Then came the challenge: no budget increase.

The current budget was stretched to the max and managed to the penny. Giving this event an overhaul was going to be a stroke of creative genius, not a bought solution.

After hours of looking at the event backwards and forwards, inside and out, and forcing ourselves to think outside the box, we found our solution.  It was time to think inside the box. Instead of taking down all the parameters, we put up the parameters. There were only so many elements that we could play with that were not cost prohibitive: room orientation, staging (provided at no charge by the facility) and program flow. By narrowing down our options it became clear that the answer was in the staging. Rather than creating the typical rectangular stage in the front of the room we would use the stage decks to create a runway in the middle of the room with seating tables on either side of the runway. With energetic runway music pumping in the background, alternating MCEEs announced the (58) award winners. To quicken the pace, company descriptions were read as the winners walked the runway.  At the end of the runway they received their award and had an opportunity to strike a pose at the step and repeat.

No typical square stage, no time lost in getting on and off the stage, no awkward grip and grins – just a high energy program that was loads of fun.

Shaking it up is easy. Shaking it up with no money is a challenge, but out of great challenge comes the best ideas.

Next time you find yourself in such a predicament, try thinking inside the box for a change.

The key to negotiating a rider is first simply reading the entire document.  Some acts and managers have been known to add items just to see if you have read the document thoroughly.  We have come across the comical addition of tube socks from a very well know national act.

Dressing room requests are important to any musical act and can be as specific as room temperature and air quality as this can affect their voice. Accommodations are also very important.  Some entertainers will travel under an alias that will be denoted in the rider.  We once had an entertainer whom we booked under an alias and then they were upset we had changed her name. But it came from the rider, we didn’t make it up.

Most riders will have alcohol requests.  Some are more extravagant than others like demands for 4 bottles of Cristal or an over abundance of alcohol.  You want to limit the amount of alcohol the performer has before the event to avoid a potentially sloppy act.

No matter how crazy the demands are, keeping any entertainer happy before their performance is key.  You want them to be comfortable and relaxed so they can perform at their best and help make your event a success.  Whether you end up with a diva or an angel the show must go on!

(1.5 napkins) x (# of guests) for the 1^st hour + (1 napkin) x (# of guests) x (# of additional hours) = Ideal Number of Napkins

Example: I have 175 guests coming to my event, which last for 4 hours.

(1.5) x 175 + (1) x (175) x (3 additional hours) = 787 napkins

External factors may affect your total numbers, including, if the napkins are being used for passed appetizers in addition to cocktails, if your guests are heavy drinkers, or if guests are just going to stop by and not stay the entire time. You may want to consider some of these factors and adjust your quantity accordingly.

Choosing a space that is not equipped for events can be exciting and opportunistic; however, it often comes with hidden challenges. Choosing a unique venue can often times mean you have limitless potential with your design and you are probably able to secure it for a steal. But not so fast – it is a steal for a reason. Little restrictions and low costs mean there is a lot missing in the space.

Let’s start with restrooms. Outdoor weddings in a beautiful open field are quite popular as is converting an empty, high ceiling rustic barn. Most likely, neither of these facilities have restrooms. A restroom trailer, attendants and a water source will need to be secured. If your space does happen to have restrooms, it will often be lacking in restroom amenities such as toilet paper, paper towels, soap, and in some cases mirrors. And don’t forget to have the water turned on.

A space not typically used for events will likely require a thorough cleaning. This means hiring a cleaning company to come in pre-event and to clean up post-event in order to leave the venue as you found it – or better.
What kind of shape is the venue in? Does it need a down and dirty paint job? Are there holes in the ceiling that might not be noticed except during a rainstorm? Does it have HVAC? Don’t forget that HVAC requires fuel and generators. Does the space have adequate power for catering needs as well as audio visual requirements? If the answer is no, you’ll need to add generators to your check list.

Many non-traditional venues are not equipped with top of the line locks. Hire overnight security to keep watch on a multi-day set up. The security will cost a lot less than the replacement fees for all the audio visual equipment.

What is the occupancy code for the building? Is it even coded? If it isn’t coded to have a large number of guests, submitting an event floor plan to the fire marshal is a must. In Charlotte it is a requirement to have at least two egresses for up to 199 guests and three egresses for 200-499 guests and so on. Make sure to check with your local Fire Marshal for your local requirements. And keep in mind, roll-up doors don’t always count.

