Access Control: Who Has Access To Registrant Data?

As a busy event planner – in seemingly endless contact with venues, catering companies, and the oh-so-demanding event sponsor – can you afford to spend time developing registration spreadsheets, keeping track of each registrant’s information, recording travel and hotel details, and taking and processing credit card info? For most event planners, the answer is a resounding no. The process of registration is often the straw that breaks the camel’s back, causing an event planner’s stress level to rise to supreme heights. Keeping track of all the technicalities of registration is a full time job that many planners are still attempting to juggle along with planning the event itself.

So, with the vast reach and simplicity of the internet, why are so many event planners hesitant to switch to an online registration company that will take care of all these technicalities for them?

The answer is simple: they either don’t know about it, or they are worried that such companies could in fact complicate their lives. How can I know that information being put out on the internet will be safe? What if my registrants’ information is compromised? Will the online registration company use or sell my registrants’ information after they have it in their System? With the right company, all of these questions can be avoided because registrants’ information will be secure and held safe for the sole use of the event planner. Even more importantly, with the right registration company, credit card information will be encrypted to the highest degree allowed by law, guaranteed by a SSL (Secure Socket Layer) encryption testing company, such as Thawte.

Once you have chosen a company that you know to be secure, you will enjoy features such as an event website with its own URL for registration, custom reports, and the ability to export reports to a wide variety of formats. Using a safe and secure online registration system can simplify the event planning process while increasing registration! And you can be sure that registrants’ personal and financial information will be protected at the highest possible levels. Registrant and event planner information that is protected to the highest degree possible offers you a guarantee that the information will be stored exclusively for the event planner’s use and will only be stored as long as is necessary. Holding to such standards, ensures that the event registration system is highly resistant to any breach, but if a breach does, in fact, occur, the system will have been monitored so effectively that it can be traced a remedied with accuracy and speed. A vulnerability recovery plan like this one is an essential part of upholding a strong security system to ensure that the system will not be breached. Your registrants will know that their information is safe.

Manually collecting registrations has long been one of the most tedious jobs involved in the event planning process, but it is no longer necessary for event coordinators if they choose a company that will offer the highest possible level of security so that they can enjoy the ease of use of such a comprehensive online registration system. With no need to worry whether or not their information will be hacker-safe, registrants will flock to your event because registering online is truly a far easier process than completing registration be old-fashioned snail-mail. Although giving up control over such a vital piece of the event planning process can be a frightening concept, doing your research to find a company that offers the strongest security for your registrants’ data, will save you time to deal with all of the other details of planning your next fantastic event.

Planning the perfect party or event

The top ten tips of planning your own party

Five do’s of party planning

1) Do –prepare so you can be a guest at your own party

Prepartion is the key to success so plan, plan, and plan. You will have to plan everything down to the last detail if you want to create the wow factor. Plan details such as

-Invitations -props to create atmosphere
-Venue -parking
-Catering -level of noise
-theme/style -entertainment
-Hire equipment -licence for alcohol
-Table decoration -lighting
-event schedule -get your timings right on the night

2) Do-organise, organise, organise

Organise your event; there is nothing more disappointing than a disorganized, chaotic event both to the guest and the host. Organization will provide a well orchestrated, smoothly run enjoyable event.
If organization is not your strength either delegate or use tools to help such as lists, diaries, timetables or a party planning service such as www.ballbellesevents.co.uk.

3) Do-add a theme or style as it gives the event focus

Decide on a theme or style, it enables the event to be planned around it and gives the whole event focus and cohesion. For example do you want the event to reflect your personality or a special occasion so that you can make the event memorable for all the right reasons!

4) Do-plan ahead and stick to timeframes

Keep to timeframes especially if you want a choice of items and entertainment for your event.The invitations should be sent out with enough time for people to RSVP but not too early that they will forget about it altogether. Equipment hire definitely needs to be ordered well in advance especially if it is more specialized such as casino tables or live bands

Catering is also well worth having organized and ordered in advance otherwise it ends up looking as if you have thrown together a few frozen sausage rolls and watery quiches.It goes back to planning and organizing well in advance and doing everything in a sequential order.

5) Do-delegate

Delegation is essential to allowing the host the luxury of feeling relatively stress free and relaxed on the evening.If you know family and friends that are willing to help and they have particular skills then delegate that task to them. If someone within your family and friends is a great cook then get them involved in the catering. If another family member has an interest in flower arranging then you may wish to involve them in the table decorations.

Definitely delegate as many tasks as you can but a word of caution will be to check regularly on progress and oversee the final items. Try to give clear instructions and timescales to others as they may not understand your schedule or vision.

