2013 event planning guide

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What: Event Planning Guide

Presented by: The Charleston Regional Business Journal

Details: Presented annually for the past 16 years, the Event Planning Guide is the go-to publication for event planners in the Charleston area.

Dont miss: Each edition includes great planning tools, including checklists and directories. The guide also

includes articles that look at the latest trends.

In this issue: Negotiating event costs; making technology work for you.

Designed as a versatile venue for events of all shapes and sizes, Montague Terrace promises to host your next function in style. Montague Terraces blend of chic interiors, state-of-the-art capabilities, innovative catering, and exceptional services will accent your event with the modern elegance it deserves. Montague Terrace is LEED Silver Certified by the U.S. Green Building Council, making it one of the largest LEED certified special event venues in the Charleston area.

Founded in 1741 by Henry Middleton as the headquarters for his net-work of South Carolina rice plantations, Middleton Place has witnessed Revolution, Civil War, hurricanes and an earthquake, and today serves as a testament to the refined tastes of colonial Low Country planters and the hard work and sacrifice of the men and women, both slave and free, who built our nation. The French-style formal gardens the oldest landscaped gardens in America are as breathtaking as ever, encompassing intimate, azalea-lined garden rooms, water features, artistic statuary and long camellia alles leading to the Ashley River. The House Museum is filled with objects of acute elegance, and interprets four generations of the politically-active Middleton family. In the Plantation Stableyards, interpretive artisans demonstrate the skilled trades once practiced by the plantations enslaved population and heritage-breed livestock roam the fields. Nearly all 65 acres of this National Historic Landmark can be transformed to fit the needs of any group or wedding reception, and the nearby Inn at Middleton Place provides relaxing accommodations and full service meeting facilities in an atmosphere of unsurpassed natural beauty. Complete food service specializing in Low Country cuisine and classic Southern cocktails are available from the Middleton Place Restaurant. Clients can rely on the Special Group Services team at Middleton Place to ensure every detail is covered and every expectation met to create a truly memorable experience for your guests.

Production Design Associates (PDA), is a locally owned and operated event production company that has become a leader in providing lighting, sound, staging, set design and projection services. Founded in 1991, PDAs growth has guided the company into three main disciplines - event production, custom scenic decor and hotel A/V. The companys success comes from its atten-tion to detail, innovative designs, skilled technicians and expansive inventory. PDA believes that continued success is based on a drive to develop long-lasting business relationships through a commitment to quality work and excellent customer service. With live events, you only have one chance to get it right. PDA understands this sentiment, and so does their clientele. The White House, G8 Summit, CNN, Boeing, National Governors Conference, BMW, Spoleto Festival, Senators John Kerry and John McCain, Governor Mitt Romney, Arthur Ravenel Jr. Bridge Gala and Embassy Suite Hotels are just a sampling of the customers that have depended on PDA to fulfill their event needs. Find out why clients trust PDA to handle the technical details. One company, many solutions.

About our Sponsors

Youre invited!

2 2013 Event Planning Guide | www.charlestonbusiness.com

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Event Planning Guide Editor - Licia Jackson [email protected] 803.726.7546

Managing Editor - Andy Owens [email protected] 843.849.3142

Senior Copy Editor - Beverly Barfield [email protected] 843.849.3115

Staff Writer - Liz Segrist [email protected] 843.849.3119

Senior Graphic Designer - Jane Mattingly [email protected] 843.849.3118

Graphic Designer - Andrew Sprague [email protected] 843.849.3128

Account executivesSenior Account Executive - Sue Gordon [email protected] 843.849.3111

Senior Account Executive - Robert Reilly [email protected] 843.849.3107

Account Executive - Sara Cox [email protected] 843.849.3109

Account Executive - Bennett Parks [email protected] 843.849.3126

President and Group Publisher - Grady Johnson [email protected] 843.849.3103

Vice President of Sales - Steve Fields [email protected] 843.849.3110

Creative Director - Ryan Wilcox [email protected] 843.849.3117

Director of Audience Development - Rick Jenkins [email protected] 864.235.5677, ext. 112

Event Manager - Kathy Allen [email protected] 843.849.3113

Audience Development & IT Manager - Kim McManus [email protected] 843.849.3116

Audience Development Specialist - Jessica Smalley [email protected] 864.235.5677 ext. 116

Special Projects Assistant - Melissa Verzaal [email protected] 843.849.3104

Event Planner - Jacquelyn Fehler [email protected] 864.235.5677, ext. 113

Accounting Manager - Vickie Deadmon [email protected] 864.235.5677, ext. 100

custom mediA divisionDirector of Business Development - Mark Wright [email protected] 843.849.3143

Account Executive - Rene Piontek [email protected] 843.849.3105

South Carolinas Media Engine for Economic Growth

sc Business Publications LLc A portfolio company of Virginia Capital Partners LLC

Frederick L. Russell Jr., Chairman

The entire contents of this newspaper are copyright by SC Business Publications LLC with all rights reserved. Any reproduction or use of the content within this pub-

lication without permission is prohibited. SCBIZ and South Carolinas Media Engine for Economic Growth

are registered in the U.S. Patent and Trademark Office.

18 Business Events& Fundraisers

Contentsepg4

Corporate Meetings & Conventions

26 Lifestyle

34 List & Directories

Sponsored by Sponsored by

South Carolinas Media Engine for Economic Growth

Event Planning Guide Editor - Licia Jackson [email protected] 803.726.7546

Managing Editor - Andy Owens [email protected] 843.849.3142

Senior Copy Editor - Beverly Barfield [email protected] 843.849.3115

Staff Writer - Liz Segrist [email protected] 843.849.3119

Senior Graphic Designer - Jane Mattingly [email protected] 843.849.3118

Graphic Designer - Andrew Sprague [email protected] 843.849.3128

Account executivesSenior Account Executive - Sue Gordon [email protected] 843.849.3111

Senior Account Executive - Robert Reilly [email protected] 843.849.3107

Account Executive - Sara Cox [email protected] 843.849.3109

Account Executive - Bennett Parks [email protected] 843.849.3126

President and Group Publisher - Grady Johnson [email protected] 843.849.3103

Vice President of Sales - Steve Fields [email protected] 843.849.3110

Creative Director - Ryan Wilcox [email protected] 843.849.3117

Director of Audience Development - Rick Jenkins [email protected] 864.235.5677, ext. 112

Event Manager - Kathy Allen [email protected] 843.849.3113

Audience Development & IT Manager - Kim McManus [email protected] 843.849.3116

Audience Development Specialist - Jessica Smalley [email protected] 864.235.5677 ext. 116

Special Projects Assistant - Melissa Verzaal [email protected] 843.849.3104

Event Planner - Jacquelyn Fehler [email protected] 864.235.5677, ext. 113

Accounting Manager - Vickie Deadmon [email protected] 864.235.5677, ext. 100

custom mediA divisionDirector of Business Development - Mark Wright [email protected] 843.849.3143

Account Executive - Rene Piontek [email protected] 843.849.3105


2013 Event Planning Guide | www.charlestonbusiness.com

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4 2010 Event Planning Guide | www.charlestonbusiness.com4 2010 Event Planning Guide | www.gsabusiness.com4 2013 Event Planning Guide | www.charlestonbusiness.com

Negotiating event costs 5

Proper attire: a pictorial guide to dressing appropriately 8

How to make your business event work for you 10

New technology 11

Technical worksheet 12

Corporate event planning checklists 13

Emergency kit 17

Convention planning checklists 16

corporate meetings & conventions



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Creating a thorough budget and being prepared for the unexpected are two key pieces of advice for event planners organizing corporate meetings and conventions.

Nicole Garrigan, an independent meeting planner based in Charles-ton, recommends finding a bud-get template online and creating a baseline budget that accounts for as many costs as possible.

Keep those fundamental basics intact and have a contingency fund for the unexpected, she said.

Make sure to ask for all-inclusive pricing that includes taxes, gratuities and any fees. Find out if your event needs a permit a good bet for an

outdoor event and if you need to se-cure insurance or additional security.

You dont want to be caught off guard by these unexpected expenses or even a fine if you havent se-cured the necessary permits.

Sponsorships can help offset many of the costs associated with conventions, meetings and confer-ences. Garrigan recommends work-ing closely with the marketing and development team to brainstorm companies that are a good fit for a sponsorship.

Companies have resources that can benefit you and your confer-ence, she said. There might be a company that wants to sponsor your event, and they have a great rela-

tionship with a beverage company so they want to sponsor all the food and beverage for the conference.

Garrigan said the trick is having a great line of communication with the development team so it can ex-press the event needs to potential sponsors. Share the event plan and budget with the team and theyll have that in mind as they are looking for prospective sponsors, she said.

Developing solid relationships with vendors is another way to en-sure youre getting a fair price and quality service.

Seek out vendors who you feel can become part of your team and have a great relationship with those people, Garrigan said. If theyre fa-

miliar with your project and youve spent time investing in those rela-tionships, they will be more willing to work with you on costs.