Empty, non-event spaces probably do not have the traditional items such as chairs, tables, stages, podiums and lighting. It likely won’t have a kitchen either. Depending on your event menu, erecting a catering kitchen can be tricky. Warmers, ovens, grills, cooling units and prep space add up fast.

While unique venues are exciting, keep in mind the challenges that await you. Don’t let the unknowns scare you from choosing these types of spaces, but rather be prepared and catch the problems on the front end. And for those problems that surprise you, consider building a contingency into your budget to allow you to address them.
Here are some unique venues, why we like them, and some things to consider when selecting them.

McColl Center for Visual Art
Charlotte, North Carolina
mccollcenter.org

Why We Like It:
Has clean, functioning restrooms. There is beautiful artwork for your guests to peruse and plenty of space for your catering team. This space looks particularly beautiful when lit with decor lighting.

Things to Consider:
Consider having your ceremony on the front lawn and then moving to one of the galleries for your reception. Keep the time of year in mind; you may need a tent for unexpected showers or heaters on a spring or fall night.
Don’t forget to find out what exhibit will be installed during your event. They change often and what you see during a site visit will most likely be different from what is there during your event. Note the footprint that the new exhibit will require.

And most importantly, are you insured in case one of your guest accidentally bumps into the new installation?

Reel Works Studios
Charlotte, North Carolina
reelworks.net

Why We Like It:
The sky is the limit. They have three sound stages that can be transformed into just about event space you can imagine.

Things to Consider:
Restrooms are sparse. Depending on the size of your event, you may need to consider bringing in a restroom trailer. Either way, an attendant and restroom supplies are necessary. HVAC will be needed and a cleaning crew will be important to rid the space of dirt and dust.

The Broadcast Complex
Fort Mill, South Carolina
thebroadcastgroup.com

Why We Like It:
The space boasts a built-in stage and a beautiful lobby space for receptions. They have in-house audio visual equipment, large green rooms and catering space.

Things To Consider:
Review your contract thoroughly – the venue does not allow alcohol. The location is a bit hidden, so directional signage along the entrance route is a must.

Limehouse Barn, Courtesy of TCG Events

Limehouse Family Barn
Kiawah, South Carolina
843-870-6672

Why We Like It:
This is a family owned barn on multiple acres of beautiful marsh lands with a majestic entrance on a windy gravel road. Because this is a private barn, the policies and procedures are few and far between. This venue has the ability to take on whatever character you choose.

Things To Consider:
This is not a traditional event space. A contract will be very important. There are several online sources that can help create a contract. A very thorough cleaning will be necessary. Restrooms will have to be brought in as will HVAC. There is a medium size space that can accommodate catering needs, but no ovens. Water and power for the barn will need to be turned on in advance.

Hauser Creek Farm
Mocksville, North Carolina
hausercreekfarm.com

Why We Like It:
This venue is truly unique. You can bet that your friends have never been and not many brides have been married here. It has a beautiful lavender farm that boast several spots perfect for a small intimate ceremony.

Things to Consider:
Consider the season. Lavender will be most plentiful in the summer and sometimes in the fall. Lavender attract insects such as butterflies and bees, so be prepared for some unwanted buzzing guests.

by nFocus Charlotte on January 3, 2013 | See article HERE

The BEO is given to numerous hotel staff a week before your event. If your BEO’s are not final at this point it could prove to be detrimental to your event. Every detail in the BEO is important, times, dates, room set-ups, tech needs, quantities and even special dietary needs of your guests. For corporate events you will also want to make sure that you are following any branding or sponsorship guidelines. You don’t want to be serving Coke products if the sponsor is Pepsi. From an efficiency standpoint its also important for the property to know if you are bringing in any items like linens, chairs, napkins or specialty items like butters or garnishes for desserts so they can plan accordingly.

Each hotel employee needs to know what you will or will not need for your event. From the top management level making the schedule to the kitchen staff preparing your meal and even the facilities staff setting out your tables and chairs. No one is ever going to look at your organized and very detailed paperwork; they will only use the BEO. If the BEO isn’t correct you wont have any leverage when you have problems!

In the list of priorities BEO’s should be on the top of your list!

Sh*t Meeting Planners Say

As businesses reflect on 2012 and budget for 2013, it’s a great time to take a closer look at the Special Events industry as a whole.

Like many other categories, over the past several years, we’ve been hammered by harsh economic conditions. Many corporations (our clients) were forced to slash customer entertainment budgets out of necessity and/or fear that any parties would be seen as boondoggles during the age of belt tightening.

