Event Software, Event Planning | EventWax Blog

Catering your outdoor event

Fri, 15 Jun 2012 12:18:20 -0500

Summertime is a great time for outdoor events. Outdoor catering arrangements largely depend on your venue, type of event, and the time of year.

Consider these quick tips for catering your fabulous outdoor event.

Your menu. Before you choose your menu, consider the weather conditions you are likely to encounter. Food dishes that are on the light side or served cold may be preferable over something hot and heavy.

Your food. Food that requires plates and flatware will require extra cost and seating. Finger foods make it easier for guest to eat while socializing.

Watch for spoilage. Make sure your caterer keeps the food at the right temperature. Hot dishes need to stay hot while cold salads need to stay chilled.

The venue. When choosing an outdoor site, pick one that will be comfortable for your guests. If the site does not include a shelter, consider renting a tent in case of rain or for shade purposes. Consider if the site has restrooms available or if you’ll have to bring in portable toilets.

Entertainment. Check with your catering company or a separate amusement rental company for entertainment options including a DJ, outdoor inflatables, games etc…

Costs. Opting for the outdoors for your event can cost less than renting indoors, however, be mindful of other expenses that can drive up the total cost of your event. For example, consider the cost of event insurance, or additional costs for set-up and clean up.

Read more about outdoor catering at foodservicewarehouse.com.

Planning your outdoor event, Part II

Thu, 07 Jun 2012 12:38:15 -0500

Trying to think of everything when planning an outdoor event can be overwhelming. Here are tips that shouldn’t be overlooked.

Crucial coordination. Keep in mind that if you are not using an outdoor facility, that you will be bringing everything in and then hauling everything out.

Sanitation. Review with your vendor exactly what will be needed for your size event. Sub-par and too few restroom facilities can quickly lead to a discontented crowd. Also, plan for the days prior and after the event for your set-up and take-down crews.

Power. Be sure to arrange for back up generators for your generators in case of failures.

Communication. Be sure two-way radios are powerful enough for the area of your event. Also bring backup batteries, lots.

Lighting. If your event takes place at night or moves into the evening, be sure to not only light the event, but also the walkways, restroom areas, exit and entrance paths and parking areas.

Pests. Consider whether you will need to spray the area for pests. When scheduling the spraying, determine whether it would conflict with other aspects of your set-up, such as setting up tables and linens.

Heat. Plan for drinking and cooling stations throughout your venue.

Safety. At the very minimum, have first-aid kits on hand or designate a first-aid station.

Weather. Monitor weather far in advance and consider purchasing weather insurance. Wind can be hazardous. Make sure things are anchored accordingly.

Clean up. Consider hiring a hauling firm after the event. Or arrange trash hauling through your local sanitation department.

Planning your outdoor event, Part I

Wed, 30 May 2012 10:24:00 -0500

Summertime is a great opportunity to consider outdoor venues for your next event. Planning for the great outdoors, however, can be twice as difficult as planning an indoor event. And sometimes more expensive.

When in the early planning stages for your ideal outdoor event, consider these preliminary tips:

First, decide on the date and location. Outdoor venues can book up as early as a year or more in advance.
Obtain a permit. Omitting this step could shut down your event at the most untimely moment.
Consider logistics of the site. It’s best to determine the the site’s accessibility ahead of time. If your venue is a remote location, will it require long-distance load-in of equipment and crew?
Conduct a pre-event onsite meeting. Gather all your suppliers and meet at the site to brainstorm and collect different perspectives about the location. This step will determine how the event will be laid out and where attendees will park.
Review municipal and state ordinances. Look at noise restrictions, fire safety codes, or any local ordinances that would regulate outdoor events. Some ordinances may regulate festival seating or overselling tickets.
Have a backup plan. Always have a backup shelter available in case of bad weather, power interruption or other outdoor issues. Consider a covered pavilion, renting a tent, or even placing a deposit on an indoor space nearby.

How to determine bidding at your silent auction

Tue, 08 May 2012 10:28:00 -0500

Silent auctions are an entertaining way to raise money for your cause and gives attendees opportunities to participate.

