Author: Natalie Lewis

We have had many a tasting with delicious desserts that were not chocolate. So, when selecting one that was not chocolate, we usually added a plate of truffles to the table so people would not feel as though the meal was incomplete.

A good caterer should also be a guide to all of the different foods and presentations. A simple change of plate from round to square or serving salad in a shallow bowl instead of on a salad plate can make a noticeable difference in the presentation. Don’t hesitate to ask the caterer for different approaches to serving a meal.

Also, be open and honest about the food. If something is too salty or two sweet (could that really happen?) say something. Remember to keep your audience in mind. Age and gender are factors to consider when setting the menu.

Also remember that many people have allergies and food issues that you have to deal with. Every meal you plan should have a vegetarian and a vegan option; and, more and more people eat gluten free.

The caterer will usually take care of all of these issues provided you give them the information in advance.

Of course, not every attendee will tell you in advance. On one occasion, we had an attendee walk in 5 minutes before a formal dinner was to be served and then asked one of the staff members about the menu. Upon learning what was to be served, she announced that she was highly allergic and could only eat a plain piece of chicken and some fruit.

Fortunately, the caterer had brought a few plain chicken breasts and was able to take care of the attendee. That rarely happens. A more likely scenario would have been an angry attendee without dinner! It would be the attendee’s fault, but guess where the blame would fall.

It probably wouldn’t hurt to ask that the caterer make provision for such an occurrence.

In terms of the early questions at the start of this article (last week), no matter how well you know a caterer, every event is different and your menu will reflect those differences. You will want to taste the menu to be sure it works,

As to hiring a caterer first and doing a tasting after the contract is signed, that is a good way to get stuck with mediocre food and bad service.

In that context: I recently met with a caterer who we have never used, but about whom the client was very excited. I had done the advance work, but had gotten preliminary menus that were far from what we wanted — I asked for changes, and a tasting.

We were invited for a tasting; but, when we got there, discovered that we were merely there to again discuss what we were looking for and what might be available to us.

We were three people, and they brought out one plate with small portions of some tasteless food for us to share. When I said something about the tasting, I was told, that “once we sign a contract, we will do a real tasting.”

Clearly, we will not be going back for that “real tasting.”

When you leave a tasting, whether it is at a hotel or at an “off-site,” what you’ve just experienced should have you excited and eagerly looking forward to the actual event. Short of that, you clearly need to rethink your vendor/caterer.

=-=-=-=-=-=-=-=-=-=-=-=-=-=
Next Week, Tony Poderis responds to The Age Old Cry:
“We’re A New Organization. Where Do We Find The Donors?”

=-=-=-=-=-=-=-=-=-=-=-=-=-=
Have a comment or a question about
creating or expanding your special event?
Ask Natalie.
With over 30 years in conference and event planning,
she can help you turn your vision into reality.
=-=-=-=-=-=-=-=-=-=-=-=-=-=
Look for Natalie’s ebook on Special Events.
It’s part of
The Fundraising Series of ebooks
They’re easy to read, to the point, and inexpensive ($1.99 – $4.99)
=-=-=-=-=-=-=-=-=-=-=-=-=-=

If you’re reading this on-line, and would like to comment/expand on the above piece, or would just like to offer your thoughts on the subject of this posting, we encourage you to “Leave a Reply.” If you’re reading this as an email, and you want to comment on the above piece, click on the title of this posting, then go to the bottom of the on-line version to offer your thoughts.

QuestIon: Should I do a tasting even if I have worked with this caterer before?

Answer: Absolutely.

Question: Should I hire a caterer and then do a tasting?

Answer: Absolutely NOT.

In the past, people who were frequent event attendees tended to have great expectations, except when it came to food. There was a constant “rolling of the eyes” if someone commented that the food at a particular event was really good. That was fairly common, when rubber chicken dinners were flying high (pun intended).

In recent years, food at both, hotels and “off-sites,” has improved enormously … in taste and presentation. Now, expectations are high and caterers and chefs work to outdo each other and are, frankly, getting better and better at it.

