5 Reasons Why You Need an Event Graphic Recorder

Have you been at a recent event and seen someone up front quickly taking notes with a flurry of colored markers flying through the air? Chances are you were in the presence of an event graphic recorder. What is graphic recording? Its real-time visual note taking that is started and completed during an event. They turn-key takeaways into easily digested graphics that capture the mood and theme of an event. Graphic recording is a growing trend in the event industry for good reason. It’s a unique way to capture speakers and sessions in a way that photography can’t. We love …

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How to stay healthy before an event

If you’re an event planner, you know the last few weeks before an event are going to be filled with long hours, last minute changes, and not nearly enough sleep. Although those final weeks are insane, it’s important to take care of yourself to stay healthy. The last thing you want is to show up on-site for the event so worn down that you can barely function. We’ve listed out our go-to tricks for staying healthy and keeping stress down as your event approaches. Meal prep Take a day on the weekend to meal prep your lunches for the week. …

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What’s a Pre-Con and 5 Reasons Why it Matters

Do you have Pre-Con before each event? We think they’re a crucial piece to ensuring the event runs smoothly, especially with larger events. We’re going to answer the question, “What’s a Pre-Con” and break down some important information we think every event planner should know. What’s a Pre-Con? A Pre-Con is a meeting with your vendors, event team & key stakeholders that takes place a few days or weeks prior to the event. It usually takes place at the event venue and includes reviewing final logistics as well as load-in and load-out schedule. It’s also a time for making any …

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How to Keep Your Cool When Your Event Goes Wrong

If you’ve ever done events you KNOW some things will not go as planned. But that’s ok! Being a good event planner means being flexible and quick on your feet to come up with a solution. Here are some suggestions from my past experiences on how to keep your cool when your event goes wrong. Accept that things will go off plan. . . and that’s okay. You can spend weeks and months planning out every last detail, but once the event starts there are so many factors in play that are out of your control. Go into each event …

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16 Moments Every Event Planner Can Relate To

Being an event planner can be an exciting and rewarding job. You spend months planning the details and organizing the logistics then get to see your hard work come to life. There are ups and downs that every event planner is all too familiar with. From the joy of working with a friendly vendor to the stress-mares you have the week before the event, we’ve all been there. If you’ve ever planned an event, you’ll relate these moments. 1. Walking through the venue for the first time and realizing it’s smaller than you thought. 2. Trying to figure out the …

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Working with Employees in Multiple States

As you start your company, hiring can be tricky. At Reinventing Events, we hire for talent and not location which means we have employees in multiple states. This can be quite beneficial but it will add a different dimension and dynamic to your team, clients, as well as to the background and daily operations of your business. So we wanted to share how Reinventing Events works with employees in multiple states. Things to consider when hiring employees across different states: Laws, Requirements, and Regulations are different everywhere Do your homework! Find out what state, city, county, parish you are looking …

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How to Onboard a New Employee

Onboarding a new employee is a process that needs to be handled with care. This is a time when you can make or break your new team member by setting them up for success or letting them figure it all out on their own. Because Reinventing Events is a remote-working business, meaning our entire team works from different cities, I’ve taken care in creating a process for onboarding a new employee that helps them get set up the right way from the very beginning. I’ve outlined our process to help you with onboarding new employees for your business. Utilize Checklists …

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Proven Ways to Manage Volunteers

One question people who produce events asks at some point is “how are we going to get all of this work done?” And the magic answer is volunteers! You should harness the resources and energy of others to help you accomplish what can seem impossible. This may seem overwhelming, but utilizing and managing volunteers does not have to be complicated! Here are some vital steps to help you manage and utilize your volunteers. Form the plan Your first step will be to document the areas and roles where you need help. Give each a level of priority like must have (high …

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Insider Secrets to Event Catering Do’s and Don’ts

Some may find event catering intimidating because it’s such a large portion of an overall event but I have some catering do’s and don’ts to share to help ease the whole process. There is a lot that goes into choosing a catering vendor, working on food and beverage options that fit within your budget, crafting your menu, finalizing food counts, and planning out all of the logistics for smooth service during the event.  Event Catering Do’s Review everything thoroughly. Catering contracts and BEOs normally contain a lot of information in them. Review them with a fine comb and as you’re …

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9 Details to Capture in a Volunteer Application

Volunteers can be a great asset to your event and the way to start off with managing them in the best way possible is by having the right volunteer application details. There are some basic items to ask for but there are some strategic and advanced questions to understand why they are volunteering for your event. This also helps ensure you have the RIGHT volunteers for the event and not just a body to fill a position. Here’s an outline of volunteer application details you should be collecting. Standard Questions: Name: (First and Last, or FULL NAME) – Yes, you …

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When is the Best Time of Year to Plan a Conference?

I’m seeing a BIG trend in conference planning of finally deciding to host a conference 5-7 months from the current date. While this is possible, it’s not strategic and will pretty much guarantee profit loss. If you want to produce a successful and financially profitable conference, it’s best to start your planning far enough in advance to hit your goals. So when is the best time of year to plan a conference? I’m glad you asked! If part of your job responsibilities includes attending conferences, you probably also feel the increase in conferences that happen in Q3 each year. We …

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6 Creative Ways to Increase Attendee Engagement

All conferences have one major thing in common. They want attendees to be engaged and interested in more than just sitting through session after session. Some attendees fall into the habit of attending conferences where they listen to the sessions but afterward can get caught up in email and checking in with the office. Most conferences have a happy hour or some form of organized networking to get attendees talking and interacting. These planned sessions are great, but there’s so much more you can do to increase attendee engagement throughout the conference. Incorporating activities that engage attendees throughout your conference …

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5 Things Every Event Planner Must Have

What makes a successful event planner? Knowing the right tools for getting the job done most efficiently! There are TONS of things an event planner must have to get the job done right and I wanted to share with you our suggested essentials. I couldn’t narrow it down to just five items though, so instead, I narrowed it down to five categories with a few items listed under those. 1. Professionalism Yes, you must ‘own’ your professionalism. What does that mean? That you carry yourself in a professional manner, are confident, and always keep a positive attitude. This is a …

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9 Epic Resources For Managing Your Business

Most event planners are in the industry because they’re creative, can see a big picture, and know how to bring all the pieces together. That’s the FUN part that we all want to focus on. However, when you’re running a business, there’s a lot of stuff to do behind the scenes to keep the business moving. Lucky for you, I’ve outlined my 9 favorite resources for managing your business. All of these are free to cheap and are the ONLY way I can keep Reinventing Events running as a well-oiled machine. Reinventing Events has always worked as a remote team …

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Tested Tips for Keeping Sponsors Happy

In today’s competitive event industry, sponsors are getting pickier in who they choose to work with for event sponsorships. From a sponsor’s perspective, event sponsorship is a strategic way for a company to get exposure, talk with potential customers face-to-face, and drive business. From the client’s perspective, event sponsorship is a great way to increase overall event revenue. So it’s important for the event production team and their client to keep event sponsors happy so they want to come back and sponsor future events. Here are some tested tips for keeping sponsors happy: Understand the sponsoring company Take time to …

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