Timelines

A goal is a dream with a timeline -- Weston Lyon

Welcome to Planner's Pointers!  Today I am going to talk about what is a timeline and why it is important  in meeting and event planning (and lots of other places).  According to one dictionary I read a timeline is .. a sequence of related events arranged in chronological order and displayed along a line (usually drawn left to right or top to bottom).  Another described as a management tool that described when items are to be completed and by whom.  Both of these entries are really good explanations of what a timeline is. 

Here are six ideas  why a timeline is important

1. A timeline is one of the best ways to keep track of what needs to happen when.  That is what organization is all about. Never think that just because you have done something many times you can keep things in your head.  You will absolutely miss something if you don't have a written timeline.

2. A timeline gives you peace of mind.  You have an action plan and you know when tasks need to happen.

3.  A timeline is one way to help keep you within budget.  You can order items well in advance so you are not paying for things as 24 hour shipping, or on site printing.

4. How do you eat an elephant?  One bite at a time.  A good timeline is the one bite at a time because it  carries the event forward.

5.  I believe  committees work best with clear direction.  Timelines are one form of clear direction.  When you have multiple committees doing 50 or so items a piece, a timeline is the only way you will keep moving and everyone on track.
6. Timelines also keep you accountable to your clients by keeping them informed about your progress.

New to using a timeline?  Develop one by making a list of all tasks that need to be done in an Excel spread sheet.  A good idea would be to do it with  your team that way you won't forget anything.  Add dates when you will start the task and complete the task.  An example of this is:

 It gets easier after you have created one a few times.   One idea is to develop a generic timeline and customize it as needed.

How did the word "toast" become an expression?  As many sites on the Internet describes it:   A toast is a ritual in which a drink is taken as an expression of honor or goodwill.   In the 17th century, the custom was to put small piece of spiced toast in the bottom of the glass.  Since you drink to a person or to an occasion, you drain the glass so you drink the bit of toast.    Let's toast to 2013!  

Planners Pointers is a blog and talk cast to help beginning event planners with their event planning share ideas on planning better events, books to read and websites to discover.

Planner's Pointers is written by  Mary Pam Kilgore, CMP,  of Kilgore Events and Meetings.  You may reach me through my website www.kilgorebusiness.com or you may call me at 412-260-4178 You can find podcasts of Planner's Pointers at http://www.talkshoe.com/tc/73353

How to beat the winter blues --

Welcome to Planner's Pointer's Planners Pointers is a blog and talk cast to help beginning event planners with their event planning. Give them ideas on planning better events, books to read and websites to discover.

This Sunday morning at 2:00 am, we will "fall back" as Daylight Savings Time comes to a close. 

I have often wondered how Daylight Savings Time came to be and this is what I learned.  Daylight Savings Time was started during World War I in order to save energy for the war production.  It was mandatory during that time and again during World War II.  Between the wars and after World War II it was up to the states to determined if they wanted to go by Daylight Savings Time.  In 1966 Daylight Savings Time became the law of the land with the passage of Uniform Time Act.  In 2007. in order to save more energy four weeks were added to the time period that ranges from the second Sunday of March to the first week of November.

What I notice the most about when we go back to "regular time" in November is not only does the day seem so much shorter is that people's moods seem to change.  While, seasonal affective disorder, a form of depression as a result of lack of light, effects only 4-6 % of the population, many of us still seem to feel "a little blue" during the winter months.  Here a couple of things that I do during the winter to keep me going.

1. Go outside for a short walk.  Even in colder weather a walk around the block can  lift the spirits.

2. Watch your diet.  I know that a bag of chips and onion dip are great additions to an evening of TV watching, but they will cause you problems in the long run.

3. Keep in contact with your family and friends.  No, not with Facebook, but face to face.  Yes, snow happens, but not every snow flake is a blizzard in the making.  Play cards, share a meal, go to a movie, take in a museum all these things make for a great time together. 

Before you know it, or just in time, depending on how you look at it.  Spring arrives.  Keep the faith.

Planner's Pointers is written by me, Mary Pam Kilgore, of Kilgore Business Services, LLC  You may reach me through my website www.kilgorebusiness.com  You can find my blog at http://plannerspointers.blogspot.com/

Ideas for Stress Reduced Holidays

Welcome to Planners' Pointers! 

"The Holidays Are Coming!  The Holidays are Coming!" is the thought among many of us starting in October.   From Halloween to New Years Eve, the time will fly by potentially causing a great deal of stress.  Here are  ideas to help you avoid the holiday stress.