Here are some helpful tips to get your started:

Start the minimum bid at half the perceived value. If the item is a gift card with a $100 value, start at $50 so you at least get the $50 and attendees think it’s a bargain.
Check eBay for pricing ideas, paying attention to the ending prices of auctions.
Start the bidding low to encourage participation.
If you spent any money on an item, make sure you start the bidding at $10 more than what you spent.
For big ticket items such as hotel stays, spa certificates and travel packages, start the bidding at 30 percent of the value.
Be careful not to start your bidding so high that people won’t participate. The more people involved in the bidding, more energy it brings to your event and the more money it brings to your cause.
Determine fair market value of the item. If the item was donated by an artist, ask how the artist would price it. If the item is a service, determine the cost of that service.
Let attendees know on the bid sheet that bids should be made in whole dollars to avoid penny bids.

EventWax tip: Use online registration to organize your fund-raiser’s silent auction. It’s an easy way to sell tickets for your event and track your attendees. You also can email your attendees an auction item list prior to the event.

To read more about how to organize and run a silent auction click here.

One conference planner's low attendance fix

Thu, 26 Apr 2012 12:13:27 -0500

What to do when your event attendance drops from medium to small and you suspect you can’t cover the cost of your venue?

That’s exactly what happened to a conference planner recently. But, by reaching out to his industry contacts, he found an alternative that created a win-win out of a losing money situation.

Here’s how the scenario played out:

Once the planner realized the attendance for the event was not coming close to paying for the high-end venue, he met with an industry friend and asked if his friend’s prominent Internet company could sponsor the conference to help defray the costs.

The outcome was unexpected, yet smart.

While the Internet company did not offer sponsorship to help bail out the conference, what it did offer was to host the conference for free in its company training space. The organizer, perhaps, lost his deposit at the venue, but didn’t lose his shirt in an under-attended conference. The host company gained greater exposure at an industry conference with attendees that could lead to future potential hires.

This was a shining example of friends and a business community helping each other out and everyone benefiting, including the attendees.

Post event sponsorship tips

Thu, 19 Apr 2012 08:47:10 -0500

The best way to insure sponsorship for your future events is to make sure your relationship with sponsors for current events is carried through to the end.

Follow up phone calls. Contact companies two to three weeks after sending out your proposal letters. This not only is the best way to find out if they received the letter, but also an opportunity to talk with them about why they may be interested or not interested. Take notes for next year if your event is annual.
Reach out to non-sponsors. Send invitations to companies that did not sponsor. They may be interested in attending your event and consider sponsoring next year.
Cultivate relationships with your sponsors. Don’t drop your sponsors after the event. Send thank you letters, inform them how much money was raised if your event is a fund-raiser, and let them know how many people were in attendance.
Showcase your sponsors’ publicity. Put together a packet that includes copies of all the ads they appeared in, photos of their banners at the event, and photos of people using their product at the event.
Stay in touch with sponsors, but don’t overdue it. Send sponsors newsletters or updates on your group, send them annual reports, and invite them to other events at your organization.

How to find event sponsors, Part II

Thu, 12 Apr 2012 15:59:27 -0500

Sometimes drumming up sponsorship means going about things the old-fashioned way — by making telephone calls and writing letters.

Make lots of phone calls. Call local businesses and find out if they are interested in reaching your market. Come up with a 20-second or less pitch that explains the event, the audience and the benefits to the company you are pitching. If they are interested, you can go into more detail.
Calls will vary. The type of companies you reach out to will vary in size. If you talk to small businesses, you will likely speak to the owner of the business about your event. At medium-sized companies, you may speak to a marketing department rep. Large companies get sponsorship requests frequently and may have a sponsorship request guideline to follow. You may have to submit this months ahead of your event.
Tap agencies. Try contacting public relations or advertising agencies to see if any of their clients might be interested in sponsorship at your event.
Look at your competition. Find any similar events to yours and review their sponsors.
Send proposal letters. Keep the letter short and focused on what the solicited company will receive for their money.
Customize the letter. Make your potential sponsors feel like you are talking to them directly, not like they are reading a mass mailing.
Be specific. Request a particular level of funding from each potential sponsor and tell them what that will get them.
Be clear. Make sure your sponsor benefits are easily found and easy to understand in your letter.
Personal touch. Hand sign each letter and include a short description or additional brochure about what your organization does.

