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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!

Why You Should Take Your Next Business Event Slope-Side

Who doesn’t love having fun in the snow? Skiing might be the best way to enjoy the white fluffy stuff. The idea may be a little unconventional, but a ski-retreat for your next business event might be more productive than a meeting in the board room. And it will definitely be more fun. So swap your laptop for a pair of gloves and head for the hills.

There’s a Slope for Everyone

There is a ski-hill for every level of skier. Resort guests are lucky that the ski industry has evolved to embrace everyone from the novice skier to the most advanced. It’s common for them to have gear and equipment perfectly suited for everyone. It’s not just the gear that has evolved, if you are looking for a group lesson for your guests or a tour to more advanced terrain, there are well trained guides just waiting to make your skiing dreams come true.

Excellent Networking

Have you ever noticed how difficult it is to remember a name at work? Florescent lighting is not a friend to the memory. However, when you are transported to a ski hill, the names and faces of your fellow adventurers will stick in your memory for a life time.

Sharing some laughs on the ski lift is not only invigorating, it’s a great way to bond with colleagues and business associates. Depending on the chair length, you are forced to sit with each other for perhaps 10 minutes at a time, which is a fantastic opportunity to talk shop. Once on the slopes, you’ll be smiling too much to discuss business.

Divide and Conquer

If someone in your group isn’t into skiing, there are always options. If they want to stick outdoors, there’s always snowboarding, snowshoeing, tubing or snowmobiling. If indoors are more their speed, there are spas, art galleries and shopping to keep one happily entertained for a day. In the evening, plan to meet up for some productive business and to break bread together. Your attendees will appreciate the break during the day and the time to simply enjoy themselves.

Après-Ski

The best part of an event at the ski hill might be the Après-Ski. This is an activity that all winter outdoor recreators can enjoy whether you are sliding off the bunny hill or shredding black diamond moguls. Taking off the boots and kicking back around a cozy fireplace with your colleagues is a great way to end a day on the hill. Enjoy a cup of cheer together and see who can tell the best story.

From the Sundance Film Festival in Park City to a small resort in upstate New York, Strategic Event Design can help you plan your next corporate ski event. Contact us today!

Event Food Trends to Salivate Over

Who says that event food trends have to be boring? When you are delivering an event experience to your top clients, you want everything to be perfect, and that includes food and beverages. The good news is that you can safely pass on the boring buffets and make way for fresh, fun and bold cuisine. Here are five of our favorite event food trends of 2017-2018. What are yours?

Locavores

Locally sourced meats, produce and provisions are not only a top trend, they help a venue and/or vendor, like a caterer, operate in a more sustainable way. When a chef knows the quality and freshness of a product, they can ensure that they are delivering only the best and most flavorful ingredients. Plus, there is less shipping and packaging when your source from local producers. It’s a win/win. Delicious food and a lighter impact on the environment.

Highlight Wholesome

Let’s face it. When planning food for a large event there are going to be a certain amount of dietary restrictions. Veganism is more mainstream, gluten-free needs are considerable, as well attention to more widespread allergies like nuts. It can be quite a puzzle to configure a menu that fits everyone’s needs and tastes great, but it can be done. Creative chefs are leading the charge with healthy, minimally processed foods and using plant-based options whenever possible.

Creative Classics

Just look at the donut revolution and you can see that people love what they have a strong memory association with. But they will appreciate a fresh twist. Try fancy grilled cheese sandwiches with house smoked bacon and a slice of an heirloom apple. Spruce up an old-fashioned dessert like hand pies with updated fillings like bourbon soaked figs. People will appreciate the nostalgia and the fresh take on old favorites.

Artisan Everything

Tune into the products that your geographical area does well by hand, and try to incorporate them into your event. If your city produces whiskey, set up a craft cocktail bar as request a signature drink just for your event. Things like bread, cured meats and cheeses and even handmade napkins will have your party looking like a popular Pinterest board. Attendees will enjoy the attention to detail and the unique tie to a small business.

Food Trucks

When in doubt, schedule some food trucks. Food trucks continue to be a strong trend for events of all kinds and will draw a large crowd. Many truck vendors will work with event planners in advance to plan a meal, negotiate price and secure all permits. No need to wait for the credit card machine to process or to bother with tips, all of that is handled for your guests in advance. 

