How To Make Your Special Events Special

How do you make your special events or workshops memorable and special? Take some tips from our June luncheon host Cindy Y. Lo, owner and entrepreneur behind Red Velvet Events here in Austin.

Cindy gave some practical advice and answered questions from attendees based on her experience as a successful event planner.  It was a lively Q & A style lunch with a handful of great suggestions to take home. If you missed it, check out her list of top five things every good event planner should practice:

1. Ask Questions
   Create a list of opportunity questions for every client. This could be one or two pages, but should go over details, goals, audience, ambiance and more. Make sure you consult this list over and over again with the client through the event planning process.
2. Don’t Overpromise
   In brainstorm sessions its great to throw out every idea that comes to mind, although when it comes down to it you have an end goal to meet and this is what you must deliver. Justify alternative solutions and ensure every action meets the end goal.
3. Set Clear Expectations
   Ask clients about their investment in the event. This doesn’t necessarily mean budget, but rather their investment of time, resources, communication etc. Repeat all of these back to the client verbally, to make sure you know exactly what is expected. Reset expectations along the way if you need to, things will undoubtedly change.
4. Prioritize
   You can’t execute every single idea, but should look to the top three ideas that will give you the best ROE (Return on Expereince) over ROI.
5. Always Include a Surprise
   Wow your attendees and clients with at least one surprise element. Find a new way to do something traditional. For example, instead of cocktail waitresses at a Texan themed party Cindy brought in donkeys to serve beverages!

Cindy then answered some great questions from the audience and we’re happy to share her sage advice:

Q: Where do you find inspiration?
CL: Popular TV shows, Pinterest, magazines, ads, retail store displays from places like West Elm and just exploring cities!

Q: How do you WOW repeat clients?
CL: I reach out to organizations I belong to in larger cities across the country, or sister organizations to see what they have been doing. I also keep up with award winning ideas from year to year and catalog them all in a running list using Google Docs. As far as websites I like bizbash.com for inspiration.

Q:What’s in your Emergency Box?
CL: Oh tons of things! We have toilet paper, Post-its, scissors, Dramamine, a broom, duct tape in so many colors, specialty tapes, batters of all types, extra garters and toss bouquets, flower girl baskets and black socks.

Thank you Cindy for making our June luncheon fabulous!

Thank you also goes out to Frost Bank for generously supplying gifts for all the AWC speakers and panelists in 2012- 2013! We hope to see you in July when we host Tim Hayden from Edelman PR and learn  All About Mobile: Extending Your Brand Past the Desktop.