Finding Event Planners in NYC Who Fit Your Personality

Finding the right event planner in New York City can be a little bit like online dating. You might see an attractive profile plus a substantial list of accomplishments as just the right mix. However, when it comes to meeting in person, that shiny profile might be a little tarnished. To find the perfect event planner to fit your personality you are looking for more than swipes, likes and winks. You want a successful event.

Keep that “thumbs up” sign to yourself and let’s see what it takes to find your perfect event planner match.

The Scene

NYC is one of the most exciting cities in the world. Our hat’s is off to you for planning your event here! Excitement aside, professional event planners in New York require a certain amount of know-how. Simply navigating the city can require a deft hand. What you need is an event planner that can match the pace and the energy of the city that also has a fair amount of knowledge about the area.

Look for Reliability

In the “city that never sleeps” event details can change fast. For example, say you book a venue six months out only to find that the building has been sold, rented or otherwise occupied once your event date arrives. A savvy event planner in NYC will have a contract that will protect you in this case plus a backup plan of viable options. A truly great event planner in NYC is first and foremost reliable.

Excellent Listening Skills Required

You are going to need someone that will listen to you. Event planners in NYC may have strong ideas and opinions, and while these qualities are not necessarily negative, you need to keep in mind that this is your event. Make sure the people you choose to work with are listening to your ideas and taking your concerns under consideration.

Follow Through

Reputation is an important element when it comes to event planning. Do your homework when looking for an event planner in NYC, after all, a poorly planned event will reflect on you, not the planner. Conduct fact-to-face interviews with event planners themselves and follow up with at least three references for each. Meetings and follow-ups may seem like a lot of work up front but believe us, all of this effort will pay off with a fantastic event.
  
Other Requirements

The best way to find who you want is to know what you want. Make a list of what you are looking for in an event planner. If your event is uncomplicated and straight-forward, you could try an event planner that is fairly new to the industry. However, if your needs are more substantial and your event requires vendors, speakers, transportation, venues, entertainment and security, you might go for a more experienced event planner who wields a long list of contacts and industry insiders.

It might take longer than a New York minute, but with these guidelines, you will find the perfect NYC event planner to fit your personality.


For more helpful tips on event planning, please contact us at Strategic Event Design.

12 Office Party Themes for Every Month of the Year

You know the saying “An office that plays together, stays together.” Well, here to keep the fun rolling in your workplace are 12 carefully selected office party themes for every month of the year.

Allowing staff to have fun together can promote teamwork and serve as a bonding experience. Group activities improve communication between employees and even between executives and employees. Not to mention, fun breeds creativity and when your company is known as a fun one, it can help recruit new hires. The list of benefits goes on and on. So grab your calendar and start plotting some serious office fun!

January: Centering in the New Year

January can be a tricky time to host a party. Most people have indulged over the holiday season and may simply be tired of the festivities. However, it would be welcomed if employees were able to start the new year on a different note, with their employer catering to them. Bring in a caterer to set up a smoothie bar and Starbucks in the morning. Surprise them with a mid-morning guided meditation break. Announce that everyone must leave 2 hours early after a particularly stressful meeting. Catering to your employees will not only give folks a healthy start to the new year, but show your appreciation in advance of a great year ahead.

February: Winter Olympics

We can’t believe it’s been 4 years since we wrote about hosting an Olympics office party for Sochi. Don’t let the Olympians have all the winter fun! Go for the gold at the office with an Olympic office party theme this month. Have different departments choose a country and begin setting up an Office olympics extravaganza. Your tournament bracket could include everything from desktop bean bag toss to trash can basketball. Don’t forget the gold, silver and bronze medals: something your employees will treasure as bragging rights for years to come.

March: Naughty Leprechaun

St. Patrick’s Day is March 17th in 2018, but hold the green beer. This can be a wonderfully fun holiday with games, food and tricks. Queue the fiddle music and set up the greatest scavenger hunt your company’s campus has ever seen. A scavenger hunt is great to get office workers around the nooks and crannies of your workplace, and allow them to see how the other half lives (or works). Just be sure to include a pot of gold at the end!

