What Makes a Successful Event Planner?  

What Makes a Successful Event Planner?  

Event planning is a delicate art. It may seem straightforward – see if a venue is available on your date, find a caterer you like, pick out some flowers, and send the invitations. But there is so much more to it than that and it takes someone with specific skills to pull off a seamless event. 

As event planners, we wear many different hats on a daily basis. We are a therapist (of sorts) to overwhelmed clients trying to plan a corporate outing while handling the day-to-day tasks of their job and family life. We are a seasoned negotiator with the best of the best vendors, helping clients get the most for their money, or a special menu item or pro bono service the public might not have access to. We are tour guides to out of state or out of town clients, introducing them to venues off the beaten path that a Google search won’t present. We are accountants toying and tinkering with budgets to get the most bang for your buck. We are carpenters taking a staple gun to a pallet of wood to secure table assignments and welcome signs. We are master jugglers and professional entertainers the day of – fielding phone calls from every vendor and exhibitor, guiding guests and sweeping away trash all while keeping our clients in the loop, setting up intricate centerpieces, sponsor activations, and stepping in to help the catering staff so every detail of the event goes off without a hitch so that attendees, and oftentimes the client, never knew there was even an issue.  

The secret is that we are mega-organized, efficient and extroverted people by nature. We love to form connections with area businesses and know collaboration better than competition. We must be flexible, smile in times of stress, take a step back and come up with quick solutions and most importantly keep the show running. It’s someone who can anticipate an issue before it even becomes a problem. We’re always thinking 10 steps ahead, and ready to pivot at any time. Sure, it’s high stakes and high stress at times, but the reward of seeing our clients and attendees walk through the doors, jaws dropped, gushing at all our hard work, is pretty awesome.   

We know our strengths lie in planning and execution, and know exactly who to ask for help when we need it — be it for a custom designed cake, to a bartender who can whip up seasonal cocktails, to designers who can bring your company logo to life in a big space, and even balloon specialists — we’re tapped into the local network of professionals and have forged excellent working relationships and friendships with so many of them.  

It’s not rocket science, or surgery, but it’s a skill set honed over many late nights, spreadsheets, sticky situations, last-minute hiccups, and a passion for helping people celebrate life’s little and big moments. So what are you waiting for?! Let’s take your event to the next level together.

How to Elevate Your Event and Design with Intention

How to Elevate Your Event and Design with Intention

To design an event with intention means to break down the event into smaller elements: food and beverage, entertainment, venue and physical space, decor and ambiance, and use your creativity to view the event both from the perspective of a professional planner and an attendee. Ask questions like,

“How do I maximize this space so people can eat, dance, drink and socialize?”

“How do I make sure attendees know who is hosting this event without being overbearing?”

“How can I make everything flow naturally and look beautiful?”

Let’s begin with furniture elements – it’s easy to switch up the style and color from velvet to leather, sleek bar stools to wooden low and high tables, to add to the overall atmosphere and bring out the theme. With so many options, intention is key. The type of furniture you choose impacts how your room looks and feels to your attendees. One of our favorite secrets to making a room feel larger is bringing in clear chairs!

Mirrors can have a stunning impact on elevating your event space. It’s an amazing investment that reflects the lighting and enhances the theme especially coupled with conscious design elements like candles and warm lighting. 

Bring intentional design into your floor plan and showcase your exhibits and guide guests to take in the whole experience by placing the bar, photo moment, stage, or main attraction towards the back of the event. Are you worried your bar line will be too long? Consider passing wine, champagne or a signature cocktail at the entrance. Guests will feel extra special upon arrival and it’s a win-win to cut down on wait times!

Looking to warm up a space? Add area rugs, trees, greenery or plants to bring color into your space! Large, leafy plants can help absorb echoes and other ambient sound. Outdoors, live plants can help create a barrier to soften the sounds of traffic from outside or music from within.

Signature drinks are an automatic crowd pleaser! This blue cocktail was delicious and fit in perfectly with the blue, white and gold theme. Check out more seasonal cocktail ideas in our blog post HERE.

Are you looking to add an extra activity to your event? What about a cocktail tasting? Make it even more special with local distillers.

Having a DJ is lots of fun BUT a live band can really get the crowd going. Nothing quite beats the energy and production quality of live music!

swank-events-boston-corporate-event-music-band

And finally, bring your branding into everything – from straws in your company’s signature colors, to matching the flowers and balloons, or even your socks, the little details go a long way. Whenever you have an opportunity to customize something or add branding we highly recommend doing so! It may be a small detail, but in the overall experience it ties everything together.