Tips to Control Costs on your Next Company Event

A friend refers to me as the “Budget Baller” and I take that title seriously ;-)  So here are a couple tips for saving money on your next company event.

Opt for platters – Food will take up a majority of your budget.  It’s not unheard of to spend upwards of $10,000 on food for a nice event.  Check with your venue to see if you can provide your own catering.  Many grocery stores and restaurants have platter options which can save you hundreds.  Although you’ll loose some of the elegance of individually served food, the self-serve option allows for better quality products on a tight budget.

Choose venues wisely – If you can’t provide your own catering, ask about terms.  Some venues will waive or reduce the room rental fee when you buy their catering.  Also check into city owned recreational areas, educational facilities or non-profit meeting spaces for discounted rental rates.  Not only will you score a great price on a space for your event but you can help support your community.

Drink tickets – Alcohol can definitely put a big dent in your budget. To help control costs, select a couple of house wines and beers and have the rest as a “cash bar.” I’m a big believer in drink tickets as well.  Normally 2 drinks are a nice gesture and does not allow guests to get too crazy.  Nothing is more embarrassing for you or them, then being drunk in public.  Also by limiting the number of free drinks, guests will be less likely to be wasteful.  I’ve seen many times that an open bar will result in some taking a couple sips of a drink and then wasting the rest.  At $5-$10 a pop, that adds up fast!

Craft when possible – Making your own centerpieces, signage, and other décor can give your event a custom look without the custom price.  If you’re not particularly crafty, there’s bound to be someone on your staff who is.  Recruit employees for a day of crafting with free lunch.  It’s great for team building and they’ll take pride in knowing they were a part of the event.

Planning an Amazing Holiday Shindig!

Sometimes wearing the marketing “hat” means that you will do a lot more then marketing.  In many of my positions I have found myself doubling as a party planner.  No complaints here!  I love putting together morale boosting events, especially the annual holiday party.  It doesn’t matter what your budget may be, anyone can put on a fun-filled event with a little creativity.  Here are my Top 7 Tips in Planning an Amazing Holiday Shindig. 

Establish a budget – This might be out of your control, but knowing what you have to work with is important.  Although you operate on a tight budget, no budget only works with fairy dust.  Knowing your numbers will help guide you in terms of venue, food selection, and entertainment.  There are ways to cut corners with these fundamentals allowing you more wiggle room for décor and gifts.

Have a theme – You don’t have to go with the most popular of themes like Luau, Casino or Mardi Gras.  Unexpected is interesting and will keep your guests chatting.  The main purpose of a theme is to give you focus and structure. 

Other popular theme parties include: Fifties, Paris, Fairytale, Beach, Western and Hollywood.

Start planning early – Especially during the holidays, venue reservations fill up, gifts go on backorder and entertainers are booked.  I start thinking about our holiday party at least three months in advance.  Creativity doesn’t always happen on schedule, so by giving yourself plenty of time, it will be easier to let the ideas come naturally then trying to force them for a last minute crunch.  Also be sure to communicate with vendors at least a month before your event to ensure everything is confirmed and there are no questions.  Your week before will be busy and there will be little time to fix any last minute issues.

Research – There are tons of event planning websites and blogs at your fingertips.  Use to web to get inspiration and then customize to fit your team and your budget.  Google images are also helpful to find décor samples.

Have an agenda – Map out a clear action plan for your event.  Consult with your caterer and entertainment on their needs so you can plan accordingly. Keeping to an agenda will help your party run smoothly and to create a pre-function checklist.

Provide icebreakers – I would say this is the key to having a lively party.  I remember the worst party I ever went to. I walked into a room with 50 people I didn’t know.  There were no introductions, no one tried to strike up a conversation or even ask my name. It was completely awkward.  By providing ways for your guests to interact, you take away some of the discomfort of being bombarded by a room of new faces and encourage people to mingle.

Treat all guests as equals – Along with providing icebreakers, if you have spouses attending, get them involved just as much as the employees.  A guest once told me that they felt more welcome at our company party, then their own.  I took it as a great compliment.  Encourage your staff to welcome guests, provide spouses with little trinkets and by all means, let them join in on the activities.  If your party is remembered as the one everyone enjoyed, then your attendance will improve in years to come.

Trick to Being A Good Mentor

As I’ve written before, I’m a big believer in mentoring.  It astonishes me how today’s youth with access to the world-wide web, lack the most basic of skills.  The only way to bridge that gap is by sharing experiences, giving advice, and by setting the stage as someone who will truly be supportive and encouraging.

Although sometimes it’s hard to offer help to a generation that may think they already know it all.  I sometimes giggle at the fact that my niece and nephew educate me on how well they know so much about nothing.  Thinking back, I believe I was the same way, resistant to my elders.  It wasn’t until I met a woman who I had the utmost respect for, someone I wanted to be just like.  It was then that I started to listen.

