How to Choose a Great Venue After Event Planning School

Posted on December 29th, 2016 - Written by: Trebas Toronto

Choosing the right venue helps create an outstanding event

Choosing the right venue helps create an outstanding event

There are many aspects to planning an event. While planning, professionals consider theme, event objectives, catering, and more. The list seemingly goes on forever. One significant consideration professionals also keep in mind is nailing down the venue. No matter the type of event, whether it may be a convention, conference, wedding, or a corporate meeting, the venue can often be a make-or-break aspect. Fortunately, professional event planners are armed with the knowledge needed to choose a great venue that will fulfill any event’s purpose.

Are you interested in becoming an event planner? Read on to discover four key things event planners keep in mind when scouting out possible venues.

After Event Planning School, Consider the Location of a Venue

Before picking out specific venues to consider, it’s best to start by assessing who is going to be attending your event. Knowing who the target attendee is, where they live, and how they will arrive will greatly impact your decision. If most of your guests are arriving from a business trip out of town, it makes sense to choose a hotel with meeting spaces close to an airport. By doing this you’re making it as easy as possible for attendees to enjoy the meeting and arrive on time.

Base your venue’s location on your attendees and their needs

Base your venue’s location on your attendees and their needs

If you’re planning a celebratory event where you know people will consume alcohol, it may be best to choose a venue that’s centralized in a city with access to safe transportation. Once you determine an ideal location, you can start narrowing down your search to venues within that space.

After Event Management Training, Assess if the Venue Fulfills Your Vision

After graduating from event planning school, you will work with a variety of clients and help determine the theme and vision for their event. Do they want a rustic wedding? Casino-themed corporate Christmas party? Depending on the theme of the event, the ideal venue might be very different.

When evaluating venues, you should consider whether or not they can fulfill your clients’ vision. For example, does the architecture fit with your theme? An ultra-modern building for a classic ball probably isn’t the best fit. It’s also important to think about the capabilities of the space. If you have certain ideas in mind for elaborate decorations or audio visual (AV) equipment, make sure to evaluate whether the space can accommodate those decorations.

Conduct a “Familiarization Trip” to Multiple Venues that Interest You

Once you’ve narrowed down several possibilities, you should conduct a familiarization trip (FAM) to each one. During a FAM you will tour the short list of venues you’ve selected.

Typically, the sales managers of the venues will show you around the facilities. Getting a firsthand look at the venue helps you see it from an attendee’s perspective. Make sure you ask plenty of questions, take lots of notes, and snap photos. After event management training, professionals often claim that when they walk into a space, they know right away whether the vibe is what they’re looking for.

While touring venues, take detailed notes about their amenities

While touring venues, take detailed notes about their amenities

Consider the Cost of the Venue and Your Budget

An event with an endless budget is what any event planners’ dreams are made of. Unfortunately, even with large-scale clients, this will never be the case. Working within a budget is extremely important when choosing a venue. Splurging on the venue cost can take money away from other important aspects like catering, entertainment, or even the promotion of the event.

It’s important to remember that different venues will include different amenities in their pricing. You may have one venue that is cheap, but bare bones. Another venue, on the other hand, could be more expensive but things like AV, tables and chairs, and linens are included. The cost of these inclusions can add up, so considering all aspects of the venue pricing is extremely important to getting the most bang for your buck.

Are you interested in enrolling in an event management course in Toronto?

Contact Trebas today to learn how you can get started!

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4 Great Event Management Apps to Use After Event Planning School

Posted on November 4th, 2016 - Written by: Trebas Toronto

Mobile event management apps make planning less complicated

Mobile event management apps make planning less complicated

If you’re highly organized, love people, and want an exciting career that constantly keeps you on your toes, then event management may be right for you. For those who choose to forgo the 9 to 5 life for an exhilarating career in event planning, there are many exciting opportunities ahead. From business conferences to charity drives, event planners can be found in every field working hard to bring people together. In the social landscape, weddings and parties seemingly grow more lavish by the year, requiring your creativity and expertise to make them go off without a hitch!