This is particularly important for an ongoing event. Vendors who know youll need their services year to year may be inclined to offer bet-ter deals on pricing, Garrigan noted.

Those good relationships also mean less negotiating on your end because you know youre getting a fair price, she said.

At the same time, especially for a first-time event or if youre enter-ing a new market, do your research and know the fair market value for a service, Garrigan said. She even calls her counterparts in the industry to

Building relationships:Being flexible keeps corporate meeting budgets on track

By Holly Fisher



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find out what they are paying.Another piece of building rela-

tionships is rewarding good service. When planning larger corporate events and conferences, Garrigan makes notes of people who have been particularly helpful, such as bartenders or the hotel staff that sets up the rooms. Knowing her client has budgeted for additional gratu-ities, Garrigan can make recommen-dations on who should get a bonus.

Particularly if youre trying to build something sustainable, you have to budget for those gratuities and know that youve thanked peo-ple and appreciate their hard work,

Garrigan said. You want to build that rapport.

Other local event specialists suggest using event planners and coordinators to keep the budget in check. Their experience in planning events can be useful when it comes to making sure youve covered all the bases.

Plus, because of the volume of work they do, event planners have more negotiating power with ven-dors, pointed out Lauren Fox, own-er of Fox Events.

When you have a planner help-ing you stay in your budget, it will help you save, she said.

Maryann Hoyt, owner of The Event Cooperative, said many peo-ple do the planning and negotiating on their own but end up comparing apples to rotten oranges.

You have to assess each estimate carefully to ensure they are truly the same and meeting your event needs.

You have to weigh the pros and cons of each estimate, Hoyt said. Do you want to be handheld by vendors or have them just walk in and walk out?

Being flexible is another way to cut event costs without sacrificing the overall program.

Consider the time of year. Charleston, for example, is busy with tourists in July and August, but not as busy for events. Fox noted summer is a good time to book a venue or hotel for an event and get some lower rates. The same goes for January and February, which are slower event months so hotels, venues and caterers are more likely to negotiate.

Also thinking outside the box when it comes to event space is helpful. Garrigan suggests looking to colleges and universities for ven-ues, which are often less expensive than hotels.


8 2013 Event Planning Guide | www.charlestonbusiness.com 2013 Event Planning Guide | www.charlestonbusiness.com

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WHITE TIEmen: Black tailcoat; matching trousers with a single stripe of satin or braid; white pique wing-collared shirt with stiff front; white vest; white bow tie; white or gray gloves; black patent leather shoes; black dress socksWomen: Formal, floor-length evening gown

BLACK TIEmen: Black tuxedo jacket and matching trousers; for-mal (pique or pleated-front) white shirt; black bow tie (silk, shiny satin or twill); vest or black cummerbund to match tie; dressy suspenders to ensure a good fit (optional); black patent leather shoes; black dress socks; no gloves. In the summer or on a cruise: white dinner jacket; black tuxedo trousers; and other black-tie wardrobe.Women: Formal, floor-length evening gown or short, dressy cocktail dress

BLACK TIE-OPTIONALmen: Either a tuxedo (see Black Tie) or a dark suit; white shirt; conservative tieWomen: Formal, floor-length evening gown; short, dressy cocktail dress; or dressy separates

CREATIVE BLACK TIEmen: Tuxedo combined with trendy or whimsical items such as a black shirt or a matching colored or patterned bow tie and cummerbund; black patent leather or dressy black leather shoes; black socksWomen: Formal, floor-length evening gown; short, dressy cocktail dress; or dressy separates, any of which can be accessorized with items such as a feather boa, colorful shawl or colorful jewelry

SEMIFORMALmen: Dark, dressy business suit (usually worsted wool) with matching vest (optional); white shirt; conservative tie; dressy leather shoes; dark dress socksWomen: Short afternoon or cocktail dress; or long dressy skirt and top

FESTIVE ATTIREmen: Seasonal sport coat or blazer in color of choice; slacks; open-collar shirt or shirt with festive or holiday-themed tieWomen: Short cocktail dress; long, dressy skirt and top; or dressy pants outfit

DRESSY CASUALmen: Seasonal sport coat or blazer; slacks; open-collar shirtWomen: Street-length dress; skirt and dressy top; or dressy pants outfit

BUSINESS CASUALmen: Seasonal sport coat or blazer; slacks or khakis; open-collar shirtWomen: Skirt, khakis or slacks; open-collar shirt, knit shirt or sweater (no spaghetti straps or low-neck tops)

SPORT CASUALmen: Khakis or clean, pressed jeans; plain T-shirt (no slo-gans), polo shirt or casual button-down shirtWomen: Khakis or clean, pressed jeans; plain T-shirt (no slogans), polo shirt or casual button-down shirt

BEACH CASUALmen: Khakis or shorts (cargo or Bermuda); knit or polo shirt; sport jacket (optional); or sweaterWomen: Sundress, khakis or shorts (cargo or Bermuda); open-collar, knit or polo shirt; lightweight jacket or sweater

HOLIDAY CASUALmen And Women: Same as Business Casual with some holiday colors or designs.

Follow these guidelines to ensure you are appropriately dressed, whether youre attending a formal wedding, a business dinner or an oyster roast.

PROPER ATTIRE

Dark suit; white shirt; conservative tie

B

Photography by Leslie Burden

A Black Tie - Gwynns of Mount PleasantB Black Tie Optional - Gwynns of Mount PleasantC Festive Attire - Gwynns of Mount Pleasant

D Business Casual - Grady Ervin & CoE Semiformal - Gwynns of Mount PleasantF Sport Casual - Grady Ervin & Co

For formal wear, keep cufflinks simple and elegant. Stick to silver, black and/or white.

Formal, floor-length evening gown

A



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C

D

To accessorize a formal or semiformal dress, carry an evening purse just big enough for car keys, cash, business cards and lip gloss.

E

F

Match your belt to your outfit. Mens casual fashion pants work best with matte leather belts in brown or black, or woven belts in navy, tan or brown.



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By Holly Fisher

Get the most out of a networking event

Sometimes business is all about who you know so make the most of business settings to make new connections and develop relationships to grow your network:

What can you offer to the person youre meeting? Too many people focus on selling them-selves or their business, but approach each en-counter as a two-way street.

Bring plenty of business cards. It seems ob-vious, but all too often people attend networking events with just a few business cards and then have no quick and easy way to share their contact in-formation.

Connect via social media after the event. Follow the person on Twitter or send a thank-

you message and connection request via LinkedIn.

Have an elevator pitch that explains who you are, what you do and how you can help the person youre meeting. Some vague corporate jargon plucked from your compa-ny website isnt as engaging as a personalized statement about your role in the company and what you have to offer.

Dont take up too much time. Be mindful of how much time you spend talking to each new contact. Remember people are there to meet a va-riety of people, so dont monopolize their time.

Our natural tendency at events is to gravi-tate to people we know. But if you really want to

network, talk to someone who is standing alone or intentionally sit at a table with people you dont know.

If you see someone youve met just once be-fore, ask them a question to help reconnect. For example, ask how a project turned out or whether they are enjoying the new community.



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By Holly Fisher

Turn to the web:Apps for assistance in conventions, meetings

Corporate meetings, conventions and other large-scale business functions require keeping track of speakers, registrations and payments. Turn to online tools and apps that can take some of the headaches out of the planning and organization.

Eventbrite (eventbrite.com) Create an event web page and manage ticket sales and event registrations online with this tool. Using the Eventbrite mobile app, guests can check in with their phones rather than printing a paper ticket.

Brown Paper Tickets (brownpap-ertickets.com) Sell event tickets via this site, which in-cludes credit card processing fees in the pricing. Brown Paper Tickets also offers free ticket printing and

shipping, mobile ticketing, donation collection and the ability for on-site ticket sales.

Square (squareup.com) At-tach this pint-size card reader to an iPhone, iPad or Android device and youre set to collect Visa, MasterCard,

American Express and Discover at your next event. Square charges 2.75% per swipe, and the Square Reader is free.

SurveyMon-key (surveymonkey.com) After the conference, gather online feedback easily with Sur-veyMonkeys free surveys, polls and questionnaires. Use a template or create

your own tools. Basic service is free, unlimited costs from $17 to $65 per month. See Technical Worksheet, Page 12

After the

conference, gather

online feedback

easily with

SurveyMonkeys

free surveys,

polls and

questionnaires.