Food makes the evening more (or less) remarkable, and is something everyone talks about. Hotel chefs have stepped up their game and are more than happy to help create a themed event with interesting presentations.

A recent reception had a gelato bar flavored with various vodkas alongside the standard wine and beer fare. A dessert bar for an after party focused on a variety of champagnes with assorted mini sweets.

When doing an event at an “off-site,” catering is an essential element … along with the lighting, sound and décor, and choosing a caterer takes time.

You begin the process with a list of caterers who are approved to work in the facility. Asking the site manager which caterer works the space most often is a good way to start your search. You have probably been to a few events yourself and had some good experiences. Find out who the caterer was and ask the person who did the planning whether they were pleased and would use them again.

Try to narrow down the search to two or three caterers and contact each one asking the same questions. I will frequently explain that I am looking for creative menus with really good food that a variety of people with varying tastes can enjoy.

I made some calls recently about a breakfast event we were handling, and explained that I wanted something “creative,” and not just a bagel bar. I was disappointed, but not surprised, that 2 out of 3 sent me menus with … a bagel bar !!

Look over the menus carefully. Based on what you see, select 2 of the caterers (unless one is so outstanding that no one else can compete) and ask for a tasting.

A good caterer will have asked you about the type of event, colors, décor, background on the attendees, your goal for the evening and most important, what you want the attendees to take away from the event.

Usually, a tasting lasts about 2 –3 hours with time to taste a lot of different foods (from hors d’oeuvres to entrees to desserts). Look at linens and china, crystal, chairs and anything else needed for that event.

Notice the word “taste!” It does not mean eating everything on your plate, no matter how delicious. A few bites will tell you if an item will work. And you do want to save room for dessert, especially if it’s chocolate ☺

=-=-=-=-=-=-=-=-=-=-=-=-=-=
Obviously, Tastings are about more than food, and
next week Natalie Continues the discussion.

=-=-=-=-=-=-=-=-=-=-=-=-=-=
Have a comment or a question about
creating or expanding your special event?
Ask Natalie.
With over 30 years in conference and event planning,
she can help you turn your vision into reality.
=-=-=-=-=-=-=-=-=-=-=-=-=-=
Look for Natalie’s ebook on Special Events.
It’s part of
The Fundraising Series of ebooks
They’re easy to read, to the point, and inexpensive ($1.99 – $4.99)
=-=-=-=-=-=-=-=-=-=-=-=-=-=

If you’re reading this on-line, and would like to comment/expand on the above piece, or would just like to offer your thoughts on the subject of this posting, we encourage you to “Leave a Reply.” If you’re reading this as an email, and you want to comment on the above piece, click on the title of this posting, then go to the bottom of the on-line version to offer your thoughts.

And that’s a good thing !!

Special events have evolved. Gone (for the most part) are the rubber chicken dinners — with a dais or a two-or-three-tier head table on stage, featuring the board or the event-committee-and-lead-sponsors sitting and eating dinner while the rest of the guests stare up at them.

That model was fairly universal, in city after city across the country.

It took an enormous amount of time and cajoling to get everyone lined up backstage for the grand entrance; it asked a lot of the event’s emcee, who had to introduce each person as they walked on stage; it took a lighting crew to man the spotlights that followed each honored guest to their appointed place; and it “required” that the audience stand up and applaud for each person being introduced.

Imagine doing that for 30 to 40 people, and having to prep the emcee with the correct pronunciation of each name. No wonder so many events ran for hours and hours with fewer and fewer attendees left at the bitter end. Trying to do too many things in one evening is a sure way to send people home early.

Thank goodness the lesson has been learned, and the dais is gone (or should be) and events are timed to last no more than 2 hours (the sitting/attention span of most adults at the end of the day).

Events have grown up along with their focus. They don’t include every favorite activity of every board and staff member, but now take the needs of the paying guests into consideration.

Honoring too many people (more than 2 or 3 is too many), with too many talking heads, can be deadly. A fast paced program with videos about the honorees is far more engaging than hearing presenter after presenter go on and on about the person who has yet to get near the stage to be recognized.