Planning the perfect event is an intricate process. However, with the help of the following mobile apps as well as in-depth training at an event planning school, the process can go much more smoothly.

1. Grads of Event Planning School Can Use Social Tables’ Site Inspector App

The company Social Tables offers some of the best event planning software in the business, providing seemingly endless resources to streamline your next event planning endeavors. One notable app they offer is Site Inspector. This app is the key to getting the most out of your site inspections.

Upon graduating from event planning school you will likely go on to perform hundreds of site inspections throughout your career. When scouting for a single event, you may inspect many potential venues in one day. And with the help of this handy app, you can catalogue your thoughts on each venue you visit. Its features include inspection templates, a Wi-Fi strength test, photo, video, and note taking capabilities, and more. Site Inspector helps make sure that you don’t forget any important details during a visit, and lets your creative process take over!

2. After Event Planning Courses, New Professionals Could Try Out the Super Planner App

After you’ve nailed down the budget and chosen a venue, you’ll need to start preparing some of the finer details of each event you plan. As grads of event planning courses know, the devil is in the detail. Fortunately, the Super Planner app lets you sort out many nitty-gritty details with a few simple touches of a phone or tablet screen. Easily calculate venue capacity using 15 different seating configurations, determine food and drinks servings, and even confirm staffing requirements using Super Planner. It may just be the answer to any future logistical woes!

Super Planner can help determine the right amount of food to offer guests

Super Planner can help determine the right amount of food to offer guests

3. Professional Event Planners Could Put Boomset’s App to Good Use

Boomset’s app, Event Guest List & Easy Check-in Manager, is every event planner’s dream come true. It streamlines all things registration. You can easily manage your guest list, guest check-in, and guest information, all from your smartphone or tablet. The app also functions as a ticket scanner, a platform to collect donations, and a way to communicate with your event staff team. As you may learn during your event planning courses, once the day of the event comes around, you’ll be busy making sure that everything unfolds according to plan. With this trusty app by your side, you’ll be able to be even more efficient, saving you time to deal with any potential mishaps that might arise.

4. After Event Planning Courses, New Professionals Can Use the Bizzabo App

Bizzabo is an app for both attendees and event planners. It has ticketing and registration capabilities embedded into its services, and lets you communicate with attendees before, during, and after the event.

Bizzabo lets you communicate with event attendees

Bizzabo lets you communicate with event attendees

The app also provides reporting and analytics, which is another great way to see what worked for your attendees and what didn’t, so that you can make your event even more successful next time. These features are just a tip of the iceberg. Bizzabo’s comprehensive app has an outstanding track record and has been used at over 5,000 conferences worldwide!

Are you interested in enrolling in an event planner course?

Visit Trebas to learn more or speak to an advisor about getting started.

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2 Tips for Flawless Album Release Events for Students at Event Management School

Posted on October 7th, 2016 - Written by: Trebas Toronto

Interested in creating memorable album release events after event management school

It’s tough to beat the glitz, glam, and excitement of an album release event. Not only is it a huge party, but there’s a crackling, electric excitement in the air, brought by attendees thrilled to be witnessing music history.

Attending event management school is a great way to get a handle on creating unforgettable events like the showcase for a new album. Throughout their studies, students learn the ins and outs of properly marketing an event, negotiating contracts, and budgeting—all of which play an important role in helping any event go smoothly. If you’re interested in organizing a great album launch, it’s also a good idea to look at recent successes when developing your game plan.

Here are a couple of tips for hosting flawless album release events after your graduation.

1. Kanye West Teaches Students in Event Management Courses That Big & Simple Works Well

If you organize an album launch after completing your event management course, it might be worth taking inspiration from Kanye West. Kanye West has a way of working his big personality to big advantage. This strategy was in full force with the album launch for The Life of Pablo, which is a perfect example of how a well-marketed and simple event can draw up plenty of excitement.

