Your Tips for Class Reunions

Missing your class mates? Maybe its time for Class Reunion!

Whether you graduated five years ago or twenty years ago, making this special occasion a reality requires some careful planning that includes a dedicated committee and lengthy timelines.

Here are some tips when planning and recommended timelines...

Tips for Class Reunion - Source: Places for Spaces

For more guidance with planning, feel free to email me.

The New Age of Digital Registration

Digital Registration is the latest trend with local events.

Registrations Systems - Photo Courtesy: Searix Soltions

Why?????

Well here are just a few benefits:

• Paper and clutter free registration stations
• Reduce check in time
• Swift searches on attendees
• Time stamp all arrivals and departures
• Immediate updates (head count)

Sounds good, too good to be true but let's check out the logistics of implementing such a service at your event:

Transform a Venue with Lighting

Lighting can be classified into two categories:

1. Decorative/Ambient
2. Functional

The first is what many clients want, that wow factor or the popping effect when you walk into the room. This literally involves a transformation of the space using decorative lighting fixtures to set the mood.

Functional refers to the lighting that is necessary but does not overwhelm the ambience beign sought after. It is sufficient lighting that allow guests to move around a space or could involve lighting up a car park for security and safety reasons and if necessary, allows for reading.

Now that we have differentiated the two, lets look at some lighting applications that make an event space look fantastic:

Upward Lighting on Event Signage at the Hilton - Photo Courtesy: Soundvision Ltd.

Hospitality Service

Good ole charm and a welcoming smile goes a long way, even this day of things being fast pace and technolgoy based.

Hospitality is not only limited to hotels and restuarants. In fact, having a hospitality provider on hand can bring about some of that warmth that I am referring to.... and enhance the quality of your event.

Simple manners, pleasantries and helpfulness backed with a smile will with hosting a successful event. Let's have a look at some of the approaches that a hospitality supplier uses to bring about success:

All Smiles - Photo Courtesy: Canadian Tire Motorsport Park

The Importance of Pre, Policing and Post Clean Up

When it comes to event trash, you may notice one of two things:

1.  Clean table tops

Clean Table - Image Courtesy: My Wedding Team 

or

2. A heaping mountain of napkins, glasses, plates, etc... on nearby tables

Dirty Table - Image Courtesy: So you want to be a waiter

Understanding COTT

Everyone is on the drive to "Support Local."

That doesn't only refer to purchasing items grown or manufactured in T&T.

It also refers to supporting local music and musicians. 

This doesn't mean only mean 'waving a flag,' purchasing a ticket for the next fete, or not purchasing pirated music.

It also extends to applying for the necessary COTT License.

COTT Poster - Image Courtesy: COTT

Car Park Woos!

As mentioned in my first post, the Car Park is critical to the success of your event as it is the first point of contact for your event.

Hence, if their experienced is marred there, the more than likely it can negatively impact their experience for the duration of the event.

Here are some parking don'ts you should avoid:

Car Park No Nos

1. Overcrowding - It your guest count is 300 persons and then more than likely more than half of the guests will be drive. If that is the case, then avoid trying to defy the maths and putting all your guests in a crammed car park.
2. Poor Lighting - At your site visit, always check the surrounding areas's lighting. This is especially the case for car parks. Poor lighting equals potential risks and security issues. If the venue can't do something about the lighting, then the onus is on you to get some additional lighting (e.g. lighting towers).

Abuse of Handicap Parking - Image: Courtesy Chroni Carly

1. No or Insufficient Handicap Parking - Many people forget to consider the differently abled guests for their events.  Even if they are taken into consideration, the mad race for the spots closest to the venue which funny enough are those typically identified for handicap parking are always the first to be affected. Ensure that you have someone monitoring these spots.
2. Poor Signage - Avoid using car parks with little or no directional signs or arrows. In large car parks, this could be a recipe for getting lost. If the car park is unavoidable, then it might be in your interest to invest in some 'reusable' signage.
3. Lack of Parking Attendants/Security - Not having either one of these at your even't car park is a big no no. Aside from the security risk factor, as valued as your guests maybe, people park badly. Double parking, occupying of reserved parking, plus more..... 

Venue Audio - What do the professionals have to say?

Audio Equipment - Courtesy: Sound Devices

Many times, coordinators and clients consider a venue's acoustics during the selection process. Truthfully, even if this item was at the top of the venue selection check list, it would probably still be the least considered given the limited number of spaces in Trinidad and Tobago.

So what should you do?

It is always good to take your audio provider along for the preliminary site visit, after they are the experts.