The special event three-course plated-dinner is no longer the model. A two-hour reception in an exciting location with great food and networking is fast becoming the way to go.

When the invitation comes for next year’s event, will people remember being talked-at all evening or will they remember a program that was short and sweet … and fun?

Before planning that special event, think about your potential audience and what they want. Isn’t it time to shake it up and have everyone talking about your organization and your event? Make it happen … be creative, and make your event “special.”
=-=-=-=-=-=-=-=-=-=-=-=-=-=
Have a comment or a question about creating or expanding your special event?
Ask Natalie. With over 30 years in conference and event planning, she can help you turn your vision into reality.
=-=-=-=-=-=-=-=-=-=-=-=-=-=
Have you seen Natalie’s ebook on Special Events ??
=-=-=-=-=-=-=-=-=-=-=-=-=-=
If you’re reading this on-line and you would like to comment/expand on the above, or would just like to offer your thoughts on the subject of this posting, we encourage you to “Leave a Reply” at the bottom of this page, click on the feedback link at the top of the page, or send an email to the author of this posting. If you’ve received this posting as an email, click on the email link (above) to communicate with the author.

An event without the right vendors can be anywhere from “ho-hum” to a total disaster! Be it a one night gala or a three-day conference with gala and other related special events, you want vendors that you know and have worked with in the past.

The “look” of the event begins when people receive their invitations. On arrival at the venue, the “look” continues and sets the tone for the evening. Those “OHs” and “AHs” you hear when the doors open are the hard work of a great team … you, the planner, and your vendors — the lighting team, the audio-visual team, the production team and the printers.

Together you can create anything, from a stand-out invitation to twinkling stars as the stage backdrop, to a panorama of photographs of your honorees and special guests. You can use large screens, gobos, pipe and drape, and banners. And don’t forget trees and plants/flowers – they can help you make many different kinds of statements.

Whether it is the organization’s logo as the centerpiece or a full screen with a dynamite photograph, you can turn a simple stage into an exciting backdrop for your program or entertainment.

Ask the experts for their advice. They frequently have new ideas just waiting for the right opportunity to show them off. One audio-visual company that we work with, and in which I have full faith and confidence, told me about using “pillow lights” as a backdrop. But, even after they showed me a few photos, I couldn’t seem to “see” it. I was glad they convinced me to try it, ‘cause when I walked into the ballroom, I was the one “OHing” and “AHing” over how fabulous it looked.

When we were unable to get a red carpet for our VIP guests, this same company created a “red carpet” walkway using lights that amazed and delighted the audience.

Not every idea is expensive. We have created some interesting “environments” on a shoestring; again, thanks to some of our clever vendors. Don’t hesitate to ask. The right vendors will have more answers than you think, and it is to their advantage to make your event shine.

Having the right vendors ensures the creation of the right event for your organization.
=-=-=-=-=-=-=-=-=-=-=-=-=-=
To read about Natalie, check out her website: Natalie Shear Associates, and take a look at Natalie’s ebook on Special Events
=-=-=-=-=-=-=-=-=-=-=-=-=-=
If you’re reading this on-line and you would like to comment/expand on the above, or would just like to offer your thoughts on the subject of this posting, we encourage you to “Leave a Reply” at the bottom of this page, click on the feedback link at the top of the page, or send an email to the author of this posting. If you’ve received this posting as an email, click on the email link (above) to communicate with the author.

A recent email asked:
“Do you have an article or statement on what is the standard “special event fundraising equation” used to determine financial success? Obviously, one would set a goal, and if that goal is set, you have been successful. Raising awareness and “making friends” is priceless. But, is there a basic non-profit formula goal such as ‘for every dollar spent to organize, coordinate, market, and produce the event, you would hope to raise two dollars?’”

===================
Sadly, there is no “Special Event Fundraising Equation.”

