Magic’s Post

𝐓𝐢𝐩𝐬 𝐟𝐨𝐫 𝐒𝐮𝐜𝐜𝐞𝐬𝐬𝐟𝐮𝐥 𝐄𝐯𝐞𝐧𝐭 𝐎𝐫𝐠𝐚𝐧𝐢𝐳𝐚𝐭𝐢𝐨𝐧: 𝐈𝐧𝐬𝐢𝐠𝐡𝐭𝐬 𝐟𝐫𝐨𝐦 𝐄𝐱𝐩𝐞𝐫𝐢𝐞𝐧𝐜𝐞 Hey everyone! Planning an event can be both thrilling and challenging, but with the right tips and a bit of know-how, you can nail it every time! Here are some nuggets of wisdom gathered from my own journey in event management: 1. Define Your Purpose Clearly Before diving into the details, ask yourself: What’s the main goal of this event? Whether it’s a corporate gathering, a wedding, or a community fundraiser, knowing your purpose sets the stage for everything else. 2. Start Early and Stay Organized Procrastination is not your friend here! Begin planning well in advance, and keep all your tasks organized. Create checklists, use spreadsheets—whatever helps you stay on top of deadlines and details. 3. Choose the Right Team Even superheroes need a sidekick! Surround yourself with a reliable team who shares your vision and can handle different aspects of the event. Collaboration and delegation are key. 4. Budget Wisely Money matters! Set a realistic budget and allocate funds wisely. Research costs, prioritize essentials, and always keep a contingency fund for unexpected expenses. 5. Communicate Effectively Clear communication can make or break an event. Keep all stakeholders informed—clients, vendors, and team members. Regular updates and meetings ensure everyone stays on the same page. 6. Attention to Detail It’s the little things that count! Pay attention to every detail, from seating arrangements to sound systems. Anticipate potential issues and have backup plans in place. Case Studies from the Trenches Let me share a quick story from a recent wedding I organized. Despite a sudden rainstorm, we had a backup indoor venue ready to go. Guests were amazed by the seamless transition and appreciated the thoughtful planning. Another memorable event was a community fundraiser where we used social media effectively to boost attendance. Posting engaging content and creating buzz beforehand really made a difference! Advice for Event Professionals To my fellow event professionals, remember: Each event is unique, so be flexible and adaptable. Learn from every experience—both successes and challenges. Stay passionate about what you do, and don’t forget to celebrate victories along the way! What are your go-to tips for successful event planning? Share your thoughts in the comments below! Let’s learn from each other and continue to create memorable experiences together. #EventPlanning #EventManagement #SuccessTips #EventProfs #CommunityEvents #WeddingPlanning #corporateevents

I've spent over a decade planning and hosting events. Here's some tips on how to host the perfect gathering: Hint: sometimes rules are there for a reason 1. Purpose: we need to have a clear purpose for why we're gathering in the first place and how we want guests to feel, as that will inform every other decision we make when planning 2. Curated Guestlist: it's all about who we invite (and who we don't). There should be a reason for why each person is there - this is even more important for small gatherings. One person's energy can shift the whole experience 3. Consistency: having a monthly or yearly event that happens around the same time means people know when to expect it. It builds up excitement, and routine is a huge part of strengthening connection and community 4. Seating Plan: we need to be thoughtful in curating connection - for a seated dinner that means considering different personalities, points of connection and potential conversations 5. Rules for Connection: whether that means having a theme or a dress code, it's all about making the guests feel more connected to each other. The Met Gala not allowing phones encourages people to actually connect - it also keeps an element of secrecy about the event (even though we've all seen the selfies) 6. The Role of the Hosts: hosts need to take an active role in shaping the event, welcoming guests and encouraging guests to connect with each other. A successful event doesn't happen by accident It all comes back to how we make people feel And how we can curate connection more purposefully #eventhost #eventplanning #connection #networkingevents #metgala