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General Event InformationOrganization or individual name: __________________What kind of event are you planning? _______________How many people are expected? __________________What is the event date? _________________________Where do you plan to hold the event? _______________What is your audiovisual budget? __________________

Event DetailsLoad in date and time: __________________________Rehearsal date and time: ________________________Doors open to guests: __________________________Show start: __________________________________Show end: __________________________________Does your event have a theme or color scheme? ______Do you have a show flow or timeline? ______________Will the event take place in more than one location?At what times will you move from one location to another? Do you have a room diagram for the event? __________Does the venue provide staging? __________________If not, do you need a stage? If so, what size? _________Is the venue a union house? If so, what are the rules? ______________________________________________

PowerWhat are your power needs? _____________________Do you have a band that needs to tie into a power distro? Are you familiar with the power available at the venue? __If not, do you have a contact person at the venue? _____Does the venue charge for power? _________________

LightingWhat elements would you like to use lighting for? ______Do you have a logo for projection onto walls, floor or building faade? ____________________________________Do you need a stage wash for your speaker? _________Can you hang lighting from the ceiling or does it need to be ground supported? ____________________________If you rig from ceiling what are the rigging policies? Does the venue have a man lift? Is so, are you allowed to use it? Is there a charge? ___________________________Are you planning entertainment that will require lighting? If so, is there a rider available with entertainers specific needs? _____________________________________

AudioHow many people will be speaking? ________________What kinds of microphones will be needed? __________Wired HH/Quantity: ____________________________Wireless HH/Quantity: __________________________Wireless LAV/Quantity: __________________________Wireless Headset/Quantity: ______________________Other: ______________________________________The speakers will address the audience from: (circle one) Wired mic stand Head table mic stand Upright podium Tabletop podium

VideoWhat is the purpose of having video as an element of the event? _____________________________________Do you already have content you would like to present in video? _____________________________________

If so, what media and media source are used? (PC/DVD) ____________________________________________Do you have a backup of your media? ______________What size screen(s) would you like to use? ___________If so, would you like front or rear projection? __________Video screens: ground support or suspended from ceiling? Do you have specific camera work needs for the event? __

General Tips Always strive to have a least one full rehearsal with all ele-ments its not a full rehearsal unless you run videos, have speakers, talent, etc, present. Its your moment to shine take the time to practice.

Use a reputable production company would you trust your important event to an unknown or lowest bidder? You only have one shot to get it right its live.

If you have multiple vendors,coordinate their load ins/outs. Nothing is worse than having vendors fighting over the load-ing dock or elevators.

When budgeting, always allow for unexpected extra cost. Things happen the elevator is stuck, your talent is late for rehearsal, etc. There are many things that can increase your cost beyond your control.

If the event is outside, have a rain plan.

Remember a live event is like a jigsaw puzzle. There are many components, so the more pre-planning, the better.

Information provided by Production Design Associates, www.pdastage.com

Technical Worksheet Accounting for all the audiovisual needs for your meeting or event can be daunting. Use this form to help clarify your needs and communicate with your selected production company.



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Before the eventoDetermine event goals and objectives. This is especially important with client events and sales meetings, as it will help you keep on track.

oIdentify possible dates for the meeting. Thinking ahead and checking with others on possible conflicts can limit the inconvenience for all parties.

o Prepare a preliminary agenda and guest list to help set the criteria for the venue.

oPrepare a preliminary budget. Unless you manage your corporate event closely, the budget can grow unexpectedly.

o Send meeting requirements to selected sites with requests for written proposals.

o Conduct site visits as required. This is important when youre using the facility for the first time.

o Negotiate hotel rates and blocks. If you use hotel meeting rooms for the event, you could get a significant discount on sleeping rooms.

o Determine preliminary food and beverage requirements and negotiate menus and prices.

oAdd any deadlines and other requirements to the timetable.

Corporate event planning checklist

Communication is a huge key to your events success. Strive for clear communication with attendees, sponsors, vendors and the venue representative.

Use your leverage to get the best out of your vendors. Explain that the events audience is invaluable to their business. Here is what I am bringing you.

When you choose the menu, look for crowd-pleasing choices. Consider allergies and the need for a vegetarian option. Stay away from seafood, spicy and out-of-season options.



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60 to 90 days Before the event o Form committees as required. Organizations that have regu-

lar events should consider forming standing committees that meet regularly.

oDevelop a promotional strategy. oDo some public relations for the event. Calendar notices,

press releases and interviews may all be appropriate.

oFor nonprofit or charity events, line up sponsors.o If you are charging admission to the event, establish

registration fee structures and policies, and be sure to include clear cancellation policies.

o Invite and confirm key speakers. This includes people within your organization.

oObtain audiovisual needs from speakers and presenters, and order all necessary equipment.

o Review, update and confirm final event budget.o Identify and communicate on-site responsibility areas for

committees and volunteers. Set up training for volunteers and educate them about your expectations.

oSelect and order speaker gifts and awards. oOrder special decorations for the event.oPrepare and order signs. This is another opportunity to build your brand.

oArrange for travel and housing of all staff and VIPs.

the day of the evento Have a staff and volunteer meeting to review responsibilities,

procedures and overlap areas such as registration.

o Confirm and monitor pickup of all rental equipment and supplies.

immediately afterwardoPack and inventory all material. Many of your collateral materials are reusable and theyre a big investment.

oDo financial reconciliation. Gather the invoices and make sure you have been billed correctly and that you pay in a timely fashion. Watch expense reports for other costs.

o Write and mail thank-you letters.oCollect and organize data for final meeting reports. Get evaluations from staff, volunteers and consultants to determine what went right and what needs improving.

Address any problems that need to be handled after the event is over. Take notes for future events if there are things that need to be done differently.


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Convention planning checklistThe formula for a successful convention requires a well-established plan. You will need clearly defined goals and objectives; organized volunteers; solid financial administration; and functional commit-tees for accommodations, public relations/advertising and finance.

accommodations committee checklistoFind out date of arrival and departure for the majority of the group.o Make a tentative booking of rooms.o Obtain information on the hotel and rates to send with

promotional material.

oHave emergency housing available for latecomers.o Record expected time and date of each attendees arrival.oMaintain regular liaison with the hotel regarding reservations.o Get information on exhibit locations and storage for exhibit

materials.

puBlic relations/ advertising committee checklistoPrepare email materials to promote attendance.oPrepare write-ups for newsletters and association publications.o Send advance information to the media and invite the media

to the event.

o Set up a press table or a separate pressroom, if appropriate.o Obtain copies of all speeches in advance to give to the media

and arrange for the speakers to be available for interviews.

o Arrange for a photographer.oProvide news releases and photos of the speakers for their hometown papers.

finance committee checklistoFind out when payment is due for various functions.oDecide on ticket prices.oDetermine policy on accepting checks and giving refunds.oFind out when payment is due to speakers and extra help.o Determine the cost and number of meals as well as

guarantee on number of meals.

oDetermine whether VIP accommodations will be paid for by your organization.

for a list of hotels with meeting facilities, see page 48.



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Corporate event emergency kit & tips

When youre at the venue, needs will come up that you dont expect. Pack this emergency kit to avoid wasting time on a trip to the store.

Snacks for staff, volunteers

Water

Tape

Scissors

Marker pens

Safety pins

Wet wipes

Paper towels

Adhesive bandage

Sunscreen(for outdoor events)

KEEP AN EYE ON THE WEATHER: Lauren Fox of Fox Events was planning an outdoor event and the client did not want to pay for a tent despite her recommendation. Inclement weather arrived just hours before the event and no tents were available in Charles-ton. Fox had to call a company in Savannah to bring a tent to Charleston pronto. You really do need to look at the weather 48 hours in advance, she said. Id rather be safe than sorry.

PREPARE FOR SERIOUS EMERGENCIES: Nicole Garrigan, independent event planner, has encountered her share of emergency situations. The best outcomes come with being prepared, she says. She has a pre-convention meeting with venue staff and pertinent vendors. She establishes a protocol for life-and-death situations: call 9-1-1 first and then call her. For other emergencies, call her first.

She recommends having someone on the security team trained in basic first aid and CPR. Any-time you have a large group of people together, anything can happen. But, Garrigan said, if you have emergency plans in place, it wont be as bad as it could be.

CHECK AND DOUBLE CHECK: When a transportation vendor didnt send its normal follow-up confirmation, Maryann Hoyt of The Event Cooperative reached out on the day of the event and discovered no driver was scheduled for her event. So she used her connections and found a replace-ment. Relationships in this industry can go a long, long way, she said.

2013 Event Planning Guide | www.charlestonbusiness.com1818 2013 Event Planning Guide | www.charlestonbusiness.com

Business events& FundraisersNegotiating and planning event costs 22

Creative fundraiser events for nonprofits 19

New technology: mobile phone bidding; social media; texting 23

Charlestons busy calendar: Something to think about 24

Business Events & Fundraisers

192013 Event Planning Guide | www.charlestonbusiness.com 2013 Event Planning Guide | www.charlestonbusiness.com

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Charleston is a generous community. The area has many nonprofit organizations raising money for a host of worthy causes. And thats where the need for some creativity comes in think food trucks or face painting to add some spice to event planning.

People are continually playing in golf tournaments, bidding on auction items and attending any number of galas, parties and fundraisers. Indi-viduals and businesses are genuinely interested in supporting good causes. But, at the same time, they can be overwhelmed with sponsorship re-quests and pleas from friends to buy event tickets or donate auction items.