Visit For More Details: https://www.strategiceventdesign.com/single-post/2018/01/10/12-office-party-themes-for-every-month-of-the-year

Why Your Sales Activation Plan Should Involve a Live Experience

A live experience can be a dynamic component of a sales activation plan. While your plan should include a marketing mix of high impact ideas, one such idea is a live experience. Engaging with a targeted group in a real-life, live experience, can aid your sales activation plan in ways that are hands-on, participatory and measurable. Besides, what is better than face-to-face interaction? 

Planning

Think about who you would like to reach with your experience. Are you looking to engage a large number of former customers who may have gone ignored? If this is your target audience, then past sales data can reveal telling information on how to re-engage them. On the other hand, are you looking to engage a small group of influencers? These individuals may not have a history of your company but through proper engagement can help spread your message through their ample networks.

Goals

Live experience goals are two-pronged. First, you want to engage with your audience emotionally by bringing the brand to the consumer in a way that creates an experience. This experience not only builds an emotional connection with your audience, it will also position the brand within the mind of the consumer, therefore, setting your product apart from the competition.

Secondly, you want to push sales. There are a few strategies that are used to encourage product purchase and drive sales. This is a part of your sales activation plan, after all. Through brand education, brand engagement, and interaction, people can experience the brand for the first time in a well-rounded way. Equally important, past clients who are familiar with the brand may be experiencing the brand in a whole new manner. Make sure there is plenty of opportunity for purchase during the live experience. Customized promotions and loyalty/motivation programs can be great tactics to drive sales.

Measure Engagement

During the planning phase, set up a number of metrics that you would like to track during your live event. The information gathered during this stage can help with the other aspects of your sales activation plan. Of course, you are tracking sales, so follow sales numbers closely in real time. Similarly, there are other items that are important. For example, email capture or contact information shared can be great indicators of audience engagement, as well as useful additions to your sales force.

Modify/Replicate

If your live experience was a success in terms of sales and other metrics, consider replicating it. After all, success is always worth replicating. If there is an area in need of improvement, try to alter details to reach the intended outcome.

For more information on successful live experiences and sales activation plans, please contact us at Strategic Event Design.

New Event Technology for 2018

New Event Technology trends for 2018 would show that the sky is virtually the limit. If you can imagine it happening, it probably already is. These changes are not only assisting event planners with their jobs, new event technology is providing the attendee with better and more memorable experiences.

AR-Indoor Navigation

Beacon technology, sometimes referred to as Bluetooth Low Energy (BLE), has brought navigation indoors. For an attendee inside a trade show at the Las Vegas Convention Center, this means they can now navigate hallways, meeting spaces and booth to booth. This hyper-navigation is going a step further with Augmented Reality (AR) by super-imposing a computer-generated image on a user’s view of the event, either through their phone or a set of glasses. This not only gives attendees step-by-step steering through the event but includes gamification options, as well as the possibility of interactive booths, logos and displays.

Chatbot

Some may look back on 2017 as the year of the chatbot revolution. You can think of a chatbot as an app that interacts in a conversational way, usually through text messaging. During events, a chatbot may provide on-demand scheduling information, directions, feedback and surveys. You can also use them to search for speakers, break-out sessions, exhibits and more. Chatbots typically have audio capabilities but text is preferred for crowded conferences and large spaces.

Online Booking of Direct Meeting Space

The traditional way of booking a meeting space is being replaced by online Airbnb-style apps. Once upon a time, a meeting space was booked through an event center with a sales contact and a negotiated contract. Now there are at least one dozen online platforms to book your next meeting with new booking apps popping up all the time. There truly is a venue-finding app for every meeting. For example, the app EventUp has facilities across the country and includes hotels as well; were as Meetingsbooker specializes in smaller meetings up to 40 people, in 70,000 venues across the globe.

As we wrote about in a previous blog, the sharing economy has affected the events industry. But these DIY options aren’t for everyone. Nothing can replace the experience and expertise that comes with a professional event planner.