𝐘𝐨𝐮𝐫 𝐄𝐯𝐞𝐧𝐭𝐬, 𝐏𝐞𝐫𝐟𝐞𝐜𝐭𝐥𝐲 𝐌𝐚𝐧𝐚𝐠𝐞𝐝—𝐖𝐢𝐭𝐡𝐨𝐮𝐭 𝐭𝐡𝐞 𝐒𝐭𝐫𝐞𝐬𝐬 🎉 Planning an event can feel like juggling a thousand moving pieces. From scheduling, coordinating vendors, managing RSVPs, to last-minute changes—it’s no wonder organizing a successful event can become overwhelming. But here’s the good news: 𝐲𝐨𝐮 𝐝𝐨𝐧’𝐭 𝐡𝐚𝐯𝐞 𝐭𝐨 𝐝𝐨 𝐢𝐭 𝐚𝐥𝐥. Whether it’s a company conference, team-building event, or client gathering, I’m here to ensure everything runs like clockwork—𝐰𝐢𝐭𝐡𝐨𝐮𝐭 𝐲𝐨𝐮 𝐥𝐢𝐟𝐭𝐢𝐧𝐠 𝐚 𝐟𝐢𝐧𝐠𝐞𝐫. 🎯 𝐇𝐞𝐫𝐞’𝐬 𝐡𝐨𝐰 𝐈 𝐜𝐚𝐧 𝐡𝐞𝐥𝐩: ✅ 𝐄𝐧𝐝-𝐭𝐨-𝐄𝐧𝐝 𝐏𝐥𝐚𝐧𝐧𝐢𝐧𝐠: I handle everything from booking venues to managing guest lists, leaving no detail unattended. ✅ 𝐕𝐞𝐧𝐝𝐨𝐫 𝐂𝐨𝐨𝐫𝐝𝐢𝐧𝐚𝐭𝐢𝐨𝐧: From catering to AV setups, I coordinate with vendors to make sure everything is ready on time and up to your standards. ✅ 𝐋𝐨𝐠𝐢𝐬𝐭𝐢𝐜𝐬 & 𝐓𝐢𝐦𝐞𝐥𝐢𝐧𝐞𝐬: Every event needs structure. I’ll develop detailed timelines, keeping the event running smoothly and on schedule. ✅ 𝐎𝐧-𝐭𝐡𝐞-𝐃𝐚𝐲 𝐌𝐚𝐧𝐚𝐠𝐞𝐦𝐞𝐧𝐭: During the event, I’ll be on top of every detail, ensuring that any issue is handled quietly and efficiently. Your role? 𝐒𝐢𝐦𝐩𝐥𝐲 𝐞𝐧𝐣𝐨𝐲 𝐭𝐡𝐞 𝐞𝐯𝐞𝐧𝐭. ✅ 𝐏𝐨𝐬𝐭-𝐄𝐯𝐞𝐧𝐭 𝐖𝐫𝐚𝐩-𝐔𝐩: Once it’s all said and done, I’ll take care of final payments, thank-you emails, and ensure all event details are wrapped up seamlessly. 𝐖𝐡𝐚𝐭 𝐝𝐨𝐞𝐬 𝐭𝐡𝐢𝐬 𝐦𝐞𝐚𝐧 𝐟𝐨𝐫 𝐲𝐨𝐮❓ It means you get to focus on what matters—engaging with your team, impressing your clients, or building stronger connections—while I manage the logistics behind the scenes. No stress, no last-minute panic, just a perfectly executed event. 𝐑𝐞𝐚𝐝𝐲 𝐭𝐨 𝐭𝐮𝐫𝐧 𝐲𝐨𝐮𝐫 𝐧𝐞𝐱𝐭 𝐞𝐯𝐞𝐧𝐭 𝐢𝐧𝐭𝐨 𝐚 𝐬𝐦𝐨𝐨𝐭𝐡, 𝐬𝐭𝐫𝐞𝐬𝐬-𝐟𝐫𝐞𝐞 𝐬𝐮𝐜𝐜𝐞𝐬𝐬❓ Let’s chat. 𝐃𝐌 𝐦𝐞 𝐭𝐨𝐝𝐚𝐲, and let’s start planning. #EventManagement #DelegateToElevate #StressFreeEvents #BusinessSupport #TeamBuilding #CorporateEvents #EventPlanning #BusinessGrowth #VirtualAssistant #EventCoordinator #SmartVAAssist

