From the exquisite gala to the unglamorous gathering, we spend a lot of time at Reach Partners researching and thinking about the unsung aspects of events.
One question we ask every single time we design an event is essential. Why will (or should) a person attend the event? Time is a rare and limited resource. If we want someone to spend precious minutes at our gathering or get-together, we better understand and communicate why they should do so.
At Reach, we always stress that purpose is the driver for any event. When that purpose is well defined, creatively and accurately articulated, it informs the language we use for everything else. It becomes part of the call to action – what we want our attendees to do.
C.S. Lewis once said that integrity is doing what is right even when nobody is watching. We like that definition, and we like our own interpretation: Integrity means we do what we say we are going to do.
At Reach Partners, we don't make empty promises to make our partners and ourselves feel good. We follow through. And we enjoy working with partners who do the same. We value integrity; here are some ways we do:
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.
A new year – and possibly a new decade?! – will be here before we know it.
As we celebrate Christmas and New Year's with our family and friends, we also will spend some time reflecting on all that happened in 2019 and all we dream of for 2020.
No year is perfect. Frustrations and disappointments often walk hand-in-hand with beauty and exhilaration. Tears and laughter become close neighbors.
And yet, each new year stretches with the promise of possibility. Below are some of the possibilities we discovered in 2019. May you find your own in 2020.
Every company gets to the point where it needs to hire an outside vendor or consultant.
Maybe you’ve hired someone to assist with marketing materials or accounting needs. Maybe you’ve contracted with someone to help you determine future staffing opportunities or to complete a one-off project.
At Reach Partners, we often step in when a business’s internal team is too busy to complete a job or an organization needs our expertise in planning and problem-solving.
We’ve been asked to determine the best way to move 18,000 people from numerous parking lots to an event site in less than three hours. Our clients have hired us to launch a seminar series in three states and to keep a coalition of experts on task.
Gratitude is a value that we practice every single day at Reach Partners. Work -- and life, frankly -- is more enjoyable when we are thankful for all things, big and small.
November is the perfect time to reflect on all we've been grateful for over the past year. Here are just a few of those moments (and there are oh-so-many-more that you can check out on Twitter at #ReachGratitude):
Have you ever taken your car to the shop, knowing that the mechanic needs to order a part before the problem can be fixed?
Consider two scenarios.
Scenario one: You leave your car at the shop on Monday. You don’t get a phone call that day or early the next. Finally, at noon on Tuesday you call the mechanic and find out the part was delayed. It arrived shortly before you called, and it will be another day before the work is done.
Scenario two: You leave your car at the shop on Monday. Your mechanic calls a couple of hours later and explains the part is delayed. It will arrive on Tuesday, and the car will be ready on Wednesday.
The outcomes are identical in both scenarios: you get your car back on Wednesday. Which one would you prefer? Which one treats you with more respect?
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 event I’ve planned and worked relies on an important group of people to get the job done smoothly: volunteers.
They work the registration table, as greeters, as traffic controllers, and more. And keeping them informed and feeling appreciated is one more thing you can do to make sure your event runs smoothly.
I use the term “volunteer” broadly. Even if it’s a corporate event and you’re relying on paid staff to cover your needs, many of them may be serving in unfamiliar roles. For example, your staff graphic designer may be asked to help sponsors set up booths. Your payroll specialist may find herself greeting attendees.
Whether you’re using employees, contracted folks, friends, family, or supporters, you need to clearly communicate your expectations and how their work fits into the day’s goal.
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: