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Putting on a corporate event is a huge undertaking, and just because the office manager throws a great company potluck doesn’t mean he’s the best person to plan an important event. Even “complimentary” event services that are available when you book certain venues can fall short when it comes to delivering the type of service your event deserves.

To pull off a top-notch event that will have the industry buzzing you need to bring in the professionals. A corporate event production company will provide you with the type of expertise and service that will make your event stand out. If you’re on the fence about hiring an event coordinator, take a look at the customer service you can expect from a reputable corporate event production company.

Your Staff Remain Free to Do Their Jobs



One of the downsides of organizing a big event is having to take employees off their regular projects to help plan and execute. With a professional event production company your staff won’t miss a second of productivity working on the event. Keeping tasks on deadline will keep your customers happy while the production company takes care of all the event planning.

Priority



Nothing is more important to a corporate event production company than your event. Your needs receive top billing every day. If you choose to work with a part-time event planner from your venue you will just be one of many clients they’re juggling at the same time they take care of managing the actual event space. If you want your event to receive undivided attention there’s no better way than hiring a professional event company.

Experience



When you bring in the pros, they’ve already been there and done that. They know exactly what to do to make the vision you have for your event turn into a reality. Because they work with a variety of different organizations putting on various events throughout the year, top event production companies use their past successes and connections to deliver exactly what you want. Plus, if a problem does come up, they’ll know exactly how to address it and will be able to get things back on track quickly.

Connections



Whether you want a replica of the Vegas Strip or an interactive, ramified keynote address, a corporate event company will know the right people to get the job done. Years of experience producing events puts them in the perfect position to know who the best vendors are for everything from catering to hi-tech wizardry. They’ll also know who to steer clear of. You won’t risk getting bamboozled by a sub-par lighting tech.

Budgeting



Chances are you don’t have unlimited resources to make the event of the century happen. That’s where your event production team comes in. Because of their experience and connections, they’ll be able to stretch your budget without compromising the overall vision for your event. It’s their job to get you in on (or under) budget, and they know how to make it happen.

Negotiating



One of the best reasons a corporate event team is so much better at sticking to a budget is that they know how much things should cost and they have collective bargaining power because of how many events they produce each year. Even if your event is on the smaller side and there isn’t an existing relationship with the desired vendor you can still benefit from group-size deals because the event production company is doing the negotiating and they offer the promise of a long-term relationship and several more clients.

They Know What Not to Do



It’s just as important to know what pitfalls to avoid as it is to know the shortcuts to success. Corporate event production companies have been around the block a few times. They already know everything that can wrong with a chocolate fountain or scavenger hunt that involves 2,500 participants. You don’t need to reinvent the wheel, let a pro take care of things for you and steer you clear of potential disasters.

You might be planning a company-wide retreat, an industry conference, or an anniversary celebration. Whatever the reason, your event deserves world-class service. Guarantee a happy ending—and avoid a lot of headaches—by taking advantage of the expertise of an experienced corporate event production company.

In The Event™ could be the best corporate event production company for you! Click HERE to check out what one of the top event production companies in Utah has to offer.

Events are the Match.com of the business world. Vendors and consumers want to make the right connection to solve their problems and your company wants to find the right vendors and consumers to take your business to the next level. Corporate events involve hundreds – or even thousands – of people selling, learning, buying, and networking – and every single one of them is in search of their perfect match. But let’s face it, events don’t last forever, and your business needs to know how to maximize that experience. An experienced event planner knows how to construct your event so that participant matchmaking takes center stage. Take a look at three things event matchmaking can do for your next major function.

 

Better Attendee Experience

Experience is the name of the game when it comes to what participants are looking for in an event. Your job is to create the type of experience that not only makes an impression, but garners results. Matchmaking tools help connect attendees with the people and activities that will benefit them the most. It also makes gamification and social media tie-ins easier than ever.

Pro tip: turn to the expertise of an event planner who knows how to integrate matchmaking strategies or check into an event matchmaking app.

 

Improved ROI for All

The one thing everyone wants from an event is a return on their investment – whether that investment is time or money. Everyone that participates in an event, from the attendees to the sponsors, to the presenters, makes an investment and they all want it to be worthwhile. When you structure your event around matchmaking principles, you exponentially increase the odds on how worthwhile that experience will be.

The basic matchmaking principles that help couples find true love can also help your clients and/or attendees make their next profitable business connection.In The Event™ | Event Matchmaking

With event matchmaking, gone are the days of  guessing who will be in which breakout session or hoping to bump into target clients or vendors in the buffet line. Through pre-arranged meetings, speed mentoring sessions, and detailed participant profiles, matchmaking turns a pretty good event into a must-go. When participants know they’ll be able to rub shoulders – or bend the ear – of prime targets, you might end up on a search for a larger venue to meet the line that is suddenly forming around the corner just to get into your next event.

 

Increased Engagement

In The Event™ | Event MatchmakingNo one wants to sit in a sea of uncomfortable chairs while some “expert” at the front of the room talks at them. A successful event is not a performance in front of a staid audience – it’s an interactive experience that expands the perceptions, possibilities, and passions of everyone involved. Matchmaking lets participants check each other out in advance, schedule meetings, re-arrange meetings, and even cancel meetings. Best of all, they can get all of this accomplished before the registration table even opens.

 

Successful attendee engagement means your event will deliver more meaningful connections and participants will walk away with increased learning and retention. No one leaves a conference fondly reflecting on the time they spent silently listening to one speaker after another while they watched the clock. The right tools can help you incorporate matchmaking principles even throughout traditional presentations.

 

Facilitate real-time interaction where attendees can electronically comment and ask questions as they occur, rather than waiting for the end. You can even let them request a one-on-one or sign up for available consultations while the presenter shares their spiel.

 

If you’ve been searching for the key to creating a mind-blowing event that people won’t be able to stop talking about, it’s time to adopt an event matchmaking approach. To maximize the effectiveness of this technique, engage a professional event planner and get planning. Even you will be impressed with the outstanding results you’re bound to see.

Putting on an event is a lot of work. There are themes to decide on, a venue to select, promotions to organize, presenters to secure, decorations to put up, and logistics to figure out – and that’s just the beginning. The good news is that you don’t have to do it alone, but hiring an event planner can feel intimidating, especially if you don’t know what to expect. If you’ve been hesitant to bring on a professional event coordinator, we’re here to bust the top seven myths that might be holding you back.

Myth #1: I don’t need an event planner because my mom, sister, best friend throws awesome parties.

It may seem like a great idea to tap into your mom’s party planning skills or start a new board on Pinterest to get ideas for an upcoming event – whether it’s an office party or your wedding. However, leaning on colleagues, friends, and family who may also be attending the event, stretches everyone too thin. A professional event coordinator can give your event the kind of laser-focus that you simply can’t get from any other source.

If you’ll also have hosting duties at the event, a planner frees you up to welcome guests instead of frantically worrying about when the food will arrive or last-minute A/V issues. If you have friends and family who love events and can’t wait to help, take them up on their offer, but let a pro planner coordinate all the moving parts. That way you can spend your time smiling, enjoying, and breathing, instead of running yourself ragged.

Myth #2: Using an Event Planner for hire is too expensive.

Budget is always a top concern when putting an event together, so you want to make sure each penny is spent wisely. Yes, event planners do come with a cost, but they will usually end up saving you money in the long run. Chances are you already have a set budget for your event, so an event planner should simply be one line item that’s already included. Plan on committing anywhere from 10 to 20 percent of your overall budget to planning services. It may seem like a chunk, but it’s a chunk that will actually help you stay on budget.

Not only do event planners know how to negotiate, but because events are their business, planners have connections and collective bargaining power to make sure your event benefits from the best services and products at the best price. Their years of experience can also keep you from wasting money on costly mistakes that they’ve already learned to avoid.

event planner for hireMyth #3: Event planners only work on really big events.

When it comes to events and event planners, size really doesn’t matter. No event is too small to benefit from the dedicated attention and logistical expertise of a qualified event planner. And, if you’ve ever been the one in charge of planning, staffing, organizing, promoting, setting up, hosting, and tearing down an event, you already know how helpful it would be to have someone else on your team.

Whether it’s putting together an intimate retirement banquet for someone in the office or organizing a business breakfast, no job is too small to interest a genuine professional. After all, there are so many more small and mid-size events than huge ones. A smart event planner recognizes the value of booking more intimate, boutique-style gigs.

Myth #4: An event planner will hijack my event.

It’s understandable to be nervous about ceding control to a virtual stranger, but any planner worth their salt will take the time to truly understand both you and your intentions for an upcoming event. In addition, they’ll be there to head off problems at the pass, before you even know that a potential crisis was on the horizon.

A quality event planner will focus on listening to you, your requests, and your goals for the event.

Thier job is to make your life easier by bringing your vision to life – and letting you soak up all the credit. After all, you were the one smart enough to bring them on board in the first place!

Myth #5: Hired Event planners only care about getting paid.

