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EVENT PLANNING GUIDE | 2018

MAKING YOUR EVENT STAND OUT A unique identity helps create a lasting, memorable impression

Youâ€™re Invited What: Event Planning Guide

Presented by: Columbia Regional Business Report Details: Our new guide is the go-to publication for those planning an event in the Midlands! Donâ€™t miss: of event This guide includes helpful articles on various aspects s. torie direc and lists check l planning, as well as usefu ! mbia Colu uely uniq Also, how to make your event In this issue: ng How to attract and engage sponsors for your event; deali se choo to how ; event any for with the inevitable challenges ion. occas yle a venue for your lifest

About the cover: The Gervais Street Bridge Dinner is held annually in Columbia as a fundraiser for a variety of Midlands charities. The bridge is closed on a Sunday to serve as the venue for a full-course meal along with music, dancing and more. (Photo/Soda City Friends) Event EventPlanning PlanningGuide Guide2018 2018

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Event Planning Guide 2018

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Columbia is the Southern hot spot WHY

olumbia, the Real Southern Hot Spot, is becoming a pretty cool place to have a special event. South Carolina’s capital city is drawing acclaim for its museums, its happening downtown, its library, its sports vibe. Columbia is a welcoming place. In fact, just recently Thrillist Travel chose Columbia as one of “8 Cities You Should Visit Before They’re Too Popular.” So, whether you live in the city that’s Famously Hot – or not – here are some things you should be sure to do – before their popularity heats up too much. You’ll want to start with Columbia’s Main Street, home to Mast General Store, the Nickelodeon Theatre and many restaurants, bars and shops housed in refurbished buildings. If you happen by on a Saturday morning during the multiblock Soda City Market, you may think you’ve already waited too long to visit. The crowds are big, but the outdoor market am-

biance makes it worth your attention. While you’re downtown, you’ll want to stop by the Vista, a former warehouse district now home to hotels, shops and restaurants, as well as North Main Street, with some imaginative reuses of vintage structures. And don’t forget Five Points, an eclectic business district popular with students at the University of South Carolina. (Did we mention that Livability.com ranks Columbia as the No. 3 college town in the country?) As for awards, Columbia’s special places have been hauling them in. The Columbia Museum of Art, also on Main Street, won a National Medal for Museum and Library Service in 2016. Then the Richland Library – whose branches are getting great renovations and new programs and equipment funded by a bond referendum – won its own National Medal for Museum and Library Service in 2017. A perennial award-winner is Columbia’s top place to visit, the Riverbanks Zoo and Garden. The zoo along

the banks of the Lower Saluda River has been recognized as the state’s Most Outstanding Attraction by the S.C. Department of Parks, Recreation and Tourism and as the Travel Attraction of the Year by the Southeast Tourism Society, among other honors. Named Ballpark of the Year in 2016 – its first year open – is Spirit Communications Park, home of the Columbia Fireflies minor league baseball team, which plays in the Class A South Atlantic League as an affiliate of the New York Mets. The park is part of the Bull Street development, a reimagined use of the former state mental hospital’s grounds. A major part of Columbia is occupied by the growing University of South Carolina, which has made significant efforts to integrate the campus with downtown. Walking on the historic Horseshoe or attending a Gamecocks football, basketball or baseball game are the quintessential Midlands things to do. Of course, Columbia is the capi-

By Licia Jackson

tal city and home to the Statehouse, another fascinating place for a stroll and a tour if you’re interested. And if you like to visit historic homes, Historic Columbia has three that you can tour, including the boyhood home of President Woodrow Wilson. Beyond downtown, Midlands offers many attractions: • West Columbia and Cayce, with the Riverwalk, quaint shops and restaurants and riverfront development. • Lake Murray for fishing, boating, picnicking and swimming or just a sunset walk across the dam. • Lexington, with a growing business district and the Icehouse Amphitheater as well as shady parks. • Irmo, home of the Okra Strut, Saluda Shoals Park and the Harbison shopping district. • Fort Jackson, celebrating 100 years of training young soldiers. For more information visit www.ExperienceColumbiaSC.com. Event Planning Guide 2018

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8. Connecting with business cards 10. Audiovisual checklist 11. How to talk to sponsors 12. Corporate event planning checklist 13. Emergency planning

Event Planning Guide 2018

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Event Planning Guide 2018

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Reports of the death of

business cards greatly exaggerated By Barry Waldman

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ack in days or yore, say 2002, office workers kept rotating file devices, commonly known by the brand name Rolodex, filled with business cards. Ancient business people working with primitive computers would flip through the file devices to find phone numbers of other business people whom they had met in person, and call them using nowobsolete desk phones. Or they might email. Back then, people read their emails. Imagine! To obtain the business cards generally required actual human interaction. Occasionally, they were included as part of a package sent by — no

Event Planning Guide 2018

kidding — snail mail. That’s back when snail mail was called, simply, mail. Today, of course, physical file devices are laughably quaint. Business people keep all their contacts, electronically, inside their phones. Business cards are hopelessly passé. Except … they’re not. Not quite. Event planners and tour operators say business cards still serve an important purpose. They’re great leavebehinds. They can lead to business. But they’re not what they used to be. European merchants first employed business cards with their current purpose in the 17th century.