These are the hottest food trends in events that are sure to have attendees coming back for more. Do you have a question about the next trend that will turn your event into an experience? Call Strategic Event Design to request a free bid.

Why You Should Start Planning the Holiday Party Now

With the fall season starting to settle in, not many people are tuning into the holiday spirit.  As an event planner, or simply one who plans holiday parties, try to use this down time to your advantage.  There are so many benefits to placing yourself ahead of the holiday ball, so to speak.  Here are a few reasons why you should start planning the holiday party right now:

The Early Bird gets the…

Best venue!  Early fall, venues' calendars are wide open, so pick your date.  If you are looking for a deal, there can be deep venue discounts for the early planner, say planning 90 days in advance or choosing a Sunday through Thursday event date.  Also, there could be a specific date that a venue is looking to sell, sort of like a clearance rack for days, and a holiday party might be a good fit.

Food and beverage is the second big component to planning the holiday party.  A coveted caterer loves to have plenty of time to plan in advance.  The time that you spend meeting and communicating with your caterer will ensure that you get exactly what you want.  Seasonally sourced craft cocktails?  No, problem.  Corporate logo on a caramel drizzled cookie- a snap.

Timely Trends

By early fall you’ll have a strong sense of trending themes.  Are moustaches still fun?  What patterns and colors are on the top of everyone’s list?  By planning early you’ll have ample time to research and special order unique decor that will place distinctive touches on your party and make your event everyone’s favorite of the year.

Calendar it!

Parties aren’t fun without attendees, right?  Planning the holiday party nice and early gets it on everyone’s calendars, before all the other holiday festivities populate it.  A well forecasted party date also gives people something to look forward to, and a chance for them to plan to attend with their best foot forward; well rested, well-dressed and ready for fun.

Pat Yourself on the Back

For a job well done!  Taking the guess-work out of party planning early on makes the job a whole lot easier for the party planner.  Sure, there are small details that might need addressing, but overall you’ll be able to sleep a lot better and enjoy yourself a lot more knowing that the big details are squared away.  And isn’t having a wonderful time what the holidays are all about?

Productivity Apps for Event Planners

As any successful event planner will tell you, times can get hectic. Even the simplest event can have a seasoned event planner multi-tasking like crazy which can lead to feeling frazzled and inefficient. Luckily for us, with the dawn of technology, a wonderful array of apps has developed that not only make your life easier, but more productive! Here are a few of our favorites and why we love them:

Trello:

Throw away your sticky notes and say “Hello” to Trello. This organizing app can get a whole team on the same page, and fast. Arrange anything from to-do lists, group projects and long-term goals. You can add media, checklists, due dates and even attachments.

MailChimp:

MailChimp is an email marketing tool. It’s a great productivity app to manage contacts, send emails and track results. If you have an existing email list, try sending an invitation their way or report on the success of an event. MailChimp also has a fantastic testing feature to fine tune your message.

Guidebook:

Build apps with this app. We know that dedicated event apps are all the rage, but who has the time and resources to work with an app-developer? Enter Guidebook, the app provides upfront pricing and functionality to help you take your event to the next level while saving money, time and headaches.

PlanningPod:

Tired of all those spreadsheets and emails floating around? Check out the productivity app PlanningPod. Designed specifically for event professionals the PlanningPod system is really a dozen planning tools in one app. You can create floorplans, manage guest lists, track budgets and create templates for future use. There is also a website feature and credit card processing.

FullContact:

Updates, job changes, emails and phone numbers have made contact mis-management a constant in the lives of many professionals. FullContact has been developed to handle just that. It takes phone, file, google and social media contacts and syncs them in one spot. It also updates and deletes duplicates and for the very cautious, you can export to hard copy. Magic. A bonus is that you can use this with multiple Gmail accounts.

JotNot:

Put a scanner in your pocket. For those important documents that you have to save and share like contracts or invoices, check out JotNot. Many professionals find themselves on the go and not necessarily carting around a scanner, so take a snap shot with your mobile device and save the image as a high quality PDF, then email to anyone.

Paperless Post:

This productivity app is too pretty to leave off the list! It’s an event app that lends a sophisticated aesthetic to designing online and paper invitations. Popular for weddings and small events, you can even design the online envelope.

Many of these productivity apps offer slick “How-to” videos and free trials. Try one or two out and see if you have more fun staying organized!