Very few people look at event planning as a way to get rich quick. Most planners are drawn to the field because they love to see a chaotic idea come together into a seamless event that makes people feel good. Sure, a successful planner will make a comfortable living from their work, but they’ll only be successful if they genuinely care about their clients.

Event planners want to make you, your company, your friends, and your family happy. If you talk to a planner that doesn’t make your satisfaction their priority, keep shopping around. Good planners have only one main goal – to make your event come off without a hitch.

Myth #6: I can use the event coordinator provided by my venue.

Many venues say they include an event or venue coordinator when you rent the space. However, those coordinators aren’t typically available to do much more than walk you through the space, confirm the schedule for the day of the event, and make sure you pay your deposit. It’s not their fault – event coordinator duties are thrown into their real jobs of sales and venue management. They also have any number of events simultaneously happening (even on the same day) so it’s rare to be their top priority.

When you hire an event planner you get an experienced pro who cares just as much about your event’s success as you do. And they know about a lot more than turning on the lights and sending out an invoice. A dedicated pro can help with everything from promotion, planning, logistics, schedule, catering, setup, and even cleaning everything up after everyone else has made their way home.

Myth #7: It’s too late to hire a planner.

Even if you started out taking on the entire event planning process by yourself, it’s never too late to bring in reinforcements. If there’s still room in your budget and you’re starting to suffocate under the pile of to-do’s left on your event checklist, go ahead and set up a consultation. Explain where you are in the planning process and what kind of help you’re looking for.

It’s possible to hire an event planner as backup on the day of the event or to help you make sure you didn’t overlook any crucial element. These may seem like small things, but an extra set of eyes (and hands) can mean the difference between a fantastic success and a frazzled flop.

Don’t let myths and misconceptions force you to go it alone when it comes to planning your next event. Team up with the professionals at In the Event and learn how much easier we can make your life. We can help with everything from event strategy and event design to furniture rentals, floral, catering, and decor.

So you’re hosting a big event. You’ve called your event planner and set up a consultation for this afternoon. You’re excited to start talking about what we’re sure will be the event of a lifetime, but you’ve also got a big question on your mind: “What should I expect from my professional event planner?”

When you’re planning an event, you should have only the best at your side. Not sure what’s behind a real professional event planner? We’ve got some ideas!

PLANNED PREPARATION

The first thing you should expect from your event team is clear and valuable preparation sessions. Though you should entrust most decisions to these experts, you should be involved in the planning process. Number one on an event coordinator’s list should be making sure your ideas become the reality of the event. Something we like to do here at In The Event™ is provide our clients with full floor plans, and custom 3-D renderings. This way, our clients have a perfect picture of how everything from the stage to the centerpieces will look like at their event.

BACKSTAGE BOSSProfessional

We’ve all been there. There’s a lot going on backstage, and it seems like no one is in charge. One thing you can expect from a professional event planner? Order. Or at least some organized chaos. You should be able to walk up to your event staff, ask them any question, and they should have the answer faster than you can say, “I don’t know, ask Bob.” Here at In The Event™, we make sure that our on-site staff is trained and briefed before each show on anything and everything. Good communication between your planner and their staff is another sign that they know their stuff, and are ready to handle your event!

EASY EMERGENCY

Though 911 should only be called if there’s literally a fire burning, other event emergencies should be handled by your onsite fire-fighters: your event staff! Missing equipment, broken lightbulbs, and anything in-between should be handled by your event coordinators. Though some things are out of anyone’s control, your event staff should be doing everything in their power to make sure you don’t have to worry about anything during your event.

CALM CROWDSpa Backdrop

Nobody is perfect. We all lose our cool sometimes, and we all get stressed out; but your on-site event staff shouldn’t be! You can always expect an event coordinator to know what to do, when and how to handle anything that comes their way. Event emergencies should be handled with level-headed urgency, not a close-call mental breakdown. We’re not saying we’ll be meditating monks in the face of unplanned surprises, but we’ll always do our best to keep our cool in remedying problems during your event.

Looking for a reliably professional event every time? You can count on In The Event™! Utah’s premiere event rental and production company. We are dedicated to providing our clients with innovative event design, and a professional event experience. 

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Whether it’s a conference, client appreciation bash, or seminar, throwing a successful event is tricky. It’s going to take time, money, and personnel resources, so you want to make sure your investment pays off. If you’ve got a corporate event on the calendar in 2016, you need to know these insider secrets to putting on an event that brings in the crowds and keeps them engaged.

Fortunately, you’re not alone when it comes to deciphering the keys to success. We’re unlocking our event planning vaults to give you an insider’s look at what makes an event a flop and what makes it fabulous. Before moving forward on your 2016 event plans, you need to check out the event planning secrets we’re blowing the lid off, below.