Those cards were more like handheld advertisements. According to Statistic Brain Research Institute, 10 billion business cards will be printed this year. Eighty-eight percent of them will be thrown out within a week. Melanie Murphy, owner of By Invitation Only Event Planning and Design in Columbia, is asked for a business card at every wedding she plans. She put time and effort into creating beautiful cards, even going so far as to hire a company to design a crest for her business. Murphy says her events often have an elegant Kate Spade aesthetic and that her business cards reflect that. They are designed to create an

impression using letter pressed with copper foil on thick paper stock and hand-painted with a green edge and calligraphy lettering. Cards like that are meant to make a statement and draw a lot of compliments, she says. They cost lot of money, too. “The other planner had to be on board for two years before she got her own card,” she said, jokingly. Lauren Fox of Fox Events doesn’t own a Rolodex-type file device, and she doesn’t hand out as many business cards as she used to, and now only prints a new batch about every three years. Most people generally have her name, contact information and much more

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from her website, Facebook page or other online sources. She does spend some money on beautiful cards that represent her upscale brand, and she accepts them when offered. But like most people, she enters the information into her company’s computer system and then no longer needs the card. Lisa Thomas of Ooh! Events says making contacts is critical in the event planning business, and she prints business cards with the intention of handing them out when they’re requested. But she admits she rarely has them on her when she needs them, which is during the setup of events when she is dressed down for the physical labor required. Most event planners appreciate beautiful aesthetics because they help create them. Thomas says she comments on distinctive cards, but after she enters the information into her phone, doesn’t generally keep them. “The days of stapling it into a

“I asked him if we had met. He said, ‘You’re the guy with the 20-dollar bill business card.’” – “Captain Bob” Hellebush

Rolodex are gone,” she said. Business cards serve different purposes in other cultures. In Japan, one of the world’s most technologically advanced countries, the exchanging of business cards is a revered ritual. It is considered an honor to receive someone’s card, which is always presented face up and turned toward the receiver, with the presenter’s fingers at the top two corners. The receiver grasps the card by the bottom two corners and reads the card out loud, making particular note of the person’s name and rank. The receiver then bows and verbally accepts the card with thanks. In the U.S., people rarely even

note each other’s cards, except when they are exceptional. Bob Hellebush knows all about that. “Captain Bob,” as he is known in connection with his limo and tour guide service, sports a special business card. It looks and feels like a folded-up 20-dollar bill. On the front are the two ends of a real bill. The back includes his name and contact information for his Charleston Town Car business. It always draws comments, he said. Some people refuse to take it at first because they mistake if for real money. Others ask for it just to show friends. For all that, Hellebush acknowl-

edges that the card itself has never won him business. It’s usually one element in his integrated marketing communication strategy. After three years, about a quarter of his business is referrals from people who received his card. His most vivid experience of the power of the card came when his transmission went out and the tow truck operator called him by name. “I asked him if we had met. He said, ‘You’re the guy with the 20-dollar bill business card,’” Hellebush said.

Event Planning Guide 2018

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Technical Worksheet for Events 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.

• 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 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?

Audio • • • • • • • •

Organization 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 Details • • • • • • • • • • • • •

Load-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?

Electricity • • • • •

What 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?

Lighting • What elements would you like to use lighting for? • Do you have a logo for projection onto walls, floor or façade? • Do you need a stage wash for your speaker?

Event Planning Guide 2018

How 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

Video • • • • • • • •

What 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? (online/DVD/USB) 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? Should screens be ground-supported 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 elements — it’s not a full rehearsal unless you run videos, have speakers, talent, etc. present. It’s 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 — it’s live. • If you have multiple vendors — coordinate their load-ins/outs — nothing is worse than having vendors fighting over the loading dock or elevators. • When budgeting, always allow for unexpected extra costs. Things happen — the elevator is stuck, your talent is late for rehearsal, etc. There are many things that can increase your costs beyond your control.

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Attracting and engaging sponsors is a multilayer approach By Steve McDaniel

vents typically can’t happen without the financial support of sponsors. Whether it’s a charity fundraiser, a milestone celebration, a corporate convention or anything in between, sponsorships are vital to ensuring a successful event. Showing a potential sponsor the value of attaching their brand to your event is the most important part of the negotiation. Businesses are increasingly aware of the importance of aligning themselves with worthy causes and important issues, and event sponsorship is an ideal way to get a company’s name in front of a lot of people quickly. Rick Jones is CEO of FishBait Marketing in Charleston. With clients that include the Atlantic Coast Conference, Werner Ladders and Capital One, Jones has plenty of experience finding partners for various events and causes. His team has a detailed ap-

proach to finding sponsors that are the best fit for a particular event. “We go through an extensive comprehensive, 12-step process for selling sponsorships,” Jones said. “We identify perfect fits for each property, with specific prospect targets and ideas for activation for each targeted prospect to solve a business problem or maximize an opportunity for the prospect.” Once viable candidates for sponsorships are identified, Jones says it’s important to find the key decisionmakers within those companies. He typically tries to find a mutual contact who can help set up an introduction, and will get in touch with the decisionmaker through an email. Getting a foot in the door is just the first step, however. A potential sponsor must be convinced to attach their name and brand to an event,

something Jones says is primarily a case of matching the prospect with an audience that will find mutual value in the partnership. “It’s no longer about names and identification,” he said. “But rather why the audience is important to the prospect and how to meaningfully engage with that audience through a partnership with the event or property.” Once a sponsor is on board, it’s important to keep them in the loop during the planning and implementing stages of the event. An open line of communication during the planning stages of an event is crucial. “You must build in planning as part of the process,” Jones said. “Planning starts with the sponsor identifying the end goals of the partnership and then building a plan to reach that finish line.”

Tips on engaging event sponsors From Rick Jones, CEO, FishBait Marketing in Charleston

WHAT TO DO: o Identify perfect fits for each event with specific prospect targets o Find and contact the key decision-maker or makers within a company o Make clear to prospects how important the event’s audience is to them o Build in event planning as part of the sponsorship process o Schedule followup meetings immediately after the event WHAT NOT TO DO: o Put a sponsor with the wrong audience o Fail to provide real value to the event’s audience o Fail to provide adequate resources to allow the sponsor to actively market the event from their point of view

Event Planning Guide 2018

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Corporate Event

Planning Checklist BEFORE THE EVENT o Determine event goals and objectives. This is especially important with client events and sales meetings, as it will help you stay on track. o Identify 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. o Prepare 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.

Hot tip: Communication is a huge key to your event’s success. Strive for clear communication with attendees, sponsors, vendors and the venue representative. o Conduct site visits as required. This is important when you’re 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. o Add any deadlines and other requirements to the timetable.