So I guess the trick to being a great mentor is by just being someone others can look up to and who others will strive to be.  In that, giving advice will be much more accepted.  You can do good for others by doing good for yourself.

Be as Professional as your Profile

I have already written about the importance of having a polished Linked In profile.  Your profile is an amazing tool to promote yourself professionally.  I hope you took my advice and really showcased your talent and expertise.  Now that your virtual image is something worth taking notice, it’s time to talk about follow-through. 

More online exposure will prompt others to seek you out.  Whether it be for an expert opinion, your assistance on something of common interest or just some general advice, it’s important to always address the inquiry.  Although you may not be able to assist everyone, I think that it’s good practice to at least acknowledge and thank that person for reaching out to you.  Keep in mind, if you don’t have the time to reply, your competition will.

Relationships might start as a simple inquiry but are nurtured through communication.  Keep the lines open, realize that even if something doesn’t seem important to you, it very well may be to the other party and be gracious that you’re the one they contacted.

Live Wealthy

Last weekend, as I sat out on the deck on a warm summer evening with a couple friends, a conversation about life broke out.  One friend, 34 years young, homeowner and making around $60K a year commented that he was not “living wealthy.”  He had sought out the “American dream” of getting a good job and owning a home, but had he known what he knows now, he may have done things differently.

It is a story of tradition; you go to school, get a good job, maybe get married, own a home, have a couple kids and ultimately start living beyond your means.  Our drive is to continue making more money to acquire all those things we were programmed to believe were indicators of success.  However, I wonder if the coined mid-life crisis isn’t merely the realization that we’ve worked for a dream thought up years ago by someone else only to miss out on, well, “life.”

My friend said that if he could do things differently, he’d still go for the good job, but trade in the house for a small condo, not worry so much about material items, and focus his funds forwards having more fun and early retirement.  I think that’s a good point for all the young professionals out there, just getting their start.  Wealth is not in that which you possess but rather in having the experiences that enrich your life, only then will you “live wealthy.”

To all the seasoned professionals working 60 hour a week to keep up with the “Jones” take a minute to reflect.  Focus on what makes you happy about your job regardless of the pay and what you really need to be happy and feel successful.  There is no need to strive for someone else’s dream, when yours is within your grasp.

Digital First Impressions

I am sure you are no stranger to the fact that first impressions are key in the business world.  In the 1970s it took a person a matter of seconds to form an opinion of you.  In the 1990s women had judgment on lockdown and could size you up in as little as eight seconds.  Today, a person will spend an average of four minutes researching you online before deciding to meet you.  Forget fancy ties and business acumen, you better have a top notch profile picture and website to make it these days.

Not too long ago, I gave a workshop on the importance of Linked In and creating a polished profile.  You can't control everything that's on the web, even content that includes you.  Since you have full control over your Linked In profile, it's a great opportunity to show your expertise, experience, and create a great first impression.

Blogs are also a great resource to make you more searchable and again show off your expertise.  With so many free resources available, I recommend taking the time to invest in enhancing your online image.  Your prospects are definitely taking the time to research you, give them something worth finding.

Business Networking Tips

The first networking event I attended, was one I coordinated.  Well unless you count the cocktail hour I walked by swiftly in preparation of planning my event, only to b-line straight to the ladies room where I strategically planned my escape route.  I was in the building maybe ten minutes before I was running back out, filled with complete anxiety. 

 

In the Spring of my adolescence, when those around me transformed into social butterflies, I remained in my reclusive cocoon.  I guess you could say I'm a contradiction, an anti-social marketer.  So as part of my coined "Better Plan" which is just my general life plan to, well, do better, I decided to look up some networking tips that might ease the stress of walking into a room of strangers.

 

For those of you attending your first networking event to those veterans who may not be winning the war, please enjoy these "10 Tips for Successful Business Networking" written by Stephanie Speisman from Business Know-How.

 

Effective business networking is the linking together of individuals who, through trust and relationship building, become walking, talking advertisements for one another.

 

1. Keep in mind that networking is about being genuine and authentic, building trust and relationships, and seeing how you can help others.
2. Ask yourself what your goals are in participating in networking meetings so that you will pick groups that will help you get what you are looking for. Some meetings are based more on learning, making contacts, and/or volunteering rather than on strictly making business connections.
3. Visit as many groups as possible that spark your interest. Notice the tone and attitude of the group. Do the people sound supportive of one another? Does the leadership appear competent? Many groups will allow you to visit two times before joining.
4. Hold volunteer positions in organizations. This is a great way to stay visible and give back to groups that have helped you.
5. Ask open-ended questions in networking conversations. This means questions that ask who, what, where, when, and how as opposed to those that can be answered with a simple yes or no. This form of questioning opens up the discussion and shows listeners that you are interested in them.
6. Become known as a powerful resource for others. When you are known as a strong resource, people remember to turn to you for suggestions, ideas, names of other people, etc. This keeps you visible to them.
7. Have a clear understanding of what you do and why, for whom, and what makes your doing it special or different from others doing the same thing. In order to get referrals, you must first have a clear understanding of what you do that you can easily articulate to others.
8. Be able to articulate what you are looking for and how others may help you. Too often people in conversations ask, "How may I help you?" and no immediate answer comes to mind.
9. Follow through quickly and efficiently on referrals you are given. When people give you referrals, your actions are a reflection on them. Respect and honor that and your referrals will grow.
10. Call those you meet who may benefit from what you do and vice versa. Express that you enjoyed meeting them, and ask if you could get together and share ideas.

