successful event planning presentation - teri kinne events

SUCCESSFUL & EXCITING EVENT PLANNING!

Today we will learn how to creatively plan, budget and execute successful events that will

inspire, communicate your message and be memorable for your guests.

Copyright Teri Kinne Events, 2011

So That You Get to Know Us… 2

Teri Kinne, Event Planner My Qualifications:

Early Training: Parents Hosted a Lot of Parties Education: Pepperdine University, Communications &

Business Major Extensive Event Experience:

J Paul Getty Art Museum getty.edu/museum Patina at the Walt Disney Concert Hall www.patinagroup.com

Catering for Tiato & Crustaceans www.tiato.com Teri Kinne Events www.terikinneevents.com

Some of My Events! 3

Corporate Event at the Music Center 4

Wedding at Music Center 5

Corporate Event at the Walt Disney Concert Hall 6

Wedding at the Music Center 7

Corporate Event at the Founders Room 8

Wedding Reception at Twin Palms 9

Reception at Walt Disney Concert Hall 10

Corporate Event at the Getty Villa Museum 11

Me Setting Up an Event at the Getty 12

Product Launch at the Founders Room 13

Sweet 16 Party at Twin Palms 14

Art Organization Fundraiser 15

Emmy After Party 16

Non Profit Fundraiser at the Dorothy Chandler Pavilion 17

Rose Parade Queen Luncheon for 450 Guests 18

Wedding Ceremony 19

Wedding Ceremony 20

Wedding Ceremony 21

Billy Idol at Emmy After Party 22

Corporate Event 23

Sometimes You Have to Pitch In! 24

ME AND SOME OF MY HAPPY WEDDING CLIENTS

MY OUTSTANDING TEAM

That’s What We Do! 27

8 Points that Guaranteed a Successful Event:

1. Provides a “WOW!” Experience 2. Makes an Emotional Connection 3. Creates Branding 4. Delivers a Clear Message 5. Run by a Smooth Operation 6. Has Happy Guests; “I Feel Special!” 7. Produced Within the Budget Allocated 8. Guests Leave with a Memory of the Occasion

5 Points that Guarantee an Unsuccessful Event:

1. Boring 2. Guests Cannot Relate to You or Connect with Each Other 3. Unhappy Guest – “I’m Cold, Hungry, Been Waiting in Line Too Long,

Have Nowhere to Sit, It’s Too Loud, No One is Paying Attention to Me!”

4. Technical or Operational Failure 5. No One Comes to the Event

Event is booked on a Holiday, Important Sports Game Day or During a Popular TV Program

Poor Communication and Promotion (no one knows about it) Weather or Unforeseen Cause – You can’t control everything but you can

have a rain or hot weather back up plan

Let’s Do It! 30

Now that we know WHAT makes a successful event…

Lets learn HOW to make it happen!

Hire an Event Planner! With a Wonderful Team!

(Just Kidding!)

Provide a “WOW” Experience! 32

“Wow, I’ve Never Seen That Before!”

33 Copyright Teri Kinne Events, 2011

How to Create a “WOW!” Experience 36

Think Creatively

Think Creatively…

Choose the New and Unusual

THE “WOW!” FACTOR:

New and Unusual Locations That Surprise and Delight Guests!

Wow Locations 39

New and Unusual Locations 40

Even if it is Your Business Space – that is unusual space to have a party!

Event in an Office Building - WOW! 41

Party in an Art Gallery – WOW! 42

Don’t Do This… 43

No Hotel Meeting or Ball Rooms! (boooring!)

The “Wow!” Factor: Use

Cutting Edge Décor and Florals

The “Wow!” Factor: Add Unexpected Touches…

Unexpected Touches: Celebrities and Surprise Guests

Surprise Guests or Celebrities!

Balloons are Expected 61

And Can Be Boring

More “Wow!” 62

But if You Have to Have Balloons…..

“Wow, Cool!” Copyright Teri Kinne Events, 2011

Unexpected Touches: 63

Impressive Entertainment Never Seen Before

Expected: 66

What do You Expect to Be Served at a Meeting, Conference or Event?

