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Event Planning Apps

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I can’t disagree with the experts. While the existence of advancing technology and party planning applications doesn’t necessitate their use, it is a certain convenience that these budding avenues show such promise of smoothing over the arduous process of putting together an event? If offered the opportunity to streamline the most sticky and slow-moving parts of event planning, one would be remiss to not ignore it. In an earlier post, I mentioned the benefits of SharedIt, an app that allows users to share their experiences with others while immersed in the moment, but what if we go behind the scenes? How do we expedite the tolling task of constructing and managing the scaffold of a party itself? How can we innovate to juggle the many variables in the equation? Older methods of compiling data through manual entry into spreadsheets eat up large portions of time that could be better spent elsewhere. Shuffling between separated and unorganized programs and files can plainly become annoying and can diminish work performance diverting us from our greater potential.

Introducing Pro Party Planner released by Zysco: costing only the price of a single-use notebook and a pack of post-it notes, this new application combines all the capabilities of an office desk into one convenient package with a modest and navigable interface. Packed with guest and party-specific timelines (from seating arrangements to RSVP updates), checklists to oversee orders of anything from food to furnishings, overviews of the party budget, and Facebook syncing features, the app doesn’t overlook any of the essential components of assembly. From big-picture to fine detail, the app walks you through the set-up of your event. Consider it the king of both the lay of the land, and its logistics.

Pro Party Planner is featured on all the lists of the top applications, and shows an impressive majority of 5-star reviews. For small events such as a weekend birthday party at a restaurant and for large events with hundreds of guests such as a wedding with full catering service I would choose Pro Party Planner.

The Backstage of Event Management: Part II

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Stage-Events
Make sure your logistics and your vision stay in check when planning a big event.

Many an event has been ruined by disproportionate allocation of staff. Allocating all available resources in the most efficient way possible is the mark of a good event manager and this is a skill that is unfortunately acquired through a series of mismanagement, misallocations and mis-hirings. From vendors to contractors to those working at the ticket booth – an event manager must take into account the significance of all these roles, thereby monitoring the hiring process to avoid the disastrous mistake of hosting an event that had every promise of being great, had its staff handled it better.

Rarely has an event failed for the want of more ideas but an event failing due to overstuffing of ideas is not unheard of. While organizing an event, there will be many ideas that seem great, even necessary. As the work progresses, it is not unlikely that news ideas will formulate and then there will be those, from sponsors to the interns, with their own set of unique ideas, each sounding better than the last in the blur of all the activity. The ultimate test for an event planner is to not give into these temptations. Sticking to the initial game plan usually has the best rate of success; perhaps that one idea is better, but an average well-executed idea is generally much better than a brilliant poorly-executed one, as the saying goes about one bird in hand.

It is not uncommon for event managers to think Murphy was handling an event when he realized that anything that can go wrong will go wrong. Things go wrong in an event constantly, so much so that it starts to feel ominous when things go smooth for too long. The only way to deal with is to keep track of the changes happening all around from the weather to traffic reports to breaking news and everything in between. Planning may be the key, but success largely depends on the efficient execution of the plans and most importantly, sticking to the deadlines.

Having said that, flexibility and the ability to adjust to changing situations is just as important for all those times the deadlines will not be met due to circumstances beyond control. There will always be a lose wire, always a staff who calls in sick last minute; there will always be that guest speaker who sprains his ankle before the event and always a guest or two who pick a fight. In all the hustle bustle, an event manager must juggle it all and that is perhaps what makes the post-event euphoria so, well, euphoric. And let’s not forget, there is always something to learn from the mistakes of this event to make the next one a better one and there are always a brand new set of mistakes to make in the next.

Check in soon for new posts from Ronn on planning great events!

The Backstage of Event Management

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Planning-an-event
The key to planning a great event is making sure not to bite off more than you can chew.

Event management is undoubtedly an exciting job  – it has the pace, the people, the adrenaline, the glitz and of course, the post-success euphoria that only a job well done can inspire. From afar, the allure is quite understable, and often even encouraged by those who would very much like it believed that their lives are indeed all about looking glamorous, meeting exciting new people and travelling from one place to the next with the sole mission of delivering yet another wonderful event.