Five don’ts of party planning

6) Don’t-panic, keep your cool

If you follow the top ten tips then the party will run smoothly. If you indulge in panic then you end up being incapable of enjoying yourself on the night. Try to keep all the planning and organization simple and definitely keep it within your capabilities. Remember to keep the event in perspective as even if it is an important the focus is for people to enjoy themselves including you.

7) Don’t-exceed the budget

Stick to your original budget. When setting the budget for your party ensure that a realistic budget is set and that everything you want to provide such as catering, alcohol and entertainment are included in your calculations. Shop around and get the best price from the suppliers for your money without compromising on quality.

If on a small budget then keep it simple, adding a few luxury items such as snacks,drinks or decorations will definitely add to that wow factor.

8) Don’t-try to achieve the impossible

Throwing money at something doesn’t equate to success, people will appreciate the small attention to detail rather than showy extravagance. The lavish showbusines events are usually organized by experienced professional party planners with plenty of expertise. So don’t plan something that is going to make you feel out of your depth or enlist the assistance of a party planning service.www.ballbellesevents.co.uk.

9) Don’t-underestimate

Always be sure of the numbers of guests and all of their special needs such as dietary requirements. Always check the resources before the event and that your suppliers are still able to do the job required as there have been occasions when the caterers have been unable to provide the food and guests have had to eaten Chinese take away!!

Also check timings and the event schedule for the night and try and stick to it as there is always someone who drinks too much or turn up unannounced or things just take longer than anticipated.

10) Don’t-forget yourself

If the event is a special occasion don’t leave your personal preparations to the last minute as you may well be needed to sort out any last minute problems at the event.
Above all –don’t forget to enjoy yourself!

What To Look Out For When Choosing Your Event Venue

You need to be careful when you are planning an event of any type. There are so much to do and so many different mistakes that you can make at the same time. You will find that it is easy to get lost and lose your sense of great ideas early in the event planning process. You want to try and make the most of the ideas that you have so that you can make this type of event the most successful and memorable for everyone.
You must make sure that your event is taking on the personality that you want. You do not want to shock anyone with a totally different venue that they are not going to love. Your biggest feat is to make sure that everyone is going to have a great time so that this can be the best party of the year. Doing this does not have to be hard. In fact, you can have the most talked about party of the year if you really set your mind to it.
You need to look out for certain things when it comes to choosing your event venue. You need to be sure that you are planning fun for everyone. You need to have the event jam packed with fun and excitement so that anyone that attends is going to have something great to do. They will be excited to be there and afterwards, they will be glad that they came.
Another thing to look out for when you are planning a great event is the food. You need to make sure that you are able to find a menu that everyone is going to love. You will want to meet the needs of all the different types of guests to ensure that they have the best dinner that they have ever had. If you are having children at your party, you will want to accommodate their needs as well. You will certainly want something great for them to munch on.
You should also make sure that the area that you have the event is going to be best for the occasion. You need to find somewhere that will fit all of your guests comfortably so that no one is uncomfortable and feeling like they are cramped together. The most room that you have will mean that the more people you can invite. Remember that you want to make sure that you are using a place that will keep your guests in one area and allow them to mingle, as they should be. You will see that your guests will have a better time if they are all meeting and chatting along in the same area. You do not want them to be scattered around or separated.
Getting what you want from your event is not going to be easy. You will have to make sacrifices and use a lot of your resources. You may also have to hire someone to help you along and get you through this difficult time. When you are able to find some help with your event, you will feel a lot better and you may also see that your event goes a lot smoother as well. This is something that you can be proud of and excited about at the same time. Planning a great event that has minimal flaws is not easy, but it something that you will be proud of at the same time.
Getting there to the perfect party is something that will be grueling and of course you are going to make mistakes, however you will learn from it and do better the next time you are planning the perfect party.

Creating An Ambiance – Event Planning Decoration Ideas

You’ve sent out the invitations, prepared all of the food, stocked up the liquor cabinet and somehow it still doesn’t seem as though you are having a party. You forgot one very important detail when you were doing your event planning and that detail was decorations.

Decorations can make or break a party. Just ask any child who has been to a birthday party that was void of balloons and streamers. They’ll have a good time, but without the celebratory environment, there is an important aspect missing.

When you are handling the event planning for your gathering, it’s important to consider if decorations will add to the experience. You wouldn’t want to hang banners or wear party hats during a dinner party with your business associates, but if you are throwing a Valentine’s Day Bash, or a picnic to celebrate your nation’s birthday, decorations can create a fun and festive mood.

