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Autumn has graced her presence on most parts of North America. I’m always amazed at how the seasonal equinoxes and solstices take time to peal back their natural layers. There is rhythm and harmony to nature’s slow process as she takes time to unravel her seasonal song. She sings through the wind, “I am seductive and mysterious and I’ll arrive when ready.” September 20th is the first day of fall. It’s early November and certainly feels like fall more than any other day, previous. Trees shed warm, comforting colors of yellow, red, brown, and orange. The dusty, colorful leaves sway throughout the sky. Autumn’s sound is loud and bustling. Her presence is fierce stating, “I have arrived. Pay attention. Transformation is taking place.”
Autumn is a time of nostalgia and letting go. It’s a turning point. Ana Forrest writes, “As children of the earth, it’s easier for us to make changes if we work consciously with the earth’s changes.” It’s about balance. Nature is cycling, harvesting, and decomposing into the earth. It is a transformational process of give and take, clearing and renewal. Naturally our bodies connect to this quintessential time of year, wanting to remove old behavior patterns and break off dried up beliefs that no longer serve a purpose. Earth eases us to slow down, transform, and nurture each other and ourselves. It’s a time for gratitude, praise, and thanksgiving. During this season of harvest ask what needs self-reflection, release, or both? What are you doing in your life now to connect to the planet, to each other?
During this time of year, as business slows down, we here at RDL reflect on the past year and consider the road ahead. I urge each of us to get grounded and connect to the season of change. Take inquiry of our surroundings and to nature’s beautiful rhythm. This is an exciting time of year. Be grateful for everything! Today I am grateful for breath, creativity, and friendship. Bring attention to whatever it is that brightens your spirit and makes your heart sing. Get curious. I challenge you to do something everyday in November that ignites your spirit, connects to your body, and deepens your breath to finding your authentic self - your spirit.
Aho!
Walk in beauty,
~ Tess Conrad • Event Planner, RDL enterprises
Note: Ana Forrest is the author of Fierce Medicine and creatrix of Forrest Yoga.
Showing posts with label Tess Conrad. Show all posts
Showing posts with label Tess Conrad. Show all posts
Wednesday, November 9, 2011
Wednesday, June 29, 2011
Summer Music Festival Celebration
On June 4, 2011, RDL kicked off the summer by managing their first ever music festival. The air was damp, the American River was breathtaking, and spirits were high at the sixth annual Coloma Blues Live music festival.
The 2011 lineup featured amazing, award-winning talent. Arizona’s hottest blues band The Sugar Thieves, voted best in the state, started the show off with a delta bang! Meridith Moore, lead singer extraordinaire said the band drove up from Arizona the night before. Their grateful presence was exhilarating and got people to their feet to “shake their meat.” They almost stole the show right out of the gate!
John Németh, who recently made the front cover of the Blues Festival Guide*, quickly gathered people to the stage to enjoy his funky, retro-modern blend of blues and soul. The third act and one of the most recognized, award-winning performers, Tommy Castro Band, came out in the middle of the day. His popular performance parted the clouds and stopped the pouring rain at Henningsen-Lotus Park. Hardcore Blues fans by the hundreds huddled around the stage to hear Tommy’s stunning, blues/roots performance. His electric guitar showmanship stole the show during his improvisational stunt coming off the stage and into the crowd, as he ripped and roared through the park playing his famed roadhouse rock. He was certainly a fan favorite! The Taj Mahal Trio undoubtedly filled the sierra foothills ending Coloma Blues Live with a delightful, fun-filled performance. The husky, bear like man shook his booty, telling everyone else to “get wiggling and giggling, dancing and prancing.” A few of the artists shared how much Taj Mahal influenced and inspired the creation of their artistry. You could see through crowd faces how much his illuminating presence inspired everyone, as they watched this legend fill the air with his rich compilation of music and talent.
Coloma Blues Live from start to finish was certainly was a celebration! Everyone involved, from the 150+ volunteers, crew, and the El Dorado Arts Council, who presented Coloma Blues Live, must feel very proud.
~ Tess Conrad • Meeting Planner & Coloma Blues Live Coordinator, RDL enterprises
*Blues Festival Guide is widely known for providing Blues fans with all the happenings in the genre.
All proceeds from the event benefit arts in education.