Hot tip: Plant the seeds of social media early by promoting a hashtag before the event to generate buzz.

60 TO 90 DAYS BEFORE THE EVENT o Form committees as required. Organizations that have regular events should consider forming standing committees that meet regularly. o Develop a promotional strategy. o Do some public relations for the event. Calendar notices, press releases and interviews may all be appropriate. o For nonprofit or charity events, line up sponsors. o If you are charging admission to the event, establish

Event Planning Guide 2018

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. o Obtain 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. o Select and order speaker gifts and awards. o Order special decorations for the event. o Prepare and order signs. This is another opportunity to build your brand. o Arrange for travel and housing of all staff and VIPs.

THE DAY OF THE EVENT o 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.

Hot tip: Use your leverage to get the best out of your vendors. Explain that the event’s audience is invaluable to their business. “Here is what I am bringing you.”

IMMEDIATELY AFTERWARD o Pack and inventory all material. Many of your collateral materials are reusable — and they’re a big investment. o Do 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. o Collect and organize data for final meeting reports. Get evaluations from staff, volunteers and consultants to determine what went right and what needs improving.

Hot tip: 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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Emergencies

f you plan events, one thing you know is that something will go wrong. More likely, multiple things. Good event planners have back-ups to their back-up plans. Weather is always a wild card, even for indoor events. People have to get there and walk to the door, often dressed to the nines. At one wedding catered by Dupre Catering and Events in Columbia, the person delivering the wedding cake dropped it, breaking it in half. His staff rescued the good half, cut it up and placed the slices on plates. He met the bride as she arrived. “We said ‘everything is beautiful but the cake.’ We showed her the plated slices. She broke out laughing and said ‘don’t worry about it,’” he said. The vendor charged her half. “If the bride smiles everyone is happy,” he said.

just everyday occurrences in event planning By Barry Waldman

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Weather wreaked havoc on a black-tie event organized by Carolina Event Consultants in Columbia. Owner Nancye Bailey had arranged for a valet company, but only two valets showed up for 500 people. Cars were backed up around the block. Among those stuck in the line were the night’s honorees, so Bailey sent staff to park their cars for them and give them umbrellas

for the walk inside. Weather isn’t the only variable. Lisa Thomas and her crew at Ooh! Events in Charleston discovered three hours before an event that the building’s power wasn’t accessible. The band, caterer and others needed electricity. But she knows area vendors and quickly arranged for generators. Guests never knew the difference. “You fix the problem and sort it

out later,” she said. Ben Toy’s On Purpose Adventures on James Island specializes in adventure-based events. “You mitigate the risk by being ready,” he said. They planned a 90-person teambuilding event outdoors when the ice storm of 2014 hit. Because the Southeastern Wildlife Exposition was underway, they couldn’t find an unused hotel ballroom. High school basketball had every local gym tied up. The team scrambled to move the event to the loading docks of Striped Pig Distillery in Charleston. Protected from the wind, rain and ice, the event went on with an hour of preparation. Some parts of the original event had to be scrapped, but others were added. “People were none the wiser, and they had a blast,” Toy said. “Now we have that idea in our toolbox.”

Event Planning Guide 2018

Business Events & Nonprofit Fundraisers

Photo/Soda City Friends

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16.

Establishing an identity for your event

18.

Social media tips

19.

Fundraising tips

Event Planning Guide 2018

Business Events & Nonprofit Fundraisers

Event Planning Guide 2018

Business Events & Nonprofit Fundraisers

Give your business event, fundraiser an identity all its own By Holly Fisher

osting a fundraiser dinner isn’t all that unusual. But hosting a fundraiser dinner on a bridge … well, that gives an event an entirely new twist that has people clamoring for tickets. In its fourth year, the Gervais Street Bridge Dinner is the perfect example of how an event can create an identity all its own. “There are few events like it in the United States,” said Erin Curtis, operations director for Columbia event company Soda City. Its nonprofit arm, Soda City Friends, puts on the annual Gervais Street Bridge Dinner. The October event is a seated Sunday supper that includes a three-course meal, cocktails, beer and wine plus live music and artists. But the venue is what really gives it a special identity. The first couple of years, organizers gave away tickets as they worked to build credibility and brand awareness. This year, the ticket pre-sale event in February sold out in 11 minutes. “It’s a testament to the people who live here and their desire to have unique and different events,” Curtis said. “Their enthusiasm is a testament to how this city supports itself.”

Event Planning Guide 2018

Curtis said having the bridge as the venue could have easily become a simple gimmick. Instead, it ties to the fundraiser’s true purpose, which is to draw attention to the city’s waterways and the Congaree River. The hard work has paid off. In seven years, Soda City Friends has raised thousands for organizations like The River Alliance, Canoeing for Kids, West Columbia Beautification Foundation and Congaree Riverkeeper. “As a company, we don’t like to do what’s already been done,” Curtis said. “We like to bring something new to the table that pushes Columbia forward.”

Knowing when to pivot Sometimes event organizers make the hard decision to revamp, modify or even discontinue a long-running event. It may have run its course — or what was once a novel idea is now one of many similar events. Cherise Arrendale, strategic initiatives and communications manager for Central Carolina Community Foundation, found one of the organization’s signature events was growing stagnant.

For seven years, the foundation partnered with Columbia Metropolitan Magazine on the Best of Philanthropy Awards, honoring ordinary people making significant contributions through their life’s work. “We found that while the event was well attended, it was attended by the same people over and over again,” Arrendale said. “It wasn’t reaching a new audience.” Similar awards and events had sprung up over the years, making it harder for the Best of Philanthropy to maintain an individual identity. This year, the foundation decided to forego the event for a digital cam- Make your event special by giving paign highlighting the unsung heroes it a distinctive tone or theme. (Photos/Soda City Friends) around Columbia.