I’m happy to report that after years of uncertainty, as an industry, we’re finally turning the corner. In fact, I’m willing to go out on an optimistic limb and say 2013 will be the year Special Events make a strong comeback.

Why? Consider this. At my firm, TCG Events, we staged more events in the first half of 2012 than all of 2011. The majority are the type of high-end corporate customer events our firm is known for producing from beginning to end. Just as promising is the fact that former clients are resurfacing and proactively including events in their 2013 plans.

This uptick in event activity is not unique to Charlotte. In a recently published exclusive industry study by Special Events Magazine, 40% of respondents said they would hold more events than last year while 57% expected to do about the same number. Only 3 % said they would do fewer. That’s great news considering it’s been just four years since the bottom dropped out.

Event planners have emerged from the recession a lot wiser and less reliant on parties that simply entertain with great food and drink. Instead, we know that corporate events now and in the future have to be marketing and sales vehicles that show measurable return on investment.

Cassie Brown is the owner and chief experience officer of Charlotte-based TCG Events.

McColl Center for Visual Art had over 300 people attend Ashes to Art over the three days the luncheon was held. Event sponsors included TCG Events, Inc. (formerly Tribble Creative Group), Quest Diagnostics, Steelfab, Blue Cross Blue Shield of North Carolina, Carocon, and the Marc and Mattye Silverman Foundation, while tables were hosted by Board members, special friends, alumni artists and senior leadership.

The Center awarded its inaugural Luminary Award to Gabby Pratt, for her longtime incredible support of the Center and the community of Charlotte. She was presented with a piece by Anatony Tsiris, which he generously donated. The event’s fantastic centerpieces were designed and created by Terry Shipley, alumna resident, and were given to guests as an incentive for making commitments of $1,000 or more.

The event exceeded its goal and raised approximately $130,000 at present count. Presentations were made by alumni artists Anthony Schrag and Willie Little, as well as Board Chair Rip Farris, Board members Jeff Trenning and Debra Plousha Moore, National Advisory Board member Ken Lambla, and President Suzanne Fetscher.
Ashes to Art is held over three days in order to have the event onsite in the sculpture studio, which is transformed from a working studio to a banquet space for those three days. Porcupine Provisions catered the events, which were supported by Party Reflections and Eye Dialogue.

Ashes to Art is the Center’s most important fundraising event of the year, generating vital revenue that supports artists residencies and keeps our galleries open and free to the public.

by nFocus Charlotte on November 30, 2012 | See article HERE

After Cassie Brown bought Tribble Creative Group in January 2011 from Mary Tribble, the company quietly began growing the brand. “TCG is recognized as a local leader in event planning,” Brown says. “We want to build on that reputation and branch out beyond the Carolinas with the ultimate goal of becoming a top national firm.”

The group is relaunching as TCG Events at the Charlotte Business Journal’s Best Places to Work luncheon (planned by TCG), breaking from the company’s long tradition and introducing itself under a new name and a logo that features a bold and colorful giraffe and the tagline “event differently.”

The Hotel California turned into the Hotel Carolina this week. Eagles co-founder Glenn Frey, in town for a solo show for the Music with Friends club, arrived a day early with his backing band and found time for an impromptu reunion. Not with Don Henley or Joe Walsh, but Bill Szymczyk, producer of some of the band’s best-selling albums, including, yes, Hotel California.

Szymczyk now lives in North Carolina and is a familiar face at Music with Friends concerts. Frey and Szymczyk dined at BLT at The Ritz-Carlton uptown.

Bill Polian is back in business in Charlotte. Sadly, not on Mint Street. Instead the former Panthers GM has formed a limited liability company in Cornelius called Polian Consulting.

Polian, now an ESPN analyst, started the company at the behest of his attorney as an umbrella for his media work. Since he left the Panthers in 1997 to become GM of the Indianapolis Colts, Polian has maintained his Lake Norman residence.

Despite his ties to this region and his former role with Jerry Richardson’s franchise, Polian displayed little enthusiasm for discussing next steps for the Panthers after the firing of general manager Marty Hurney last month.

“I don’t know anything about it,” Polian told TT when asked about the search for a new GM.

Returning to the executive suite with a franchise poses three questions, said Polian, who is 69.

“Could I do it? Yeah, I’m physically and mentally capable of doing it. Would I want to? That is entirely dependent on the situation. And how does it sit with the family? That’s a major, major consideration at this stage. If someone calls, I’d be polite enough to answer the call, but I don’t know where I’d go from there.”

by Charlotte Business Journal, November 9, 2012 | See Article HERE