Having worked in the Waikiki event planning industry for almost 7 years there are not many surprises left – but occasionally I still get the, “They did what?” pass my lips! Why am I not surprised anymore – because over the years the number one rule for event planning is putting time into the pre planning of the event, and then planning contingencies for the exceptions that may happen?
So where do you start? As far out from the event date as possible as getting space is the first step. In Waikiki, where we do a lot of work, it is not unusual to be booking one year out at some of the venues, as they are booked solidly every week.
The first few decisions are the easiest. What is the budget? What is the event about? A party, corporate seminar, convention, festival, wedding, or an anniversary – the list is endless, but one thing remains constant once the event has a name and the type of event is decided, the next step will be to decide where to hold the event. This is where the real event planners stand out from the crowd. So you have an event – okay lets book a hotel is normally the next answer but why would you miss out on an opportunity to create a unique experience?
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One reason you might not socialize as much as you could with your friends, family, neighbors, co-workers, or others may be the barrier of supplying them with food and drink. There is stress in planning any summer outdoor party when you must purchase large quantities of food and prepare it for your friends in a way that will impress them. What is lost in the process is your time speaking, dancing, and catching up with the people you invited. With a top-notch catering team, you can forget the preparations and mingle until your feet tingle in your backyard, by the pool, in the gardens, or wherever you choose.
Enjoy the summer weather and the palate-pleasing fare whipped up by people like Chef Carl of the Franklin Market Basket. In states such as Michigan, we live for the few nice summer months where the flowers are in bloom, the sun is bright, and the trees are not bare. Don't miss the opportunity presented by this weather and the company of your friends; seek out a reputable caterer in your region and let them take care of the most problematic aspect of any party: the food.
Just as you would take a large group of co-workers out to lunch at a restaurant rather than to your house, apply the same thinking to your summer gathering. It comes down to how you want to budget your time. You can spend hours at the grocery store overloading a cart with odds and ends, and inevitably forgetting something; washing dishes in the kitchen while you watch the party progress outside in your yard; and having the blood vessels in your eyes explode when you hear a cousin complain about your cooking skill. Hand the job to a professional and head outside, umbrella-adorned drink in hand. Remember: no one moves to Michigan to shovel snow. A good party catering service can move you in the right direction in the summer months-outside.
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The art of setting up seminars or company gatherings has really taken off in recent years. Dallas event facilities are amongst the leading venues in the state, and possibly the country. Dallas ranches offer wide open spaces where the company delegates can relax and enjoy all that is on offer, and perhaps learn a thing or two along the way.
With any kind of seminar, or gathering to say thank you to the employees, it is important that the place where the meeting is held fulfills all the requirements of the company. Merely booking a hall or hotel doesn't seem to cut it these days and suppliers have caught on to that fact.
Nowadays it is far more likely that a retreat of some standing will be booked to make sure that the employees get the message that they are valued, or that they can achieve bigger and better results with the company should they strive harder to meet goals.
Take, for example, the theme inspired ranch style settings beloved of those who hail from Texas. Wide open venues, with space to see and feel nature, must be like paradise to those who are tied up in board rooms and offices most of the day. These venues often spread over about one hundred acres and offer superb facilities like trail riding, horse riding lessons, mechanical bull riding, armadillo racing and a host of other western themed events to keep the reveler happy.
Even country and western style music is on offer with lessons in line dancing or shows from some top of the line entertainers mean that there will never be a dull moment at this style of seminar. Imagine stumbling across a gunfight at the OK corral in the local area. This would be a highlight in the entertainment package for sure.
But of course, these seminars do not have to be all fun and games. Rather, they use the entertainment to make the minds of the attendees open to some teaching points which will be done throughout the stay. Meeting halls can seat up to one thousand people or more, but still in the 'down home' style that is Texas. Although these state of the art convention centers have all the modern equipment that one would expect, they still manage to make the visitor feel like part of the family for sure.
Indeed, these venues are not just for sales and marketing teams, or company picnics. They can be used for just about any kind of meeting that will have to house a large number of participants. By putting it into a country setting means that the whole experience will be that much more memorable and enjoyable.
Clever companies will reserve their meetings when the headline entertainers are booked to appear. This means that their delegates will get an even greater thrill out of meeting up with other company workers as well as seeing some top notch entertainment at the same time. This is surely a great way to show company representatives that they are valued and needed.