Read more about these tips condensed from an article originally authored by Rebecca Mojica and posted on idealist.org

How to find event sponsors, Part I

Thu, 05 Apr 2012 11:33:00 -0500

I’ve organized many events over the years, but I am not a professional planner. I never had the opportunity to line up sponsors for any of the fund-raisers I’ve planned. But, I was curious how I would begin to go about it if I ever did. And if you too are lacking this experience, consider this helpful guideline originally authored by Rebecca Mojica as posted on idealist.org that I condensed.

Before you begin seeking out sponsors, plan your event. Once you have decided on the event, the venue, etc…then you can begin to line up your sponsors.
Determine your audience. Events with successful sponsorships either have a lot of people involved or a very specific focus. Big crowds draw sponsorship because it gives the sponsors an opportunity to reach a large audience in one shot. Events with a specific focus draw sponsorship because there will be a target market.
Set sponsorship levels. Provide potential sponsors with a wide range of levels. Make sure benefits at each level are distinct and enticing to encourage sponsors to move up to a higher level. Entry-level sponsors for smaller events might be satisfied with a small ad in an accompanying program or flyer for $50. While larger events could garner sponsor levels beginning at $200, $500 or even $1,000. A title, or headlining, sponsorship could range from $700 to $10,000. Title sponsors receive maximum publicity and their logo should appear in all publicity materials.
Base sponsor levels on the benefits to the company.
Realize you may have to be flexible and customize levels for sponsors to meet their marketing needs.
Food and beverage companies often like to see their logos on T-shirts, hear the company name announced, or perhaps request a booth to distribute their products.
Sponsorship level ideas:

Sponsor banner displayed at event.
Sponsor name announced at event.
Dinner table supported by sponsor ( ie. each person at the table receives a promotional item and literature from the sponsor and the sponsor’s logo displayed at the table).
Small sponsor banner or logo displayed on podium.
Sponsor name or logo in organization’s newsletter.
Sponsor name or logo in advertisements in newspapers or magazines.
Sponsor ad in program or flyer (can range in size and cost).
Sponsor logo on organization’s website (should link to sponsor’s site).
Sponsor logo on T-shirt.
Offer sponsor exclusivity, guaranteeing that once signed on none of the sponsor’s competition will be allowed to sponsor the event.

How to Find Event Sponsors, Part II, will include more strategies to cultivate sponsors.

Event planners: reduce your clients' carbon footprint

Wed, 07 Mar 2012 11:57:59 -0600

Event planners can meet their eco-savvy clients’ desires by seeking out venues and destinations committed to helping reduce the carbon footprint of the events industry.

According to the US Environmental Protection Agency, the meetings and events industry is the second most wasteful industry after building and construction.

An average conference participant, over the course of a three-day meeting, generates about 61 pounds of waste, compared to 13.5 pounds at home over the same period. The conference attendee also produces 1,142pounds of greenhouse gases in just three days (from flight and road miles getting to and from the event, plus CO2 emissions from the venue and hotel stay), the equivalent amount produced by driving a car for a month at home, according to a 2008 report by Meeting Strategies Worldwide.

That was then. Now, players throughout the industry are cleaning up their act. The hotel industry continues to make strides by updating their buildings with energy-efficient improvements, which not only reduce emissions but also reduces their costs. Some of the little changes making a big impact include installing water-saving shower heads and taps; energy-saving lighting; installing thermo pane windows to reduce heating costs; and disabling HVAC systems in unoccupied rooms.

When planning a green event or meeting consider this green criteria:

Consider a venue with meeting rooms and breakout areas with exposure to large windows, providing natural daylight.
Consider destination cities where participants can easily access travel by train, public bus, car or eco-car.
Does your venue or caterer offer menus with 100% organic or locally produced food and beverage items?
Use china and linen rather than paper to minimize waste.
Electronic communication with delegates. Put your event on Twitter to better communicate with attendees.
Register and sell tickets to your event using online event registration software.
Set up meeting rooms with waste sorting bins.