During the event planning stage consider what you would envision the room or venue to look like. By doing this you can get a better sense of what you will require once it comes to purchasing the decorating supplies. If it’s a children’s birthday party, for instance, you’ll want brightly colored balloons, a banner with the words “Happy Birthday” written along it and perhaps even a piñata. A piñata automatically symbolizes a celebration and during the party it becomes a festive focal point as well as being a game and source of hidden treats for the children as the party winds down.

Halloween parties also are much more enjoyable when there are decorations adorning the walls. Netting that resembles spider webs can be purchased for a very reasonable price at many event planning stores. There you’ll also find plastic spiders and pumpkins of all sizes that will get your guests into a ghoulish mood. You can even purchase replica cauldrons that can hold snacks in lieu of a regular bowl or serving platter. It adds to the tone of the party when small details like that are incorporated.

Decorations don’t need to be bright, colorful or attention grabbing. In the case of an intimate dinner party or cocktails with colleagues, a vase of fresh flowers adds a special touch to the room. It speaks of attention to detail and your guests will appreciate your gesture. You’ve shown them that you’ve taken time to add something special to the room. Their presence deserves that.

Regardless of what type of event planning you are doing, adding an extra touch to the aesthetics of the room will not only charm your guests but it will speak to the importance you place on the event. It doesn’t need to be dozens of balloons or streamers hung from the rafters but it should add to the mood of the party and the environment. When you are handling your event planning, don’t overlook the look of the room. Appropriate decorations should be near the top of your list.

Vacation Event Planning on a Budget

Deciding to take a vacation can be one of the most fun things that you ever do in your life for yourself and for your family, however, event planning for the big vacation can be a big problem altogether. If you’re trying to decide what would be fun for the whole family, yet are also trying to stick to a budget then there may be some conflicts with those two ideas. Nevertheless, though, event planning on a budget and choosing a fun place for your family is definitely possible, but it only take a little bit of creativity and ingenious thoughts to pull off!

How Much Money to Spend

One of the definite things that you should consider when event planning for your vacation is how much money you’ll spend in order to make it happen. Of course, how much money you spend involves the transportation getting to and from the place where you and your family will be staying, spending money on the trip for souvenirs and other gifts, as well as money for necessary expenses like food should all be separated into separate categories and divided up before the whole family goes on vacation. Deciding how much money is spent for the whole vacation and making a list of all the things that are important, such as those expenses described above, is very crucial to your event planning budget plan!

Decide How Long You’ll Stay

Event planning for any type of vacation can be a difficult thing to do, but the first and foremost deadline that you’ll want to set if you do have a budget is how long you’ll stay at your destination. Many people simply think that they can plan open-ended vacations with no set departure date (especially if a car is being driven for transportation) but sticking to the budget should be the best plan possible if you don’t have that much money already in the bank! Your whole vacation doesn’t have to be ruined just because a deadline is set for the end of your vacation, but deciding when you’ll leave your vacation is important to getting back home to school and work!

Giving Children Allowances

Vacationing for the whole family can often be a difficult thing to do. When event planning for the whole family’s vacation, though, if it’s important to stick to a budget then it is also important to make your children realize that there is a limited amount of money and resources that they are allowed to spend while on vacation also. Even though they may not realize the concept of a budget when taking your vacation (depending on how old they are), one good technique to use is to actually give them their whole allowance for the week and tell them that it is their budgeted allowance. This way when they spend it all they will have to realize that all they had was all the money that you did give them.

All in all, event planning for a family vacation doesn’t have to be a difficult task, although many people choose to make it one. Deciding on the specifics of a vacation, though, if a budget has to be stuck to, is a very important principle to not overspending!

Event Planning: Hiring an Assistant

Chances are that if you have ever been in charge of event planning then you some that it takes some major discipline in order to be able to pull it off. There are plenty of good things about having a lot of event planning experience, although many people and even professional event planners feel the strain of all the responsibilities and duties at some point in their career. If this is your case, though, one option that you may have is to actually hire an assistant so that more things will get done on a regular basis without shouldering all of the responsibilities yourself. Here are some good reasons, though, that you might want to hire an assistant for your event planning business career:

Two Heads are Better than One

One reason that you may want to hire an assistant is so that you’ll have a person to bounce ideas off of. When it comes to brainstorming and thinking of ideas for specific events there may not always be someone there for you to bounce ideas off of. On the other hand, hiring an assistant will provide you with someone to brainstorm with and that person will actually be able to give you their full thoughts on the issues as well! It’s always a good thing to be able to think with two different minds and an assistant can help you do just that.

