Every time we facilitate or manage an off-site meeting or event, we bring a lot with us.
Our vehicles are usually packed with necessities like centerpieces, easels, easel pads, signage, folders, programs, our documents . . . you name it. Arguably, one of the most valuable items we haul is our trusty Husky toolbox. It took us a while to realize we needed a container where we could prepack all the small office supplies one needs or might need when away from their office. We had been making do by grabbing a scissors from a desk and Post-it notes from the supply cabinet. But then we’d forget to return the scissors to the right person, and Linda wondered where her stapler was. And don’t even get us started on how much time it took to pack those items. Every. Single. Time.
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Once the last event attendee has left and the vendors have packed up, go ahead and put your feet up.
Only for a minute or two, though. The event may be done, but that doesn’t mean the work of an event planner is complete. Every event should include an evaluation or survey that helps you determine whether the event accomplished what you set out to do. Consider evaluations your reality check. They confirm whether you’ve done what you wanted to do and help improve your next event or program. After all, we don’t plan events or programs for ourselves or because we’ve always done it. Events fall flat if the participants didn’t learn anything or didn’t enjoy the day. If you’ve done your homework and established a great strategy, you’ll want to know what participants thought. Every milestone deserves a good celebration.
For its 20th anniversary, Aldevron wanted to host a party for employees and their families after its annual all-staff meeting. But the Fargo company’s staff were stretched to meet the daily demands of a quickly growing firm in the biotech field. To throw the fun celebration they imagined without adding pressure on full-time employees, they needed additional support. Ellen Shafer, senior director of marketing and communications, contacted Reach Partners about two months before the event. “She needed someone she could trust to handle the details,” says Rachel Asleson, co-owner of Reach Partners. Staff had already identified the framework for the celebration – an open-house picnic with family-friendly activities. Reach Partners managed the details of the day. We established the best way to layout the elements and served as a liaison between the event vendors – audio-visual professionals, caterers, entertainers, etc. – and Aldevron staff. We identified vendors, managed the contracts, and confirmed everything was set up as planned. If a contractor had questions or needs on the day of the event, we served as the point of contact. We also established a process for tracking RSVPs. While we hovered in the background, the work we did ensured that the day’s activities rolled smoothly. More than 275 people attended. “Thank you for jumping in on such short notice, working with me and the team, and helping with all details to make a great event,” Ellen wrote to us afterwards. “Your management of the day gave me the peace of mind to take care of what I needed to take care of.” A year later we received the best compliment of all – a request to help again with the all-employee picnic. This time the celebration coincided with a ground-breaking event for Aldevron’s newest facility in Fargo. We are always grateful when we can help our partners focus on the daily demands of their work while we take care of the details that make one-time or occasional events run smoothly. What We Delivered:
Planning an event or activity takes time and coordination. From the moment the brainstorming starts until the last attendee leaves, you need to know what’s going on and keep track of the details.
We believe in – and practice – documentation. Lots of it. We track everything leading up to the event welcome and detail the day of the activity until the last swag bag is grabbed. Why? If you don’t write it down, you forget. And it becomes even more challenging to make sure a group of staff, volunteers, stakeholders, and others are on the same page. It’s true. Every event is different. But these documents can help your gathering run smoothly. This won’t be a big surprise to many of you, but we love conferences and big events.
Yes, it’s true that we enjoy organizing them. We also enjoy attending them. After all, you can gather information by watching online videos or reading about the latest industry trends via article or book. However, nothing replaces the face-to-face interactions that happen when people gather for a specific purpose. When you attend a shared event or conference, you have opportunities to connect with others. You may gather new insight or hear a different perspective. When done right, conferences are energizing. You will walk away with at least a few tips that can make your personal or professional life stronger. That said, every successful conference requires you to put forth some effort. Here’s how you can make the most out of your time at a large event or gathering. With a 150th anniversary approaching, leaders in Otter Tail County knew they had a once-in-a lifetime opportunity to celebrate the region’s history and culture. People were excited and passionate about getting involved in the milestone event, but that enthusiasm came with a price tag.
“The more ideas there were, the more opportunities there were for things to get chaotic,” says Nick Leonard, communications and external relations director for the county. Key stakeholders including the Otter Tail County Historical Society and the Otter Tail Lakes County Association established a planning committee for the sesquicentennial, but the group needed someone to serve as a single point person for communication and project management. Reach Partners stepped in, helping with event strategy and support. If you’ve ever planned a large event, you know how hard it is to determine how many volunteers or staff you’ll need to make the event run smoothly. So, you turn to your good friend Google and find out that the general recommendation is one (1) staff member per 50 to 100 attendees.
Great. But, that’s a broad generalization, and it’s critical that you get the number right. After all, if you understaff an event, your attendees will suffer. And if you over-staff, it will cost you money or sour a valuable relationship. You don’t want your volunteers feeling unappreciated because they’re standing around doing nothing. Later this month, Anita will be attending an event featuring Rachel Hollis, author of the best-selling book “Girl, Wash Your Face.”
Hollis has been a hot ticket for our local chamber’s Women Connect anniversary. So big, that the event quickly sold out. Anita, and many others, were placed on a waiting list. To accommodate growing demand for tickets, the Chamber of Fargo-Moorhead-West Fargo quickly decided to move the event to a larger venue. More people could hear the author AND celebrate Women Connect. Woo-hoo! A sold-out event is every event planner’s dream, right? If all the tickets are gone, you’ve planned an event that people want to attend. If all the tickets are gone, you’ve likely covered your costs. But sell-outs come with their own set of challenges. Every day of the year, we are grateful for our partners and the work we do with them. This time of year, however, gives us even more excuses to reflect on what brings meaning to our work.