Spotlight: Billy Pacholski, events industry's leading man

Thu, 01 Mar 2012 10:28:56 -0600

CHICAGO — Meet Billy Pacholski.

This 35-year-old creative force is sculpting his presence in the event industry and, by no surprise, didn’t take the traditional route getting there.

Pacholski, a Chicago area native and an independent event planner for the past six years, unwittingly fell into the industry through his passion for live theater.

As a college student, he directed and produced with a focus on artistic live theater. That led to a stint working in theater administration for venues including Chicago-based Goodman Theatre and Second City.

“I realized there’s this whole industry of corporate theater,” Pacholski said, adding his work in theater administration opened a door into event planning.

And with that small discovery, Pacholski decided to tap his backgrounds in business organization and live theater to infuse clients’ events with a showmanship quality.

The event planners he hires typically have a fondness for theater. His employees are considered “show people.”

“We bring the creative to the business,” he said. “Creative is not something you can necessarily learn. It has to be inherent.”

He believes that sets him apart in the industry.

Pacholski’s event expertise ranges from the big with global events agencies to mid-size meetings for business associations and conferences to small, independent clients.

His experience includes working as a talent producer for the annual Walmart share holder meeting; industry conferences such as TechWeek and Software Craftsmanship North America, both held in Chicago; and smaller, more intimate events including new business openings.

“I bring best practices to help build a team and help grow an event,” he said.

Aside from putting on the event, Pacholski understands tight budgets.

“I spend money really wisely,” adding he knows how to get his clients the most bang for their buck.

The marriage between Pacholski’s events and theater steps up in 2012 as the planner embarks on directing his first musical, “Assassins,” due out in October at the Viaduct Theater in Chicago. The off-Broadway comedy portrays all the presidents’ assassins.

Pacholski has partially staffed the production with contractors from his event business. The opportunity gives his contractors with theatrical backgrounds a way to earn a good living while following their passion, he said.

To contact Pacholski for event planning services, call (312) 560-6979 or e-mail billy@thegoforth.com.

Billy uses EventWax!

Billy Pacholski — “It’s a great tool because it’s so flexible. Other ticketing tools are more flashy. I make great use of the ticket types and I can get into the guts of it to code the page.”

Event planning tip

Billy Pacholski — “Less isn’t always more. Sometimes it is just less.

Events are an experience. Your guests are going to have the experience you make for them. Clients always try to save money by cutting back on food and beverage. And, inevitably, attendees always ask ‘where is the coffee?’ Don’t take away attendees comfort foods, you actually get less from it.”

Hey! If you would like your business, event planning service, or event featured in EventWax’s Spotlight, shoot Jen a request at jen@eventwax.com.

7 sensible tips for booking speakers at your next event

Wed, 22 Feb 2012 13:06:07 -0600

Consider the end result first. What do you want your attendees to take away from the event? Is it the speaker’s name recognition or the message or both?
Preview. Before booking a speaker, check their online bio and view their show reel on their website or other online site. Previewing the speaker will allow you to decide if they are competent, appropriate and likeable by your audience.
Celebrities. It seems like an obvious go-to for a successful event. But, many event planners warn that celebrities aren’t always reliable and many show up, well, lit. Also, it’s helpful to remember they are not speakers by trade. Celebrities can be very expensive.
Budget. Research what a reasonable speaking budget would be for your kind of event and then stick to it.
Your audience. Know your attendees culturally and professionally.
The details. Ask to see the contract and rider before you decide to move ahead.
Speaking Bureau. While this may be a great resource to find and book speakers, it can be expensive because of the additional fees it charges. However, if your speaker cancels at the last moment, this may prove to be a viable option.