More Things will Get Done

Another reason that hiring an assistant is a great idea is because it will allow you to get more things done then you have time for. Everyone only has twenty-four hours in a day, which makes getting everything done at once almost impossible to do. On the other hand, an assistant will be able to run errands, make sure that props for the event are set in place, as well as provide the guests of honor with their essential information as well when it’s time to do so.

When hiring an assistant, though, one thing to remember is that you don’t necessarily need to pay them a whole lot in order to get their help. Of course, if you’re a large event planning business then chances are that you’ll actually be able to afford to pay the assistant a decent wage, but it definitely is not required. Another tip that event planning professionals should remember is that assistants, even though they may be your best friend eventually, are not the owners of the business. Even though they may help guide you into good decisions to make, assistants should not be allowed control over any aspect of the business simply because it was not created as a partnership in the first place.

Of course there are always going to be advantages and disadvantages of hiring an assistant anyway. If you’re the type of person that actually needs an assistant because you may just lose your head because it wasn’t attached to your body (i.e. scatter-brained) then hiring an assistant may be the best thing for you. All in all, though, hiring an assistant for your event planning business needs to be handled with the utmost care!

What To Look Out For When Choosing Your Event Planner

You may be trying to plan an event and finding out that it is a little bit harder than what you thought. When you are having a hard time planning an event and doing all the work at the same time, you may find that is a good idea to hire an event planner. They can be a great deal of help to you so that you are not getting frustrated and driving yourself crazy over planning your special event.
You may be wandering, where do I find an event planner? It is really not that hard to do. There are more and more people getting into this profession and finding it very interesting. Many people are helping others out with their party planning and making a great profit from it at the same time. This is a growing profession that a lot of people are doing because they are interested in it and they are there for you to count on.
You may be able to find someone to help you with your event planning that has been used by a person that you know. You may be able to get good advice from your friends on hiring an event planner and what they can do for you. You will want to make sure that you are using someone that will be right for you and also someone that you can trust. You want to put your complete confidence in the person that is helping you build a successful event. If you have no trust, you will find it difficult to let them plan your event.
You should choose some for your event planner that you feel comfortable with. Maybe you want to find someone that has the same type of personality as you. This would be great idea especially when it comes to having the same good ideas about what you want. This is a smart idea for anyone that is looking for the perfect party and getting help from an event planner.
There is so much to do when you are in charge of an event. You need to find someone that is going to pay attention to all the detail. This is one of the most important things. You need to have an event planner that is going to stride for the best. You want them to put all that they can into planning this event. If you are expecting to have the best, you will want to have only the best helping you. You will be glad that you took the time to find an event planner that has a good work ethic and someone that wants to work for you.
Do not be afraid to ask the event planner that you are thinking about hiring for references. You should want to see the different parties that they have created. You want to see their work and make sure that they are someone that is going to be able to fit your needs. You will get to see a sense of the type of party that they can plan for you.
Check out the prices for event planners as well. You do not want to be shocked when it comes time to pay the bill. You want to have an event planner that is going to be a great help to you and give you the satisfaction of the perfect event as well as an affordable asset at the same time. You do not want to blow your entire party budget on an event planner. There are plenty of people out there that have reasonable prices that you will feel good about.

Do People Know Exactly What Event Management and Event Marketing Is

The answer is No….As nowadays any Tom, Dick or Harry has an event management company without knowing the A B C of event management. Event Management is principles and practices associated with planning, managing and staging special events. There are a lot of important components like stage and logistic management, marketing, promotion, event evaluation and event reporting which lead to a successful event.

Now event management and event marketing are two sides of the same coin. Event management can’t go without event marketing, so any company or individual doing event management should think about marketing these events first.

Any event management or marketing company or individual has to ensure success for which they are working. The event management company will work closely with the person for whom they are doing event management for as an extension of his team, providing the focus needed to manage each complex element of the event management process, leaving him free to concentrate on his core responsibilities.

We can categorize events as national events, social events and personal events.
Social events: consists of award functions, fashion shows, musical shows etc.
Personal events: are marriage functions, birthday parties or any personal celebrations.
National events: like Republic Day and Independence Day, they are considered to be very important events.

Conducting an event is not an overnight job. These events required proper planning and depth. An expert event manager or organizer has to start the work of organizing event few months earlier. Firstly an expert planner will think of sponsors to conduct the shows. To be very clear, national and personal events do not need marketing, but for social events like award functions, fashion shows etc. proper sponsors, advertisement and of course marketing are required.