'Tis the season for events. And, if there's anything I've learned over the years of attending, planning, hosting, etc., it's that success is in the details... I’m not an event planning expert. But, I have picked up some good tips and tricks for pulling off a successful event that have helped me. And, might help you too! >Have a clear purpose for hosting the event ---->State your goal, your intentions and your desired outcomes   >Identify your target market and cater to those people  ---->Don’t get talked into inviting or adding people to the list who don’t make sense and/or aren’t your target audience >Make lots of lists, detail out everything ---->Your lists should include timing, scheduling, logistics, travel, meals, entertainment, gifts, messages, key points and takeaways, speakers ---->Update the lists every day; never lose sight of the details >Be flexible with changes (sometimes last minute) ---->Always have a Plan B, C, D, E…think through all the possibilities and plan for each one >Know your limitations and set clear expectations ---->Be realistic about what you can accomplish and give 100% to making that successful >Stick to your budget ---->Throwing more money at an event increases the opportunities for complications. ---->Use the KISS methodology: Keep it Simple to be Successful >Get people involved ---->Ask for help and lots of it!  ---->Get teams working to help you out right away >Communicate, communicate, communicate…and then communicate more ---->Make sure everyone involved, from team members to vendors to attendees, has the most current details and knowledge to make decisions and help you out >Follow-up with lots of follow-ups ---->Give people too much information; the more they know, the more they can help you reach your goals and desired outcomes ---->Keep the touch points to everyone active so they continue to feel involved and important >Always be ready to work Plan B, C, D, E… Signature Style PR

Free events are easy to flake out on, I know that I have been guilty. Would this idea change that? Over the years at various businesses I have been involved with coordinating events for various groups. Often times with great success. Companies often enjoy having a part in events to help promote their business and create awareness in or give back to the community. So whatever time and resources it takes, if a lot of people show up, have a good time, and learn something, it is worth it. When it comes to charging attendees; prepaid events always seem to have a high rate of attendees that signed up, though not charging may get you a larger turnout and more of the audience you want. CHALLENGE: The downside to free events is there is frequently a much higher no-show rate of people that signed up. Often times resulting in a lot of waste; with cleaning, buying giveaway items, lost revenue with diverting employees, food- so much food, and presenters, presentations and speeches. This can be so discouraging that it is never attempted again. SOLUTION: It came to me the other night and I knew I had to write it down, I call it the "free RSVP, DOUGH-NO-SHOW". When someone signs up they enter their CC number and agree to an appropriate fee ($20? to cover the cost of food waste, etc) only if the don't show up, and if they ATTEND, they can do so for FREE. For it to work you would need to stick with an attendee list, or have a fee at the door, and a stipulation about if the host cancels the event there is no charge. What do you think? Could this be a good solution? What has caused you to skip out in the past? #Networking #events #freeevents

🚨 PSA: Event planners are in overdrive this fall. Please send coffee. Seriously, we are running on caffeine and positive vibes! Well, maybe not every day, but who would say no to a little pick-me-up as we head into a busy event season??? With multiple trade shows, conferences, and holiday parties on the horizon, here are a few tips to help keep things running smoothly: - Delegate Wisely: We can’t do it all, even though we try! Lean on your team or trusted vendors. It’ll lighten your load and ensure things are moving efficiently. - Communicate Often: Keep everyone in the loop—clients, vendors, and your team. Regular check-ins prevent last-minute surprises and keep the event on track, especially as the event date approaches. - Expect the Unexpected: No matter how much you plan, surprises happen. Build in extra time, have a backup plan, and most importantly, stay flexible. - Take Notes As You Go: Whether it’s a quick photo or a note in your phone, write down things as they happen. It makes post-event reflection way easier and helps keep small wins fresh. You know you are going to debrief anyway! - Don’t Forget Self-Care: Squeeze in some time to rest, even if it’s just 10 minutes for a break between sessions (maybe even eat something). You’ll need it to keep that energy up! Happy Planning! #EventPlanning #BusySeason #EventTips #SelfCareForPlanners #StayOrganized #FallEvents

