000 3 87654321520 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 1
    • 16. 09000 2 87654321510 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 1
    • 17. 09000 1 87654321500 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 1
    • 18. • RECORDER: Reads aloud the challenge to the table. • TABLEMATES: Provide feedback, suggestions and recommendations about this challenge. • RECORDER: Documents the conversation on . • COUNSELED PARTICIPANT: Listens, converses and takes notes via .
    • 19. 09000 5 87654321540 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 2
    • 20. 09000 4 87654321530 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 2
    • 21. 09000 3 87654321520 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 2
    • 22. 09000 2 87654321510 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 2
    • 23. 09000 1 87654321500 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 2
    • 24. • RECORDER: Reads aloud the challenge to the table. • TABLEMATES: Provide feedback, suggestions and recommendations about this challenge. • RECORDER: Documents the conversation on . • COUNSELED PARTICIPANT: Listens, converses and takes notes via .
    • 25. 09000 5 87654321540 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 3
    • 26. 09000 4 87654321530 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 3
    • 27. 09000 3 87654321520 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 3
    • 28. 09000 2 87654321510 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 3
    • 29. 09000 1 87654321500 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 3
    • 30. • RECORDER: Reads aloud the challenge to the table. • TABLEMATES: Provide feedback, suggestions and recommendations about this challenge. • RECORDER: Documents the conversation on . • COUNSELED PARTICIPANT: Listens, converses and takes notes via .
    • 31. 09000 5 87654321540 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 4
    • 32. 09000 4 87654321530 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 4
    • 33. 09000 3 87654321520 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 4
    • 34. 09000 2 87654321510 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 4
    • 35. 09000 1 87654321500 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 4
    • 36. • RECORDER: Reads aloud the challenge to the table. • TABLEMATES: Provide feedback, suggestions and recommendations about this challenge. • RECORDER: Documents the conversation on . • COUNSELED PARTICIPANT: Listens, converses and takes notes via .
    • 37. 09000 5 87654321540 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 5
    • 38. 09000 4 87654321530 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 5
    • 39. 09000 3 87654321520 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 5
    • 40. 09000 2 87654321510 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 5
    • 41. 09000 1 87654321500 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 5
    • 42. • RECORDER: Reads aloud the challenge to the table. • TABLEMATES: Provide feedback, suggestions and recommendations about this challenge. • RECORDER: Documents the conversation on . • COUNSELED PARTICIPANT: Listens, converses and takes notes via .
    • 43. 09000 5 87654321540 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 6
    • 44. 09000 4 87654321530 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 6
    • 45. 09000 3 87654321520 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 6
    • 46. 09000 2 87654321510 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 6
    • 47. 09000 1 87654321500 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Consultation Round 6
    • 48. • Each should be passed back to its owner. • Take the next few minutes to review the guidance/advice you received. • Identify one actionable item that best supports your challenge and can reasonably be explored within the next 30 days. • Write your chosen action item at the bottom of .
    • 49. 09000 3 87654321520 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Action Items
    • 50. 09000 2 87654321510 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Action Items
    • 51. 09000 1 87654321500 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Action Items
    • 52. • Following this session, use to help refine or add to your list of action items. • Record the resources you’ll need to complete these action items. • Fill in a completion date for each action item to reinforce your momentum.
    • 53. • Choose an accountability partner. • Together identify solutions to roadblocks or challenges that may arise within the next month. • Record the name/contact information for this individual on . • At a minimum, check in with one another via phone or email twice (by & ).
    • 54. 09000 3 87654321520 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Accountability Partners
    • 55. 09000 2 87654321510 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Accountability Partners
    • 56. 09000 1 87654321500 04 98765432103 9876543210987654321021 987654321098765432100Hours Minutes Seconds Accountability Partners
    • 57. (616) 710-1891 aaron@eventgarde.com www.eventgarde.com www.aaronwolowiec.com

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