Initial step to organize any event is to divide it into different parts.
1- In first part there will be a team of skilled marketing people, who could find good sponsors for the show. Advertisement is also a basic need for the success of an event.
2- Secondly, a group of people works on the venue where the show is to be conducted. The venue, day date and time are equally important factors, as such the place where event is to be conducted should be suitable for the public and even the day and time when the event is going to take place.
3- In the third part the important thing is practice of the show. The other expert group of people works upon the costumes, type of sub events like singing, dancing etc. of the participants. They conduct rehearsal again and again for the success of the show.
4- Fourth part is the selling of tickets in the public and of course the planning of proper security services. It is very necessary to be able control the whole crowd.

Lastly, when all these important functions get clicked together, a successful grand event is organized. In short, to make any event successful the most important thing is planning, and the other step is to follow up accordingly to the plans i.e. e hard work and keen efforts.

Planning A Large Party

If you plan on hosting a large party with more than 100 guests (wedding reception, retirement party, school reunion, anniversary) you’ll need to have it at a larger venue, where event planning professionals can help you with planning, food and catering professionals can help you with food and beverages, and banquet setup can help with the decoration and setup of the party location.

Although traditionally, hotels, resorts and restaurants were the most popular large party venues, you may want to explore other exciting possibilities. Museums, art galleries, universities, non-profit company buildings are just a few of the possibilities. If you choose a non-traditional venue, be prepared to work more to make sure everything is in order for the big event. Venues that don’t usually host such events are less like to have all the necessities as a restaurant or hotel.

Regardless of what venue you choose, you’ll want to make sure they can accommodate the number of guests you are inviting and the magnitude of your event. You may fall in love with a venue, but it may be too small for your event. Another place may seem perfect, but the hours of your party would not work for the venue. It is always good to consult an event planning professional to try to locate the appropriate venue for your event.

Venues that host events similar to yours on a regular basis will ensure they know how to run an event like yours smoothly. You won’t have to worry about the hands on stuff because those have professionals taking care of the details for you. Experienced venues will utilize banquet setup personnel for the setup of the tables and dance floor. The venue management can offer you options for catering, entertainment, and logistics.

If you feel that the venue management lack creativity speak up. You are the customer, and you should be able to influence the planning of your event. Be sure to get everything in writing. Don’t assume anything. Make sure the contract includes what is and is not included at the venue.

Make sure there is enough parking for your guests. If someone you have invited needs special attention such as handicap access, make sure it is available.

Getting The Most Bang Out Of Your Party Planning Buck

Throwing a party can be such a fun adventure. You envision a room filled with happy, smiling guests all complimenting you on the food and the drinks. The only thing standing between you and making that fantasy a reality is your budget.

You may be having champagne dreams while your bank account can only shoulder soft drink essentials. There are ways to incorporate any budget into your event planning and still come out with a party to be proud of.

One of the first tricks to cut cost may be in the time of day you have your event. If you are hosting something like a birthday party or a wedding or baby shower, choosing to have it in the early afternoon has many benefits when it comes to your pocketbook. While you are in the event planning stage, consider the difference in cost when you are only supplying light beverages and small snacks as opposed to a full bar and an entire dinner. The money saved would be noticeable.

Most people don’t indulge in alcoholic beverages in the early afternoon, so you could instead serve a punch or coffee or iced tea. This is very refreshing and along with some small snacks and perhaps a tray of assorted sweet tooth delights, you’ve offered your guests refreshment without the added cost that an event later in the day requires.

Another consideration when event planning is whether or not you need the services of a caterer. Caterers can be invaluable, especially when you are hosting an event of a significant size. If however, your guest list isn’t as vast, doing much of the menu planning and cooking yourself can save more than a few pennies.

Perhaps the best money saving technique when it comes to the area of food is to host a potluck event. This idea can be included as part of your event planning process. You plan the party or gathering based on the idea that every guest will supply an item of food or drink. Some many bring a main course or a salad while others will bring a bottle of wine. Once everyone has arrived there is an enormous amount of different food to sample. This is a great way to include the guests in the party planning process and they feel good knowing they’ve contributed.

Food isn’t the only area that you can scrimp and save in. If you are hosting a children’s birthday party you can ask a friend or relative to dress up as a clown instead of hiring a clown. There are many adults who love to interact with children and the only payment they’d expect would be a room full of young smiles and a slice of birthday cake. Decorations also don’t have to break your budget. If you’re hosting a garden party, you can create beautiful, soft lighting by hanging the white lights that normally adorn your holiday tree around your garden. Your guests won’t be the wiser, but you will for having opted not to invest in a new set of lights you probably will never use again.

Careful thought while you are event planning can save you money and let you enjoy your party without fretting about finances.