After years of working with clients on their private and corporate events, the least-stressed people I work with have these five habits in common… 1️⃣ 𝗧𝗵𝗲𝘆 𝗮𝗹𝗹 𝗵𝗮𝘃𝗲 𝗼𝗻𝗲 𝗽𝗼𝗶𝗻𝘁 𝗼𝗳 𝗰𝗼𝗻𝘁𝗮𝗰𝘁. Whether it's the business owner, head of department or individual hosting their own celebration, if you have too many people involved, communication can get lost. 2️⃣ 𝗨𝘀𝗲 𝘀𝗼𝗺𝗲 𝘀𝗼𝗿𝘁 𝗼𝗳 𝗽𝗹𝗮𝗻𝗻𝗲𝗿 (paper or digital). I can help you out there as I created various templates for different event types and as someone who is visual, I can then see what tasks are outstanding. 3️⃣ 𝗚𝗶𝘃𝗲 𝘁𝗵𝗲𝗺𝘀𝗲𝗹𝘃𝗲𝘀 𝘁𝗶𝗺𝗲. Set a schedule between now and your event of things to do and when so you can enjoy the planning process. 4️⃣ 𝗧𝗿𝘂𝘀𝘁 𝘁𝗵𝗲𝗶𝗿 𝘀𝘂𝗽𝗽𝗹𝗶𝗲𝗿𝘀. They are experts and they do this week in, week out - they know what they are doing! Have regular meetings or contact about what you want and let them help guide you. 5️⃣ 𝗛𝗮𝘃𝗲 𝗮 𝗯𝗮𝗰𝗸 𝘂𝗽 𝗽𝗹𝗮𝗻 𝘁𝗵𝗮𝘁 𝗱𝗼𝗲𝘀𝗻'𝘁 𝘁𝗵𝗲𝗺 𝘄𝗶𝘁𝗵 𝗱𝗿𝗲𝗮𝗱. Ensure you are covered in all areas. You can then trust that if the worst should happen you can relax knowing everything is under control. So if you're contemplating hosting an event this year, start with these top tips and you'll find the planning process much less -stressful! Click the bell at the top right of my profile to make sure you don't miss out on more upcoming event tips. #Habits #EventPlanner #EventProf #KOVASupport 📸 Steven Havers

Embrace the Chill with Mid-Winter Events! ❄️ As the days grow shorter and the air gets crisper, it's the perfect time to cosy up to the idea of mid-winter events! From intimate gatherings to mid-winter festive celebrations, these events offer a host of benefits for SMEs looking to connect with their teams and clients. Here's why mid-winter events are a must: ⛄ 𝗕𝗼𝗼𝘀𝘁 𝗧𝗲𝗮𝗺 𝗠𝗼𝗿𝗮𝗹𝗲: Beat the winter blues and boost team morale with a mid-winter retreat! Whether it's a themed party, team-building workshop, or cosy dinner, these gatherings provide a much-needed break from the daily grind and foster a sense of camaraderie among employees. ⛄ 𝗦𝘁𝗿𝗲𝗻𝗴𝘁𝗵𝗲𝗻 𝗖𝗹𝗶𝗲𝗻𝘁 𝗥𝗲𝗹𝗮𝘁𝗶𝗼𝗻𝘀𝗵𝗶𝗽𝘀: Show your clients some love with a mid-winter event that goes above and beyond! From networking evenings to VIP experiences, these events offer the perfect opportunity to strengthen relationships and express appreciation for their continued support. ⛄ 𝗦𝗽𝗮𝗿𝗸 𝗖𝗿𝗲𝗮𝘁𝗶𝘃𝗶𝘁𝘆: Embrace the spirit of the season and spark creativity with a mid-winter brainstorming session or strategy workshop. The change of scenery and relaxed atmosphere can inspire fresh ideas and innovative solutions for your business. Now, I know what you're thinking – planning an event in the midst of winter can seem daunting. But fear not! That's where I come in. As your dedicated virtual freelance event manager, I'll handle all the details, from venue selection and catering to entertainment and logistics. Outsourcing your event planning to me means you can focus on what you do best – and I’ll do the rest! Let's make this mid-winter one to remember! Drop me a message to discuss how we can bring your vision to life and create an unforgettable event experience for your team or clients. ❄️✨ Email 📩 tania@virtuallythereoffice.co.nz ============================================= I specialise in saving your team time by coordinating events and securing sponsorships to unite your communities, whether in person or online. 𝗖𝗼𝗻𝗻𝗲𝗰𝘁: Tania DeJonge 𝗙𝗼𝗹𝗹𝗼𝘄: #virtuallytherenz 𝗥𝗶𝗻𝗴: the 🔔 on my profile to follow #freelanceeventmanager