1. Holiday Cards.  Start working on the list Now!  If you are like me and like not only a great holiday message, but good art, boxed cards can get expensive. 
1. One of my first stops is Tuesday Morning. I know that I will have to do some searching through the boxes, but I have been successful in finding exactly what I want . 
2. Do you have a Hallmark Card Gold Rewards Card?  If you do, then head on over to your local Hallmark Store (www.hallmark.com) for their Buy One Get One boxed card sale.  Don't forget the wrapping paper!  It's on sale to!  
3. Want to design a card yourself?  Add a picture?  Send cards  to your list without cramping your hand?   Send Out Cards  is  a wonderful website that allows you to both choose among their  thousands of cards or design your own by adding pictures, designs and your own words.  You can choose or design your own holiday card and send it to your card list in the same time as it takes to make a batch of cookies!  Becoming a card sender is easy and there are several levels of membership.  

2. Decorations -- When the first flameless tea lights came out a few years ago I was not a fan, after all  they didn't even look like candles.  With  the introduction of wax flameless candles, I have changed my mind.  The flickering is more natural and they have timers that allow up to 5 or 6 hours of continuous flame.  I think they work well in center pieces or anywhere you want to set and forget.  Leave it to Energizer, the battery people,  to have a line of wax flameless candles that work really well.  Check it out at their website  http://www.energizer.com/ 

3. Shopping.   For me shopping early helps me avoid the crowds.   According to www.dealnews.com the best time to get the lowest  prices on all your electronics is  from mid November till Black Friday.  Toy prices are better after December 1st, but you have to realize that what your children want may be out of stock by then.  The good news is that on-line prices for all goods will be the same as what is in the store.  A fact that wasn't true a couple of years ago.

4. The Holiday Party.  The Holiday Party was hit by the recession recently, but is coming back.  It may not be as lavish as it once was but businesses have learned that parties have a positive effect on the company morale.
1. Make it less about the booze.  Instead of an open bar use  drink tickets  and limit the number you give to everyone.  Purchasing your open bar by the drink instead of by the person is sometimes cheaper.  Having only beer and wine available is another way to control costs without eliminating alcohol all together.  Add a soft drink service for around $100.00.
2. Add Activities   Give people something to do beside sit around.  Photo booths are hanging on but one of the hot trends is making  flipbooks.  How about having  indoor 9 hole mini golf and having an indoor golf tournament? 
3. For the cost conscience out there have a holiday luncheon instead of a dinner.   Several restaurants are offering rewards if you book before October 31st. 

Happy Stress Free Holidays!

Planners Pointers is a blog and talk cast to help beginning event planners with their event planning share ideas on planning better events, books to read and websites to discover.

Planner's Pointers is written by  Mary Pam Kilgore, CMP,  of Kilgore Business Services.  You may reach me through my website www.kilgorebusiness.com or you may call me at 412-260-4178 You can find podcasts of Planner's Pointers at http://www.talkshoe.com/tc/73353

What Goes Into A Meeting -- On Site Registration and Check In

Welcome to Planners' Pointers! 

One of the considerations in planning your event is at door registration and check in.

 At door registration is also called on site registration and is defined as the  process of signing up for an event on the day of, or at the site of, the event (Convention Industry Council).

Check in sort of defines itself as if you have pre-registered, giving your name to the registration people and picking up your materials, name badge.    

How do you plan for attendees registering at the door? The guideline is one person for 50 attendees at the busiest time. If you have done this event before, then  post event evaluations will tell you that long registration lines were a problem.  If you haven't done the event before, have more registration people available. Better you not need them then to have long lines of people waiting to check in or register.

How do you control the registration area?  The easiest way seem to be to have one area for those who have pre-registered and those who will do at door or on site registration.  Those who have pre-registered will probably spend less than half the time checking in as those who did pre-register so you will need fewer people to work in the pre-reg area.  Having several people working in the on site area to take registration information and money will decrease wait time.  Technology is making on-site registration more efficient and easier.  Cvent, among other on-line registration companies, has a program that says that all you need is a computer and you can set up a registration kiosk that will handle both those who have pre-registered and those who do on-site registration.  The program will even print name badges with bar codes.

 Making sure that registration is pleasant and quick will be the best first impression an attendee will have and may set the tone for the rest of the event.

Planners Pointers is a blog and talk cast to help beginning event planners with their event planning share ideas on planning better events, books to read and websites to discover. Planner's Pointers is written by  Mary Pam Kilgore, CMP,  of Kilgore Business Services.  You may reach me through my website www.kilgorebusiness.com  You can find podcasts of Planner's Pointers at http://www.talkshoe.com/tc/73353

5 Tips to Keeping Event Costs Manageable

Welcome to Planners' Pointers!

Doing an event, any event from a first birthday party to a lavish wedding have costs.  The key is keeping the costs as contained.  Here are 5 tips to keeping costs as manageable as possible. 

1. Photo booths.  Photo booths rental costs range from $500.00 to $800.00 depending on the number of hours and the number of pictures. Here is a tip for you DIYers out there. All you need is a blank wall and large piece of foam core cut into the shape of a frame.  Hang the foam core frame from the ceiling and there you are!  Add old hats, scarfs, and items found at the dollar store and you have a wonderful and fun place to have people take pictures.  Family and friends can take their own photos and then post them to their Facebook pages or email them to you to post. Allow your friends to tag themselves. If you want to use a photographer if you want.  Or have a friend or family member to take pictures.