The cost per dollar raised, or return on investment, is dependent on a number of factors. Since those factors have been addressed in prior postings*, I’ll keep it simple. (See: Special Events)

The first time, or even the first couple of times an organization runs an event, they’d be lucky to break even. Only after an NPO’s community/constituency is familiar with the event can there be any assurance that there will be a sufficient number of people interested in the event and willing to attend.

Over the years, as the event becomes a “tradition.” and the organization knows what works and what doesn’t, do the costs and income become predictable.

As the event “matures,” the gap between costs and “profit” increases. A fully mature event can generate two, three, even four times its cost … but that does not happen overnight.

As to setting a goal for an event, you can only do that after you’ve had a number of years of experience with that event. Setting a goal in the first couple of years would be an exercise in wishful thinking or in self-delusion. And remember, you only set a goal when you KNOW you can reach it. Failure to attain a fundraising goal sends a wrong message to your current and future donors.

=-=-=-=-=-=-=-=-=-=-=-=-=-=

Have a comment or a question about creating or expanding your special event?
Ask Natalie Shear. With over 30 years in conference and event planning, she can help you turn your vision into reality.
=-=-=-=-=-=-=-=-=-=-=-=-=-=
Have you seen Natalie’s ebook on Special Events ??

In many organizations, the announcement of a future event moves staff to wave their hands and raise their voices, saying that, “I want to help, I love events.”

The theme and the goals and objectives of an event are (often) determined by the organization’s development team – the event being part of their annual fundraising plan. Those determinations, and most of the planning, frequently include the E.D. and a consultant who specializes in event design, management and production.

The planning process takes months of discussion and decision-making before any public announcement that an event is planned and scheduled for a particular date.

During the planning period, a wise development team confers/collaborates with their colleagues in other departments within the organization, especially with the folks in communications/media … who will most likely be asked to help draft copy for an event program, and plan a media strategy to help promote the event.

Additionally, it helps to get early buy-in by all staff, so they feel they have been heard, and to include the valuable insights they might have. Someone in the organization’s program department may have some creative thoughts on who to involve in the event; and, the simple task of reviewing lists should be on everyone’s to-do list, regardless of their department.

There is always a chance that a staff member could know someone who would be interested in attending the event … or even sponsoring it. This information can be important, not only to the development team, but to the success of the event.

Do not minimize the contribution of some of the support staff … who should not be viewed as envelope stuffers but as part of the team. Turn the stuffing into an office party, supply lunch or snacks and get everyone together in the conference room … including the development team. The stuffing will go much faster if no one feels like “they had to do all the grunt work,” while the development team sits around eating bonbons !!

Many of our client organizations invite the staff to attend the event and “help out.” A list of tasks is passed around to the staff asking if they would like to volunteer for a particular role.

Everyone knows that the “work” takes place before the event begins (for a 6 pm reception, staff helpers should arrive at 4:30pm). And, once they’ve helped get things ready, those volunteers are able to relax and enjoy the event.

No staff person should be forced to attend and participate, but with the right environment/motivation, most staff members will want to participate. When they do, they benefit, the organization benefits, and attendees benefit by getting to meet staff members in a social setting.

=-=-=-=-=-=-=-=-=-=-=-=-=-=

Have a comment or a question about creating or expanding your special event? Email me at Info@NatalieShear.com. With over 30 years in conference and event planning, we can help you turn your vision into reality.
=-=-=-=-=-=-=-=-=-=-=-=-=-=
Have you seen Natalie’s ebook on Special Events ??

Recently, someone asked a question about Celebrity Auctions, and what immediately came to mind was how much money could I get for auctioning off a celebrity?

If it is the right celebrity, probably a lot !!

But seriously folks….

Celebrities are a great way to bring out the crowd. Having a celebrity at your event pumps up the audience and the bottom line.

Celebrities come with and from a variety of interests. Depending on your organization, a sports figure might be a better ask than a Hollywood movie star or a television actor. And don’t leave out the producers and the writers. They, too, are “celebrities” who can draw a crowd.

Your favorite politician, television news anchor and the CEO of a local or major corporation all go on the “celebrity” list. Each brings something special to the table.