Planning is Everything

 

Free Standing Spandex CircleIt’s impossible to pull off the event of the year (or the century) without proper planning. Before you even start considering the menu or lighting, you need to hold a kick-off meeting with all interested parties. Your planning team should consist of everyone that has a hand in the production of your event — from corporate event planners to whoever’s in charge of logistics, social media, or the invitation list. Make sure you address these key items in your kick-off meeting.

Event Planner’s Pro Tip:

Follow up the kick-off meeting with bi-weekly or monthly meetings leading up to your event. Use this time to review timelines and deliverables, and revisit event goals to make sure you’re staying on track and keeping with the original intentions of the project.
 

Spread Your Message

 
Once you determine who your audience is, you need to let them know why your corporate event is an industry must. Make sure that everyone who’s anyone marks their calendar with your event by using these smart promotion strategies.

Event Planner’s Pro Tip:

over viewInclude a creative giveaway with your promo materials or as a reward for registering, re-tweeting, or liking your event on Facebook. Tie the freebie in with your event’s message. If you’re all about going green, hand out event flash drives or attendee links instead of printed materials. If fitness is the focus provide BPA-free reusable water bottles or a code to access a week of online workouts. Anything that supports your message and gives them a preview of coming attractions will do the trick.
 

Deliver What You Promised

 
The best way to ensure a fruitful return on your event investment is to give the people what they want. If you’ve been able to entice your audience and secure their attendance, you’d better make sure they get what they came for. Here are the biggest ways companies let their attendees down and how you can avoid making the same mistakes.

Event Planner’s Pro Tip:


event productionFind out what your attendees loved the most about your event and where they think you could improve with a follow-up survey. Ask them about all the little details like convenience and access, but also give them a chance to tell you what they learned that they’ve already put to use. Consider doing follow-up surveys six weeks and three months after the event. As a reward for their feedback give away extra online content from a key speaker or access to a popular online forum in your industry. This will keep them engaged long after the event is over and build value for next year’s offering.
 
No matter the size or scope of your upcoming event, engagement and attendance are key. Use these insider secrets to position your event as one that simply can’t be overlooked. If you’re worried about event planning and execution taking too much time away from business-as-usual, consider bringing on a professional corporate event planner to make sure your event — and your day-to-day business — are as strong and beneficial as possible.

You’ve been put in charge of your the corporate holiday party your office throws every year. Yikes!

Chances are, you’ve never thrown a soiree of this magnitude before. Sure, you’ve put on a fantastic birthday or bachelorette party once or twice before, but this is uncharted territory.

Your boss, and all of your colleagues, are counting on you to throw a corporate holiday party that doesn’t suck.

Oh, the pressure!

Hold off on those panic attacks and take a deep breath. In the Event has tons of tips on how to throw a holiday party your workmates will love and your boss will walk away from impressed and smiling. Follow these easy tips to win your spot on the corporate holiday party host wall of fame!

1. Spend the Extra Buck to Make Employees Feel Appreciated

 
Hive ALTWhy do we even throw holiday parties for the office? Yes, it sets the standard for a certain type of office atmosphere, and it’s great to give employees the opportunity to mingle with corporate bigwigs. But really, the party is there to thank the employees for the hard work they put in day in and day out to keep the company going.

Knowing this, employee appreciation should be your first priority. And that means not being a cheap skate. It’s tempting to want to impress your boss by coming in way under budget, but if you’re doing that at the expense of the employee experience, all of those brownie points go out the window.

Making the employees feel good about working at your company doesn’t have to include handing out hundred dollar bills at the door (although I’m sure it would help). Here are a few ways you can make sure your colleagues are the stars of your corporate holiday party.

 

2. Don’t Go Over Budget

 
As important as it is to not pinch every single penny, it’s equally as important to not go over budget. You can guarantee your boss won’t be impressed when you’re spending his money on an over-sized venue or 20 cotton candy machines.

Be realistic about what your budget can afford and do your research ahead of time. Consider the venue size, furniture, lighting, AV equipment, linens, and other components you many have to rent. And don’t forget about budgeting for the caterer!

Check Out These 5 Event Budget Guidelines to Live By!

Staying within your budget shows your boss you can be responsible and resourceful. Two qualities he’s no doubt looking for when considering promotions. If you aren’t confident in your budgeting abilities, reach out to an event planning professional for help.

Get a FREE Event Consultation From the Experts at In the Event!

3. Balance Food and Booze

 
sundance LED barThe last thing your boss wants to see is a lot of tipsy employees stumbling around the venue. If you plan to offer alcohol at the party, have the foresight to plan accordingly.