The 2011 lineup featured amazing, award-winning talent. Arizona’s hottest blues band The Sugar Thieves, voted best in the state, started the show off with a delta bang! Meridith Moore, lead singer extraordinaire said the band drove up from Arizona the night before. Their grateful presence was exhilarating and got people to their feet to “shake their meat.” They almost stole the show right out of the gate!
John Németh, who recently made the front cover of the Blues Festival Guide*, quickly gathered people to the stage to enjoy his funky, retro-modern blend of blues and soul. The third act and one of the most recognized, award-winning performers, Tommy Castro Band, came out in the middle of the day. His popular performance parted the clouds and stopped the pouring rain at Henningsen-Lotus Park. Hardcore Blues fans by the hundreds huddled around the stage to hear Tommy’s stunning, blues/roots performance. His electric guitar showmanship stole the show during his improvisational stunt coming off the stage and into the crowd, as he ripped and roared through the park playing his famed roadhouse rock. He was certainly a fan favorite! The Taj Mahal Trio undoubtedly filled the sierra foothills ending Coloma Blues Live with a delightful, fun-filled performance. The husky, bear like man shook his booty, telling everyone else to “get wiggling and giggling, dancing and prancing.” A few of the artists shared how much Taj Mahal influenced and inspired the creation of their artistry. You could see through crowd faces how much his illuminating presence inspired everyone, as they watched this legend fill the air with his rich compilation of music and talent.
Coloma Blues Live from start to finish was certainly was a celebration! Everyone involved, from the 150+ volunteers, crew, and the El Dorado Arts Council, who presented Coloma Blues Live, must feel very proud.
~ Tess Conrad • Meeting Planner & Coloma Blues Live Coordinator, RDL enterprises
*Blues Festival Guide is widely known for providing Blues fans with all the happenings in the genre.
All proceeds from the event benefit arts in education.
Wednesday, March 16, 2011
Building a Music Festival
Over the last 20 years, RDL enterprises’ staff has planned thousands of meetings and conferences from concept to completion throughout the United States, Canada, and U.S. Commonwealth territories. Recently, and thanks to the social networking site Linkedin, RDL was awarded a contract to plan their first music festival. Luckily, one of RDL's planners has the music production experience to draw in this new client. We wrote the bid and won. Suffice it to say, we are all out of our usual day-to-day habitual job duties. I’m reminded of the saying, “Life begins at the end of your comfort zone.” (Neale Donald Walsch)
We have until June to execute this one-day event. In many ways, it’s not that different from planning a meeting. Here, I’d like to use a building metaphor. Before construction can begin, the client/contractor will meet at the site to discuss the basic footprint to ensure the project is understood from each angle. From there, the team will design the layers of the building, determine the responsibilities of the project, distribute the assignments, and the team will begin construction.
Planning a music festival involves the same type of structure. How much space is there? What is the capacity, what permits; codes for traffic and vehicles are needed? How many vendors can we hold, budget, sponsors, advertising, media relations, contracts, volunteers, committees? Most importantly the music! It can be all encompassing. I chuckle at how much is put into a one-day event. It seems to take as much energy to do a three-day conference.
My point is, however broad your event may be, it’s important to remember to slow down, stay organized, ask for help, write down everything, have a co-assistant, and be confident it will all work out. Dealing with the stress of such a harrowing process is crucial. I find that staying in shape is extremely helpful with the demands it takes to plan. Thank you, yoga! [See this post for other ideas. – ed.]
This experience, which is far from completed, has been incredible. I’m thankful to have this opportunity to keep growing and learning, personally and professionally.
For more information on the event, please visit, http://www.ColomaBluesLive.com. Tickets go on sale soon!
~ Tess Conrad, Meeting Planner and Coloma Blues Live Event Manager • RDL enterprises
We have until June to execute this one-day event. In many ways, it’s not that different from planning a meeting. Here, I’d like to use a building metaphor. Before construction can begin, the client/contractor will meet at the site to discuss the basic footprint to ensure the project is understood from each angle. From there, the team will design the layers of the building, determine the responsibilities of the project, distribute the assignments, and the team will begin construction.
Planning a music festival involves the same type of structure. How much space is there? What is the capacity, what permits; codes for traffic and vehicles are needed? How many vendors can we hold, budget, sponsors, advertising, media relations, contracts, volunteers, committees? Most importantly the music! It can be all encompassing. I chuckle at how much is put into a one-day event. It seems to take as much energy to do a three-day conference.