In an interview with one of T&T's most renowned sound provider, here's what Places with Spaces learnt about managing a venue's acoustics.

Perks of a Shuttle Service

A Shuttle - Courtesy: Gumtree South Africa

A shuttle service is, simply put, a means of transporting persons from Point A to Point B. However, for an event planner, moving attendees to and from a venue provides greater benefits when it comes to the moving pieces of an event.

Here are some benefits for using a shuttle service:

1. Accomodates Large Groups - Whether your group are from out of town or located right here in sweet T&T, your best shot at moving groups of people is with a shuttle service. However, always remember to take into consideration your group's luggage when booking such a service. You wouldn't want to inconvenience your attendees by holding their baggae on their laps for the entire trip.

2. Exclusiveness - Shuttle Services provides guest with a level of luxury and comfort that will not be found with public transport. With this type of service, your guests can be free of small crammed seating, unbearable travelling companions, potentially poor ventilation plus more.

3. Safety - A big plus for most planners is safety. This is especially so for foreign delegates. With so much concern for crime and driving under the influence, hiring a chartered service is seen as the best solution for mitigating such risks.

4. Faster - Using a shuttle service can help with getting attendees to and from their destination much quicker. Most persons that attempt to rent a vehicle tend to get lost or loose more time trying to figure out how to the get to a venue.

5. Organised - A shuttle service can offer planners with a means of coordinating guests and keeping them on time. Although it may require more organsiation on the part of the planner, in the end it will be worth it.

Medical Attention for Events

If you planned a few events, you must have encountered a guest in need of medical attention. Whether it was just a band aid or aspirin or worse of all an ambulance trip to the hospital.

Yup! The chances of the latter happening is extremely high.

For first part of 2017, I have had two incidents that required an ambulance services for two corporate events.

Generally a venue won't have a ambulance on standby for your event but it won't hurt to ask about their approach for medical issues. More than likely some will have a simple medical kit. 

However, as a planner it is your best interest and that your clients' and their guests to provide medical attention based on the nature of the event.

If you having an outdoor event (e.g. a sports day) or your attendees are differently able or elderly, then the need for an ambulance service increases.

Here are few tips:

First Aid Kit - Courtesy: Gempler's

1. First Aid Kit - Having a first aid kit as part of your event accompaniments should be a priority. You can either get a pre-packaged kit from suppliers like Marine Safety Trinidad or BOSS Supplies or put together your own kit using REI First Aid Kit Checklist Which every direction you select, just remember to constantly check the expiry dates of all items.
2. Closest Hospital - Regardless of how slim the chances may seem of an medical incident occurring at the event, you should always have an idea about where the nearest hospital is located. You just never know when you may need such services....  The Trinidad and Tobago Health Facilities list contains a map showing all the locations along with their contact information.

   

   A Map of T&T's Medical Facilities - Courtesy: Ministry of Health

3. Ambulance Services - As mentioned above, an ambulance service can be necessary based on the type of event or the target audience. Having certified medical assistance wtih 'wheels' can help with getting medical incidents swiftly under control. 
4. Nurse - If having an ambulance is bit too much for your budget, then consider having a nurse on standby. Typically, hired nurses are also equipped to assist with minor medical issues and equally able to determine when such attention should be escalated to the next level.

   

   CPR - Courtesy: Health Care Training Centre

5. Basic Medical Training - As a planner, you should invest in doing basic medical training for the welfare of your client and employees. For more information on local providers, you can check out the TNT Island's First Aid List

Top Children Birthday Party Locations in Trinidad & Tobago

These days parents are hunting for the next party space for host their little ones next birthday bash. Surprisingly, our country has come a long way when it comes to considering children for these special occasions.

Here are few for you to consider for that special little boy or girl:

Chuck E Cheese

Sporting two locations in Brentwood Town Centre, Chaguanas and C3, San Fernando; this international franchise has elevated the dynamics of children entertainment.

Aligning Tokens with the Venue

Many times a venue is selected because it works well with a theme. Examples include a sandy beach for a "Luau" party, a boat cruise for a "Anchor's Away" party......

As the event evolves, all your decorative items, refreshments and even tokens begin to line up with this location. 

So here are some ideas that could help you, the next time you have such an occasion:

The Luau Party 

No matter the age of your guests or how formal or informal your event, luau means fun.... so here a some fun tokens to present to your guests.

Luau Party Tokens - Images Courtesy: Amazon

Nautical Themed Tokens

"Anchors Away" does not only imply yachts and modern day cruise ships. Take a stab at taking this boat event to a different sea themed era.... "Shiver me timbers!"