Any of them might become your emcee or auctioneer for the evening. And being able to feature an item belonging to or brought by the celebrity to be auctioned is also a draw. Sometimes, celebrities can obtain (signed) items from their favorite artist or their favorite novelist. They could bring a favorite children’s book, and if they have a favorite designer, you might be able to land a one-of-a-kind garment.

Frequently you can auction lunch with the celebrity and/or a tour of his/her movie or television show and meet the rest of the cast. We have done this and the winner has ended up having lunch with the celebrity and the show’s cast and crew. Some celebrities have also provided signed scripts for auction.

Another area to look into is art, whether it is a signed limited edition poster or an original oil painting by a prominent artist in your community (or a famous person who is not known as an artist), art does well at auctions.

You might consider a book nook for autographed volumes; an art corner; a wine bar stocked from a local vineyard; a jewelry display, etc. You can go broad or narrow depending on how good your contacts are in the different areas of interest.

Think creatively. Hold nothing back and you may find the right combination of celebrity and event.

The bottom line, however, to ensuring a successful event, is to have an audience that will spend the money. And, if/when the price starts to zoom up for an item, you need an audience that, in the spirit of the evening, will keep the bidding going.

=-=-=-=-=-=-=-=-=-=-=-=-=-=

Have a comment or a question about creating or expanding your special event? Email me at Info@NatalieShear.com. With over 30 years in conference and event planning, we can help you turn your vision into reality.
=-=-=-=-=-=-=-=-=-=-=-=-=-=
Have you seen Natalie’s ebook on Special Events ??

Live auctions can have large payouts, and can be a lot of fun for the audience – especially when a bidding war on an item becomes major entertainment.

I speak from experience. Many years ago, at a VIP reception prior to an event with both a silent and a live auction, the emcee for the evening decided to offer up a special item as a preview of what was to come. The reception room was packed and once the item was announced, the bidding quickly got competitive.

It was an item I really wanted, so I was vigorously waving my bid number. Soon it came down to a tug-o’-war between me and someone elsewhere in the crowd.

The audience got into it, and started cheering, urging us on. In the end, the item was mine and I was thrilled.

Years later, I would meet people who talked about that night and what fun it was to watch the two of us in action.

Auction Basics

It takes months and months of legwork getting the items — with enough variety in both type and price to involve all the attendees. It takes a fabulous auctioneer to make the sale … at the highest prices possible. And, it takes an audience with the funds to bid up the items and stimulate the essential “war.”

It also takes a good deal of time to write the catalogue and put together the displays with proper signage and bid sheets. It’s also essential to have enough staff so that, at the end, people who have made their purchases are not kept on long lines waiting to pay and receive their items.

Successful bidders must pay and take the item at the event. Otherwise, you will find yourself taking many weeks to track people down to get their payments, and spending lots of dollars to ship the items.

Partnerships

A great way to do an auction event is to find a partner and set a theme. For one auction, we partnered with Nickelodeon and focused on children’s items at the auction. There is an endless array of possibilities. All it takes is creativity !!

So, if you ask me, when it comes to whether or not “to auction,” my answer is, “Go for it,” but be sure you have all the pieces in place.

=-=-=-=-=-=-=-=-=-=-=-=-=-=

Have a comment or a question about creating or expanding your special event? Email me at Info@NatalieShear.com. With over 30 years in conference and event planning, we can help you turn your vision into reality.
=-=-=-=-=-=-=-=-=-=-=-=-=-=
Have you seen Natalie’s ebook on Special Events ??

Whoever said an event had to be a dinner or a luncheon to work?

The key to making any event succeed is to learn, well in advance, what will bring out your audience: existing donors, new donors, corporations, government officials, community leaders, etc.

Almost every event can benefit from an occasional change of pace … whether to a new venue, a switch from a four-course formal black tie dinner to a reception, a breakfast, a lunch, an afternoon soiree … or almost anything else.

Does the venue or type of event (dinner or luncheon) really matter? One would like to think that your supporters would want to join you regardless of these factors. But, unfortunately, that’s not always the case.