Beginner conference planning basics

Wed, 08 Feb 2012 11:58:37 -0600

If you are about to undertake planning a conference for your company or organization for the first time, don’t be overwhelmed by the scope of the task. Staying focused, organized and referencing checklists will help you get started. Consider the following conference planning basics:

Choose a date for the conference. Make sure important senior-level people are available.
Decide your conference’s beginning and end times.
Choose your location. It’s important to choose a destination that will be convenient for your attendees; easily accessible by public transportation; appropriately sized for your number of attendees; and a desirable destination.
Set your budget. Thoroughly research your costs then decide how to price your tickets.
Consider who to invite to speak or ask for proposals from potential speakers from your industry. This may need to be done several months in advance as high-profile speakers’ calendars book up early.
Determine what kind of audio-visual equipment may be needed. Your hotel/conference center have some equipment available. If not, look into an outside source.
Set your itinerary for each day. Depending on how many days your conference lasts, consider including meals, snacks and evening entertainment.
Book a caterer or work with the hotel food and beverage manager. Check references and set up a tasting before signing a contract.
Consider using easy online event registration. Selling tickets and registering attendees can begin with your organization’s website and managed with online software. This paperless option saves money and allows you to communicate with your attendees through e-mail.
Create a marketing campaign to get the word out about your conference to your audience. Look into social networking sites such as Twitter, Facebook, etc… to spread the word.
Confirm your bookings at least a week before your conference date.
Finally, if you know you don’t have the skill set to organize a specific aspect of the conference, consider bringing in an event planning consultant to help.

Spotlight: NYC's The Arm for your printable works of art

Thu, 02 Feb 2012 12:08:41 -0600

NEW YORK — Walk through the doors of Daniel Gardiner Morris’ Williamsburg, Brooklyn, letterpress studio and you may find yourself stepping back in time.

Letterpress, the 15th-century printing art of locking movable type into the bed of a press, inking it, and rolling or pressing paper against it to form an impression, is a family craft passed down to Morris from his great-grandfather. Now making his own impression in the industry, Morris decided to breath new life into the art by opening The Arm Letterpress, 281 N. 7th St., in 2005.

It wasn’t easy at first.

“I had to adapt a lot to find a way to make it work,” Morris said. “We’re in an expensive neighborhood, but there’s a lot of good energy here.”

The Arm is a public access letterpress studio, teaching facility and commercial print shop that attracts a variety of users. It houses equipment including Vandercook proof presses.

The users of the studio are typically artists, graphic designers, art directors, crafters, poets and musicians.

“Anyone who needs printed goods, but wants to take control of the process,” Morris said.

While it’s not as common as offset printing, letterpress printing uses high quality papers and inks to create especially lush impressions. The technique can be used for invitations, announcements or art projects and is easily recognizable by the raised impressions of the letters left on the backside of the printed product.

“We teach classes and workshops in the use of our machines and make the facilities available for artists and designers interested in using letterpress for their projects,” Morris said.

For more information about the studio and workshops, Morris can be reached at dan@thearmnyc.com or check The Arm’s website at www.thearmnyc.com.

The Arm uses EventWax!

Daniel Gardiner Morris — “Up to now, we have used EventWax exclusively for booking our classes. We run a basic intro class a few times a month and also some more specialized classes in advanced techniques, bookbinding, etc. We will soon be adding some salon style events and film screenings and plan to use EventWax to manage the reservations for those too.”

Event planning tip

Daniel Gardiner Morris — “I don’t know that I’d consider myself an event planner. But I’d say as long as what you have happening is worthwhile and you are hosting it in a location that is easy to access you should do fine if you can get the word out.”

Hey! If you would like your business, event planning service, or event featured in EventWax’s Spotlight, shoot Jen a request at jen@eventwax.com.

Spotlight: Chicago's Matilda for your up-and-coming events

Wed, 18 Jan 2012 10:00:00 -0600

As its name suggestively hints, Chicago pub fixture Matilda & BABYatlas, serves up a good dose of intrigue and spirit in this popular North Side destination.

Matilda, at 3101 N. Sheffield Ave., offers customers three distinct experiences — the warm and inviting main bar, the dark and celestial BackBar and the vibrant and sultry BABYatlas for dancing.

“We offer superior service in an upscale neighborhood bar and restaurant that does not take itself too seriously,” Owner and Operator Kevin Abercrombie said.