So nonprofits need to think out-

side the banquet hall when it comes to fundraising whether thats cre-ating partnerships, finding ways to cut costs or using free tools like Facebook and Twitter to raise both awareness and funds.

Leigh Ann Garrett, events/pub-licity manager for the Center for Women, said nonprofits should con-sider mission match when organiz-ing a fundraiser. The center recently hosted a Be Brave Bash in celebra-tion of Womens Equality Day. That sort of event makes perfect sense for an organization focused on helping women be successful.

Its the same thinking that has the Lowcountry Food Bank hosting an annual Chefs Feast both are food-related, Garrett said. When planning

a fundraiser, think about themes and events that match the organizations mission and goals.

Businesses are frequently asked to sponsor events or to provide in-kind goods or services, so nonprofits need to be sensitive to the fact a busi-ness cant give away everything. Gar-rett suggests asking two businesses to split a service like catering so one isnt donating all the food.

This is when that mission match kicks in and nonprofits focus on businesses that are most likely to support their cause. Also, look first to the supporters you already have. Garrett said if theres a caterer who is an active member of the Center for Women, she gives that person first dibs on being involved in an event.

the power of social mediaNonprofits should harness the

power of social media its a free and a powerful way to spread a message or fundraising campaign.

Jordan Freeman is interactive marketing specialist for TRIO So-lutions, which works with a num-ber of nonprofits. Her take: Social media provides a unique opportu-nity for todays fundraisers. Many donor platforms now incorporate social sharing and social fundrais-ing functionality allowing any-one who gives to not just showcase their giving habits but encourage their extended networks to join and share in their cause. There can be friendly competitive aspects to this as well.

By Holly Fisher

Nonprofits can get creative when raising money



epgFreeman said social media is

also a great place to thank support-ers, sponsors or donors. Were big believers in keeping constituents delighted and aware of their impact, she said.

She encourages nonprofits to try new social media platforms and be creative in their efforts. Even some-thing as simple as creating a thank you image to share on Instagram and tag followers who have given can go a long way.

Get creative with your eventsHere are some ideas for creating

a fundraising event thats out of the ordinary:

Food trucks have exploded onto the Charleston food scene, so instead of catering a lunch or dinner, have a food truck rodeo. You may be able to work out a deal (such as a limited menu for a discounted price) or ask guests to pay for their own meal and drop the admission price a few dollars.

Host a breakfast event. The

cost of coffee and pastries or even a breakfast buffet is less than a steak dinner. Plus, morning events are often easier for people to attend because they can come on their way to the office.

Work with your caterer to cre-

ate unusual food offerings, such as a grilled cheese bar or fresh french fries.

Use point of sale opportunities at businesses. Is there a business re-lated to your cause? Ask them to ask for donations at the checkout or see if they will donate a portion of one days sales to your organization.

Add a fun activity, such as a

face painter or carnival games, to a casual event.

If fundraising for an arts group, have performers provide the enter-tainment.

Bring in a speaker whos unex-pected. An example: One school fun-

draisers speaker was the voice actor who does the talking for some of the characters in Dora the Explorer.

Make a professional video starring the person to show at a banquet that honors a top award winner. Its a great way to showcase the winners attributes without giv-ing a long speech.

Social media provides a unique opportunity for todays fundraisers. Many donor platforms

now incorporate social sharing and social fundraising functionality.

Jordan Freeman, Interactive marketing specialist for TRIO Solutions

tips for planning a successful charity event: Start the planning well ahead of time and look for potential conflicts, such as other large events or fundraisers. Use social media to promote the event and ask your partners to promote on their social media outlets too. Provide a coupon or giveaway; the dollar value doesnt matter as much as the perceived value. Develop a hook for the event. That could be the location, giveaways, the charity itself or the entertainment something that will get peoples atten-tion. Check in with your event partners so they understand their roles and re-sponsibilities. The organizer should be in charge of maintaining a steady stream of communication. Report on the success of the event. People like to see photos, know how much money was raised and other pos-itive outcomes. Ken Calabro Jr. and staff at Sweet CeCes Frozen Yogurt & Treats



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Whether youre planning a business luncheon, a fundraiser or a networking happy hour, the event is most likely ruled by a budget. No event organizer wants to receive a final bill that exceeds ticket sales or leaves the nonprofit in the red.

Often, one of the best ways to offset costs is with sponsorships. Businesses that want to get in front of your event audience will pay for a couple of minutes at the podium, signage or an ad in the program.

Claire Hart, member programs and events director for the Charles-ton Trident Association of Realtors, has developed relationships with in-dustry partners who want the atten-tion of local real estate professionals for their products and services.

Our members benefit because they learn about services that could help their businesses, the sponsors benefit because they get in front of their target audience, and the event benefits because we have a little

more revenue to enhance the menu, dcor, and keep the ticket price low for attendees, Hart said.

Nicole Garrigan, an indepen-dent meeting planner in Charles-ton, recommends getting the entire event team involved in the plan-ning and budgeting process so ev-eryone is thinking of sponsorships and creative ideas to keep the bud-get in check.

If the members of the team understand the budget needs and event specifics, they can keep those in mind as they approach potential sponsors, Garrigan said.

Many business luncheons or fundraising dinners have a keynote speaker as the focus. Hiring a nation-ally known speaker can mean a hefty fee, not including personal travel costs. To keep that cost down, look for a local or even a regional speaker who may charge a smaller fee or do-nate the time. That person may be willing to speak for the cost of a din-ner or a nights stay in the hotel.

Local business leaders or professors from

nearby universities can end up be-ing more interesting to our audience because they are familiar with our area, Hart said. Charleston has a great pool to pull from.

If your event requires entertain-ment, check with local schools or universities for talented musical groups who perform for free or a small fee.

When it comes to fundraising events, communicating with attend-ees beforehand can keep them in-formed about the event and, if youre having an auction, ready to bid.

Meredith Repik, executive director of the March of Dimes Lowcountry Division, said her or-ganization gathers names, email addresses and phone numbers for attendees coming to the annual Sig-nature Chefs Auction.

This way, March of Dimes can send information out to guests be-fore and after the event. It also saves the cost of printed tickets because guests can simply give their name at check-in. And guests receive a pre-view of the live auction items three

days before getting them excited and ready to spend.

It really allows us to prep our guests before they get to the event, Repik said. Its a night of giving. Were asking you to give when you get there and were communicating that before.

March of Dimes also pre-schedules a thank you email that goes out to attendees immediately following the event. It gives our guests an added level of customer service, she said.

One other budget-buster can be added fees and taxes. Hart recom-mends asking for inclusive pricing from vendors whether thats cater-ing or hotels. Theres nothing worse than receiving the final bill and real-izing you didnt budget for taxes, gra-tuities or set-up fees.

I learned early on that tax, gratu-ity and other fees can add hundreds or thousands of dollars to the bottom line of an event, Hart said. We al-ways ask for the inclusive per-person price or total price of the event be-fore signing a contract.

By Holly Fisher

Sponsorships, creative thinking can keep budgets under control



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Paper tickets, printed guest lists and long lines at the silent auction checkout tables are becoming a thing of the past thanks to a slew of online tools and mobile technology. Its becoming much easier to sell tickets, manage auction fundraisers and collect payments at events of all sizes. Check out some of these tools to make your event planning a little easier.

Qtego (Qtego.com) This pro-gram offers mobile phone bidding for silent auctions so event organiz-ers or nonprofits can raise money be-fore, during and after the event. This platform allows guests to register for the auction by entering name, phone number and credit card, and then they are ready to start bidding. Text messages alert a bidder when outbid, and bids can be sent from anywhere.

ClickBid (clickbidonline.com) Go paperless with your silent auc-tion. Guests use their mobile phones to check in, place bids and check out once the auction is over. Information is stored in the cloud so it can be ac-cessed from any computer.

Eventbrite (eventbrite.com) Create an event webpage and man-age ticket sales and event registra-tions online with this tool. Using the Eventbrite mobile app, guests can check in with their phones rather than printing a paper ticket.

Brown Paper Tickets (brown-papertickets.com) Sell event tickets via this site, which includes credit card processing fees in the pricing. Brown Paper Tickets also offers free ticket printing and shipping, mobile ticketing, donation collection and the ability for on-site ticket sales.

Square (squareup.com) At-tach this pint-size card reader to an iPhone, iPad or Android device and youre set to collect Visa, Master-Card, American Express and Discov-er at your next event. Square charges 2.75% per swipe, and the Square Reader is free.

Social media At the most basic level, event organizers should use their own Facebook page to pro-mote the event, including creating an event listing so your supporters and customers can invite their Face-book friends. Also, create an event hashtag to use across various social channels Facebook, Twitter and Instagram, for example. This way you and your guests can easily ac-cess information prior to the event and the great photos taken during the fundraiser or party.

