Last Minute vs. Longer-Term Event Planning Services

We’re on the cusp of our busiest month of the year with six large events, while at the same time planning for an annual conference next month and two first-time galas 4-5 months later. All of these events in different stages has me thinking about our long-term event planning services (9-12 months out) versus the last minute needs that are bound to pop up before any event. When a client hires us for short-term event planning services, we call it “EVENT AID.

Event Aid Event Planning Services Events with Ginger & Co.

Recently, I wrote about one of the most important services we offer – the Master Event Plan, a working document of details from the inception of planning. When an event is just a few weeks away from happening, we call this “Brief Relief,” since it can be provided to executives and other VIPs right before the event so they can see the whole picture.

Our other Event Aid services also pick up where our longer-term event planning services (mentioned in quotes below) leave off:

Registration Rescue – A time-consuming task during the final weeks of planning is communicating with attendees. While we can be brought on-site at the very last minute to handle registration, most organizations hire us earlier to develop an attendee communication and registration plan, which may include a “Registration Website,” “List Management,” “Communications” with conference attendees about their “Accommodations” and other logistics, as well as “Communications” with sponsors to collect their guest lists.

Location Relations – While we can take over discussions with a venue at any point, the best time to lay a base for all of your venue needs is during “Site Selection” and negotiation of the event “Contracts.”

Vendor Development – Every vendor needs to contacted within a week of the event to confirm all of the details previously discussed. But those details can change in countless ways throughout the planning process. When we’re asked to help from the event’s inception, we develop long-term relationships with vendors (our recommended or your preferred) and handle all of the twists and turns of the event needs right alongside the vendors.

The Taskmaster – Whether the event is six weeks or six months away, a “Timeline” is crucial to the division of responsibilities and keeping everyone on task so that the event is executed without a hitch. An important add-on that ties into the timeline is the run-of-show, offered with our “Program Management” service.

It’s important to review each task (or in our case, event planning service) at various stages in the planning process. Not sure if you are considering everything you need? Learn about the rest of the services we offer or just give us ring to talk you through it!

About Ginger Berman

As President of Events with Ginger & Co., Ginger oversees the planning of 15-20 events each year, including the five simultaneous Light The Night Walks for the NJ chapter of the Leukemia & Lymphoma Society, as well as conferences and gala dinners for various other nonprofit organizations and corporate and professional services firms.Previously, as Special Projects Manager/Consultant to the co-founders of the organization Autism Speaks, she designed and executed events from concept to completion, ensuring they went off without a hitch and met their awareness-building and fundraising potential. High-profile events included the first chefs’ tasting in NYC to offer table-side cooking to over 370 people, which raised over $1.1 million, and the $1.8 million Concert for Autism Speaks featuring Lionel Richie.Prior to joining Autism Speaks, Ginger created the position of Marketing Manager, Conference and Event Planning at the New York headquarters office of White & Case, one of the largest and most prestigious law firms in the world. She managed client-facing retreats, educational seminars and other special events for the firm. In 2007, she returned to the firm as a consultant, organizing six days of events in three months time, including registration, hotel, airport transfers, two receptions, an all-day meeting and a black tie dinner dance for more than 550 people.Ginger earned her B.S., magna cum laude, in Mass Communications from Towson University and also attended American University of Rome in Italy. She lives in Westfield, NJ with her husband and son.

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