At the 2011 REBGV Medallion Awards, Vancouver Convention Centre, lighting creates drama (left); “under-the-sea” theme (below)
“is still achieving the same thing”: showing awards to businesspeople, a weekday customer appreciation. breakfast or luncheon may be preferable Choosing an event-planner is importo a black-tie dinner. Not only does it tant. Seek a planner with experience in save money (involving less alcohol and a the style and scope of the event you want less expensive meal), but it can improve executed. Expect to see the resumés of attendance, demanding less from the the people involved. attendees’ personal lives than evening or Until fairly recently, there weren’t any weekend invitations. governing bodies for event-planners. Now Targeting one’s audience helps cut there are several, each with its own set of costs and makes an event more effective requirements. Designations include CMP by reducing size. (certified meeting professional), CMM (cer“The biggest challenge is managing tification in meeting management, with 10 what the guests’ expectations are,” says years’ experience required prior to examiWallace. “If the budget doesn’t match nation and review), CSEP (certified special the guests’ expectations, try changing events professional) and CEM (certified in the event up entirely. Don’t do a sub-par event. Do something completely different.” exhibition management, for those specialWallace describes a client who formerly izing in big trade shows). Yet Wallace says that since these desighad an annual lavish dinner but who, with nations are still so new, it is “more imporbudget cutbacks, now has several smaller tant to find full-time people who live seasonal events, such as a pumpkinand breathe events every day” and have carving and Christmas carolling. The client
experience in the type of event one wants produced. Another trend: “Gone are the days of having a year or two to plan an event,” observes Matt O’Donnell, president and executive producer for Vancouver-based Tantalus Productions, which works on the tech side. O’Donnell stresses the importance of delegating knowledgeable staff to be the key go-betweens for the company and the event-planner: “It can be stressful on a planner or producer if there are delays in answers.” Constraints of time and money are making invitees much more selective about which events to attend. They also want proof of value. This is where creativity can really shine. “Creativity isn’t necessarily the big wow
Blowing up balloons
Photos: Brian Dennehy
When organizing events, does your staff get less productive? By Deborah Wallace Your annual party is next week, and your staff members are up to their eyebrows in decorations, invitation lists and menus. Business events are effective ways of showcasing your organization, introducing new products, thanking customers and celebrating with staff and stakeholders. Yet if an event causes day-to-day work to suffer, it may cost you more than you realize. What’s the price of delayed shipments to customers, overworked employees and
squabbling in the lunch room over who gets to plan the next company party? Here’s how it might look in dollars and cents if you use your own in-house event-planning committee: Ą Planning: 4 months x 10 hours per month x 5 staff members = 200 party hours Ą Day of event: 8 hours x 10 staff members = 80 party hours Ą Next-day clean-up and follow-up: 4 hours x 5 staff members = 20 party hours
Ą Total party hours: 300 x $25 on average per hour = $7,500 An event-planning company can help you cut costs, free up your staff and sales team to maintain your productivity before and at the event and produce a polished, professional event to represent your business well. Deborah Wallace is president of the Finer Details Event Planning Inc., 604-689-1463, events@thefinerdetails.ca. BIV Magazines MEETINGPLACES British Columbia 2012 11
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