Of course not all event managers work with celebrities and organize Oscars. Most, like the  author who shares her experience in this article, are people working events that may not be as large-scale, but come with the same kinds of woes and risks. All event managers share the post-success euphoria, but where they truly bond is in the dark underbelly of an event amidst the chaos of missed deadlines, electrical failures, budget cuts and staff shortages.

Most experts agree that the foundation of organizing a successful event, be it a suburban birthday party or the Super Bowl halftime show, the key to success most definitely lies in proper planning. Another article that explores the common mistakes made in event planning, identifies the key elements of planning for a successful event. Aside from having a structure to the whats, whos, whys and whens of the event, it is also essential to set realistic aims for the project that takes into consideration factors like location, budget, time frame and staff efficiency.

Check out part II for details on how to balance logistics with the desire to throw an amazing event.

Don’t Make Your Event a Snooze: Choosing the Right Entertainment

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weddingsinger
Choose your event entertainment carefully!

There are a lot of factors to consider when planning an event.  The food, the venue, the guest list.  With everything that goes into an event, the entertainment can sometimes be overlooked, or worse, booked blindly.  A recent blog post on Empire CLS gives a pretty decent rundown on how to make sure your event is a hit.  Here are a few of the highlights:

Making sure the entertainer is right for the crowd is one of the most important parts of your selection.  A Metallica cover band might be great for your backyard 4th of July BBQ, but probably not the best choice for your daughter’s rehearsal dinner.  Before booking any entertainment, make sure you ask yourself the question, “who is this for?”  If the answer is you instead of your guests, you may want to reconsider.

The real pros of the event entertainment industry know all the right questions, but that doesn’t mean you shouldn’t know them too.  Make sure you ask all the nitty gritty, logistical questions.  If you hire a 10 piece band, make sure they have access to a sufficient power source or your guests could be partying acoustic and in the dark.  Try to envision your event in your head and think about the actual logistics.  These are the types of things that make a seamless party or event, but are still often overlooked.

Also make sure you find out how long a performer’s show usually lasts.  For example, if you’re throwing a birthday party for a younger child, you probably shouldn’t make fifty 5 year olds sit through an hour long magic show.  Know what type of event you want to have.  If the entertainment is the centerpiece of the event it’s okay to have your guests sit and watch a performance, but if it’s the type of event where people want to mingle and socialize, avoid tethering your guests to the performer.

These are just a few thought starters for choosing your event entertainment.  If you’re looking for that extra edge for your party, hiring a psychic to give mini readings to your guests is a great way to set your event apart from the pack.

Thanks for reading and be sure to check back soon for more news and advice on planning your next event.

HGTV’s Tips for Planning a Low Stress Party

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Party Planning
Replacing a sit down dinner with plenty of light fare is a great way to take the stress out of planning a party.

If you ask me, adding a psychic medium to your next party is a great way to give your soiree a unique flare that your guests will remember.  While that’s a no-brainer, there are still plenty of other things to consider when trying to plan a great get together.  Planning a party is all about fun, which is the most important thing to remember.  If you’re too stressed out to enjoy your own party, your guests won’t have fun either.  At leasts that’s what HGTV’s party planning guide says.  If you have a party coming up, this is a great resource to check out.  Here are a few highlights:

Give it a Theme

Everyone loves a good theme party.  A theme will also help guide your efforts while planning.  Shopping for a standard party can be overwhelming.  A theme will help you streamline your food, decoration, and entertainment options.  It will also set your event apart from the average dinner party or backyard cookout.  Make sure not to go overboard, though.  Choose a theme that is inclusive and that will allow guests to enjoy themselves no matter how involved in the theme they choose to get.

Self Serve Bar

This one seems pretty obvious, but it is important to remember.  Many hosts get caught up waiting on their guests hand and food.  Setting up a classy, self-serve bar will allow guests to help themselves and experiment with different concoctions.  More importantly, it will keep you from running around serving drinks all night.

Bag the Dinner

Keeping the food at your party simple will almost always help you and your guests have a better time.  By having plenty of appetizers and hors d’oeuvres you’ll save yourself the stress of preparing a formal meal.  This kind of light fare also encourages more socializing.

These are just a few easy tips for destressing your next party.  Check out the whole article for the full list.

Thanks for stopping by.  Come back soon for more party and event planning news and tips and remember Ronn is available for live appearances at your next get together.