The Circus

Abhishek Agarwal asked:


An off site events inevitably needs more planning than an on site event where you will all that you need already to hand. So when you know that you have an upcoming off site event devote a little more time and care to the planning. It is the only way to be sure that everything will go well.

This is true whatever the event is. If you have to plan an formal event such as a wedding or an informal event such as picnic or barbecue you must leave nothing to chance.

When you are going off site you must check out the venue first. Are there enough tables and chairs if this is to be a formal dinner? What are the kitchen facilities like? Some catering companies demand certain minimum standards and others bring everything they need with them. So the facilities available at the venue will influence which company you ultimately hire for the occasion.

You must also think about issues such as access and parking for the guests as well as the catering company and any entertainers that you may have booked.

If there is to be entertainment then find out in advance if there is somewhere for them to change. An after dinner speaker may not need a dressing room but few clowns like to negotiate traffic in full costume. Also check out matters like microphones.

Electronics really becomes a major question when you are planning a conference. If the projector system and the microphones break down then you are in real trouble. Find out where everything is in advance and liase with the technical staff.

It is important to find out how far in advance you can have access to the venue. If you have to decorate the room work out just what is involved. Elaborate floral arrangements for a wedding will take more time that displaying a company banner.

The arrangement of the venue is a matter for careful consultation with your client. Aim to draw up a plan with them. If possible visit the venue together. List exactly what they expect and what you agree to do. That way there can be no confusion and no hidden expenses for either of you.

Go through the same process with the menu. Do not simply agree to a cold buffet in general terms. Itemize what you are proposing to have on the menu. This may take a little longer but it will make your client think about what they really want. You may be able to suggest some interesting options that enliven what might otherwise be a rather routine menu. A lively ethnic buffet would give a slightly younger appeal to an event and many start up catering businesses are keen to get custom.

The greatest problems come with the most formal events. These must be planned with military precision and attention to detail. Clients still expect an occasion to be perfect even when it is organized in a tent in the middle of a field. The less facilities you have on site the more you need to plan in advance. Work out exactly what you need down to the last teaspoon. Make lists and pack everything you need in boxes that have labels.

A word of warning with the tent in a field scenario - check the power supply. Candles may be romantic, but they are impractical. A generator may be necessary. In which case site it well away from the marquee. They are noisy. Your marquee contractor should be able to help with lighting and other power issues. Talk it through in advance.

You must know all the possible pitfalls of the offsite venue and how you intend to solve them at an early stage in the planning process. Then you can give your clients a realistic estimate of the cost. There is nothing worse than losing money on a contract or surprising your client with unexpected expenses at the last moment.



LINWOOD

Abhishek Agarwal asked:


Planning a part or event doesn’t have to be that difficult. If you want to improve your events, find a way to make them really special. One way to do that is to introduce a little spice into the mix - in the form of entertainers - break the ice and get things moving.

And what more entertaining spice can you think of than a good entertainer. Whatever their role, be it mascot, mingler, or in the spotlight, a good entertainer can make people feel relaxed and comfortable and add flare to an otherwise dull event.

When you use an entertainer to improve your event, think about the type of party you’ll be hosting. Of course, you must first identify your goal. Are you welcoming home a long lost uncle? Trying to sell a timeshare? Increasing your network of professional contacts? And what are the characteristics of your guests? Are they business people, families, students? What type of party will it be? A small, intimate affair for a few friends or a big bash for the whole neighborhood? When you’ve established who’ll be there and what you’ll all be doing, you can begin to search for the perfect entertainer to brighten up the affair and improve your events.

How will you use your entertainer? A DJ is perfect for a party where people will be dancing. A comedian makes a great emcee or stand-up performer. A public speaker can not only entertain, but motivate and inform. Dancers can teach while they entertain, and exotic dancers (like belly dancers) can keep the place sizzling. Musicians, including singers, are a wonderful

addition to most events. Here is a list of types of entertainers you may not think of without a little help:

- balloon twisters - clowns

- face painters - impersonators

- hypnotists - magicians

- Elvis impersonators - mentalists

- puppeteers - ventriloquists

Musical entertainment doesn’t have to be a rock band or chamber orchestra. What about a barber shop quartet, folk singers, hip hop or rappers, or even a small gospel choir. It all depends on the people and the party.

You can probably find a number of choices by visiting your yellow pages or checking on the internet. The options are almost limitless. Most of these entertainers work at very reasonable prices because they’re either just starting out and need the experience, or they’ve already retired and want to keep active in their beloved profession.

If your budget won’t support a professional entertainer, you might think about bringing in someone who will mingle with your guests to get and keep the conversations and laughter going. Do you know someone who’s outgoing and funny? A good mingler is comfortable with all types of people and is a great conversationalist. If you bring someone in with that purpose in mind, it will probably improve your event and bring the best out in your guests. Of course, as host or hostess, you’ll want to play the role of mingler as well, making sure your guests are comfortable and involved.

One approach to party entertainment is to have activities in which the guests participate. A hypnotist can use your guests as subjects and keep everyone laughing. Impersonators can play role-playing games - what would you say to the President at a fun event? A local dance teacher can keep everyone involved in learning a new dance step. There are also theme parties where everyone has a role. One of the most familiar is the murder mystery where guests have to solve a crime. Casino or poker parties involve your guests in challenging and fun activities for hours!

And, of course, there’s the traditional costume party where your entertainer can play a specific role (like Caesar or George Washington). You can turn your costume party into a casual version of Trivial Pursuit, where the entertainer/character asks guests questions about his or her life or events of that day. You can offer prizes for most answers. Be creative! People love to get outside the old party box. A professional entertainer will give your party a special flare and improve your events.

Bringing in a professional photographer is a great way to get people excited. Few people don’t like to have their picture taken. Now, imagine them having their picture taken with Caesar, George Washington, or George Bush!

There’s only one down side to this approach. Once you’ve spiced up your party with a professional entertainer, your guests will expect all your events to be as much fun! They’ll be talking about you and the party for years to come. So, if you’ve run out of ways to bring smiles to the faces of your friends, family, and business acquaintences, consider introducing an entertainer into the mix. They’ll make your party a smashing success and improve all your events!



CARLTON