My point is, however broad your event may be, it’s important to remember to slow down, stay organized, ask for help, write down everything, have a co-assistant, and be confident it will all work out. Dealing with the stress of such a harrowing process is crucial. I find that staying in shape is extremely helpful with the demands it takes to plan. Thank you, yoga! [See this post for other ideas. – ed.]
This experience, which is far from completed, has been incredible. I’m thankful to have this opportunity to keep growing and learning, personally and professionally.
For more information on the event, please visit, http://www.ColomaBluesLive.com. Tickets go on sale soon!
~ Tess Conrad, Meeting Planner and Coloma Blues Live Event Manager • RDL enterprises
Wednesday, December 1, 2010
How to Plan a Gala - Outsourcing for Vendors
I recently finished planning a 28th annual gala in San Diego for one of our clients. About a year ago, I wrote a blog about how to plan a gala, using the same client’s event as the example. I offered some basic tips, depending on the type of venue being used. This time around, I would like to highlight and discuss a few details I did not mention in my previous gala blog.
Outsourcing for vendors was one of the main tasks this time. San Diego has a huge market so competition was stiff and, in today’s economy, everyone wants a piece of the pie. In sending out the request for proposal (RFP), I noted important aspects of the event, i.e., date, time, location, food & beverage requests, audio-visual, and other considerations. Several venues in the downtown area of San Diego responded. After learning about each vendor’s policies and procedures, the type of space provided, and rates, we made our selection. However, the venue finally chosen did not provide many elements needed for the gala. First, I needed to hire a catering company. Typically, venues have a preferred vendor list for special events. It is helpful knowing these companies have created a great working relationship with the venue, understand the space really well, and can offer discounts. Second, the event needed a professional DJ for the entertainment portion. And third, we needed a beverage vendor to provide bar service. Now, this is working with three different companies, three different negotiations, and three different contracts – outside of the venue contract. Thankfully, the catering company provided tables, linens, chairs, flatware and glassware. That could have been yet another element.
Dedicating enough time to such coordination is important. I started planning 6-8 months prior to the event, due to its size and complexity. Each vendor was extremely helpful offering suggestions to create a smooth and easy event. Overall, I found working with many different vendors was easy and enjoyable. All of who did an exceptional job. The venue coordinator was among the best I have worked with. I am looking forward to planning the 29th annual gala in Atlanta, GA.
~ Tess Conrad • Meeting & Conference Planner, RDL enterprises
Outsourcing for vendors was one of the main tasks this time. San Diego has a huge market so competition was stiff and, in today’s economy, everyone wants a piece of the pie. In sending out the request for proposal (RFP), I noted important aspects of the event, i.e., date, time, location, food & beverage requests, audio-visual, and other considerations. Several venues in the downtown area of San Diego responded. After learning about each vendor’s policies and procedures, the type of space provided, and rates, we made our selection. However, the venue finally chosen did not provide many elements needed for the gala. First, I needed to hire a catering company. Typically, venues have a preferred vendor list for special events. It is helpful knowing these companies have created a great working relationship with the venue, understand the space really well, and can offer discounts. Second, the event needed a professional DJ for the entertainment portion. And third, we needed a beverage vendor to provide bar service. Now, this is working with three different companies, three different negotiations, and three different contracts – outside of the venue contract. Thankfully, the catering company provided tables, linens, chairs, flatware and glassware. That could have been yet another element.
Dedicating enough time to such coordination is important. I started planning 6-8 months prior to the event, due to its size and complexity. Each vendor was extremely helpful offering suggestions to create a smooth and easy event. Overall, I found working with many different vendors was easy and enjoyable. All of who did an exceptional job. The venue coordinator was among the best I have worked with. I am looking forward to planning the 29th annual gala in Atlanta, GA.
~ Tess Conrad • Meeting & Conference Planner, RDL enterprises
Wednesday, November 3, 2010
Post Traumatic Conference Disorder (PTCD)
What is Post Traumatic Conference Disorder (PTCD)? It is a new name for the emotional withdrawals and attachment experienced after planning an event that took many long months to coordinate. In this case, I’m offering a light approach to my last experience planning a conference, with hopes others will relate.