The party went down at Madison Square Garden, with the Kardashians, Rihanna, and Frank Ocean in attendance, among others. West just talked up a storm, played his album off a laptop, and then turned control over to the attendees, letting them have a big party until their time in the stadium was up.

Though there wasn’t anything elaborate at play, West did work two important things to his advantage:

  • He got big names to show up to a big party in a big place.
  • He let existing anticipation for the album (created by endless Twitter updates and a free track release) do the heavy lifting for drumming up interest in the event.

Whatever your thoughts about West, there’s no denying that bringing in big names to your events, as well as drumming up plenty of excitement on social media, can be some useful ways to manage a successful album release.

2. Frank Ocean Showed the World That Mystery Can Be an Asset To Album Launches

As students in event management school know, effective marketing is often key to an event’s success. Many event planning programs, like the one offered at Trebas, include an entire term on communications and marketing so that students graduate prepared to advertise their events.

However, as students might know, sometimes an alternative to big, showy parties is to keep things mysterious. In fact, some events and album releases benefit from a more enigmatic and low-key approach. This tactic is exemplified by Frank Ocean, who was so reclusive in the lead up to the release of his last album, Blonde, that the hashtag #FrankWatch began to trend.

After sharing very limited details about the album in 2013, Ocean was mostly silent about progress on the work. Nearing the release of the album, he started limiting public appearances. He shared an enigmatic video of himself working at building a staircase, and then an entire visual album, called Endless. Perhaps most notably, he offered a limited number of free copies of Blonde inside of (also free) magazines he distributed in pop-up shops around the world.

By limiting advance information on the album and creating time-sensitive, unique distribution methods, Ocean managed to make his album release not just an event, but the resolution of a long-running mystery. And fans ate it up.

Want to develop top-notch skills while studying in event management courses in Toronto?

Contact an advisor today to discover more about our event management program!

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3 Tips for Using your Event Management Training to Plan Successful Corporate Events

Posted on September 9th, 2016 - Written by: Trebas Toronto

These three tips for how to use your event management training to plan successful corporate events is a great guide for grads starting an exciting career

As soon as you walk through the doors of a corporate event, everything that touches your five senses has been plucked by an event planner or event planning team. The perfectly folded napkin. The light levels that create the atmosphere of sociability and warmth. A menu meticulously selected to reflect the brand of the host. The wardrobe of the wait staff and the layout of the venue. Everything at an event is a component of the experience and needs to be considered when students in event management courses go on to get their first corporate event contract.

Here are three tips to keep in mind for when your exciting career begins.

1. Students in Event Management School Should Keep a Schedule in Mind

Timing may not be everything, but it sure does help to have a schedule. One golden rule is that you can never have too much time to get your event ready. Start early. For larger events, try beginning about four to five months in advance. For smaller events, a few months will often do. Whether it’s a fire in the kitchen of the caterer or the cloth napkins not being delivered on time, inevitably, something will not go according to plan or fall out of place. In these cases you will need a little next extra time to come up with a solution.

Remember, during your event management training you’ll have to schedule the work you have to get done, when assignments are due and project deadlines crop up. Carry this knowledge forward into event planning and you will excel!

Keep a schedule going to stay on top of your work

Keep a schedule going to stay on top of your work

2. Don’t Forget The Power Of Negotiation After Event Management Training

Negotiating with vendors can be a handy way for you to get a bit more mileage out of your budget. You can ask about package deals, or try and negotiate a good rate on a venue. Some event planners even recommend the following trick. They suggest that before you converse with a vendor, whether it’s about stemware, food, or beverages, to create a list that details everything you need and what your price point for those items can reasonably be. Then, they suggest taking 15 per cent off that price and suggesting this new price to the vendor.

When planning a corporate event, there needs to a bit of ‘wiggle room’ in case there are unforeseen costs that come up. Keep that in mind when you are putting your event management training to use in your career as you draw up budgets or meet with vendors.