Abercrombie has watched Matilda grow since infancy. The establishment was built in 1994. A few years later, Abercrombie was hired on as a bouncer checking IDs at the door. From there, he worked in every capacity of the restaurant including dishwasher, construction and repair, server, bartender, manager to finally sole owner.

Matilda’s namesake intrigue is based on a close encounter during the bar’s construction. According to Abercrombie, the name was inspired by the 1994 film “The Professional.” After long hours of construction and a few drinks, Abercrombie said the original owner swears (on the Bible) that he saw a ghost bearing the resemblance of a young Natalie Portman (who starred in the movie) hovering over the southwest corner of the main room. When others turned to look, she flew through the windows along Sheffield Ave.

Another notable coo, Matilda offers free party space in the downstairs BABYatlas room and in the BackBar. BABYatlas is available for parties from 20 to 50 people and features its own bar and separate sound system with a song library of more than 12,000 songs. The BackBar is available for parties up to 80 people. Two smaller parties could also share the space.

“We are typically booked up with weekend events one to two months in advance,” Abercrombie said.

Matilda has an attractive main menu, stating its cuisine is made from scratch and with fresh ingredients; a catering menu; and two bar packages for fund-raisers.

For a closer look at Matilda, go to matilda-babyatlas.com or call 773-883-4400.

Matilda uses EventWax!

Kevin Abercrombie — “I have used EventWax annually for our New Year’s Eve party with great success. Of great benefit to me is the ability to contact attendees both prior to and after the event. Each of the last two years I used the customizable promo code as a benefit to repeat customers and their friends. This year, I customized an additional text field for customers to let me know who referred them to our NYE party. Employees were given an incentive of $5 for each person that used their name as a referral. I have also used [EventWax] to host two charity events. For all events, having an alphabetized and pre-paid guest list has made the check-in process simple for both the customer and my staff.”

Event planning tip

Kevin Abercrombie — “Start planning with few and simple rules. Each event has its own intricacies and each customer will only want to change the rules to fit their particular event anyway. By offering only a few, steadfast rules, the customer feels like they are in charge throughout the process and appreciates the flexibility in setting up their event.”

Hey! If you would like your business, event planning service, or event featured in EventWax’s Spotlight, shoot Jen a request at jen@eventwax.com.

12 tips to plan your fund-raising event

Tue, 10 Jan 2012 10:51:00 -0600

Ready to plan your first fund-raising event, but not sure where to begin? Here are 12 tips gathered from various popular fund-raising sites to help you get started.

1) Create a mission statement for your event. State what your fund-raiser is about, where the money raised will go, and create a compelling call to action. Include this information in your marketing materials.

2) Set a goal. Make your goal realistic while aiming high. Announcing it publicly will keep you focused on achieving that goal.

3) Engage your planning team. Make sure everyone on your planning committee takes ownership of their individual tasks and the overall success of the event.

4) Make it fun. This is especially important if you are relying on volunteers to help run your event. Bringing in free pizzas for lunch goes a long way and gives everyone a chance to bond in a relaxed atmosphere.

5) Reach out to established agencies. Consider aligning your event with a national or local organization to help create more awareness.

6) Set a date. Choose a date far enough in advance to give you ample time to prepare. Be aware of conflicting local and/or national events, as well as holidays. Or coordinate your event with a significant date or time of year. For example, raise money for melanoma research during Skin Cancer Awareness Month (May).

7) Determine your help. Put out a call for volunteers and utilize their areas of expertise and/or connections. Create committees and subcommittees if the event size calls for it. Hold periodic meetings to monitor the planning progress.

8) Set a budget. Create a budget that keeps operating costs at a minimum so you can make a profit. Estimate attendance, cost of decorations, refreshments, printing, mailing expenses and so on. Set the couvert (the cost of expenses per person) and then the ticket prices.

9) Select a venue. Consider the Lions Club, American Legion, town halls, galleries, schools and churches depending on the nature of your fund-raising event. Check out restaurants and catering halls, too. Book the venue as far in advance as possible, and ask for a non-profit discount. Contact local law enforcement for procedures you may need to follow for public venues. Determine the need for security and liability insurance, as well. Click here to read more about how to select a venue.