Business events, fundraisers going mobileBy Holly Fisher



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Charlestons CalendarCharleston is a busy city theres always a race, festival or tour of homes going on. And sometimes, when you add thousands of extra visitors to heavy tourist traffic, its hard to get around.

If its January, there must be oysters; if its spring, there must be a race over the bridge. You can count on it. While these events are wonderful to at-tend with family and friends, you may want to avoid planning a conference or wedding on those dates. If your event brings a hundred or more folks to Charleston, you will be competing for space with those crowds.

To help you with planning, weve compiled a list here of the most crowd-ed events, with the help of the Charleston Area Convention and Visitors Bureau. Here are some of the main events that shape our year.

For more information go to www.charlestoncvb.com JANUARYHappy New Year, CharlestonDec. 31, 2013-Jan. 1, 2014This is a time to celebrate as only the Lowcountry knows how. There will be crowds everywhere as Charlestonians and visitors welcome the New Year at venues all over the area.

Lowcountry Oyster FestivalJan. 26, 2014www.charlestonrestaurantassociation.comEach January, two tractor trailer loads of oysters are brought in for the annual Lowcountry Oyster Festival at Boone Hall Plantation. The oyster-eating crowds follow. Avoid this date if plan-ning an event in the Mount Pleasant area, where Boone Hall Plantation is located.

FEBRUARYSoutheastern Wildlife ExpositionFeb. 14-16, 2014www.sewe.comKnown for its original art, diverse exhibits and animal demonstrations, the annual Southeastern Wildlife Exposi-tion brings 120 artists and more than 350 exhibitors to venues throughout Charleston for a long weekend. The exhibition also draws 40,000 visitors.

MARCHCharleston Wine and Food FestivalMarch 6-9, 2014www.charlestonwineandfood.comStarting in late February and continuing into early March, this festival celebrates the culinary history and culture of the Lowcountry. Marion Square is the center of the action that includes seminars, food tastings, a dine-around, a culinary village and thousands of visitors.

Charleston Fashion WeekMarch 18-22, 2014www.charlestonfashionweek.comThis week showcases emerging design-ers and modeling talent under the tents on Marion Square. More than 30 runway shows are featured. It will mean a busy time downtown.

Charleston Antiques ShowMarch 21-23, 2014www.historiccharleston.orgEach March, collectors and enthusi-asts are treated to an array of English, European and American antiques from dealers across the country. Visitors can learn through educational presentations and purchase antiques of many kinds. Held at Memminger Auditorium, 56 Beaufain St., the show brings a crowd downtown.

Spring Festival of Houses and GardensMarch 20-April 19, 2014www.historiccharleston.orgStarting in late March, this monthlong event opens some of Charlestons finest historic gardens and houses for touring. Tour venues vary during this monthlong celebration in the Old & Historic District, so it would be advisable to check the schedule before planning an event in the historic parts of town.

APRILSummerville Flowertown FestivalApril 5-7, 2014www.flowertownfestival.orgThe three-day event showcases the beautiful blooming azaleas, wisteria and dogwood in Summerville, a northern suburb of Charleston. The festival, organized by the Summerville Family YMCA, brings a host of artisans, food vendors, childrens activities and musical performances. Because of this event and the next two below, early April draws big crowds.

Cooper River Bridge RunApril 5, 2014www.bridgerun.comThe run starts in Mount Pleasant and goes across the Cooper River on the expansive Arthur Ravenel Jr. Bridge, winding up in downtown Charleston. Dont even think about scheduling your event the weekend of this world-class 10K footrace featuring tens of thou-sands of runners and walkers and all the friends they bring along with them.

Family Circle CupMarch 29-April 6, 2014www.familycirclecup.comA partnership between the city of Charleston and Family Circle maga-zine helped build a state-of-the-art tennis center that brings this weeklong womens tournament to Daniel Island each late March/early April. Its more than a tournament with lots of entertain-ment and action over nine days.

Blessing of the FleetApril 27, 2014www.tompsc.comThe town of Mount Pleasant holds its annual Blessing of the Fleet with a boat parade and ceremony centered in Memo-rial Waterfront Park. There will be seafood sampling from restaurants, an arts and crafts show, shag dancing and other activ-ities. Information mentions shuttle buses, so thats a clue to the crowds that day.

MAY and JUNENorth Charleston Arts FestivalMay 2-10, 2014northcharlestonartsfest.comOver nine days in May, North Charles-ton showcases artists and performers from all over the country in workshops, exhibitions and performances at various venues. That would make it a tough time to plan a major event in North Charleston.

Spoleto Festival USAMay 23-June 8, 2014www.spoletousa.orgFor 17 days and nights each late spring, Spoleto Festival USA takes over Charlestons historic theaters, churches and outdoor spaces with more than 120 performances by renowned artists. With its little sister festival, Piccolo Spoleto (see below), it fills up the city. Its a great time to visit Charleston, but not an easy time to hold additional events.

Piccolo Spoleto USAMay 23-June 7, 2014www.piccolospoleto.comThis festival, running concurrently with Spoleto Festival USA, focuses primarily on artists from the Southeast, offering theater, music, visual arts, dance, ethnic culture presentations, comedy, crafts and film. It takes place at a variety of locations around Charleston.

Sweetgrass Cultural Arts FestivalJune 6-7, 2014sweetgrassfestival.orgGullah cuisine, music, traditions and, of course, sweetgrass baskets are fea-tured at this two-day festival in Mount Pleasants Memorial Waterfront Park. Its yet another part of this busy time for the Charleston area.

JULYFourth of JulyAll over the areawww.patriotspoint.orgFireworks launched from the flight deck of an aircraft carrier at Patriots Points 4th of July Blast and a shore side party with beach music make Independence Day in Charleston fun. Communities all over the area have their own celebra-tions. The events draw hundreds of visitors and beachgoers.

AUGUSTNo events to schedule around. Why? Because its HOT in Charleston in August. So schedule away at venues where you can keep cool.

SEPTEMBERTaste of CharlestonSept.26-28, 2014www.charlestonrestaurantassociation.comIn late September, Boone Hall Plantation in Mount Pleasant becomes the place to eat, as 50 of the Lowcountrys favorite casual and fine dining restaurants serve sample-size portions and beer and wine. Theres also live entertainment, a Waiters Race and a special childrens area. It will be a busy time in the area around Boone Hall.

MOJA Arts FestivalSept. 25-Oct. 5, 2014www.mojafestival.comIn late September through early Octo-ber, the MOJA Arts Festival celebrates African American and Caribbean arts. Featured are music, visual arts, storytelling, performances, crafts and childrens activities at various venues around Charleston.

OCTOBERFall Tour of Homes and GardensOct. 3-27, 2013 (Oct. 2-26, 2014)www.preservationsociety.orgCharlestons historic homes and gardens welcome visitors on a rotating basis, through most of October. If you are planning an event in a historic area, you will want to check to see whether nearby properties are on tour that day.

NOVEMBER and DECEMBERAnnual Holiday Festival of LightsNov. 8-Dec. 31, 2013 (Next years dates: Nov. 14, 2014-Jan. 1, 2015)www.ccprc.comThousands of visitors experience the spirit of the holidays with millions of sparkling lights at James Island County Park. The display opens the second week of November and continues through New Years. There are more than 600 light displays, many reflected in the parks waterways. A word to the wise about holiday traffic in this area.


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How to get the best for your budget 28

How to make your wedding uniquely Charleston 31

How to choose the photographer who fits your needs 32

Technology for the wedding 33

Lifestyle


epgepg Lifestyle

In 2012, couples spent an average of more than $28,000 on weddings and related activities, according to wedding website TheKnot.com. Not everyone has $30,000 to spend on one event, so how do you keep costs under control without sacrificing the wedding of your dreams?

One idea is to spend some money on a wedding planner who can probably save you even more money in the long run. Lauren Fox, owner of Fox Events, said an event planner can help clients stay within their budgets and they have the ability to negotiate with their long-standing vendors in a way regular customers cant.

Event planners are here to help, Fox said. They will make sure you

can stay in the budget. That same survey from The-

Knot.com placed reception venues at the top of the expenditure list, with couples spending an average of almost $13,000.

So with venues for wedding re-ceptions and even family reunions and other social occasions such a large part of an event budget, it

makes sense to consider planning for the off season.

Charlestons event season is a bit different from other areas, Fox noted. Even though July and August are busy months for tourism, they arent busy months for events. That means you can strike a good deal on a venue, unlike trying to book a wedding reception in May or even

October, Fox said. January and February are also

good months to plan a social event. Hotel, venue and catering rates tend to be lower, Fox said. The winter season is usually mild and theres still plenty to do, making those off-season winter months a budget-friendly option. (For a Calendar of Events for the Charleston area, please see Page 24.)

When it comes to event dcor, sometimes a little can go a long way. Fox recommends relying on candlelight, which can be beauti-ful and cost effective. Or go simple with flowers, such as using one lily in a vase rather than 10 hydrangeas, she said.

