Events that Wow!
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Rena Puebla, Owner, Coast Concierge Service
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Events that Wow!
- 1. Events that Wow! How to Plan for Large Community Events
- 5. ❖ Important Aspects of Event Planning ❖ Fancy → Budget Friendly ❖ Quality Service ❖ Tips to Success ❖ Resources 5 Overview
- 6. What is Event Planning/ Special Events? 6
- 7. City of Los Angeles: “Activities that create unusual traffic impacts different from the typical day.” DHS’s FEMA’s Independent Study Program on Special Event Planning: “In general, a special event is defined as a nonroutine activity within a community that brings together a large number of people.” 7 What is Event Planning/ Special Events? Cambridge Dictionary: “The task of planning large events such as conferences, trade shows, and parties.”
- 8. What are some events in your community that you would like to take to the next level? ? 8 Please type your answers in the chat box!
- 9. My Golden Rule of Event Planning BE ORGANIZED AND RESPECTFUL 9
- 10. 3 Basic Steps of Planning a Great Event 1. Site inspections are crucial. Take notes and pictures. 2. Do your homework on logistics and layouts. How will the guests be entering and exiting? 3. Meet with your team. Work well with your team. 10
- 11. What was a major challenge in a previous event? What could have prevented that? ? 11 Please type your answers in the chat box!
- 12. Important Aspects of Event Planning Security Risk Management Community 12
- 13. SECURITY 13
- 15. COMMUNITY 15
- 16. FANCY → BUDGET FRIENDLY 16
- 17. 17 Partnering Within the Community
- 18. Venue Site Inspection TAKE NOTES! Take detailed notes and photos to go back and reflect on later. REMEMBER… You cannot pick a venue until after you meet with your client to discuss where the event will be held, the number of guests expected to attend, and what they envisioned and what their expectations are. Do It Right If you cannot do something right, either don’t do it or scale it down to make it fit within your budget. Your goal should be to give your guests an experience they will remember. Consider… Flow of traffic Event activities Working outlets? Parking! Weather 18
- 19. MENU 19
- 22. 22 The Importance of Debriefing
- 23. 23 Practical Tips to Success! LINE UP WITH PROFESSIONAL VENDORS
- 24. What are some tips that have helped you to be successful? ? 24 Please type your answers in the chat box!
- 25. RESOURCES 25
Editor's Notes
- My name is Rena Puebla and I am the owner of Coast Concierge Service, Inc. in Costa Mesa, CA. I have been in the industry for over 30 years creating extraordinary events for corporate, social, and community. I am also the author of The Wow Factor, a tell-all book I wrote on event planning.
- Would including brief background info on event industry help to understand budgeting better for those who don’t know?
- Read slide. Cambridge Dictionary definition is for EVENT PLANNING
- 1 MINUTE for discussion, 1 for posting. “ANY QUESTIONS?”
- My number one rule of event planning is to be organized and to be kind to all suppliers. Without the suppliers, it will not be a well produced event. In addition, you need to have a well-organized plan that you can follow through with.
- Look at site in the perspective of other people. I have 3 basic steps to planning a successful event. Do a site inspection. Make sure that you are on the same page as your client. Do your homework on logistics and layout. The first question I ask when I visit a site is “how/where will the guests be entering and exiting?” Meet with your team. Work well with your team. Another thing I do to ensure that each event will be a great one is take notes. Taking detailed and extensive notes is something that many clients may forget and could be the difference between a well planned and successful event or a disorganized event.
- 1 MINUTE for discussion, 1 MINUTE for typing “ANY QUESTIONS?” Rena’s personal example of worst case scenario and how she recovered, etc.
- Security and Risk Management are both topics that I feel do not get the attention they deserve. The are both especially important now with tragic occurrences happening so often. The Community is another important aspect of event planning that does not get enough recognition.
- Extremely large events can be target of terrorist attacks, so as the event planner, you always need to be prepared. Always think 10 steps ahead. Listen to your gut; this way you will avoid things going wrong. It is your responsibility to implement necessary precautions just in case of the worst case scenario. Attacks don’t just mean terrorist attacks, but they can be random acts of violence. Public open spaces are often targets for attacks involving vehicles. The Joint Counterterrorism Assessment Team (JCAT), a collaboration by the National Counterterrorism Center, Department of Homeland Security, the FBI, and state, local, tribal, and territorial government personnel, developed a product in March 2018 as part of their First Responder Toolbox. This addition to the First Responder Toolbox is intended to assist public safety personnel, security personnel, and other event stakeholders in understanding and implementing protective measures to protect crowds at open-access events, especially those that may have limited security support. It was created to accommodate a variety of locations and venue sizes. I highly encourage everyone to read the document while preparing for any community event. It can be found when Googling “First Responder’s Toolbox.”