Snap Mask

For a photo-sharing alternative to Snapchat, check out Eventtag’s new app called Snap Mask. Snap Mask is a facial-recognition app that offers users a Snapchat-like filter for attendees taking selfies at events. Anyone can use Snap Mask, you don’t have to have the Snapchat app or an account. Planners can design filters and add sponsor logos and unique hashtags and the app can be loaded onto any tablet used at an event. Attendees choose their filter, snap their photos or video and then share via text or email.

These are just a few of the new event technology trends that we are excited about. For more information on using technology at your next event, contact us at Strategic Event Design.

How to Boost Sales with a Brand Activation

Corporate events can be complex and a challenge to plan but with a clear planning timeline the most complicted corporate event can come together smoothly and result in flawless execution.

Budget

A budget is the first thing that is required for any event. Without a budget you can't get anywhere. Firm up a budget with the client early on, and do your best in researching and estimating revenue and costs and fill in with exact numbers when you have them.

 Secure a Date

If this is a recurring event, start thinking about the next year’s as soon as this year’s event comes to a close. As a matter of fact for most major corporate events, the planning process begins about a year out. When you are wrapping up with your team, discuss the date and changes in expected attendance. Similarly, consider how adjusting the date would affect attendees. Keep an eye on competing events and take a careful look at the calendar to see that you aren’t scheduling during spring break or other widely-celebrated time periods.

Venue

 Once you have settled on a date, it is time to secure a venue. For the most part, venues can have very particular scheduling requirements so contact your preferred venue as soon as you have a secure date. If this is a venue you have used before, they may let you schedule a year out. A new venue may not be able to schedule more than six months out. Also, it is a good practice to contact a runner-up venue and possibly a third.

 Speakers

Speakers and special guests should also be contacted a year in advance for several reasons. If the speaker is popular in your area, they may be in demand and could be booked for several months at a time. Also, if they charge considerable fees you will want to put this in your budget ASAP and possibly look for a sponsor.

The same rule holds true for entertainment. If you are booking a band or DJ, begin speaking with them a year in advance and have a back-up plan in place in case they are unavailable.

Vendor

For a corporate event or conference, you can typically book a caterer 4-5 months before your event date. It is a good practice to take your time doing your vendor homework. Start talking to your top 3 caterers and try to attend an event they are catering to taste test their offerings. Also, use this as an opportunity to interview other clients of the vendors and solicit recommendations. Ordinarily, most caterers will require a signed contract and a deposit to secure your date.

Invitation Strategy

Develop an invitation strategy. If you decide to go with printed invitations, plan at least 2-3 months before the event to send out invitations. Proofs and edits take time so make sure you have plenty. If you are using an online invitation platform or direct email, it is still smart to plan out 2-3 months before the event. Think about sending a “save the date” teaser that gets people excited, an invitation and a follow-up for people that haven’t responded.

Make sure your invite has a clear call-to-action, asking people to RSVP and explain exactly how to do so, whether it is “clicking here”, replying via email or RSVPing via phone.

 Follow this planning timeline for your next corporate event and you will be surprised at how seamless a large, complex event can be. For more helpful corporate event insights please give Strategic Event Design a call.

35 Gift Bag Ideas for Your Corporate Parties $25 to $1,000

Gift bags are a great addition to any corporate event. Here to keep your corporate gift-giving on point, we have put together our favorite gift bag ideas for all budgets. These gift ideas are the most creative, sought-after and coveted items that aim to impress just about anyone.

We do not participate in affiliate marketing and have no incentives with the below companies. They’re just great items we think your corporate VIPs will love.

Gift Bag Ideas under $25

1. Corkcicle Stemless: This 12 oz. stainless steel tumbler keeps your favorite beverages hot for 3 ours or cold for up to 9 hours. You can add a company logo or event insignia.
2. Pudus Lumberjack Slipper Socks: As soon as we saw the cozy Sherpa lining and the classic red plaid we were transported straight to a log cabin.
3. Charger Case: A durable, neoprene case that will safely hold all charging cords, ear buds and even a cell phone. Perfect for travel and large handbags.
4. Record Coasters:  Add retro flair with these record coasters. Made from reclaimed records these will be a hit with any fan of the turn-table.
5. Merlot Infused Coffee: Impress the oenophile and the coffee-lover with these uncommon beans. Caffeinated and non-alcoholic.