When it comes to event logistics… compromise is everything! 🥂 “She said no, he said yes” – sound familiar? When planning an event, getting everyone on the same page is key. At a recent event, we had a little yes/no situation about the drinks list. But here’s the thing—event planning isn’t about “who’s right.” It’s about finding the best solution that works for the event as a whole. Here’s what I do: ✅ I uncover the why behind each perspective (no decisions are random!) ✅ We meet in the middle—balancing what’s important to you, while keeping the event’s functionality front and centre. ✅ I take the personal out of it and focus on what works—smooth logistics, seamless flow, and happy guests. 🎯 The result? A stress-free event where everyone feels heard and the decisions make sense. Sometimes, you just need a fresh set of eyes to fix things on the fly and bring it all together. Because at the end of the day, it’s not just about what you think—it’s about what you want and what will make your event truly work. Ready to have your event run smoother than ever? Let’s chat! #EventLogistics #EventCompromise #EventPlanningTips #SmoothEvents #EventSolutions #TeamworkMakesTheDreamWork #EventManagementMagic ======================================= I specialise in managing business events and securing sponsorships that bring your community together—online or in person. 𝗖𝗼𝗻𝗻𝗲𝗰𝘁: Tania DeJonge 𝗙𝗼𝗹𝗹𝗼𝘄: #virtuallytherenz 𝗥𝗶𝗻𝗴: the 🔔 on my profile to follow #freelanceeventmanager

Work events are a brilliant idea to celebrate your people, strengthen bonds, offer professional or personal development and build your networks. But they can also take a 𝑙𝑜𝑡 of work to pull off. So we asked our Events Manager Emma McLellan for her top three tips on creating brilliant events, on brand – and on budget. 𝟏. 𝐁𝐮𝐝𝐠𝐞𝐭 𝐦𝐚𝐭𝐭𝐞𝐫𝐬: Get extremely clear on your top spend – and break it down item by item. Events can add up quickly if you’re not paying close attention. 𝟐. 𝐒𝐭𝐚𝐫𝐭 𝐩𝐥𝐚𝐧𝐧𝐢𝐧𝐠 𝐞𝐚𝐫𝐥𝐲!: This is the most effective way to get the venues, vendors and speakers or entertainment you want. Plus, it will significantly reduce your stress levels. 𝟑. 𝐂𝐫𝐞𝐚𝐭𝐞 𝐚 𝐫𝐞𝐠𝐢𝐬𝐭𝐫𝐚𝐭𝐢𝐨𝐧 𝐬𝐢𝐭𝐞: If you have a group booking of 20 or more people, keeping tabs on everyone gets messy – quick! By building a site where everyone can share and update their travel details, dietary requirements and other preferences you make managing large groups a breeze. So there you have it. Three solid steps from our resident expert in corporate events. But if you read this and decided you’d just prefer to get a team who do this daily – reach out to Emma and our events team: https://lnkd.in/gsDwqwru With their 30+ combined years in the industry, quality venue and vendor relationships and endless insights, they’ll make your next event one to remember. #Platinumevents #corporateevents #conferences #groupbusinesstravel