Elements of success Tracie Broom and Debi Schadel, co-founders of Flock and Rally, an integrated communications and event planning firm in Columbia, look to the fine details when it comes to creating an event identity. A branded conference packet, how the staff greets event attendees and a souvenir take-home item are all

ways to leave a mark. “What are the touchpoints where you can create delight and confidence?” Broom said. Flock and Rally produces Crafty Feast, a juried indie craft fair featuring nearly 100 makers from across the Southeast. Each year, Broom and Schadel work with a local illustrator to create

Business Events & Nonprofit Fundraisers

a fun, cartoonish brand — something that ties into one of the crafters. One year, they used a robot illustration inspired by one of the vendors who made lamps that looked like robots. Over the years, Broom and Schadel have identified some key elements of event success that separate an OK event from an outstanding one. Some of those elements are: Hire a professional photographer. You have great photos to promote your event the next year, and it makes people feel more relaxed. Make it easy for guests to interact with each other. That could be as simple as creating a nametag that says, “I’m a ____.” Attendees write in words like “innovator” or “creator” and it sparks conversation. Pay attention to the flow of the event. For business events, make sure speeches or presentations are short. Build in plenty of breaks and make sure attendees have amply time to network and mingle.

Ask an expert:

social media tips and tricks By Ashley Caldwell, Founder and CEO of The Modern Connection Can a business today afford NOT to use social media during an event? It depends on what type of event it is and who is attending. More often we are seeing attendees want to document what they are experiencing. Social media is a natural fit for that. Which platforms would you recommend as most important for events? It depends on understanding your audience, but generally, you want to be set up and branded on the major platforms prior to the event and then make sure you’re monitoring the active ones during your event. Facebook works for your business page, event listing and live videos, while Twitter, Instagram, Snapchat and Periscope are most typical for active platforms during the event. You should also create and

implement an event-specific hashtag that can be used on all of the platforms. How can instantaneous platforms such as Snapchat and new Instagram “stories” be useful for an event? The downside of documenting events in real time is over-posting and clogging people’s feeds with so much content. Snapchat and Instagram Stories are the solution to this problem! You are able to keep everyone up to date during your event without the fear of getting unsubscribes from over-posting. The nature of Snapchat and Instagram stories mean that attendees and other viewers are choosing to watch. There’s no news feed involved. Share a few Dos when it comes to promoting an event on social media. • Create an easy-to-type and short

hashtag for your event (remember, people are on their phones.) • Make Wi-Fi easily accessible. Are hashtags necessary? Hashtags are an absolute must, especially for event marketing! Get creative and fun with your hashtag. What advice would you offer independent business owner about using social media during events? Ask for help! Business owners often try to do everything themselves. Make sure you’ve planted the social media seeds ahead of time so your event can really blossom. When we work with a client, we provide a checklist. How can a business overcome an event that “flopped?” I would never recommend acknowledging poor attendance on social media. Nor would I suggest being dishonest about the turnout. If an event doesn’t go as planned, simply start on the next one! Many factors affect the success of social media during events, so don’t be discouraged.

Event Planning Guide 2018

Business Events & Nonprofit Fundraisers

Making fundraisers fun

Festivity leads to long-term success

By Holly Fisher

big challenge for any nonprofit organization is competing against the hundreds of other nonprofits when it comes to sponsors, donors and ticket sales for fundraisers. Every cause is worthy, but people can only attend so many galas and golf tournaments and bid on only so many auction packages. So, what are nonprofits to do when it comes to making their event stand out in the crowded fundraiser space? Thinking of new ways to involve donors, volunteers and staff energizes everyone, says Cherise Arrendale, strategic initiatives and communications manager for Central Carolina Community Foundation. Each May the foundation hosts Midlands Gives!, a 24-hour online giving event. After the first year, they added a physical event. “The staff needed a vis-

Event Planning Guide 2018

next year’s event. Evaluating the successes and problems after the event is important, and then detailed planning is key. That way, if something unexpected comes up, you can adjust.

Consistent theme

The Heart Walk in Columbia is an annual fundraiser for the American Heart Association’s Midlands chapter. (Photo/AHA-Midlands)

ible place to be for the community,” Arrendale explained. “It’s a place for the public to see what we are doing, and they could ask questions.” Each year, the event visits a different high-profile location in the community. In 2016, it was Spirit Communications Park. This year, it was the State Museum. It’s an all-day event, so special activities — artists’

performances, a picnic, a basketball competition — were added to amp up the celebration. “The focus is on coming together,” Arrendale said. Sponsors got their employees involved and nonprofit staff members gathered to celebrate. Everyone was invited to join in the fun. The staff at Central Carolina Community Foundation is already planning

Branding your event early and maintaining a consistent theme keeps things lively, says Catherine Ramsey, senior director, communications and marketing, for the American Heart Association in the Midlands. “We have a campaign, Healthy for Good, for the next couple of years,” Ramsey said. The big celebration is the Heart Walk, which is marking its 20th year. Other events through the year include the black-tie Heart Ball and the Go Red for Women luncheon. The Heart Ball will be new and different this year, with a new venue

Business Events & Nonprofit Fundraisers

and new month (January instead of February). The theme will be “An Enchanted Evening.” Donors like to see what their dollars are doing, and they enjoy celebrating the successes of what the nonprofit can do, she said.

Plan for a festive time Nonprofit professionals recommend focusing on the organization’s mission while providing an event that is fresh and fun. “Your guests have to have a good time,” says Beverly Hutchison, director of development and marketing for the Dee Norton Child Advocacy Center in Charleston. “It has to be a good experience.” That means providing good food and beverages and, if an auction is involved, a speedy checkout system at the end of the night. “If they have to stand in line for 15 or 30 minutes, that’s what they will remember,” Hutchison said.

Jacqueline Bouvier Lee has been planning events and fundraisers for 30 years. As the executive director of the R2i2 Conference Center in Columbia, she said incorporating surprises is the best way to keep people coming back year after year. A festive theme – masquerade parties or New Orleans décor – as well as celebrity visits and signed memorabilia can be big draws, Lee said. She also stresses the importance of planning early and managing all the little details that make a good event great.