If the event will have an open bar, make sure substantive food is also served. Candy and nuts won’t do the job. Or, if you don’t want to serve a full meal, offer guests two drink tickets at the door to manage their consumption.

This may seem like a no-brainer, but when the tequila shots start coming out, it’s time to close the bar. Make sure you and the bar staff are vigilant about catching overly intoxicated guests and have a system for getting people home if you know it’s going to be a boozy evening.

4. Moderate Noise Level

 
This is a tricky one. While it’s great to have a live band or DJ there to entertain guests, make sure the music doesn’t drown out conversation. A corporate holiday party needs to be fun, but professional. Employees shouldn’t feel like they’re in a nightclub at the office party.

Conclusion

 
Throwing your office holiday party is a big responsibility. But keep in mind that it wouldn’t have been handed to you if your boss didn’t think you were capable. Follow these simple guidelines to avoid any travesties and reach out to the experts and In the Event if you need a little extra guidance.

Throwing an event is easy, right?

That seems to be the common misconception in the event planning world. Many people think event rentals are cheap, venues are plenty, and guest are ready and willing to attend just about anything.

But we know that isn’t the case and we’ve spent years helping those who hold this misconception save their struggling event at the last minute.

We want to make sure your event doesn’t fall into the same boat. To help you do that, we’ve compiled a list of the most common, most essential event rentals that always seem to slip people’s mind.

Don’t fall into the common traps of ill-conceived event planning and make sure your shindig goes off without a hitch using these must-have event rentals.

1. LED Lights


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What? You need lights at an event?

Although lighting seems like common sense when you hear it out loud, it’s one of the most often forgotten pieces on event planners’ agendas. They check out their venue during the day and don’t even register that the room will look much different at 8 p.m.

In The Event™ makes it simple to light up your event. Our LED lights are not only clean and modern in design, they come in cordless modular pieces so that no one trips or burns out the fuse box. Forget wasting time at your event crawling on the floor looking for outlets and spend time taking care of much more important details.

If that isn’t enough for you—bonus! They come in an array of colors so you can do anything from simple and elegant white to outrageous technicolor. Regardless of the hue you choose, lighting event rentals is a necessity.

2. Bar Stools



First, let’s talk about the importance of having a bar at an event. Bars, whether stocked with elixirs to wet guests’ whistles or virgin delights, create a communal space where attendees can refresh themselves. Bars add a level of sophistication to any event and give shy guests a crutch as they meet their peers.

While many event planners understand this concept, bar stools are often a forgotten part of the equation. They may not be necessary at every event, but if the bar is your main socializing space, giving guests a place to rest while they converse with attendees is essential. This is an event rental you don’t want to miss.

3. Soft Seating



Also known as lounge seating, these larger, comfortable seating pieces add dimension to an event. Although it may seem like guests can stand and entertain themselves, you’ll find that guests are itching for a place to park it.

Create some separation between your conversation and dance spaces with a sleek soft seating set up or encourage guests to get to know each other in comfortable sections outfitted with a leather couch and chairs.

4. Linens


Sundance Party Dining Room
And yes, this can include more than just table cloths. Linens can include napkins and other fabrics and are perfect for establishing a strong accent color at your event.

Color themes really make an event pop and left unchecked can resort your event to a bland occasion or rainbowed mess. Clearly define your color scheme ahead of time and use linens to bring out the secondary colors that will compliment your main hue.

Plus, these event rentals can be relatively inexpensive, but add an entire level of sophistication to any event.

5. AV Equipment



What is an event without music? Even if guests were giddy enough to fill the silence with enthusiastic chitter chatter, music occupies empty spaces and helps to define the ambiance of your event.

Better yet, with proper audio equipment, you can transform a drab event into a fabulous foray by simply hitting play on a groovy playlist. No event is complete without tunes so make sure you move AV equipment to the top of your event rental list.

6. Display Case


RF 2011 41
Showcase your stuff with a classy display case that really lets it all hang out. Whether you’re hawking wares or showing off your latest product design, a display case can act as the main attraction of your show or side entertainment for wandering guests.

Use an enclosed LED case or hi boy display to really let your goods shine.

7. Coat Check



Winter is upon us so it’s only polite to offer to store your guests’ jackets. Check to see if your venue already has a designated coat check area and if not you can create the perfect space with a few coat racks, drapes and a table.

Keep your next event from being a dud by securing these top event rentals ahead of time. But if you’re already coming up on deadline, the experts at In The Event™ are here to make sure your event gets all of the essentials it needs before your guests get to the door.

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