Maryann Hoyt, owner of The Event Cooperative, said ultimately

Prioritize your event needs to decide on the splurges and sacrifices

By Holly Fisher Photos by Libby Williams, libbywilliamsphotographs.com


people need to assess their event and determine whats most important to them. For some peo-ple, the food and the bar are top priorities. For others, its the band or entertainment.

By prioritizing the elements of your event, you can most easily prioritize your budget.

Hoyt offers these additional tips for being cost conscious:

Limit the guest list. Items like food and bar service are based on the number of attend-ees, so if you can trim the guest list, you can trim the expense.

Be conscious of the length of your event.

Most vendors base pricing on a three-hour event, so think carefully about whether you re-ally need that fourth or fifth hour.

Weigh the pros and cons of each estimate you receive. Just because one vendor is the low-est, does that mean its the best choice? Think about the kind of customer service you need the day of your event and realize a cheaper price may not include the level of service you want.

Indoor events are typically easier on the budget because you dont have the added ex-pense of bringing in tents, trash receptacles, generators and restroom facilities.

Here are some suggestions for saving on some of the expenses for your special day.

1. Choose a nontraditional ven-ue, such as a park or civic building.

Check to find out whether rates are lower in less popular months.

2. Set the date for any day other than Saturday, the most popular day for weddings.

3. Shop sample sales for a dress, or rent one. Or you may be able to borrow a dress or buy one second-hand.

4. Have a brunch or lunch re-ception rather than a dinner.

5. Serve a signature cocktail,

or keep the beverages to wine and beer.

6. Buy a small decorated cake for the cutting ceremony and have a large sheet cake in the kitchen for serving. Or buy a plain cake and make the topper yourself.

7. Use seasonal, local flowers. Work with your florist on making simple reception centerpieces. Use single blooms in vases, or borrow your relatives heirloom bowls.

8. Keep the bridal party small, with a few close friends or relatives.

9. Ask talented friends for help. A good friend may provide beauti-cian or musical services as a wed-ding gift.

10. Skip the favors. They are an added expense and often never make it out of the guests car.

Sources: realsimple.com, marthastewartweddings.com

Big dreams, small budget: 10 ways to save on your wedding

Lifestyle


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Serve Lowcountry cuisine such as shrimp and grits or crabcakes for dinner.

Place a Palmetto rose on each dinner plate.

Wrap the wedding favors using a deep co-balt blue ribbon with a white shell instead of a bow.

Use locally made products for dcor, such as Rewined candles, sweetgrass baskets or prints from a local artist.

Find a Charleston-themed tote bag for out-of-town guests and fill it with bro-chures on area attractions.

Charleston foods like Benne Wafers make great tabletop treats or items for inclusion in a gift basket.

Within the stationery suite, include cus-tom maps of the peninsula and surround-ing areas that help express the beauty of the area and get guests excited about their visit.

Send the party home with your guests with a bottle of Firefly Sweet Tea Vodka, wine from Irvin House Vineyards, or Fat and Juicy Bloody Mary Mix.

Build in time to explore. Dont overload your event so much that your guests dont have an opportunity to see Rainbow Row, walk on the beach or take photos at a plantation.

Invite a dance instructor to teach your guests how to do the state dance, the shag.

Beach music, shrimp and grits, and sweetgrass10 tips on on how to make your wedding/family event uniquely Charleston

Sources: Ellen Robinson with Weddings Elegantly Designed, Caitlin Sullivan of Calder Clark Designs and Emilie Dulles of Dulles Designs

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No matter the level of planning, coordination or budget, at the end of an event the food will have all been eaten, the flowers will be wilted and the music will be over. Photos are the one item left to be enjoyed for years to come.

Investing in professional pho-tography for your wedding, family reunion or other social occasion can be a large part of the overall budget, so its important to make sure you se-lect the right photographer for your event. Plus, you could be looking at those photos for decades so make sure you will like them.

Photographers styles vary widely from traditional to contemporary. Theres no professional license or regulating organization, so that means individuals have to do their homework, noted Chris Smith of Chris & Cami Photography.

Smith recommends looking at photographers websites and social

media pages to get a sense of their photography style. Then narrow down your favorites and schedule an interview. Smith said an in-person meeting is best but if thats not possible, at least schedule a phone interview or a video chat.

Photographer Libby Williams agrees. The photographer will be around for the entire event, interact-ing with guests and capturing per-sonal moments. You want to make sure they fit your personality and you fit theirs, she said.

The interview also gives you a chance to ask more detailed ques-tions and share your vision for the event photos.

If they dont tell me what they want, I might not do that, Williams said. The level of whats important to you needs to be discussed in that first interview.

Williams and Smith offer up ad-ditional tips for selecting the right

photographer: If the price seems too high, give

the photographer your budget and see if he or she can work with you. Maybe you can eliminate a couple of hours from the photo shoot and bring the price down.

Get a breakdown of what the price includes. Does the package come with prints or digital images? Those might be extra charges you need to factor into your budget.

Find out how many hours the photographer will work and whats included in the price. If you want him or her to stay until the last guest leaves, that could impact your cost.

Ask around for recommenda-tions. Check with friends and in-quire on social media.

Evaluate the photographers experience. Not every click of the shutter will be a winning, gallery image, so to improve your chances, experience is important, Smith said.

Plus, experienced full-time photogra-phers are ready to handle any unex-pected situations (such as a pop-up thunderstorm during a wedding re-ception).

For all the dos of hiring a pho-tographer, Smith has one dont dont hire based on price alone. Although price is important, he said, the worst thing people can do is make a decision solely on the final price.

If you spend $500 on a pho-tographer and you get your pictures back and your heart sinks, then you have overpaid, he said. That $500 was wasted if the pictures arent a re-flection of the excitement and beauty of the wedding day.

Select a photographer who matches your style

&DVXDO%DUEHFXHSLFQLFVWRHOHJDQW/RZFRXQWU\GLQQHUVZHVHUYH6RXWKHUQKRVSLWDOLW\DWLWVQHVWCHARLESTON, SOUTH CAROLINA 800.538.0003 843.762.9200843.762.6040 FAX www.FOODFORTHESOUTHERNSOUL.comHOME OF TIDEWATER CATERING AND BLACKJACK BARBECUE


epgLifestyle

Before you say I do, head to the iPad

These days, even wedding planning is high-tech. From apps to build-your-own websites, couples have a wealth of resources and tools at their fingertips. These are just a few of the many tech resources available to assist in the planning.

TheKnot.com This site has be-come the go-to resource for brides. It has lists of local vendors and ideas for everything from the dress to the cake. Use this site to create your own free wedding website to share event details and accept online RSVPs.

Hitchd (hitchedbydesign.com) Organize your favorite wedding blogs, articles and inspirational pho-tos with the bookmarking tool. Also create wedding stationery (save-the-date cards, table numbers and more) and connect with online printers.

Weduary.com Create a cus-tomizable wedding website with op-tions for inviting guests via Facebook and email. The site also has a social

component so guests can connect prior to the wedding.

Twenty Pages (twentypages.com) Create a 20-page magazine to give guests as a program or as part of a wedding goodie bag. Select from three designs, upload your own con-tent and photos and receive a printed magazine highlighting your personal story and wedding details. You can even visit partner site Prequels.net to have a professional write the story of how you met.

WeddingWindow.com Build your own wed-ding website, get inspiration and ideas for your big day and browse the dozens of DIY ideas to get creative at your wedding.

Ultimate Wedding Planner This is a free iPhone/iPad app from The Knot. Use it to count down the days until your wedding, create checklists and budgets, store photos and access local wedding vendors.

Pinterest An excellent tool

for saving online images of dresses, flowers, cakes and favors. Organize your virtual bulletin boards and fol-low other wedding-related users for even more inspiration.

For even more wedding tech ideas, check out this article with 100 resources at the following link: http://bit.ly/KsmkMn

TheKnot.com in use.