Incorporate a mission For any nonprofit fundraiser, it’s critical to share the mission so attendees better understand the organization’s work and its overall impact in the community. At their annual dinner auction, Hutchison said they usually pause for a “mission moment” to tell a story of a child helped by the Child Advocacy Center.

Tips for planning a successful fundraiser Tips from Jacqueline Bouvier Lee, director, R2i2 Conference Center

o Know your community. Understand what causes people in your area are likely to support and the types of events they like to attend. o

Determine your goal. Are you raising money for one specific project or are you simply trying to build awareness of your cause and mission?

Set up committees and subcommittees of volunteers to help with sponsorship, marketing or décor. For especially large events, it may be prudent to hire a professional event planner to manage the logistics.

Use volunteers, but make sure you have a large pool of them in case someone gets sick or is unable to help during the event.

Always look for new sponsors. Don’t go to the same donors or sponsors for every event. When approaching sponsors for a donation, ask how you can help in return.

o Start the planning process early. As soon as the event is over, have a debriefing meeting and determine what worked well and what changes should be made for the next year. For large events, such as galas, start planning at least 10 months in advance.

“We tell people what it costs to help a child and a family and ask them to sponsor a child,” she said. “Everybody can leave having contributed something. Not everyone will buy the $5,000 trip to Mexico, but many can write a check for $200.”

Telling that story in a visual way also works well. One year, Hutchison said, the event décor was simply 800 balloons. Using fictitious names and ages, each balloon represented a child the center had helped that year. “It was a such a ‘wow’ factor,” she said.

Event Planning Guide 2018

Lifestyle & Sports

Photo/File

Sponsored by

22. Hiring an event planner 23. How to host the perfect tailgate 24. How to make your event uniquely Columbia

Event Planning Guide 2018

Lifestyle & Sports

Event Planning Guide 2018

Lifestyle & Sports

Enjoy your day

while your event planner takes care of the

details

EVENT

By Licia Jackson

SUPPORT Here are vendors and services you may need for your event:

Photo/File

ant to enjoy your special day free from worry while somebody else takes care of the details? You can make that happen by hiring an event planner. In the Midlands, it’s helpful to hire someone who knows the area and the market, and who has relationships with a variety of vendors. “Most people don’t plan events every day,” says Melanie Murphy of By Invitation Only, a Columbia event planning and design firm. “There are so many elements to think about. We are connected to the vendors and we understand what goes on behind the scenes, also the logistics. It makes a major difference in the process.” There are two good reasons for hiring an event planner, says Cricket Newman of Cricket Newman Designs. “Working with an expert helps to make certain you make good choices, that your money is spent well,” she says. “And you can be with your family and friends on the day.” In general, event assistance can come in many forms, from a certified event planner to planning assistance from your caterer. An experienced planner will have expertise in putting on events and will have time to follow up on every detail.

Event Planning Guide 2018

Honesty is key in working with clients, Murphy stresses, as well as being realistic and setting clear expectations. As a popular location for events, the Columbia area has many event planners available. A list of them is included in this guide, and you can find out more about them via their websites. At the initial meeting, be clear about what you want. The event planner will guide you through the things you need to consider: venue, invitations, food, etc. Then the planner will provide a detailed proposal. An experienced planner can often save you money. They will have business relationships with preferred vendors who give discounts to their customers. Another source of planning help may be the event venue itself. Often the location will have a planner who can help you think through all the services needed. Their help may be limited in scope, but will help make sure you don’t forget a key aspect of the event. An experienced planner can help you avoid pitfalls. For example, people often forget to consider whether a venue has adequate parking or whether their budget needs to include valet service, says Dorothy Team, director of catering sales for Blue Marlin restaurant.

Other things sometimes overlooked are elevators and loading zones at the venue, time and noise ordinances, electricity requirements and restrooms. And lighting, says Team. “You want both commercial and atmospheric lighting, because when all the vendors come in they need to see to set up.” The weather is the biggest challenge, Murphy says. “After years of doing this, we always know our backup plans.” When Hurricane Matthew came through, Newman had to quickly relocate a wedding set for Brookgreen Gardens on the coast. “We moved the wedding to a private home in Fort Mill,” Newman says. “We took care of hiring all new vendors and came in on budget.” The event planner will also help you avoid impossibly busy times, such as USC home football games and major festival weekends. Even the best plan will sometimes have last-minute emergencies, such as a vendor who can’t deliver because of accident or illness. “We have the resources to replace the items,” Murphy says. “You don’t hire an event planner in case something goes wrong,” Murphy says. “You hire an event planner so nothing goes wrong.”

o Catering o Display equipment rental o Tables, linens, service ware rental o Photography/videography o Audiovisual o Florist o Decor o Production/staging o Security o Parking valet o Registration o Printing o Transportation

EVENT PLANNER’S

TASKS

Here are some of the tasks an event planner can assist with: o Research o Event design o Finding a site o Arranging for food, décor and entertainment o Planning transportation o Sending invitations o Arranging accommodations o Coordinating activities and personnel o Supervising at the site Source: Entrepreneur magazine

Lifestyle & Sports

HOW

to plan the perfect

tailgate

Photo/File

By Licia Jackson

ailgating before football games in Columbia is a great way to network for business, entertain your clients or just get together with friends and family. It’s a tradition that combines the need for sustenance with the pure joy of being outside on a beautiful fall day. Who wouldn’t want to party under such circumstances? If your event involves more than your immediate family, you’ll want

to do some planning to make the day go smoothly – and to take some of the work out of it for you. But you can’t forget those traditions, or someone will be disappointed. For example: the food. At University of South Carolina, chicken fingers are a must, according to the folks at the USC Alumni Center, who coordinate tailgates for homecoming and bowl games. Other favorites are barbecue sliders, fried green tomatoes with toppings

and Tex-Mex dips, as well as popcorn, boiled peanuts and cookies on the side. USC tailgates include a visit from mascot Cocky and the cheerleaders, with beach music for atmosphere. The decorations are also important — everything garnet and black, from linens to balloons. Also lots of feathers extend the Gamecock theme. The football tailgates are held outside under tents, but the

Alumni Center also hosts pregame events for Gamecock basketball games at nearby Colonial Life Arena. If you’re in charge of your tailgate, you’ll want to remember to plan for several hours outside. Have comfortable seating and protection from the weather. Take along plenty of sunscreen. Also plan some games or other activities, especially if children or teens are included.