3. Event Management Courses Can Teach you How To Market An Event Properly

A huge part of making an event successful is marketing the event properly, especially for corporate events like product launches. It’s why one of the academic terms in the Event & Venue Management program at Trebas Institute is focused on communications and marketing.

Advertising these days will always benefits from the utilization of social media. When you graduate from event management school and move into your career in event and venue management, you’ll definitely want to take advantage of the power of social media to spread the word about the event. You can even leave a sheet for guests to sign in and leave their Twitter handles so that you can correspond with them later, maybe thank them for coming, and continue to have a relationship with them and the brand you’re holding the event for.

Want to discover more about what event management courses can teach you?

Contact an advisor at Trebas today to find out more!

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Want to Become an Event Planner? Discover how the Olympics Are Planned!

Posted on August 19th, 2016 - Written by: Trebas Toronto

You must have strong organization skills in order to become an event planner

You must have strong organization skills in order to become an event planner

Imagine having to plan the biggest event in the world: the Olympics. Since 1896, when the first Olympics were held in Athens, Greece, they have consistently been the most elaborate, intense celebrations of athletic achievement, cultural pride, and patriotism on the planet.

From the date a host city is officially selected to the day those Olympics begin, there is usually an average of seven years in between for planning the event, working out its logistics, and ensuring it runs smoothly. Seven years are needed to work out how to redesign an entire city—its transport and warehouse logistics, supply chain operations, as well as the unprecedented increase in demand that many businesses will have to be prepared to handle.

If you’re interested in event planning, read on to find out three things that go into planning the biggest event in the world.

1. Anyone who Went to Event Planning School Knows the Importance of Managing Time

Without time management skills, the chances of an event falling apart before it even begins are high. This is especially true for the Olympics, which take seven years to plan; seven years to basically reshape the flow and look of a city so that it represents its country in the best possible light.

One of the benefits of having so much time to work with is that it allows event planners to indulge their creativity and look for unorthodox ways to fulfill their vision. An example of this would be the 2012 London Summer Olympics, where event planners got James Bond (played by Daniel Craig) to fly Her Majesty Queen Elizabeth II to the Opening Ceremony, before they both parachuted into Olympic Stadium. Coming up with and having the time to execute such a creative vision is a big reason why students choose to become an event planner.

Event planning school teaches you how to harness your creativity in a productive way

Event planning school teaches you how to harness your creativity in a productive way

2. Students in Event Planner Courses Know Planning the Olympics Includes Logistics

Logistically, event planning can be a nightmare without the proper training. From warehouse to transport to supply chain logistics, event planners need to juggle demands from different organizations. However, learning to manage all of these high-pressure demands is something that you learn in event planning school and that you witness in action during your training.

Event planning for the Olympics involves similar prioritization, but on a much bigger scale. For example, event planners for the Rio de Janeiro 2016 Summer Olympics are working with the Brazilian Government to create a third metro line directly into some Olympic venues, while also developing a Bus Rapid Transit system to move spectators around easily; all this to solve transport logistics and help the city avoid traffic congestion during the event.

3. Event Planners Use Multidisciplinary Skills to Ensure Olympic Venues Stay Active

One of the best things about event planning is that it incorporates a variety of fields, from managerial skills to public speaking and then some. Not only does this allow you to develop many different skills, it also allows you to become a ‘jack of all trades.’

Event planners try to find creative, affordable ways to maximize the benefits of their events. An example of this is the 2016 Rio de Janeiro Summer Olympics, where apartment buildings that were built for athletes and their entourage will be converted into condos following the conclusion of the Games. Such a shift forces event planners to research and understand multiple fields, from architecture to public safety to zoning requirements.

Event planning requires creativity, time management and problem solving skills, as well as familiarity with many different fields. For a busy, passionate, rewarding career, you can’t do much better!

Are you interested in taking an event planner course?

Visit Trebas for more information or to speak with an advisor!

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