  

2. Catering  Here is an idea a friend of mine did in the spring to celebrate the 5th anniversary of her business.  She used a venue that let her bring in food.  My friend then called several restaurants and offered them a sponsorship of the event and in return they brought in food.  The restaurants brought in sample size portions and marketing information.  Attendees enjoyed the food and the restaurants reached a new audience. 

3. Flowers  Some believe that silk flowers are cheaper, but I don't agree especially when you consider your time spent creating the centerpieces, bouquets, head pieces and other arrangements you may use for your events.  When it comes to florists, shop around to see where you can get the best value for your dollar.  Look at their websites and Facebook pages for testimonials. Remember seasonal flowers are very apt to be cheaper for arrangements and bouquets. Or see if your venue has flowers or candles that you can use.  Most will let you use them for free. 

4. Dates One of the most difficult items to check off an event check list is determining when the event is going to be.  Do you have a specific reason for the date?  Birthdays or anniversaries are examples of needing a  specific date. When booking an event be as flexible as possible.  Does a wedding need to be on a Saturday or Sunday.  What about a Friday or even a Thursday evening wedding. A great day for a fundraiser may be a Tuesday evening instead of Thursday.

5. Alcohol  An interesting fact that I learn in my reading is one third of the population doesn't drink.  Consider that when you are thinking about alcohol for your next event and order less than you would have even five years ago. Don't forget to have soft drinks and water for your non-drinking friends. This is especially true for corporate events.  Remember this: Just like some employers are looking at your search history on the internet, they may also be monitoring your habits at corporate events.  This is especially true where clients will be in attendance. One more thought about weddings.  At weddings, you can save on the cake and even the food, but where some over spend is in alcohol.  Yes, an open bar gets expensive, but so does purchasing alcohol without a plan.  Think about what your guests drink at other events.  Or what they may have at their homes. If they seem to be a wine or beer crowd then you don't need to have a whole lot of other liquor for your event.  Remember to make sure you can return unopened alcohol.

You can have a wonderful event without spending lots of money. Being creative and thinking out of the box may lead to budget savings without sacrificing the quality of the event.

Planners Pointers is a blog and talk cast to help beginning event planners with their event planning share ideas on planning better events, books to read and websites to discover.

Planner's Pointers is written by  Mary Pam Kilgore, CMP,  of Kilgore Business Services.  You may reach me through my website www.kilgorebusiness.com  You can find podcasts of Planner's Pointers at http://www.talkshoe.com/tc/73353

Getting the Most Out of Participating in Vendor Shows Part 1 Choosing the Show.

Welcome to Planner's Pointer's

Things to consider when planning to do a trade or vendor show

It's the beginning of a new year and bridal shows and charity vendor shows will soon be in full swing.  If you offer a service or sell a product you are no doubt being mailed and emailed information about upcoming shows.  Trade shows are tempting marketing opportunities because they offer everyone a chance to reach hundreds and potentially thousands of people over a rather short period of time. Before you send your check and sign the contract here are a few tips to consider when choosing the correct show for you. 

1. Is doing a vendor show the best way to reach your target market?  The best way to find out the answer to that question is to ask the show promoter what the demographics are for their show and use this information to determine if it applies to your business.

 

2. How much does the show cost?  And the follow up question is -- How much will you have to sell to recoup your costs of this show.  If you believe that you can't recoup those costs in the first couple of hours of the show, then you might want to reconsider if this is the best use of your marketing funds. 

3. What do you get with the show package?  Do you get an ad or just a listing in the show program.  If you pay a little more, will you get a better spot on the show floor?  Can you share a booth?  Some show promoters allow you to share a booth if you are selling the same product, several Mary Kay reps sharing a booth at a wedding show for example.

 

4. What other vendors will be there? Ask the show promoter what other vendors are attending. Are these other vendors compatible with what you sell or are they your direct competitors? Is the show promoter limiting in any way the number of vendors selling similar items?  Do you have a good relationship with any of the other vendors attending the show?  At a wedding show for example it would be helpful for a florist to have a good relationship with a limousine company. 

5. Does the show location also serve your target market? If most of your target is south of the city, then a show north of the city not give you the best results.

These are but a few considerations in choosing a vendor show.

Next week:  Pre show Marketing

Planners Pointers is a blog and talk cast to help beginning event planners with their event planning share ideas on planning better events, books to read and websites to discover.

Planner's Pointers is written by  Mary Pam Kilgore, CMP,  of Kilgore Business Services.  You may reach me through my website www.kilgorebusiness.com  You can find podcasts of Planner's Pointers at http://www.talkshoe.com/tc/73353