Event Planning Guide 2018

Lifestyle & Sports

Columbia Ten ideas to make your wedding/event truly Columbia

Style

1 Decorate with Southern flowers, such as hydrangea, gardenia and magnolia

2 Serve local craft beer or spirits

3 For the wedding party, have the groom and groomsmen dress in seersucker or khakis to get a Southern look. Add in a bowtie to complete the look!

Serve barbecue from a hometown restaurant

Have a musical performance by gospel singers

7. Have USC’s Cocky mascot make an appearance 8. Decorate with the S.C. palmetto and moon 9. Use a ‘Famously Hot’ theme 10. Hold the event at a historic home or plantation

Event Planning Guide 2018

Have the guests of honor arrive (or leave) in a horse-drawn carriage or vintage pickup truck

Event Planning Guide 2018

Lists & Directories

Photo/File

27. Event Rentals

28. Full-Service Caterers

30. Hotels with Meeting Facilities

27. Exhibition and Conference Centers

29. Alternative /Outdoor Event Venues

31. 2019 Event Calendar

Event Planning Guide 2018

Lists & Directories

Event Rentals Listed alphabetically

1-2-3 Jump! 809 Idlewilde Blvd., Suite A Columbia, SC 29201 803-609-8318 123jumponline.com

Crisp Event Rentals 1108 Pineview Drive Columbia, SC 29209 803-661-8435 crisprental.com

Party Reflections 196 Shop Grove Drive Columbia, SC 29209 803-794-0010 partyreflections.com

AARO Rental Center Inc. 2246 Two Notch Road Columbia, SC 29204 803-256-8220 aarorentalcenter.com

Event Rentals 310 Catawba St. Columbia, SC 29201 803-814-4564 event-rentals.com

Party-On Rentals 305 Veterans Road Columbia, SC 29209 855-468-7217 party-onrentals.com

Bouncer World 1160 Old West Liberty St., Suite 3 Sumter, SC 29150 803-778-9999 bouncerworldsc.com

Lake Murray Event Rentals 908 Salem Church Road, Suite 2 Irmo, SC 29063 803-345-0054 lakemurrayeventrentals.com

ShutterBooth 701 Gervais St. Columbia, SC 29201 888-780-8837 shutterbooth.com

Covered Events 2601 Read St., Suite I 2C Columbia, SC 29201 803-576-0045 acoveredevent.com

Laugh â€™N Leap Amusements 3125 Bluff Road Columbia, SC 29209 803-647-9601 laughnleap.com

Supreme Bouncers 1971 Legrand Road Columbia, SC 29223 803-609-4000 supremebouncers.com

Exhibition and Conference Centers Ranked by Maximum Capacity Company

Phone / Website

Top Local Official(s) / Year Founded

Capacity / Meeting Rooms

Meeting/ Event Space (sq. ft.)

Indoor / Classroom / Theater Capacity

Spirit Communications Park 1640 Freed St. Columbia, SC 29201

803-726-4487 www.spiritcommunicationspark.com

John Katz 2016

15,000 18

7,500

400 -

Columbia Metropolitan Convention Center 1101 Lincoln St. Columbia, SC 29201

803-545-0001 www.columbiaconventioncenter.com

Bill Ellen, Cheryl Swanson 2004

8,500 19

142,500

1,200 2,072

S.C. State Fairgrounds 1200 Rosewood Drive Columbia, SC 29201

803-799-3387 www.scstatefair.org

Nancy L. Smith 1869

2,160 9

147,965

Buildings and rooms range from 3,700 to 40,000 square feet

Jamil Shrine Center 206 Jamil Road Columbia, SC 29210

803-772-9380 www.jamilshriners.com

Dwight Harsey 1973

1,400 4

24,000

South Carolina State Museum 301 Gervais St. Columbia, SC 29201

803-898-4901 www.scmuseum.org

William Calloway 1988

1,325 12

47,980

125 160 200

R2I2 Conference Center 763 Fashion Drive Columbia, SC 29229

803-738-8481 www.richland2.org

Jacquie Lee 2016

1,200 10

37,000

50 -

Aeolian Hill Plantation 295 Old Number Six Highway St. Matthews, SC 29135

803-456-0893 www.aeolianhill.com

Donald Murney 1872

1,000 3

2,500

50 30 -

Auditorium; 24,000 exhibition floor space; handicap-accessible; 2000-square-foot banquet/ reception room; dance floor; adjacent to kitchen and prep area; meeting room upstairs Housed in an 1894 historic textile mill; appropriate for meetings or weddings; comprised of 12 meeting rooms with spaces small enough for corporate lunches and large enough for weddings The beautiful and spacious R2i2 Conference Center is the perfect location to host your conference, trade show, or wedding A historic plantation great house sitting on 330 acres of ancient oaks, magnolias, gardens, and pecan groves providing a variety of choices for intimate or grand events; overnight business retreats in a private setting; sporting options available

Columbia Museum of Art 1515 Main St. Columbia, SC 29201 The Brookland Banquet and Conference Center 1066 Sunset Blvd. West Columbia, SC 29169

803-343-2212 www.columbiamuseum.org/eventvenue-rentals

Mario Guevara 1950

1,000 3

11,750

250 150

803-744-7956 www.brooklandbaptist.org

Greg Daniels, Stephany Smith 2005

1,000 7

11,000

700 1,000

Because of space constraints, only the top-ranked companies are printed. For a full list of participating companies, visit http://www.scbiznews.com/buy-business-lists. Although every effort is made to ensure accuracy, errors sometimes occur. Email additions or corrections to lists@scbiznews.com.