Rubbery Chicken!

Unexpected Touches: 67

Menu that Reflects Your Theme or Colors

Quality Food and Service

Menu and Styling that Reflects Your Theme

Menus that have Height, Color, Texture, In addition to Flavor & Aroma

More “Wow!” Factor: 75

Let them Learn Something New Tour the Interesting Venue Learn About the Animals and How to Protect Learn How to Roll Sushi Words of Wisdom from the Surprise Guest If You Have Exotic Dancers – Have Them Teach

Your Guests a Dance Move! Hot Air Balloon Ride (instead of decorating with

balloons – boooring!)

A Note About that “Wow!” Factor: 79

Don’t Exploit or Show Off… Let Guests Learn, Be A Part of It,

Respect and Appreciate

I Am Still “Wowed”…. 80

This Creates a Positive Experience Your Guests Feel Special They Get to Learn so You are Providing a

Benefit

Make an Emotional Connection 81

One of the things that makes an event memorable is the ability to emotionally move the guest.

Make the guest feel, belong, agree, empathize and have a sense of community.

This will allow your product or message to have an impact.

Ways to Make A Connection 82

Create an Emotional Response – Sympathy, Joy, Sadness or Surprise

A Common Goal Learning

Ways to Make A Connection 85

Learning

Common Memories

Laughter

Bonding

Agree with a Situation Laugh Memories State A Common Goal Learning

“I Feel Good” 89

Branding 90

You have an Audience Now – Let Them Know About You!

Branding 91

Reflect Your Logo in Everything You Can. This Creates Continuity and Brand Memory

Be Creative with Branding! 92

If you are thinking about putting your Logo on a promotional item like a balloon….

THINK BIG!

Deliver A Clear Message 97

Define Your Message Now… Why Are You Having This Event? Raise Funds for the Organization Launch New Product Network with Colleagues Anniversary Celebration Meet New Customers

Find Ways to Let Guests Know Why They Are at Your Event

How to Run a Smooth Operation 98 Hire Professional and Experienced Vendors

Punctual Good Reputation Do Outstanding Work Accountable

Require the vendors to see the space and do a trial run of their equipment and timing. This is called a “Walk Through” or “Site Visit”

How to Have Happy Guests 99

Joy! Fun! Interest! Fascinating! Comfortable! Important! Satisfied!

Joy! Fun! Interest! Fascinating! Comfortable! Important! Satisfied! 100

Well, Not Too Happy…

Guests Should Say “I Feel Special” 103

How Do You Make Guests Feel Special?

Special Welcome 105

Smiling Greeters

Grand Entrance

Guide and Escort Guests Throughout Event Guide to Different Spaces Pull Out Chair Refold Napkin when Guest is not at Table

Special Welcome

Special Details 109

Tray-Passed Cocktails or Appetizers Guests don’t have to stand in line for drinks or food, it is

brought to them

Food & Beverage That is Easy to Access

Special Details…

Special Service 113

Excellent Service by Staff: Smiling, Attentive, Introduce themselves, Guests Treated as a Queen/King for the Day

Special Service

Leave Guests with a Memory - Special Keepsakes

Favors at Each Guest’s Placesetting Take Away Photos of Guests with VIP or Other

Guests Printed Menu with Date and Event Name at Each

Place Setting. This lets guest know what they are eating and is

something they can take home to remember the event by

Gift at Each Place Setting – “Favors” A Flower, Herb, Mint, Name Tag or One of Your

Products

George Kontaxis

Leave with a Memory 123

How to Give Guests a Memory that Lasts: Gift at Each Place Setting Take Home Photos from the Event (Photo Booth, Instant

Photographer) Centerpiece Give Away CD of the Playlist from the Event Music or from the

Band or DJ who Played Goodie Bag (“Swag Bag”) with Branding and Items

that Reflect the Event Coupon in the Goodie Bag for Your Business or Service

Leave with a Memory EXAMPLE: 124

Give Guests a Tangible Reminder of Your Event Example: Disneyland’s Mickey Mouse Ears When the theme parked opened they gave away the

mickymouse ears as a souvenir. Even today when visitors buy the Mickey Mouse Ears they buy them because they want a reminder of the wonderful time at Disneyland. Every time they look at the ears they remember the wonderful day.