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Lists & directories

34 2010 Event Planning Guide | www.charlestonbusiness.com34 2013 Event Planning Guide | www.charlestonbusiness.com

Audiovisual 36

Booking Agencies 36

Event rentals 36

Florists 37

Invitations/paper providers 38

Photography 39

Production/staging 39

Tour companies 40

Transportation 40

Videography, including social media capability 42

Charleston area golf courses 43

Charleston area hotels with meeting facilities 44

Charleston area restaurants with banquet facilities 49

Charleston area event planners 51

Charleston area alternative/outdoor event venues 54

Charleston area exhibition/convention centers 60

Charleston area full-service caterers 61


epg Lists & Directories

AudiovisualAbsolutely charlestonP.O. Box 80489Charleston, SC 29416843-884-9505www.absolutelycharleston.cominfo@absolutelycharleston.comTransportation solutions for corpo-rate, association and social groups featuring motorcoaches and a fleet of Classic American Trolleys; LSVs provide affordable, eco-friendly electric vehicles to vacationers, businesses and event managers

All occasions - Parties and events By AAA rentals3555 Meeting Street RoadNorth Charleston, SC 29405843-554-6334www.alloccasionsparty.compartyinsc@aol.comComplete decor services for both social and corporate events; table top design featuring custom linen and floral; other event rentals needs such as tables, chair, tents, lighting, band stands, dance floors

Av connections1012 St. Andrews Blvd.Charleston, SC 29407843-529-1449www.avconnectionssc.comavrental@avconnectionssc.comComprehensive audiovisual rental and staging services company

coleman Photography LLc538 King St.Charleston, SC 29403843-577-9090www.colemanphotography.comgaryc@colemanphotography.comSales conferences, trade shows, conventions, golf tournaments, corporate parties, same-day slideshows, on-site printing, green screen computer backgrounds, specialty prints and corporate gifts

haus tents2220 Old School DriveCharleston, SC 29405843-407-0473www.haustents.comalex@eventdrscharleston.comUnique tents, flooring, lighting, climate control, fabric treatments and portable power

Lee edwards entertainment811 Savannah HighwayCharleston, SC 29407843-556-1614www.leeedwardsentertainment.comlee@leeedwardsentertainment.comDJs For wedding receptions, corporate events, karaoke services, PA support

Lowcountry music service1201 Chesterfield RoadNorth Charleston, SC 29405843-297-8160www.lowcountrymusicservice.comanthony@lowcountrymusicservice.comLive entertainment booking agency specializing in bands, soloists, DJs and performers for weddings; corporate events, lounges and private events

Lawrence A. monteith Photographer307 Royal Palm Blvd., Suite 104Charleston, SC 29407843-556-1462www.lawrenceamonteith.comlarrymonteith@mac.comAdvertising, architectural, hotel, food, portrait and weddings

otherBrother entertainment49 Calhoun St., Stuite CCharleston, SC 29401843-225-5621www.otherbrotherent.comotherbrother@me.comProviding great quality live music, bands, DJs, and other great entertainment for weddings, private parties, corporate events, Bar and Bat Mitvahs; production services, including sound, light and video

PdA - Production design Associates2799 Three Lakes RoadNorth Charleston, SC [email protected] service production company that can handle all of technical needs; lighting, audio, video projection, video production, power distribution, staging and scenic elements; serving the event industry for over 20 years our clients include - CNN, Mercedes, the White House, the Biltmore Estate, the College of Charleston, Lifetime Networks, and numerous Presidential Campaigns

stage Presence event rentals2201 Mechanic St.North Charleston, SC 29405843-225-5631www.stagepresencellc.comgreg@stagepresencellc.comEvent lighting, audio and rentals

unimedia4 Carriage Lane, Suite 205Charleston, SC 29407843-884-5056www.unimediasolutions.comralmes@unimediasolutions.comVideo, web, interactive, graphic design, webcasting, mobile, aerials and live event production

Booking Agenciesclassical charleston1612 Woodcrest Ave.Charleston, SC 29407843-693-0004www.classicalcharleston.cominfo@classicalcharleston.comCharlestons top string musicians and jazz ensembles for weddings, private parties and corporate events

eastcoast entertainment1039-D Anna Knapp Blvd.Mount Pleasant, SC 29464843-856-9922www.eastcoastentertainment.com/[email protected], private parties, corpo-rate events and festivals

Lowcountry music service1201 Chesterfield RoadNorth Charleston, SC 29405843-297-8160www.lowcountrymusicservice.comanthony@lowcountrymusicservice.comLive entertainment booking agency specializing in bands, soloists, DJs and performers for weddings; corporate events, lounges and private events

nature Adventures outfitters483 W. Coleman Blvd.Mount Pleasant, SC [email protected] Kayak, canoe and paddleboard event tours and rentals; 3 miles from downtown Charleston on Shem Creek in Mount Pleasant

otherBrother entertainment49 Calhoun St., Stuite CCharleston, SC 29401843-225-5621www.otherbrotherent.comotherbrother@me.comProviding great quality live music, bands, DJs, and other great entertainment for weddings, private parties, corporate events, Bar and Bat Mitvahs; production services, including sound, light and video

event rentalsAbsolutely charlestonP.O. Box 80489Charleston, SC 29416843-884-9505www.absolutelycharleston.cominfo@absolutelycharleston.comTransportation solutions for corpo-rate, association and social groups featuring motorcoaches and a fleet of Classic American Trolleys; LSVs provide affordable, eco-friendly electric vehicles to vacationers, businesses and event managers

All occasions - Parties and events By AAA rentals3555 Meeting Street RoadNorth Charleston, SC 29405843-554-6334www.alloccasionsparty.compartyinsc@aol.comComplete decor services for both social and corporate events; table top design featuring custom linen and floral;other event rentals needs such as tables, chair, tents, lighting, band stands, dance floors

Atlantic tent inc.1720 Signal Point RoadCharleston, SC [email protected], tables, chairs, bars, arbors, specialized lighting, flooring and staging; linens and more


Lists & Directories


epg

Bloom at charleston Place150 Market St.Charleston, SC 29401843-937-9033www.bloomatcharlestonplace.combloom@charlestonplace.comCustom floral design and event planning

A charleston event 4040 Babbitt St.Charleston, SC 29414843-568-5769www.acharlestonevent.cominfo@acharlestonevent.comWedding, event design and plan-ning; floral design, custom draping and prop rentals

classic carriage Works LLc10 Guignard St.Charleston, SC 29401843-853-3747www.classiccarriage.comHorse drawn carriage service

duvall events2816 Azalea DriveNorth Charleston, SC 29405843-763-9222www.duvallevents.cominfo@duvallevents.comCreative catering and design; cus-tom menus and decor; full service event coordination

event drs2220 Old School DriveCharleston, SC 29405843-407-0473www.eventdrscharleston.cominfo@eventdrscharleston.comExclusive assortment of fine china, flatware, custom design farm tables, chairs, cigar lounge furniture, spe-cialty items; event rentals, specialty design


Lowcountry music service1201 Chesterfield RoadNorth Charleston, SC 29405843-297-8160

www.lowcountrymusicservice.comanthony@lowcountrymusicservice.comLive entertainment booking agency specializing in bands, soloists, DJs and performers for weddings; cor-porate events, lounges and private events

ooh! events2532 Spruill Ave.Charleston, SC [email protected], chandeliers, fabric, antique tables, chairs, lounge furniture, set design, dance floor and staging; custom work

Party Plan-it847 Houston Northcutt Blvd.Mount Pleasant, SC [email protected] supplies for any occasion such as Halloween costumes; props and supplies

PdA - Production design Associates2799 Three Lakes RoadNorth Charleston, SC [email protected] production company; lighting, audio, video projection, video production, power distribu-tion, staging and scenic elements

sandlapper Water tours10 Wharfside St.Charleston, SC 29413843-849-8687www.sandlappertours.comcaptnbryan@aol.comCharter boat, water tours

spiritLine cruises and events360 Concord St., Suite 201Charleston, SC 29401843-881-7337www.spiritlinecruises.comsales@spiritlinecruises.comEvent boats

stage Presence event rentals2201 Mechanic St.North Charleston, SC 29405843-225-5631

[email protected] lighting, audio and rentals

FloristsAll occasions - Parties and events By AAA rentals3555 Meeting Street RoadNorth Charleston, SC 29405843-554-6334www.alloccasionsparty.compartyinsc@aol.comComplete decor services for both social and corporate events; table top design featuring custom linen and floral; other event rentals needs such as tables, chair, tents, lighting, band stands, dance floors

Bloom at charleston Place150 Market St.Charleston, SC 29401843-937-9033www.bloomatcharlestonplace.combloom@charlestonplace.comCustom floral design and event plan-ning

Buy the Bunch280 W. Coleman Blvd., Suite OMount Pleasant, SC 29464843-881-4888www.buythebunch.combuythebunch@earthlink.netFull-service florist specializing in weddings and eventscharleston Florist inc.184 King St.Charleston, SC 29401843-577-5691www.charlestonflorist.comEveryday bouquets, events, wed-dings

country and Lace Florist610 Schooner RoadCharleston, SC 29412843-762-1118www.countryandlaceflorist.comdebjo@knology.netFlorist for weddings, receptions, events

Flowers by Frankie108 Gleneagles DriveSummerville, SC 29483843-296-4252www.flowersbyfrankie.comFlowers for weddings and special events

Fox events LLc530 Klein StreetMount Pleasant, SC 29464843-732-0006www.afoxevent.com [email protected] unique gifts and give-aways; modern florals; contempo-rary and modern dcor

Gathering Floral and event design747 Meeting St.Charleston, SC 29403843-723-3387www.gatheringevents.cominfo@gatheringevents.comFloral design, event planning, consulting, coordination, lighting, furniture rentals

the Greenery Florist240 Calhoun St.Charleston, SC 29401843-577-5394www.greeneryfloristofcharleston.comgreeneryfloristcharleston@comcast.netFlowers for bridal parties, recep-tions, funerals, church events