As a meeting and conference planner I coordinate many diverse events. Some take a few weeks to coordinate, some a few months, no big deal. It’s the conferences that take almost a year to plan that give me PTCD. Wikipedia describes PTSD nicely, “symptoms that last more than one month and cause significant impairment in social, occupational, or other important areas of functioning.” For PTCD, I would add to this definition: exhaustion, over stimulation, and increased levels of carbohydrate, caffeine, and alcohol consumption. Such events often include and were experienced or witnessed onsite during the four-day manifesto.
When all is said and done, the attachment disorder comes from all of the wonderful people I worked with. The attendees I finally met face to face. The travel and amenities, and feeling taken care of by the hotel staff and vendors. It was great to be the omniscient conference director. This reminds me of other events I have coordinated. On some level, there is always something I would have done differently. In this case, it would have been the self-preparation beforehand.
How PTCD is treated? Post treatments usually include rest, recuperation, and relaxation! Next time I will better prepare myself for such an event. Prevention of PTCD will include yoga, meditation, increased quite time, and relying on support from family and friends. In the end, we have to remember we can’t do it alone, nor would we want to – good grief!
~ Tess Conrad • Meeting and Conference Planner, RDL enterprises
As a meeting and conference planner I coordinate many diverse events. Some take a few weeks to coordinate, some a few months, no big deal. It’s the conferences that take almost a year to plan that give me PTCD. Wikipedia describes PTSD nicely, “symptoms that last more than one month and cause significant impairment in social, occupational, or other important areas of functioning.” For PTCD, I would add to this definition: exhaustion, over stimulation, and increased levels of carbohydrate, caffeine, and alcohol consumption. Such events often include and were experienced or witnessed onsite during the four-day manifesto.
When all is said and done, the attachment disorder comes from all of the wonderful people I worked with. The attendees I finally met face to face. The travel and amenities, and feeling taken care of by the hotel staff and vendors. It was great to be the omniscient conference director. This reminds me of other events I have coordinated. On some level, there is always something I would have done differently. In this case, it would have been the self-preparation beforehand.
How PTCD is treated? Post treatments usually include rest, recuperation, and relaxation! Next time I will better prepare myself for such an event. Prevention of PTCD will include yoga, meditation, increased quite time, and relying on support from family and friends. In the end, we have to remember we can’t do it alone, nor would we want to – good grief!
~ Tess Conrad • Meeting and Conference Planner, RDL enterprises
Wednesday, March 31, 2010
Ten Rules for Traveling Safely [Part II]
Last week, I presented the first five of my "ten tips for traveling safely", along with reasons for each rule. Here are the final five:
Rule #6
Pack lightly. Minimize your suitcase to essentials only. Carry a suitcase that you can lift over your head, so you can carry-on. Most airlines carry-on measurements are: 45 linear inches or 9” H x 14” W x 24” L. You can also find more information on the carriers website or by calling.
Reason: You don’t have to pay baggage fees and you can quickly get through the airport check in. You also have the relief that your items are with you and will not get lost in transition.
Rule #7
Carry a pen light with you.
Reason: You’re in a hotel and the lights go out and it’s the middle of the night. Having a light included in your luggage gives you a safe way to find exits, stairs, etc. It is helpful to have a light on you in any case.
Rule #8
Travel lightly. Dress in natural fibers and cover as much of your body as possible including closed toe shoes.
Reason: One, for comfort and two, in case of an emergency evacuation. Open-toed shoes can be hazardous to your feet if you have to walk across uneven surfaces that may or may not be clear of debris. It’s better to be safe than sorry.
Rule #9
On the airplane, sit where you have options. Familiarize yourself with the seating rows and emergency exits.
Reason: The airplane experiences an emergency landing and you have to exit quickly. The safest seat is the one with the most options.
Rule #10
When on board, put your cell phone on airport mode.
Reason: Airport mode prevents the phone from making or receiving calls or data transmissions while still allowing you to enjoy music and watch videos (depending on what phone you have). This also allows you to comply with FAA regulations, while still having quick access in case you need to text or call someone in the event of an emergency, as it is easy to switch this mode off/on for most phones.
Thank you for flying with us. Enjoy your next flight and remember to always travel safely. See you again soon!
