Getting the WOW without the WHOA!

In today’s current economic conditions, are you trying to do more for less?  Many clients are forced to drastically cut budgets because events have become lightning rods for criticism. Does this mean that we have to abandon the WOW of a special event because we do not want to risk the WHOA of procurement or public opinion?

Most of my client’s conferences and events include a special event or gala, which are integral to creating networking opportunities or expanding bonding activities. Many companies are concerned about perception and want to steer away from conspicuous consumption. Trying to show financial responsibility, they are cutting decor, entertainment, as well as adding control mechanisms like drink tickets.  Does BACK to BASIC mean we need to abandon the WOW??

On a regular basis, I have had to consider elements that will make the event memorable for all the RIGHT reasons. Hopefully, gaining wide approval from attendees, clients, and procurement while remaining off TMZ.

First and foremost, I work with the client to determine what they hope to achieve with this event. Can you extend an event shelf life or reinforce a conference message? For example, one of my clients throughout the conference was extolling their product was improving efficiency during a struggling economy and instrumental in “green” or ecological efforts. We took these elements incorporating them into the decor and entertainment.

The event tag line reinforced the message and was communicated through a creative entrance unit and affixed to the lighting elements. The lighting elements were large square vases with glow beads which were multi-purpose as centerpieces, lighting elements plus communicating the tag line. Subtle elements were added to accentuate the ecological theme from the color elements (blues and greens) to a large globe. The large globe was hung over the main area and became the center focus and theme for the room.

In addition to the decor, we created lounge areas for casual dining and mixing. Also, there was plenty of dance floor or open area for those that wanted to get up close and personal with the band. The band uses the existing general session staging, lights and sound which is a cost savings to renting and transporting attendees to an off site venue. Reinforcing their green theme or eco-elements, the client extends the special event shelf life by using decor or entertainment elements in regional or international events scheduled throughout the year. Finally, the event never needs to end if you donate your decor elements or interactive games (Wii, Guitar Hero) to a local charity or shelter.