Over the years, we’ve been fortunate to help amazing organizations host events and complete special projects. We are grateful for the relationships we’ve built and honored to use our skills to bring value to those who connect with us. This Thanksgiving we’d like to share a few projects that we are particularly grateful for being involved with. (And we certainly had many wonderful ones to choose from.) Thank you, all, for being a part of Reach Partners! Training for Better Communication Mental Health America of North Dakota wanted to change how sensitive stories about suicide are shared. We helped plan and oversee a conference for news media and organizational spokespeople so they could learn the best way to present information on suicide. More about the North Dakota Suicide Communications Summit. Guiding Strategy for Event Planning Organizations often reach out to us when they want to plan an event to market their brand. Here’s how we worked with two organizations – and how they came to different conclusions after we guided them through the planning process. Spoiler alert: Sometimes NOT hosting an event is the best way forward. More about strategic event planning. Partnering with The Fargo Project When the City of Fargo partnered with a renowned artist to turn a stormwater basin into an ecological commons, the public entity needed someone to coordinate communication among its stakeholders and help with events and volunteer coordination. We stepped into this role. More about our role with The Fargo Project. Scouting Locations for a Commercial We are always eager to tap our connections and networks. That’s what we did when a local marketing agency needed to identify locations for a team of out-of-town videographers to film backdrops for a commercial – fast! More about how we found the locations. And so many more wonderful projects and partnerships. It takes courage to speak to a large crowd.
Every speaker I’ve ever met spends hours perfecting their message. They search for perfect anecdotes and create meaningful slides that support their points. They’re ready to inspire and inform. As someone who works with speakers, however, all that prep work doesn’t necessarily lead to a polished presentation. Whether you’re a speaker or someone who works regularly with them, there are a few extra steps that need to be taken to make the speaker sing instead of stutter. Know Your Audience Speakers know their topics, but they don’t always know their audience. Some audiences come to a presentation with a depth of knowledge and high level of interest. Others? Not so much. The best presenters ask detailed questions about who will be in the audience. They tweak their message to meet audience needs. If you’re working with a speaker, make sure they get this information even if they don’t ask for it. Use a Mic Always. It may be tempting to go without a microphone if the audience is small and you’re confident in your ability to project your voice. Don’t. Even a small audience can find it difficult to hear over the clatter of plates being removed from the lunch table. Or a hotel air handling system. Use a microphone. You’ll never regret it. On a related note, be sure to dress for a microphone. Items like loose jackets, chunky necklaces, or scarves can rub against a mic and drown out your words – or at least serve as another distraction for your audience. Check Your Tech Allow ample time to check any technology that you will be using. If using a PowerPoint presentation, load it early so you can check for missing fonts and photos that might not transfer. (Did you know you can a save your fonts WITH your presentation? Search “Save Fonts with PowerPoint” in the “Save As” menu.) Even checking technology is no guarantee it will work, so be prepared to punt. I once gave a presentation to about 300 emergency room doctors and nurses. I arrived ahead of time, checked the stage, loaded my slide deck, and viewed it on the screen. With 20 minutes left before I spoke, I simply put the plastic lens cover on the projector. When I took the cover off after being introduced, it became apparent that one of bulbs in the projector had burned out. Only half of the image displayed. I continued my presentation sans images. Be Aware of Your Surroundings If you’re a speaker, identify someone who can help you on the day of the presentation. This person may not be who made the arrangements to get you there in the first place. But this person can get you water, fix your tie. This presentation buddy needs to be available and accessible. Take a moment to check out the space where you will be speaking. If there is a stage, how do you get on and off of it? Where will you put your notes and your water? If using slides, how will you see them? If all you have is the same screen your audience is looking at, think about how to handle it. You don’t want to spend a lot of time with your back to the audience. Rehearse Onsite Most speakers will practice their presentations. But there are other elements that need to be rehearsed. Pay close attention to the transitions. Is someone introducing you? If so, what will happen when you take the stage? Do you shake hands? Hug? High five? At the end of your presentation, what happens next? If a host or emcee is taking the stage, work out ahead of time what that interaction will look like (and where!). Take time for a short walk-through. This will guarantee the audience’s last impression won’t be one of uncertainty and awkwardness. An eight-hour conference can be run through in less than an hour if all you focus on is the transitions. I have never had a client regret this time. Do you have handouts? Think about how you will get them distributed. If they can’t be included in conference packets ahead of time, arrive early and place them on tables. Distribution while you are presenting is often distracting. A nice stack in the middle of the table keeps them out of the way as people arrive, but still handy. Invest in a Clock Time. Give it some thought. If you have 45 minutes, does that include time for questions? Ten minutes of questions can go by very quickly. Keeping track of time while on stage can be more challenging than it seems. Larger conferences may provide a speaker timer near the front of the stage. If that isn’t an option, bring a battery-operated wall clock. It can be set somewhere just off stage where it is visible to you. Your cell phone seems like a great option . . . until you forget to go back to the podium to look at it! Paying attention to these small details makes a difference. Good luck on your next presentation! |
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