Keepsakes Florist2000 Wappoo Drive, Suite ACharleston, SC 29412843-766-7807www.keepsakesevents.comkeepsakesflorist@knology.netWeddings and event decorations

oK Florist and Gifts inc.131 W. Luke Ave.Summerville, SC 29483843-873-3681www.okfloristevents.comokflorist@gmail.comWeddings and special events; fresh flowers, sympathy design, gifts; wedding gown consignment boutique

out of the Garden113 Pitt StreetCharleston, SC [email protected], chandeliers, fabric, antique tables, chairs, lounge furniture, set design, dance floor, staging; custom work

Lists & Directories


epgtiger Lily Florist131 Spring St.Charleston, SC 29403843-723-2808www.tigerlilyflorist.comcontact@tigerlilyflorist.comHigh-end floral design services with locations downtown and Kiawah Island

invitations/Paper Providers42 Pressed6617 Maybank Hwy. Wadmalaw Island, SC [email protected] wedding invitations

All occasions - Parties and events By AAA rentals3555 Meeting Street RoadNorth Charleston, SC 29405843-554-6334www.alloccasionsparty.compartyinsc@aol.comComplete decor services for both social and corporate events; table top design featuring custom linen

and floral; other event rentals needs such as tables, chair, tents, lighting, band stands, dance floors

Bernstein Lash marketing1124 Sam Rittenberg Blvd., Suite 4Charleston, SC 29407843-747-7767www.bernsteinlash.comtlash@bernsteinlash.comCustomized invitations and pro-motional products

concorde LLc786 Johnnie Dodds Blvd., Suite CMount Pleasant, SC 29464843-849-8414www.concordesc.commarianne@concordesc.comImprinted promotional prod-ucts including koozies, pens, notebooks, USBs, keychains, drinkware, napkins, balloons, displays, banners, mugs, leather items, shirts, corporate uniforms, ballcaps

dulles designs - exquisite stationery89 Church St.Charleston, SC 29401843-805-7166www.dullesdesigns.comcontact@dullesdesigns.comCustom invitations, exquisite stationery, unique gifts, engraving, letterpress, embossing and more

Jmc charleston2220 Old School Drive, Suite BNorth Charleston, SC 29405843-577-1100www.jmccharleston.commitchell@jmccharleston.comEvent production and destination management company; producing events with traditional and mod-ern; decor, design, music, lighting, tours, gifts; corporate services including transportation, event production management, invita-tion design, personal concierge

Karst Promotional marketingP.O. Box 60850North Charleston, SC 29419843-884-4280www.karstonline.com

[email protected] promotional marketing, brand logo design, screen-printed and embroidered apparel; custom novelties, trade show and event promotional products

Linning house38 Romney StreetCharleston, SC [email protected] and wording specialist for engraved invitations and social paper; traditional fine invitations and more

minuteman Press108 Central Ave., Suite 9Goose Creek, SC 29445843-553-7176www.goosecreek.minutemanpress.comorders@charlestonminuteman.comGraduation and wedding invita-tions; Christmas cards, programs, letterhead, envelopes, forms, busi-ness cards, promotional items, banners

Lists & Directories


epgParty Plan-it847 Houston Northcutt Blvd.Mount Pleasant, SC [email protected] supplies for any occasion such as Halloween costumes, props, supplies

PhotographyAbsolutely charlestonP.O. Box 80489Charleston, SC 29416843-884-9505www.absolutelycharleston.cominfo@absolutelycharleston.comTransportation solutions for corporate, association and social groups featuring motorcoaches and a fleet of Classic American Trolleys; LSVs provide affordable, eco-friendly electric vehicles to vacationers, businesses and event managers

AccuPhotoLab & studio1757 Savannah Highway, Unit ACharleston, SC 29407843-571-4817www.accuphotolab.cominfo@accuphotolab.comComplete photo and studio services; restoration, enlargement, digital, film and video processing; archival and framing

Banner Photography2052 Medway RoadCharleston, SC 29412843-406-9432www.bannerphotography.comBanner@bannerphotography.comPortrait photography, wedding photography, event photography

captured by Kate Photography57 Cannon St.Charleston, SC 29403843-442-0802www.capturedbykate.comCommercial, editorial and wed-ding photography

chi Photography LLc4552 Ladson RoadSummerville, SC 29485843-813-0174www.chiphotographyofcharleston.comchi@chiphotographyofcharleston.comWeddings, portraits, children and events

chris and cami Photography LLc1305 White Tail PathCharleston, SC 29414843-324-8900www.chrisandcami.comchris@chrisandcami.comWeddings, corporate events, award banquets, executive portraits, professional sports and business headshots

civil War Walking tour108 Meeting St.Charleston, SC 29401843-270-2417www.civilwarwalk.comCivil War walking tour of Charleston

coleman Photography LLc538 King St.Charleston, SC 29403843-577-9090www.colemanphotography.comgaryc@colemanphotography.comSales conferences, trade shows, conventions, golf tournaments, corporate parties, same-day slideshows, on-site printing, green screen computer backgrounds, specialty prints and corporate gifts

Lawrence A. monteith Photographer307 Royal Palm Blvd., Suite 104Charleston, SC 29407843-556-1462www.lawrenceamonteith.comlarrymonteith@mac.comAdvertising, architectural, hotel, food, portrait and weddings

on Purpose Adventures LLc915 Folly Road, Suite 90Charleston, SC 29412843-405-5173www.onpurposeadventures.cominfo@onpurposeadventures.comCorporate team building, bachelor parties, bachelorette parties, birthday parties

rick rhodes Photography inc.1842 Belgrade Ave.Charleston, SC 29407843-766-7425www.rickrhodesphotography.comrickr@knology.netArchitectural, aerial, advertising, fine art copy, reproduction, digital scanning, digital wide-format printing, giclee printing, studio and event space rental

rick dean Photography164 N. Market St., Suite 322Charleston, SC 29401843-822-0371www.rickdeanphotography.comrick@rickdeanphotography.comWeddings and family portraiture

ring Photography526 Stratton Ferry CourtMount Pleasant, SC 29464843-881-1936www.ringphotography.compat@ringphotography.comWeddings, family and individual portraits on location or in studio

robbin Knight Photography LLc162A Wentworth St.Charleston, SC [email protected] and wedding photography

robin Joseph Photography45 Gadsden St., Suite BCharleston, SC 29401843-224-0502www.robinjosephphotography.comrmjphoto@aol.comSpecial events, family portraits, maternity, bridal portraits, family reunions, parties, corporate events

marni rothschild Pictures LLcP.O. Box 21463Charleston, SC 29413843-345-2190www.marnipictures.comWeddings and portraits

smoak stack studios1720 Carlisle RoadCharleston, SC 29412843-224-8555www.smoakstackstudios.comJohn@SmoakStackStudios.comArchitecture, people, weddings, advertising, corporate, events, fine art, editorial and industrial

stello Photography LLc164 Market St., Suite 225Charleston, SC 29401843-425-9902www.stellophotography.comstellophoto@gmail.comArt, commercial, weddings, por-traits, food, real estate, events and intimate photography

tumbleston Photography940 St. Andrews Blvd.Charleston, SC 29407843-766-9400www.tumblestonphotography.comamy@tumblestonphotography.comCorporate, weddings and events; families and children

Leigh Webber Photography164 Market St., Suite 253Charleston, SC 29401843-697-0376www.leighwebber.comleigh@leighwebber.comWeddings, events, children and portraiture

Production/stagingAbsolutely charlestonP.O. Box 80489Charleston, SC 29416843-884-9505www.absolutelycharleston.cominfo@absolutelycharleston.comTransportation solutions for corpo-rate, association and social groups featuring motorcoaches and a fleet of Classic American Trolleys; LSVs provide affordable, eco-friendly electric vehicles to vacationers, businesses and event managers

All occasions - Parties and events By AAA rentals3555 Meeting Street RoadNorth Charleston, SC 29405843-554-6334www.alloccasionsparty.compartyinsc@aol.comComplete decor services for both social and corporate events; table top design featuring custom linen and floral; other event rentals needs such as tables, chair, tents, lighting, band stands, dance floors


Lists & Directories


epg

eastcoast entertainment1039-D Anna Knapp Blvd.Mount Pleasant, SC 29464843-856-9922www.eastcoastentertainment.com/[email protected], private parties, corpo-rate events and festivals


Jmc charleston2220 Old School Drive, Suite BNorth Charleston, SC 29405843-577-1100www.jmccharleston.commitchell@jmccharleston.comEvent production and destination management company; producing events with traditional and mod-ern; decor, design, music, lighting, tours,gifts; corporate services including transportation, event production management, invita-tion des

2013 event planning guide

Documents

event costs

event planners

event planning guidepresented

special event venues

middleton place restaurant

henry middleton

active middleton family

quality work