Description

A multi-use outdoor sports and entertainment venue which seats about 9,000 for sporting events and up to 15,000 for concerts; the venue has 16 luxury suites and a 7,000 square-foot club lounge to host any event The only downtown convention center in South Carolina; located in the heart of Columbia, walking distance from shops, restaurants and galleries; our bright and modern facility has flexible meeting rooms and an accommodating staff

Flexible event space for meetings, receptions, and concerts; art galleries Wedding receptions; business meetings; family reunions; weddings Researched by Business Report staff

Event Planning Guide 2018

Lists & Directories

Full-Service Caterers Ranked by No. of People at Largest Event in 2017

Largest Event 2017 / Employees / Avg. Meal Catering Services

Company

Phone / Webiste Email

Top Local Official(s) / Year Founded

Southern Way Catering 100 E. Exchange Place Columbia, SC 29209 Little Pigs Barbecue 4927 Alpine Road Columbia, SC 29223 Maurice's Piggie Park 1600 Charleston Highway West Columbia, SC 29169

803-783-1061 www.thesouthernway.com sales@thesouthernway.com 803-318-6682 www.littlepigs.biz champ@littlepigs.biz 803-791-5887 www.piggiepark.com mail@piggiepark.com

Lakyn Fowler, Brittany Stuckey 1981

Dupre Catering & Events 316 Senate St. Columbia, SC 29201

803-748-4144 www.duprecatering.com info@duprecatering.com

Tim's Catering Service 1717 Quail Valley E. Columbia, SC 29212 Seawell's Food Caterers Inc. 1125 Rosewood Drive Columbia, SC 29201 Loosh Culinaire Fine Catering 2030 Gregg St. Columbia, SC 29201 Buck Ridge Plantation 231 Gundog Trail Neeses, SC 29107 GAUSE Catering & Events, RB's Bodacious Barbeque 4135 Rockbridge Road Columbia, SC 29206 Southern Gourmet Catering 104 Rock Springs Road Columbia, SC 29223

803-318-7079 www.timscateringservice.com tim@timscateringservice.com 803-771-7385 www.seawellscateringsc.com seawellscatering@gmail.com 803-787-0044 www.looshcatering.com crawford@looshcatering.com 803-531-8408 buckridge.com 803-256-2694 www.rbsbodaciousbbq.net www.gausecatering.com billgause@rbsbodaciousbbq.net 803-865-7769 www.southerngourmetcatering.net info@southerngourmetcatering.net

Sondra Sieradzki, Robert 2,000 Percival, L. Dupre Percival, Sondra Sieradzki, Ansley Michael 40 $26 1989 1,500 Tim Scott, Chad Scott 5 1991 $10

Champ McGee 1962 Chris M. Bennett 1953

12,000 52 $55 3,300 26 $11 2,500 150 $13

Event Planning Guide 2018

Sit-down dinners, buffets and finger food receptions Cater parties, business luncheons, church events, weddings, rehearsal dinners; small or large, casual or elegant Corporate, social, and wedding catering on and off site Corporate events, luncheons, food truck Full-service on site with china/glassware; all types of menus available from formal plated dinners, buffet meals and stations with heavy hors d'oeuvres; off site catering available as well

1994

1,200 40 $40 1,000 40 $50 500 10 $50

Bill Gause, Rachel Gause 2004

500 2 $17

Full-service cocktail receptions, weddings, rehearsal dinners, corporate events, business luncheons, beverage service, staff, oyster roasts, Beaufort stews, plated and buffet dinners

Marie Whittworth 2000

500 2 $13

Weddings, luncheons; corporate, nonprofit, church, school and holiday events

Carroll O. Seawell Jr. 1946 Crawford Pressley 2003

Weddings, rehearsal dinners, bridal luncheons, corporate events and off-site catering events

Catering for corporate events, dinners, cocktail parties, receptions, and galas BRP will take care of set up, serving, cooking, and cleaning; you can relax and enjoy your event with your guests

Researched by Business Report staff

Lists & Directories

Alternative / Outdoor Event Venues Ranked by Maximum Capacity

Company

Phone / Webiste Email

Top Local Official(s) / Year Founded

Spirit Communications Park 1640 Freed St. Columbia, SC 29201

803-726-4487 www.spiritcommunicationspark.com info@columbiafireflies.com

John Katz 2016

15,000

Columbia Metropolitan Convention Center 1101 Lincoln St. Columbia, SC 29201

803-545-0001 www.columbiaconventioncenter.com sales@columbiaconventioncenter.com

Bill Ellen, Cheryl Swanson 2004

8,500

Riverbanks Zoo & Garden 500 Wildlife Parkway Columbia, SC 29210

803-779-8717 planyourevent.riverbanks.org planyourevent@riverbanks.org

Thomas Stringfellow 1974

5,000

S.C. State Fairgrounds 1200 Rosewood Drive Columbia, SC 29201

803-799-3387 www.scstatefair.org geninfo@scstatefair.org

Nancy L. Smith 1869

2,160

Jamil Shrine Center 206 Jamil Road Columbia, SC 29210

803-772-9380 www.jamilshriners.com jamilshrinersrental@gmail.com

Dwight Harsey 1973

1,400

South Carolina State Museum 301 Gervais St. Columbia, SC 29201

803-898-4901 www.scmuseum.org facilityrental@scmuseum.org

William Calloway 1988

1,325

Aeolian Hill Plantation 295 Old Number Six Highway St. Matthews, SC 29135

803-456-0893 www.aeolianhill.com Info@aeolianhill.com

Donald Murney 1872

1,000

Columbia Museum of Art 1515 Main St. Columbia, SC 29201

803-343-2212 www.columbiamuseum.org/eventvenue-rentals mguevara@columbiamuseum.org

Mario Guevara 1950

1,000

In-house Catering? Outside Caterers Allowed? Tents Allowed?