10) Consider a featured speaker or honoree. Choose someone who has a relationship with your organization or cause, or someone who will add an element of glamor or urgency. Consider a high-profile businessperson or celebrity, but be mindful of your budget. Some speakers require payment.

11) Sponsorship. Approach businesses to help sponsor various aspects of your fun-raising event. For example, a local restaurant could donate part of the catering. Or, ask local businesses to donate items for auction. Provide donors with letters expressing the nature of the gift, cash value and tax-deductible information.

12) Create invitations. A great cost-savings option for invitations is using online event registration. On EventWax, if your event is free, the service is free. Planners also save on the expense of traditional paper and postage invitations. On the invitation, the speaker’s or honoree’s name should be prominent. Include tax-deduction information, a description of the organization, sponsors and donors. Invite reporters and photographers to your event for publicity.

To read more about getting started fund-raising click here.

Winning Superbowl party tips

Wed, 04 Jan 2012 11:25:00 -0600

Superbowl Sunday is most celebrated huddled around the television on an over-sized, comfy couch with friends. Check out these tips to make your party a success.

When: Superbowl XLVI (46) will be held Sunday, February 5, 2012 at Lucas Oil Stadium in Indianapolis. This will be the first Super Bowl to be played in Indianapolis and the fourth time the championship game is played in a cold-weather city thanks to the stadium’s retractable roof.

Pick a theme: Before you send out your invitations, decide if you want to kick your party up a notch with a festive theme. Have your guests wear the jerseys or colors of the teams playing, creating an in-house rivalry. Or, base your theme on the teams playing. For example, if the New Orleans Saints make it to the Super Bowl, pair it with a Mardi Gras theme.

Read this article for more about themes.

Send out invitations electronically: Using online event registration, you can quickly announce your Superbowl party and easily keep track of attendees. On EventWax, use custom form fields to ask your attendees, for example, if they are bringing an appetizer or dessert. Or which team they will be rooting for. This will give you, the planner, extra information if you are planning your menu or if you are handing out fun team paraphernalia. To read more about how to use EventWax’s custom form fields, click here.

Food and drink: Superbowl parties are celebrated with festive, casual fare. Expected spreads include chilis, dips, chips and salsa, wings, ribs, Italian beef and bacon-wrapped most things.

Check out allrecipes.com for more Superbowl recipes.

Next, pair your menu with the right brews. Not unlike wine, the right beer can or should be served with your Superbowl menu. To play it safe, ales go with about anything. But, if you want to read more about the precise brews check out this article.

Power Tip: Five ways to email with EventWax

Wed, 28 Dec 2011 10:00:05 -0600

EventWax’s online event registration tool offers more than just the ease of registering attendees and collecting payments. Here are five quick tips on how to use e-mail to communicate with your attendees.

As your attendees register, send weekly teasers promoting your event schedule, speakers and entertainment.
Communicate with your event’s featured speakers to keep them updated on attendance.
Let your attendees know about other social media in the works by e-mailing the event’s Twitter hashtag.
Follow up with your attendees with highlights from your event.
Send attendees supplemental material from speakers before and after your event.

EventWax Send E-mail How-To:

Click on Attendees tab.
Check mark the attendees you want to e-mail.
Write your e-mail in the pop up box.
Click Send.

15 cost-saving tips on your event's food and beverage

Wed, 21 Dec 2011 10:43:00 -0600

Know the details when deciding how to buy beverages. Determine whether to purchase by the person, by the beverage or by the container pricing.
Order on consumption.
Opt out of the buffet. Serve a plated lunch and/or dinner.
Hand out boxed lunches or consider ordering pizza or buying a party platter of submarine sandwiches.
Purchase soft drinks in bulk.
Serve house-brand wines and drinks.
Stick to a strict agenda keeping attendees from grazing and consuming more.
Serve heavy hors d’oeuvres in place of dinner.
If your attendees cannot tell the difference between standard and premium liquor brands, stick with the standard.
Know your group: Higher level executives have probably attended more receptions and tend to eat less, while lower level staff will be ready to chow down.
Choose a venue where the use of tables, chairs, linens, and decorations are included.
Never accept the banquet menu as printed. Typically, it can be changed.
Work with the chef to take advantage of bulk prices when possible.
Select the same menu for simultaneous functions.
To discourage gluttony, use smaller plates.

