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About the Author
Event and Video Production

Why Booking Your Vendors too Late May Cost You

When should you start the planning process?

You have to figure out how big your audience is, if it’s small you don’t need as much lead time. We are talking to someone who is 30-40 thousand people and they plan three years in advance. 

Usually it’s date and location that are the biggest frustration and you need to figures those out first. We had a guest who talked about selling yourself to the venue. Do not think because you have a budget and audience that you will be attractive to the city, you may be competing with some really big names. Some events have ten year contracts because they are so big and need to lock in a venue. 

When do you loop in your partners?

It depends on size and scale of your event. When your organization works with a third party to work with vendors it adds a layer of complexity, but loop that person in immediately.  As soon as possible loop in production and decor. You might get a higher rate if you wait too long, or not get the a-squad! The earlier you book the better everything you get.  You should book your production as you choose a venue, they can help you save money through site visits.  The production partner can see things that you may not notice. 

Instagram: charlesevaneide

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Twitter: TheMeetingMinds

Stadiums: The Perfect Event Space?!

Lataya from U.S. Bank Stadium joins us this week and share all about their venue. We were challenged to think outside the normal venue box and see events in their space! Here are ways she has gotten to where she is now:

1.Build Relationships in the industry: Lataya was able to build authentic connections by joining a few committees which has given her a network of people

2.Take Opportunities that make you uncomfortable. When she took opportunities she was able to grow and get exposure.

3.Knowledge is Power, so learn as much as you can.

Reach out to usbankstadium.com

lwilliams@usbankstadium.com

Instagram: Lataya.Williams

Instagram: Charlesevaneide

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Planning Events in an Unpredictable Environment

How did you get your start?

I fell into the events industry through working for a non-profit. You wear many hats and ended up planning board meetings for 30 people each month and moved onto Galas. I consider my first big girl job The Basilica. I remember by then boss asking me if I knew anyone interested in an events job and she remembers it as do you know anyone interested in an events job. 

I think what got me to the point where I am today are the relationships I have built over the years with vendors, volunteers and co workers. I have tried hard to who my value through each event that I produce. I make sure I am along side everyone else when we are picking up the trash or pouring the beer or hauling wood to make the fires at Holidazzle. My first year I became the fire master.

I always want to be a part of making the world a better place and I am very lucky to be able to do that through events. 

How do you plan for an event when you do not know what the weather will be like?

  • Always have a risk management plan that includes weather and make sure all your vendors have a copy of it
  • Talk to the Police, Fire and EMTs about their recommendations. 
  • Plan ahead, where do people go, where does the talent go?

How do you push the boundaries?  

  • When I say boundaries, it doesn’t always mean bringing in something crazy that no one has seem before. Say you have events with a long history, and you have a great team of folks who have been working on that same event for a long time. Help them think outside the box. What can we stop doing and what can we do that’s new? What are some new revenue streams? 
    • Why are we doing something that creates more work and what is the ROI? 
    • How can we look at the space differently? 
    • Why does the stage always need to go in the same place?
    • Yes we do need to do active shooter training and yes we should have the contact information for all the buildings surrounding the event in case someone decides to throw a party and watch the show on the roof and we don’t go into full active shooter mode.

Instagram: Charlesevaneide

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