~ Tess Conrad • Meeting & Conference Planner, RDL enterprises
Rule #6
Pack lightly. Minimize your suitcase to essentials only. Carry a suitcase that you can lift over your head, so you can carry-on. Most airlines carry-on measurements are: 45 linear inches or 9” H x 14” W x 24” L. You can also find more information on the carriers website or by calling.
Reason: You don’t have to pay baggage fees and you can quickly get through the airport check in. You also have the relief that your items are with you and will not get lost in transition.
Rule #7
Carry a pen light with you.
Reason: You’re in a hotel and the lights go out and it’s the middle of the night. Having a light included in your luggage gives you a safe way to find exits, stairs, etc. It is helpful to have a light on you in any case.
Rule #8
Travel lightly. Dress in natural fibers and cover as much of your body as possible including closed toe shoes.
Reason: One, for comfort and two, in case of an emergency evacuation. Open-toed shoes can be hazardous to your feet if you have to walk across uneven surfaces that may or may not be clear of debris. It’s better to be safe than sorry.
Rule #9
On the airplane, sit where you have options. Familiarize yourself with the seating rows and emergency exits.
Reason: The airplane experiences an emergency landing and you have to exit quickly. The safest seat is the one with the most options.
Rule #10
When on board, put your cell phone on airport mode.
Reason: Airport mode prevents the phone from making or receiving calls or data transmissions while still allowing you to enjoy music and watch videos (depending on what phone you have). This also allows you to comply with FAA regulations, while still having quick access in case you need to text or call someone in the event of an emergency, as it is easy to switch this mode off/on for most phones.
Thank you for flying with us. Enjoy your next flight and remember to always travel safely. See you again soon!
~ Tess Conrad • Meeting & Conference Planner, RDL enterprises
Wednesday, March 24, 2010
Ten Rules for Traveling Safely [Part I]
When traveling, here are a few planning tips to consider before leaving the house, getting to the airport, and boarding the airline. I’ve included a reason for each rule to help nail down why it’s so important to plan safely… Safety comes first!
Rule #1
Make two copies of the contents in your wallet. Leave a copy at home and take a copy with you.
Reason: Your wallet is stolen and you can’t remember what was in there. Americans tend to keep up to nine credit cards in their wallet. It’s best to take the card most used and leave the others at home.
Rule #2
Carry your passport with you, even for domestic travel. Also, follow rule # 1.
Reason: The airplane’s engine is experiencing trouble and needs to land immediately. Most airlines travel over water and can cross into a country border. When your citizenship can be easily identified, you are able to reach your final destination much sooner.
Rule #3
If traveling internationally, make sure your passport is current. The expiration date should be at least 6 months after your dates of travel.
Reason: Several countries will not permit travelers to enter the country unless their passport will remain valid for at least six months after their scheduled departure.
Rule #4
Send your travel itinerary to at least two people.
Reason: In case there is an accident or you lose your documents.
Rule #5
When traveling with your laptop, put your business card inside.
Reason: Your laptop is mixed up in security and disappears. At least there is a way to identify your laptop from someone else’s. Or if you’re traveling with co-workers and you all have the same laptop, yours can be easily identified.
Next week – Rules 6 through 10…
- Tess Conrad • Meeting & Conference Planner, RDL enterprises
Rule #1
Make two copies of the contents in your wallet. Leave a copy at home and take a copy with you.
Reason: Your wallet is stolen and you can’t remember what was in there. Americans tend to keep up to nine credit cards in their wallet. It’s best to take the card most used and leave the others at home.
Rule #2
Carry your passport with you, even for domestic travel. Also, follow rule # 1.
Reason: The airplane’s engine is experiencing trouble and needs to land immediately. Most airlines travel over water and can cross into a country border. When your citizenship can be easily identified, you are able to reach your final destination much sooner.
Rule #3
If traveling internationally, make sure your passport is current. The expiration date should be at least 6 months after your dates of travel.
Reason: Several countries will not permit travelers to enter the country unless their passport will remain valid for at least six months after their scheduled departure.
Rule #4
Send your travel itinerary to at least two people.
Reason: In case there is an accident or you lose your documents.
Rule #5
When traveling with your laptop, put your business card inside.
Reason: Your laptop is mixed up in security and disappears. At least there is a way to identify your laptop from someone else’s. Or if you’re traveling with co-workers and you all have the same laptop, yours can be easily identified.