Brand Activation Events

The appeal of a brand activation is building trust in your brand message, especially when your brand is making a fundamental pivot. For example, when Porsche launched the second generation of its Cayenne in 2010, it sought to bridge the rational and emotional sides of the buyers. It was revealed at a brand activation during the 2010 Geneva Motor Show, followed by an online reveal. 50% of the car’s purchases were from buyers who were new buyers to the Porsche brand - a huge success.   

A brand activation requires a lot of communication and clear goals. Make sure and spend plenty of time with your client so there is clear communication and clear expectations. A successful brand activation can take 3-6 months to complete so make sure to schedule an adequate amount of planning and meeting time. 

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Outdoor Event Planning Checklist

With so many factors left to Mother Nature, an outdoor event can go wrong fast. Take these outdoor event planning tips to heart. We've learned some of them the hard way.

Prepare Your Guests

Prepare your guest for event conditions with an email. A week before the event contact guests and let know what type of weather to expect and how they should prepare for it. You don’t want a guest to leave early if they are too hot or too cold. Detail what they should bring in terms of jackets, coats or hats and let them know other special considerations like if the event is on grass, high heeled shoes may not be the best option.

Rain or Shine

When planning an event outdoors, consider the possibility of rain or snow. Check often for weather updates and have another plan in place if a storm arrives. Pick an alternate site or consider tenting your party. If you do decide to a tent, trouble shoot for the wind and make sure that everything is adequately weighted and staked down.

Alternately, the sun can be difficult especially in severe heat and humidity. If this is the case have plenty of cold water and umbrellas or parasols for attendees to use. Having a small air-conditioned room or even a vehicle can also be helpful for attendees to take brief breaks from the heat.

Lead Time

Give yourself plenty of planning time to get your check list in place. Work with an event planner to help manage the work load and help you stay on top of things. Coordinating with an event planner also frees up some of your time so you can to work on the fun special details.

Outdoor Event Planning Check List

•  Have an alternate plan in place in case of weather
• Hit the event area and parking area with a leaf blower before and after event
•  Make sure the sprinklers are turned off!!!
•  Oder all tent rentals well in advance, make sure they are large enough to accommodate a crowd during rain
• Make sure WIFI works and is reliable if it is needed for your event.
• You may need to bring in a hotspot or a more powerful and reliable internet connection.
• Test your walkie-talkies to determine if they work for throughout your event parameters. If not you might consider a repeater.
•  If you are relying on cell service to communicate with your team, test coverage with the different carriers to determine if cell service is available and strong.
•  Check your power sources and determine if there is enough to support all of the elements of your event or if you need to bring in a generator. If a generator is needed confirm requirements before arriving on site with your generator. 
• Fees and Permits can be handled through your event planner
•   Tent and stage flooring, staging, and draping
•   Heaters and/or air conditioning
• Portable Restrooms, the more VIP the better. For a quick formula calculate 2 toilets per 100 people
• Securing outdoor areas can be an important job so make sure attention is paid to this and your plan accordingly,
• Fencing and Crowd Control can be very helpful for guests as fencing won’t let kiddos wander away. Stanchions can be used for lines at the bar, photo booth, etc.
•     Parking and traffic control, do you need a valet service and can the same team direct traffic?
•  Make sure event staff have all necessary phone numbers and can communicate clearly with each other
•    First Aid make sure and have a well-stocked kit at least and keep plenty of sun screen and drinking water handy
•  Detail who takes care of trash during and after the event. Make efforts to recycle or reuse.

We know this is a long outdoor event planning checklist! Being well prepared is the most important step. Recruit some help. For worry-free planning hire an event planner!

Let Strategic Event Design plan your next outdoor event -there isn’t anything that we can’t handle.

Corporate Event Activity Ideas for Groups of 100+

All events are not created equal. Medium to large sized events have many "moving parts", so to speak, and so require extra attention to detail.

1. Luxury Box

Even the most reluctant sports fan can enjoy the amenities of an arena’s luxury suite. Depending on the stadium you can usually fit about 20-50 people into each suite, with multiple suites to accommodate your larger groups. Suites these days’ feature martini lounges, brick pizza ovens, fireplaces and celebrity chefs. If a sport isn’t your corporate event activity idea of choice, book a fun concert. Large arena shows are fun for everyone. It is a good idea to plan out your transportation well in advance. You don’t want your attendees stuck in a stadium-sized traffic jam.