Take the example of one nonprofit that has been doing a major formal dinner for years, with a theme that had become their signature. Problem was, the audience for this glamorous, glitzy night was shrinking, boredom was setting in and costs to maintain this type of event were zooming.

For months, we worked with a staff committee to come up with and discuss the options. The decision was to change the event from Spring to Fall, do it at a different type of location, and with a different spin.

Out of those discussions was born a “reception,” with a completely different graphic design, a new/unique venue and a saving of several hundred thousand dollars.

Focus was placed on the organization’s mission,…

…rather than the usual, “Come celebrate and have a ball.” For our venue, we picked a restaurant that had just opened, giving us the advantage, the cache, the visibility of being the “first” to use the facility.

Coupled with the newly designed materials, a lot of advance promotion and targeted marketing, the “goal” of 200 attendees was realized very quickly. We even had to establish a waiting list.

We knew we had room for at least another 50 to 100 people, but having folks believe that it sold out so fast increased their desire/interest in being part of it … an enviable position in which to find ourselves.

That event became the place to be.

Not only did the organization do well with sponsorships and individual ticket sales, but they received contributions from many new donors … who had heard about the event from friends, and wanted to be part of it.

So the answers to the questions of whether a venue matters or whether it is a dinner or a luncheon are: “Yes,” and “No.”

What matters is how you frame it, market it and present it to your audience. It takes all the factors being pulled together in a special way, not just to ensure a successful event, but to ensure how the organization will now be perceived, and what that will mean for its future.

Just because you have always done a specific kind of event doesn’t mean you couldn’t benefit from a change of pace. You could be surprised at the results.

=-=-=-=-=-=-=-=-=-=-=-=-=-=

Have a comment or a question about creating or expanding your special event? Email me at Info@NatalieShear.com. With over 30 years in conference and event planning, we can help you turn your vision into reality.
=-=-=-=-=-=-=-=-=-=-=-=-=-=
Have you seen Natalie’s ebook on Special Events ??

Reading Hank’s postings on “Corporate Fundraising,” made me think about a recent series of conversations my firm has had with a potential client about managing a conference (including a major dinner event) for them.

During one of those conversations, I was asked about assisting them with getting corporate sponsors for the conference. My response to that question is always the same.

While I have contacts with some corporations, I will only make the connection between the client and the corporation provided the organization’s mission and interests dovetail with those of the corporation. No point in setting up a meeting that goes nowhere because the corporation is not remotely interested in the organization’s goals and objectives.

If there appears to be a match, then it will benefit both the organization and the corporation to have me call my contact at the corporation and set up an introductory meeting; and, there are times, depending on circumstances, when I will go with the client to their first meeting with the corporation.

I do that only as a part of my relationships with client organizations and with corporations, not for a percentage or commission of any support a corporation might provide to a nonprofit.

I make it clear to my clients that I am not a “fundraiser.” I do not sell tables to corporations for a client’s dinner or luncheon or ask them to sponsor a coffee break at a client’s conference. I do not “dial for dollars,” but I do make connections … there is a difference!

No one can legitimately make the case for a corporation to support a nonprofit as well as can be made by the board members and staff of the organization. And, by “legitimate,” I mean that when the nonprofit makes its own case it’s a lot clearer that no “middleman” is going to get a piece of the corporation’s support of that organization.

Sometimes nonprofit organizations don’t understand or ignore the difference between having a conference and special event firm help them make the connection versus raise the money for them. They often only hear what they want to hear.

To them, the idea that a conference and special event firm has connections to corporations means that they (the nonprofit) won’t have to “get their hands dirty,” that someone else will get the big bucks for them.”
=-=-=-=-=-=-=-=-=-=-=-=-=-=

Have a comment or a question about creating or expanding your special event? Email me at Info@NatalieShear.com. With over 30 years in conference and event planning, we can help you turn your vision into reality.
=-=-=-=-=-=-=-=-=-=-=-=-=-=
Have you seen Natalie’s ebook on Special Events ??