Next week – Rules 6 through 10…
- Tess Conrad • Meeting & Conference Planner, RDL enterprises
Wednesday, December 30, 2009
Energy Efficiency for the Holidays and Beyond…
During the holidays, our energy consumption usually increases significantly as we add lighting to our homes, offices, and businesses. Thankfully, there are ways to be energy efficient and protect the environment during the busy holiday season (as well as during the rest of the year).
For inside or outside holiday lighting, you can buy Light Emitting Diode (LED) just about anywhere. They are energy efficient, more cost effective, reduce fire risk, and are long lasting. According to PG&E, LED lights reduce energy consumption by as much as 90% compared to traditional incandescent bulbs. Over time, this can save consumers a substantial amount of money. In addition, you’re making a conscious choice for the environment and collectively to the planet.
By now, most people know they can save energy and money by replacing their Compact Florescent Lights (CFLs) and incandescent bulbs with LEDs. CFLs are a temporary solution to energy efficient lighting. Where can you get rid of CFLs and incandescent lights? You don’t have to throw them away, which is harmful to the environment. CFLs contain a small amount of mercury sealed within the glass tubing and should be disposed of properly to avoid contaminating the environment.
To recycle CFLs and incandescent bulbs, you can mail your lights to a recycling program such as this one:
Attn: Recycling Program
118 Rosehill Dr., Suite 1
Jackson, MI 49202
www.HolidayLEDs.com
You can also take them into a local Home Depot, which is the first major retailer to offer free collecting/recycling program for CFLs. To learn more about Home Depot’s Eco Options, please visit this site.
[Incidentally, if you should have a CFL break in your work or home, here is a handy two-page document, courtesy of the EPA, that will help you know what to do.]
Contact your local city, county, or solid waste agency to find more options about recycling. You can also visit www.earth911.org or Where You Live at www.epa.gov.
“Change a light, Change the world.” Energy Star
- Tess Conrad • Meeting Planner
For inside or outside holiday lighting, you can buy Light Emitting Diode (LED) just about anywhere. They are energy efficient, more cost effective, reduce fire risk, and are long lasting. According to PG&E, LED lights reduce energy consumption by as much as 90% compared to traditional incandescent bulbs. Over time, this can save consumers a substantial amount of money. In addition, you’re making a conscious choice for the environment and collectively to the planet.
By now, most people know they can save energy and money by replacing their Compact Florescent Lights (CFLs) and incandescent bulbs with LEDs. CFLs are a temporary solution to energy efficient lighting. Where can you get rid of CFLs and incandescent lights? You don’t have to throw them away, which is harmful to the environment. CFLs contain a small amount of mercury sealed within the glass tubing and should be disposed of properly to avoid contaminating the environment.
To recycle CFLs and incandescent bulbs, you can mail your lights to a recycling program such as this one:
Attn: Recycling Program
118 Rosehill Dr., Suite 1
Jackson, MI 49202
www.HolidayLEDs.com
You can also take them into a local Home Depot, which is the first major retailer to offer free collecting/recycling program for CFLs. To learn more about Home Depot’s Eco Options, please visit this site.
[Incidentally, if you should have a CFL break in your work or home, here is a handy two-page document, courtesy of the EPA, that will help you know what to do.]
Contact your local city, county, or solid waste agency to find more options about recycling. You can also visit www.earth911.org or Where You Live at www.epa.gov.
“Change a light, Change the world.” Energy Star
- Tess Conrad • Meeting Planner
Wednesday, November 4, 2009
Planning a Gala Event
I recently finished planning an annual conference in Washington, DC. The last day of the conference my client held a gala dinner for 200 people. Being their conference planner, I coordinated the gala logistics including; venue location, contract negotiation, room arrangements, décor, transportation, audio-visual, food and beverage arrangements, tracked the budget, and hired a DJ, just to name of few responsibilities for this type of event.
During the planning stages, the venue required an itinerary so their staff can accommodate the flow of the banquet dinner. In this case, my client wanted to do an awards ceremony, announcements, fundraise, and a comedy show. The comedian was also our emcee. It takes time to coordinate the minute details for the agenda to maintain the quality and value of the event.