Tips for selecting green event destinations

Tue, 06 Dec 2011 10:16:58 -0600

Location plays a major role in making your event green.

Here are 7 tips for selecting the perfect green destination for your next event, according to the Convention Industry Council’s 2004 Green Meetings Report.

Minimal Best Practices

Consider destinations compatible with the event’s purpose and the demographics of the attendees. When choosing a destination requiring extensive attendee travel, consider using carbon offset programs.
Use a list of environmental criteria with each Request for Proposals. The questionnaire is a helpful tool to use in gaining information about a destination’s environmental practices.
Ask the destination’s convention and visitors bureau and local destination management companies to recommend venues and suppliers that have environmental practices in place.
Inform vendors and suppliers of the environmental strategies the event is considering and ask about their environmental practices.
Include a clause in the contract with the vendor or property that states their commitment to comply with the event organizer’s environmental requests.

Strongly Recommended Best Practices:

Consider cities with mass transit systems that connect major venues with each other and with major transportation hubs like airports and train stations.
Consider off-site events and tours that involve event attendees in the area’s natural environment with minimal impact.

The following cities have been recognized by Best Places to MeetGreen as verified green destinations:

Banff Lake Louise, Alberta, Canada
Calgary, Alberta, Canada
Edmonton, Alberta, Canada
Montreal, Quebec, Canada
Orlando, Florida, USA
Pittsburgh, Pennsylvania, USA
Portland, Oregon, USA
San Francisco, California, USA
Seattle, Washington, USA

Unverified destinations include:

Boston, Massachusetts, USA
Chicago, Illinois, USA
Dallas, Texas, USA
Denver, Colorado, USA
Fort Lauderdale, Florida, USA
Houston, Texas, USA
Madison, Wisconsin, USA
Minneapolis, Minnesota, USA
Monterey, California, USA
Phoenix, Arizona, USA
Salt Lake City, Utah, USA
Telluride Mountain Village, Colorado, USA
Vancouver, British Colombia, Canada
Whistler, British Colombia, Canada

Click here for more details on how these cities ranked.

Your very important hashtagged event

Wed, 30 Nov 2011 13:53:00 -0600

Your event buzz begins with hashtags.

By definition, the # symbol, called a hashtag, is used to mark keywords or topics on Twitter in a Tweet. It gives users a method of categorizing topics. For event planners, it’s an easy way to get feedback before, during and after your event.

I found these tips helpful in using hashtags for your event as outlined by Mopwater Social Public Relations.

Search the hashtag (Twitter search) and make sure no one else is using it.
Register the hashtag. It’s not really yours unless you register it, and you can’t get a transcript of the tweets after the event is over unless you register it. Use wthashtag.com
Every time you mention the event, mention the hashtag. Mention the tag in your web pages, blog posts, press releases, postcards, flyers, posters, direct mail, e-blasts, digital signage, banners. Think of the hashtag as just another bit of contact information for your event attendees, like the web address or phone number.
Mention the hashtag as early as you can. If you get an early start to your marketing, get an early start to the mentioning of your tag. If you are using an online event registration tool, introduce your hashtag when you are introducing your event. On EventWax you can include your hashtag on your event’s landing page.
After the event, provide a transcript of all hashtag activity. Post it on your organization’s blog or send out the link in your post-event newsletter recap.

Your event’s hashtag also can:

promote scheduled speakers
outline open sessions at conferences
provide a way for attendees to communicate and meet up
give featured speakers an avenue for following up with their audiences
give users a platform for feedback on the event

Measure your hashtag’s popularity with Hashtracking.com, a service that tallies the number of tweets generated, number of impressions, the reach of audience, the top ten Twitter users by number of impressions and the top ten Twitter users by number of tweets.