Maximum Capacity Description

Y N Y

Buildings and rooms range from 3,700 to 40,000 square feet

N Y Y

Auditorium; 24,000 exhibition floor space; handicapaccessible; 2000-square-foot banquet/ reception room; dance floor; adjacent to kitchen and prep area; meeting room upstairs Housed in an 1894 historic textile mill; appropriate for meetings or weddings; comprised of 12 meeting rooms with spaces small enough for corporate lunches and large enough for weddings A historic plantation great house sitting on 330 acres of ancient oaks, magnolias, gardens, and pecan groves providing a variety of choices for intimate or grand events; overnight business retreats in a private setting; sporting options available

N Y Y

Flexible event space for meetings, receptions, and concerts; art galleries

N Y Y

Y N Y Y N Y

Y Y Y Y Y Y

Researched by Business Report staff

Event Planning Guide 2018

Lists & Directories

Hotels with Meeting Facilities Properties in the Columbia Area, Ranked by Square Footage of Event Space

Company DoubleTree by Hilton 2100 Bush River Road Columbia, SC 29210 Embassy Suites by Hilton Columbia 200 Stoneridge Drive Columbia, SC 29210 Courtyard by Marriott Downtown at USC 630 Assembly St. Columbia, SC 29201 Holiday Inn & Suites Columbia - Airport 110 McSwain Drive West Columbia, SC 29169 Hilton Garden Inn Columbia/Harbison 434 Columbiana Drive Columbia, SC 29212 Wingate by Wyndham Columbia/ Lexington 108 Saluda Pointe Court Lexington, SC 29072 Hampton Inn Columbia I-20/Clemson Road 1021 Clemson Frontage Road Columbia, SC 29229 Residence Inn Columbia NW Harbison 944 Lake Murray Blvd. Irmo, SC 29063

Event Capacity Event SF / Meeting Rooms Reception Banquet Theater Classroom Sales Director

Phone / Website

General Manager / Year Founded

803-731-0300 www.columbiasouthcarolina.doubletree.com

Vladimir Pipa 1983

22,400 16

1,500

800

1,400

700

803-252-8700 www.columbiagreystone.embassysuites.com

Matthew Lew 1988

18,000 15

803-799-7800 www.downtowncolumbiaschotels.com

Holly Penny 2007

5,000 2

400

288

400

200

Holly P. Boozer

803-391-4000 www.hicolumbiaairport.com

Hamid Jamai 2010

5,000 8

300

250

336

292

Lynwood Pixley

803-407-6640 www.columbiaharbison.hgi.com

Brendan McCoy 2006

3,800 3

225

176

250

150

Ashley Unrue

803-957-5000 www.lexingtonwingate.com

Jana Medlin 2008

2,300 3

150

130

200

100

Megan Brasington

1,200 2

Pam Nance

740 1

Kelly Ringley

Michael 803-788-4901 www.columbiai20clemsonroad.hamptoninn.com Tandon 2008 803-749-7575 www.columbiaresidenceinn.com

Andy Brings 2013

Event Planning Guide 2018

Rick Lackland Joy Bryant

Researched by Business Report staff

Lists & Directories

2019 Event Calendar

If you want to make your event a success, you need to be aware of other things going on at the same time. With this in mind, here is a calendar of some events and happenings throughout the year.

Columbia Style Week:

October

www.columbiafashionweek.com

Boo at the Zoo: www.riverbanks.org

Southern Guitar Festival:

Oktoberfest: www.oktoberfestcolumbia.com

www.southernguitarfest.com

SC State Fair (12 days): www.scstatefair.org

January

April

July

November

S.C. General Assembly: Session begins the sec-

Artista Vista: www.vistacolumbia.com

Lexington County Peach Festival:

Vista Lights: www.vistacolumbia.com

ond Tuesday in January, which means luncheons

Indie Grits Festival: www.indiegrits.com

www.lexingtoncountypeachfestival.com

Holiday Lights on the River: www.icrc.net

and receptions all over town.

HipHop Family Day:

University of South Carolina basketball:

www.lovepeacehiphop.com

August

Season is underway at Colonial Life Arena

Columbia Fireflies: Class A affiliate of the New

Main Street Latin Festival:

through March. www.gamecocksonline.com

York Mets play at Spirit Communications Park

www.mainstreetlatinfestivalsc.com

December

through late August.

Brew at the Zoo: www.riverbanks.org

Carolina Carillon Holiday Parade: www.

USC move-in day: Starts the third week of

carolinacarillon.com

February

Riverbanks Zoo Lights Before Christmas: www.riverbanks.org

Black History Parade and Festival:

May

August, filling up restaurants, hotels and stores.

Junior League of Columbia Holiday Market:

www.fundsinc1.org

Black Expo: www.blackexposouth.com

www.sc.edu

www.jlcolumbia.org

World Beer Festival: www.allaboutbeer.com

Governor’s Cup: www.carolinamarathon.org

Famously Hot New Year:

Rosewood Crawfish Festival:

September

March

www.rosewoodcrawfishfest.com

Columbia Greek Festival:

Palmetto Sportsman’s Classic:

USC graduation: Ceremonies through the first

www.columbiasgreekfestival.com

This is just a sampling of events in and around

www.dnr.sc.gov/psc

half of May. www.sc.edu

Eau Claire Unity Festival:

Columbia and the Midlands area. For a detailed

www.facebook.com/EauClaireFest

calendar with specific times, dates and other information, visit these websites:

St. Pat’s in Five Points:

www.famouslyhotnewyear.com

www.stpatscolumbia.com

June

Irmo Okra Strut: www.okrastrut.com

Carolina Cup: www.carolina-cup.org

High school graduations: Begin in late May, and

USC football: The Gamecocks take the field at

www.ExperienceColumbiaSC.com and

USC baseball: Home games at Founders Park

many are held at Colonial Life Arena.

Williams-Brice Stadium through November.

www.lakemurraycountry.com.

through May. www.gamecocksonline.com

www.coloniallifearena.com

www.gamecocksonline.com

Event Planning Guide 2018