Here are some tips to create a program and schedule a flow for the event…
In creating the program handout, it’s important to thank all of your sponsors. For the content of the program, start with the title of the event and whom it is hosted by. Use a classic font like, Lucida Calligraphy or Monotype Corsiva. Then, start with the timing of the event. 7 pm is typical for gala dinners and would start with a welcome cocktail hour. Next is dinner, usually an hour after the welcome reception. At 8:00 pm, we moved them into the ballroom or main function area where the presentation begins and the first course has already been pre-served. Then, it’s on to the awards ceremony, a comedian skit, and a special guest presentation. At 8:00pm the entrée was being served. That can take up to an hour. Following the banquet dinner, we had our presenter’s finish off the awards and make a short fundraiser speech. Coffee and dessert were then served during the last presentation. Around 10:00 pm, we closed with a thank you and reminded everyone to stay and celebrate. This was the entertainment part and included a DJ for dancing. During the program schedule, when there were gaps, the DJ would play background music to comfort the silence.
If you can believe it, this type of event has its share of anxiety. The part that has a certain level of stress isn’t selecting the venue, or arranging of the gala agenda and who goes where, what time is what, do we have awards, no… It’s when it all goes live. It’s crossing your fingers the schedule of event works and works with the venue staff. If the hors d’oeuvres are exactly the way you ordered them, if the food is going to taste good, and mostly, if people show up. Then, are people going to show up? Are we ready for them to show up? Will there be more people that show up? Will there be fewer? Did I order enough food? Did I order too much? Make sure to smile. Are we within budget? Does the DJ have the agenda? Do I need to feed him or her? All the while, making sure to greet everyone, including the VIP guests. Can you imagine the pressure?
Indeed it is a lot of anxiety and you barely get to enjoy the great meal but that’s the life of a planner. We wear many hats and put out fires when no one is looking. In the end, the Gala was a huge success and people had fun. That is the reward. Being organized is one of the key elements of planning a successful event. Although, you can’t expect it to go perfectly, you can manage whatever gets in the way of running a smooth event. When all is said and done and someone says thank you, you know you did a good job.
Tess Conrad • Meeting and Conference Planner, RDL enterprises
During the planning stages, the venue required an itinerary so their staff can accommodate the flow of the banquet dinner. In this case, my client wanted to do an awards ceremony, announcements, fundraise, and a comedy show. The comedian was also our emcee. It takes time to coordinate the minute details for the agenda to maintain the quality and value of the event.
Here are some tips to create a program and schedule a flow for the event…
In creating the program handout, it’s important to thank all of your sponsors. For the content of the program, start with the title of the event and whom it is hosted by. Use a classic font like, Lucida Calligraphy or Monotype Corsiva. Then, start with the timing of the event. 7 pm is typical for gala dinners and would start with a welcome cocktail hour. Next is dinner, usually an hour after the welcome reception. At 8:00 pm, we moved them into the ballroom or main function area where the presentation begins and the first course has already been pre-served. Then, it’s on to the awards ceremony, a comedian skit, and a special guest presentation. At 8:00pm the entrée was being served. That can take up to an hour. Following the banquet dinner, we had our presenter’s finish off the awards and make a short fundraiser speech. Coffee and dessert were then served during the last presentation. Around 10:00 pm, we closed with a thank you and reminded everyone to stay and celebrate. This was the entertainment part and included a DJ for dancing. During the program schedule, when there were gaps, the DJ would play background music to comfort the silence.
If you can believe it, this type of event has its share of anxiety. The part that has a certain level of stress isn’t selecting the venue, or arranging of the gala agenda and who goes where, what time is what, do we have awards, no… It’s when it all goes live. It’s crossing your fingers the schedule of event works and works with the venue staff. If the hors d’oeuvres are exactly the way you ordered them, if the food is going to taste good, and mostly, if people show up. Then, are people going to show up? Are we ready for them to show up? Will there be more people that show up? Will there be fewer? Did I order enough food? Did I order too much? Make sure to smile. Are we within budget? Does the DJ have the agenda? Do I need to feed him or her? All the while, making sure to greet everyone, including the VIP guests. Can you imagine the pressure?
Indeed it is a lot of anxiety and you barely get to enjoy the great meal but that’s the life of a planner. We wear many hats and put out fires when no one is looking. In the end, the Gala was a huge success and people had fun. That is the reward. Being organized is one of the key elements of planning a successful event. Although, you can’t expect it to go perfectly, you can manage whatever gets in the way of running a smooth event. When all is said and done and someone says thank you, you know you did a good job.