Find More Gift Ideas Here: https://www.strategiceventdesign.com/single-post/2017/12/18/35-gift-bag-ideas-for-your-corporate-parties-25-to-1000

Company Holiday Party Games

Ahhh…the beloved, or dreaded, company holiday party games are being planned. Either way one looks at it, every holiday season, you are bound to be caught up in the festivities and play or plan one of these games… whether you like it or not!

Relax, Strategic Event Design is on your side. Not only do we offer a free guide to planning company holiday parties, we have provided a list of some of the best games to have in a corporate environment. Each game can be “tweaked” according to the level of silliness and frivolity that you feel comfortable with.

Name that Holiday Song

This holiday game is as simple as it sounds, and you can make up whatever rules you like. Research old and lesser known holiday songs on-line (Amazon.com is a great place to find some). Download a few “stand-by’s” as well. By taking the time to organize the music first, it will actually save time at the party, as there is no rummaging through a pile of music to find songs to play. Do try to choose a few songs that have music only (no vocals), making it harder for people to guess, or to be used as a tie-breaker. Play a clip of each song and have people guess the song and artist. You can play a song and let the entire group chime in, or, with a bit more planning, put people into two teams, have two bells ready, and set up the game “Family Feud” style. Idea for the prize? A box-set of holiday music is perfect for this game!

Employee Holiday Trivia

Ask via email or in person for employees to send you 2 holiday trivia facts about themselves that others might not know (remind them not to tell others what they are sending to you!).  Ask that the trivia be related to the season. An example of a response might be, “I always have all of my holiday shopping done by October 1st”. Create a form with each employee’s name listed down the left and one chosen piece of trivia from each employee on the right, but not in the correct order, labeled with a corresponding letter. At the party, hand out the trivia forms and ask each employee to put their own name at the top, then guess “Who’s Who” on the game form. The person with the most answers correct, wins a prize. If your group is really large, this can be a fun game to get people more excited about the party. Simply hand out the contest form the day before or the day of the party, and request submissions be handed in prior. Then, AT the party, go over each question and announce the winner, offering them a prize.

The Santa Hat Game/Rudolph Antlers Game

This requires enlisting the help of a good-spirited senior member in the group, even a CEO. Have a personalized Santa hat or Rudolph antlers for every member to wear during the party. The chosen “leader” can, at any time during the party, take off the headpiece. Make sure there is a spotter who can “spot” the first person to remove their hat or antler. Keep it all silent and eventually, there will be laughs and nudges and snickers as people realize it’s time to take off the headpiece. There will inevitably be one person left with their hat on who never realized the game was going on, and will there will be much laughter. It’s fun to have the laugh, then surprise them with a small trinket of appreciation for being the last!

Pass the Present

Have a prize well-wrapped for this game, as it will be handled often. In “Pass the Present”, everyone gathers around, and the gift is handed out randomly to one person. They hold onto it and will be the first contestant. The announcer will ask a question about the holiday or the company. A correct answer and they continue to hold onto the present. At the first wrong answer, the gift must be given to another. The game ends when all questions have been answered within a time frame and the last person holding the gift wins it.

Find a Reindeer

This company holiday party game works well for a large group. Visit the dollar store and purchase several small stuffed holiday animals. Wrap a gift card around each one’s neck. Let party-goers know that it’s “finders keepers” – whomever finds the prize, keeps the prize. Make sure the prizes are hidden WELL…consider taping one up under one of the buffet tables, for example. You can use any item…if your party has many ornaments in the decorating, use one style and randomly place those around.

Company holiday party games can be as crazy and fun as you want them to be…just use your imagination, but as always, keep it professional!