- Do a Risk Assessment! What are loopholes that could jeopardize the event? Insurance! Make sure you build a good relationship with your insurance provider. Does the security provider (if you’re using an outside source) have insurance? If you’re using an outside source, make sure they submit their insurance months prior to the event. Have your legal department go over their insurance policy. What kind of insurance do you need? Usually dictated to what type of coverage you will need once you lay the plan out with your insurance company. Be 100% clear on what type of coverage your insurance will need to provide. PROVIDE PERSONAL EXAMPLE RELATING TO INSURANCE
- You have to bring the community in. Whether this is the police, fire station, sanitation, etc., they are the key in keeping your guests safe and helping the event to run smoothly. City Hall Make sure that you build a great relationship with city hall if you are doing community events. It is a good idea to check with your city what sound ordinances are within that zone.
- Anything can be replicated with more affordable items to keep costs low. For example, using a more cost efficient type of chair or table is the same as using a more expensive type of chair or table. It will be the same thing but served in a different container, something that many people forget about. Another thing to consider is relationships with companies within (or outside of) your community that will work with your budgets. A popular item at events has been photo booths, which can be quite pricey. If it is not possible to budget for a photo booth, consider a photo wall. It would be the same outcome but more budget friendly, since it does not require a set to be built for it or a fancy photo taking device.
- It can be cost efficient to partner with larger corporations within the community because they can help with costs, donate, and volunteer employees. Corporations today are very open with volunteering their employees to give back to the community they work in. This is also great exposure for the company so it is a win-win situation for both parties. It is a good idea to reach out to larger corporations since there is a higher chance that they will be able to give more to the event. An important thing to take note of when asking companies to participate in your community event is to make sure to be there for them and help them out when they are in need. This partnership goes both ways. So, for example, if they have a nonprofit organization, it could be helpful to have a few Parks & Recreation employees help out at an event the company hosts.
- It is important to have an understanding of the venue, especially when it comes to deciding the layout and decor for the event. Consider the flow of traffic within the venue and the event activities. Look for electrical outlets and ask the venue staff to check if they are working. Parking is a big deal because vendors will need spots close to the venue’s entrance or exit, and guests will need a safe area to leave their cars. Weather may be a factor in venue set up if the event is going to be taking place outdoors. If the weather is too hot, guests may suffer from dehydration and if it’s too cold, guests may experience frostbite or hypothermia. For example, Coachella festival goers suffered from dehydration and heatstroke, along with exhaustion. It may be worth considering having emergency services on stand by, depending on the length of the event. Double check with the police or fire departments if you think you might need additional permits! For example, having a grill may require inspection by the fire department and will be an additional cost your client will have to pay. Take detailed notes and photos to go back and reflect on later. You cannot pick a venue until after you meet with your client to discuss where the event will be held, the number of people expected to attend, and what they envisioned and what their expectations are. If they cannot give you a specific answer, ask as many questions as possible. If you cannot do something right, either don’t do it or scale down to make it fit within your budget because your goal should be to give guests an experience they will remember. If the experience isn’t going to be good, then forget it. Negativity goes a lot further than positivity.
- Everything depends on the theme! The food needs to correspond with the theme to make it a cohesive event. Be careful on what you want and make sure to check your budget to see if it is realistic for feeding however many people are attending the event. 3 key things on wowing with the menu is to ensure that the temperature is right, the food smells like it should, and that the presentation is pleasing to the eye. The presentation will make or break the Wow Factor. Food is the most important item to budget. It has always been the most expensive part of any event budget.
- Make sure that as you’re planning the event, you’re constantly having small training sessions to make sure that everyone’s on the same page
- A key business practice is to not talk down on anyone. This is something I live by. It is crucial to be friendly and respectful to everyone you come in contact with because you never know who they are and who they know.
- After an event, always meet or call your client to do a recap of the event. Sending an email is not as personable, however, you always follow up with a call or a meeting date. Discuss what their likes were, what area they think it could have been better, what concerns they might have had, etc.
- My number one tip is to line up with professional vendors. This has been my key to success over the years. Like I mentioned before, be kind to everyone. Don’t ever look down on others because you think they’re beneath you.
- 1 MINUTE for discussion, 1 MINUTE for posting. “ANY QUESTIONS?” Anything else Rena wants to share that she hasn’t.
- I have a book titled “The Wow Factor” available for sale on Amazon, where I share everything I have learned in the past 33 years of my career. Network with other Parks & Recreation employees in other areas of the county. For example, I think Central Park does amazing events; that would be a great resource for any Parks & Recreation event. The best way to plan a successful event is to be open to learn as much as you can within the field. I think it is important to do your homework on events and new ideas from other respectable planners within the industry. But also be open to different experiences.
- LAST SLIDE Talk until a few minutes before webinar ends (5 minutes max.)