Tess Conrad • Meeting and Conference Planner, RDL enterprises
Wednesday, July 8, 2009
Reduce, Reuse, Recycle Tips
Reduce, reuse, recycle. Three powerful words in today’s economy. As a nation, we are trying to become more eco-friendly by learning ways to reduce our carbon footprint. Here are some easy tips for everyday use.
It’s really quite simple if you can believe that. At the office or at home, instead of printing on a fresh piece of paper, reuse paper that was going in the trash anyway. The backside is just as fresh as the front. Buy recycled paper when ordering supplies. Have a recycle container next to the printer. Go through old binders or clean out your work tray and use those papers for recycling. It helps lighten your load and you feel more organized. As a meeting planner, we have a “recycle printer” to use for documents that are important for saving but couldn’t be avoided for the printer. Be mindful of what you are printing. Don't print at all if you can avoid it. If you need to print two pages, use both sides of one page. It’s easy and only takes a few more clicks in the printing option to reduce.
Bottles and cans are one of the easiest ways to recycle. At the office, have a recycle canister in one location and when it’s full, take it home and give it to your neighbor who collects, crushes, organizes and takes the materials to a recycle location. If you’re lucky, you can trade with your friendly neighbor and have them bring you fresh fruits and vegetables by giving them the recyclables.
The going green movement is also helping industries to reduce and save money. What a revelation! Some nice examples include the hospitality/service industry and the meeting planning industry. Paper registration that is faxed or mailed is just wasteful. That is a piece of paper, plus the cover letter that you’ve used, then faxed (which is a small fee), and two or three more pieces of paper for the coordinator to stamp and file. What a time commitment you’ve added for everyone involved. Online registration is a one-stop shop and you get your confirmation receipt emailed immediately afterwards. How simple and has absolutely no waste. Partner with businesses that are also going green. Order food that is organic and locally grown. It gives the city an economic boost and you put a much lighter carbon footprint on the earth. For more tips click here.
We are on our way to becoming a paperless nation. It is our responsibility to be conscious of mother earth. There is much more work to do and we can’t save the world alone but together we can have a conscious effect on the planet and there is no better time than the present.
Click here for more information on how to green your business.
Peace and love,
Tess Conrad, Meeting Planner
It’s really quite simple if you can believe that. At the office or at home, instead of printing on a fresh piece of paper, reuse paper that was going in the trash anyway. The backside is just as fresh as the front. Buy recycled paper when ordering supplies. Have a recycle container next to the printer. Go through old binders or clean out your work tray and use those papers for recycling. It helps lighten your load and you feel more organized. As a meeting planner, we have a “recycle printer” to use for documents that are important for saving but couldn’t be avoided for the printer. Be mindful of what you are printing. Don't print at all if you can avoid it. If you need to print two pages, use both sides of one page. It’s easy and only takes a few more clicks in the printing option to reduce.
Bottles and cans are one of the easiest ways to recycle. At the office, have a recycle canister in one location and when it’s full, take it home and give it to your neighbor who collects, crushes, organizes and takes the materials to a recycle location. If you’re lucky, you can trade with your friendly neighbor and have them bring you fresh fruits and vegetables by giving them the recyclables.
The going green movement is also helping industries to reduce and save money. What a revelation! Some nice examples include the hospitality/service industry and the meeting planning industry. Paper registration that is faxed or mailed is just wasteful. That is a piece of paper, plus the cover letter that you’ve used, then faxed (which is a small fee), and two or three more pieces of paper for the coordinator to stamp and file. What a time commitment you’ve added for everyone involved. Online registration is a one-stop shop and you get your confirmation receipt emailed immediately afterwards. How simple and has absolutely no waste. Partner with businesses that are also going green. Order food that is organic and locally grown. It gives the city an economic boost and you put a much lighter carbon footprint on the earth. For more tips click here.
We are on our way to becoming a paperless nation. It is our responsibility to be conscious of mother earth. There is much more work to do and we can’t save the world alone but together we can have a conscious effect on the planet and there is no better time than the present.
Click here for more information on how to green your business.
Peace and love,
Tess Conrad, Meeting Planner
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