2. VR

Give your attendees their first Virtual Reality experience using the latest technology. Utilize stock photos and company footage to assert your brand and customize your experience. Transport your users to a 360 video with a voice over, “Welcome to the (Your Company Name) VR Experience!” Each user experiences a 30-90 second experience. To ensure flawless execution you might have to do a little homework. Check to make sure your venue, or vendor, has adequate space, power and internet capabilities. In the case that the venue doesn’t, some vendors will come with their own power and other capabilities.

3. Small Screen Star Power

A fun corporate event activity is to hire a reality TV star to interact with guests. An affable Bachelor or Bachelorette would be a hit with a large crowd; how would you like to share a glass of bubble with The Bachelor? Plus, reality stars tend to work for far less money than bigger Hollywood celebrities. For a dance party, you could book a DJ and a contestant or group from a televised talent show. Guests will have a ball dancing the night away with a pro. A clever touch is to compliment your celebrity guest with a creative sponsorship opportunity like a dating app, or a florist-for red roses, of course.

4. Drones

If you are looking to shake things up, consider using drones at your next event. Some like to use drone technology as a visual aid to show clients a 360-degree view of off-site locations. This could be useful for promoting a development project, a new resort or a re-vamped venue. Another use of drones for large corporate events is meal delivery. Food and beverages can be delivered via drone but here is where the details can get messy! You should probably stick to sturdier foods like pizza, burritos and tacos. Check in advance with your venue to make sure there is adequate flight space, and no turbulence.

5. Think Local

Whether your event is attracting out-of-towners or folks within your region, it's the perfect excuse for the group to experience the local flair. Those who haven't been to town will enjoy seeing what's unique to your area, while those who are from there will enjoy playing tourist for a day. If your event is in the mountains in the winter, think skiing, snowmobiling and snowshoe tours. In Cincinnati in the summer? Try a riverboat tour. Whether this is part of your itinerary or a scheduled break from the main event, guests will be sure to remember it.

 With an eye on small details, large corporate events can be a blast, not a bust.

Create a More Interactive Event (with a Little Help from an Event Planner)

Do your events feel flat and boring? Get away from the same old event with the help of an experienced event planner who can make your affair more interactive.

If you are looking for more interaction and connectivity, there are a few things that you can do to incorporate these actions into your next event. You may have noticed that there has been a trend in events and conferences to get away from the speaker/podium. This one-way of information flow to passive attendees is shifting towards a more interactive exchange of ideas and increased engagement.

So, if you want to make your next interactive event hum with interactivity and collaboration here are a few steps on how to do it.

Frame the Story

A more interactive event begins during the conceptual phase of event planning. Think about your audience and begin with a more inclusive “we” mentality. Consider your stakeholder’s main goals and go from there and feel free to solicit advice and opinions. Send out polls and questionnaires to determine content, venue and what your attendees want to see. Feedback will not only set the stage for successful interactive events it will make your audience feel valued and important.

Structure and Flexibility

Communication is important during any event especially an interactive event. There are many apps than can help with this or even signage but a clear message from your speaker or emcee is a good way to communicate expectations and opportunities. Let attendees know that their participation and feedback is important and explain how this will be done whether it is through open discussion, polling/surveys or break-out sessions. Make sure and monitor your sessions with an event app and social media to see attendee comments on what you are doing well and what needs to be tweaked.

Increase Participation

Encourage attendee interaction with incentives. You could require attendance at each session and track attendees, or have attendees complete a number of tasks through your event app. Rewards like sponsor swag or gift cards could be given to people who complete the most tasks first. Interaction isn’t simply an ingredient to a great party; as an event planner, you have a responsibility to your clients to ensure attendee participation. Making participation fun should result in a high rate of participation.

Design an Experience

Design an experience at your event that your attendees will remember. A great way to do this is to collaborate with a sponsor on a sponsorship activation that will engage all five senses. Make sure your brand is aligned with your sponsor and build a wow-factor into your event for your attendees.

Continue the Conversation

Don’t let interaction end with your event. Continue the conversation through social media platforms, informal meet-ups and live hangouts. Have your speakers engage with these venues of interaction to reiterate important messages, and even promote the next event.

Follow these tips and see your next event flourish through interaction. Have questions or need a few other tips? Please give Strategic Event Design a call.