Nautical Party Tokens - Images Courtesy - Amazon

Garden Themes

Whether its "Alice in Wonderland" birthday party or a "Masquerade Ball" for a corporate cocktail party or just a "Tea Party" for Bridal Shower, you have a few quite a few party tokens that you can present guests with.

Garden Party Tokens - Images Courtesy: Amazon

Like some of these tokens for your upcoming event, then visit Amazon for these items and for more ideas. 

Back Up Plans For Tech Failures

These days clients want the most technologically advanced solutions for their events. Don't get me wrong, so do I!!!

Things tend to look seamless, more innovative and the additional advantage is the Eco-friendly aspect (no paper).

Registration has moved away from a paper based, manual check back system to swiping entry cards to gain access.

Speeches are available with the swipe of a finger on the tablet.

Safety briefings are all pre-recorded.

..... But when technology fails you..... Trust me it does! What is your back up plan????

What's your back up plan? - Courtesy: Can Stock Photo

Cinema Complexes are the new Meeting Spaces

You may have just visited the movies for the latest block buster film but hang on.... these spaces can be can used for hosting your next meeting.

Here are five reasons to consider the movie theatre for your meeting:

Featured Space - The Salybia Nature Resort and Spa

The polls are in!!! You voted and Places with Spaces listened. Your place with spaces featured this month is the Salybia Nature Resort and Spa located in Toco, Trinidad.

Salybia Nature Resort and Spa. Source: Buzz tt

Tucked away in the north-eastern corner of the island, the Salybia Nature Resort and Spa is a beach getaway that overlooks the Atlantic Ocean. The resort is reminiscent of a plantation home with twenty one ocean view rooms and a private villa style accomodation.

Ideally located in prime tourist zone, with activities such as turtle watching, kayaking, nature hikes and sandy beaches available to guests, the resort offers a combination of paradise and luxury.

Apart from the accomodation and spa, lets have a look at what spaces does the Salybia Nature Resort and Spa offers:

Outdoor Events And The Rainy Season

Having An Outdoor Event? How Do You Prepare For the Rainy Season?

So your client says "We want to host our event outdoors, during the rainy season." Jump high, jump low, it's going to happen.

"Sure no problem!" you respond because you got a plan.

Plan - Rain Relief

Be Prepared For The Unexpected - The Event Toolkit

As an event planner, my mantra is "Be Prepared for the Unexpected."

I have learnt over the years, that no matter how much you plan, something always goes wrong. However, the key to achieving success is coming up with a quick solutions and having a well stocked event toolkit. 

Event Toolkit. Source: Charles Sturt University

Floorplans - An Absolute Must!

So you have found the right space.... What's next???

Visually planning your event - i.e. a floor plan.

Floor plans help map out how sutiable the space will be for its intened purpose.  Having a bird's eye view of the event space will also aid you and other key stakeholders in visualizing how guests will move through the event with respect to how the physical items are placed.

How do you start? Most venues provide a basic layout  that can be used to create a floor plan. Some may even populate the space with all your physical requirements but in cases where they don't, you can use basic floor plan software or online tools that can make things easy.

Microsoft's Visio is great software to begin with. The video below is an excellent guide to help .
with getting started.

Please share this article with those you think might find it helpful.

Spice Up Your Next Event With A Theme

A Willy Wonka Themed Event. Photo Courtesy: Pinterest

In my experience as an event planner, I have realised that in order to create that 'Wow' factor for an event, you don't necessarily have to re-invent the wheel.... just the theme!

One event that I have coordinated for several years is an Admin Professionals event and while there have been changes in key elements such as a venue; several things have also remained the same, for instance the event budget, target audience, event format, etc. Regardless of the changes or  fixed variables, having a theme for your event helps......

10 Tips for Selecting an Event Venue - Part 2

In our last post, Tips 1 to 5 covered some relatively clear-cut factors that most persons look for when selecting an appropriate space. The factors identified below, however, are not always taken into consideration in selection process and can lead to serious issues as the event unfolds. 

Let's check out Tips 6  to 10.......

6. Parking

While parking might seem separate from the actual event space, it is an essential factor to consider. Remember, the first point of contact for an event is parking. If guests have issues obtaining a parking spot, then their event experience is  already being negatively impacted.

7. Safety and Security

Similar to parking, security tends to fall by the wayside until something happens. Too many times, guests have been victims of car theft or break-ins and then there is the unwanted event crasher. So in your search for right space, inquire whether security comes with the space and where will they be located.  Additionally, ask the venue about their evacuation procedures and the location of your muster point. It is better to be prepared than to be sorry. 

Source: Clipartsign