“Guess where I was!”

Produce the Event within Budget 126

Allocate a Budget Do this within the first steps of planning the event.

Everything else will fall within these guidelines Include all of the elements that will go into the event

(see Event Budget Planning Handout) Leave some room in the budget for unexpected items

(tenting for rain, heaters for cold, VIP guest who wants to be hosted)

How to Make the Most of Your Budget 127

Are there opportunities with “Strategic Partners”?

Strategic Partners are companies, groups or individuals who you team up with for a mutually beneficial result.

Smart Budgeting 128

Examples of “Strategic Partners”: I put on events for event planners. My rentals, catering,

lighting and DJ are donated because these vendors want to reach the same audience I am providing. I give them credit on all printed material and they can promote their business at the event.

Smart Budgeting 129

Strategic Partner Opportunities for partners that want to market to your guests:

Bar donated by an alcohol sponsor. Company donations to your gift bags. A table or booth providing sample services to your guests, such as

make-up or massage. A location such as an Art Gallery that will let you use their space. One of your suppliers co-hosts the event or helps you fund it

because when you sell more, they sell more!

Let your Strategic Partners know that this is a good opportunity for their business.

Smart Budgeting 130

When you are negotiating with vendors let them know if you do several events a year. If they give you a good price you will use them regularly.

Let vendors know what your budget is for their services even if it is less then what they want to charge you. Maybe they can work with your budget.

Get estimates from vendors and then signed contracts. Most vendors will require deposits. Pay for balance on

event day. Have a check ready or credit card on file. You don’t want to have to deal with it while your event is going on.

How to Make the Most of a Small Budget

If You Don’t Have the Budget to Hire Professionals: Get Catering and Staff from Local Culinary School Visit Wholesale Flower Marts instead of Hiring a Florist.

Use Vases from the Discount Store Hire Interns to Help with the Labor Hire Local Performers that are Just Starting Out (we

find these on Craigslist) Have a Daytime Event so You Don’t Need Lighting Have it in a Home, Community Center or a Colleague's

Store so You Don’t Have to Pay for a Venue Get Family Help

How to Make the Most of a Small Budget

But Remember…. MOST OF THE TIME YOU GET

WHAT YOU PAY FOR

Guest Leave with a Memory – Swag Bags

Make Your Event Memorable so Guests Will Tell Everyone They Know

Your Reputation Will Grow, They will Want to Come Back and Bring Friends

This will Develop Good Brand Awareness and Loyalty They will Associate Your Brand with the Good Memory (This also “Creates Branding”, “Delivers a Clear Message”

and “Makes Guests Feel Special”!)

“Look What I Got!”

The Goodie Bag. Or in L.A. – The “Swag Bag”

Example: Oscar Parties, Emmy Parties, After Parties, Grand Openings- big name sponsors want the opportunity to get their product in the hands of celebrities. The gifts are

so good they have to have armed guards bring them in an patrol them! Copyright Teri Kinne Events, 2011

The Good Photographer

Guest Leave with a Memory 138

A Tip From the Pros 139

As Host of Your Own Event…

Look Good, Fresh, Relaxed and Confident Be The Host, Mingle and Be a Star Enjoy the Party Smile!

Don’t work during the event. Hire, Delegate, Differ

As Host of Your Own Event

Gathering 141

Overall, gathering people together for a common purpose whether it is family, friends, clients, neighbors, community or those who believe the same as you do, creates a special energy and is powerful!

Please have fun with it, enjoy it and have a success with it!

As they Say in Hollywood… “It’s a Wrap”!

Now That You Are On Your Way to Becoming Event Planners….

Think About Creating Fun, Successful Events…

Smile and Start Planning!

THANK YOU! SEE YOU TOMORROW

successful event planning presentation - teri kinne events

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