Resource: Stephanie Speisman. Business Know-How. www.strategiesforchange.com

New Facebook Timeline....What a Milestone!

Alright, first off, I'm a couple months behind on the newest "timeline" layout for Facebook's business pages, but boy am I impressed with the upgrades.  Unlike most changes that make FB harder to use, like moving all the applications so you can't figure out how to edit anything, the new layout is really slick.

First of all, the Cover Photo is a great way to showcase more about your business.  Most companies would reserve the Profile Photo for a logo, which they should, but there is alot of flexibility with the Cover Photo.  Make your business local with a well-known landmark, show off a product or service, or make it personal with a snapshot of your staff.....the possibilities are endless!  I used this space to include our tagline which was buried in the "About" section.

Cover photos are 850 pixels by 315 pixels.  I used Photoshop to create a custom graphic but heard that there are several free online programs available.  Also I suggest taking some time to format your logo for your Profile Photo, the dimensions are 180 pixels by 180 pixels.  72 dpi is fine for web resolution.

If you love customization like I do, you'll be thrilled about the changes to the tabs.  Unlike the old page tabs, applications like "Photos" and "Events," now appear as thumbnail pictures at the top of your profile.  You can edit these titles and thumbnails for each and rearrange.  Only four show at a time but the drop down arrow makes the rest easily accessible.  My only complaint is that you can't eliminate the "Likes" app from the list but overall the new features are favorable.

The posts are now arranged from side to side.  It looks a little busy at first but you do have some control.  Posts can be "highlighted" which spans the post the full width of the screen.  You can also "pin" a post which will keep it all the top of all posts regardless of date for a full week.

Lastly, the pun in my blog title, the Milestone's feature.  Now this is fun!  Since the new layout is indeed a timeline, you can add back-dated content with descriptions and photos.  You can add when the business was founded, when a new location opened up, and other "milestones" as it were.  I pulled out a couple old photos to add to our timeline which really adds a special touch to our page.  The old cars and buildings are enjoyable to look at just to see the changes that have happened locally.  I think customers will like seeing the history and the strong foundation of the business.

All and all, homerun Facebook!

Profiles That Pop!

I have joked that my Linked In profile might be a little obnoxious.  While many folks are still without a picture, I've been adding new widgets that showcase my work.  I wanted to share with you some of the available applications that can make your profile really pop!

By scrolling down to the bottom of your homepage, you will find a little plus sign beside "Add an Application."  By clicking on this you will see all the awesome elements you can add on to your profile making it just a gaudy as mine :-)

Due to my occupation, the three applications I chose where "Events," "Blog Link" and "Creative Portfolio Display."

The Events application allows you to create and display events.  This is great for any event that is open to the public.  Not only is it another resource to get your message out but your connections can see all the events you post and it promotes conversation and engagement.   Plus you can easily share your event on your wall, to groups, or individual connections with a simple click of a button making it a very efficient tool.

If you are a blogger the Blog Link is a must.  You can display not only a feed from your personal blog but also receive feeds from your connection's blogs.  Stay better informed of what's going on without leaving Linked In.  Also give your connections and prospective connections the added convenience to read your posts from your profile.

Designers, the Creative Portfolio Display is a great addition to showcase your work.  Include photos and videos of your work with descriptions on an easy to organize platform.  You will have to register for a Behance account but it's free and intuitive.  Based on some of the articles I've read, it's becoming the favorite site among graphic designers to display their work.

Happy editing!

Connecting with QR Codes

Recently I attended a QR Code Seminar to see what the latest and greatest usage trends are.  Although the mention was brief, the take away for me was using QR codes to direct users to your v-Card.  This is a wonderful use of the codes for networking events. 

I created a QR code for every sales person on our team which links to their v-Cards.  When scanned by an Android user, the code allows them to automatically download the v-Card to their phone.  i-Phone users will be able to email the v-Card to themselves which once emailed will download the contact information to their phone.   

It took less then 15 minutes to create the codes for an entire sales team and create stickers for them to attach to their cell phones.  They may forget their business cards but I guarantee, none of them will be caught without their phones. 

Since QR reader apps are free and there are multiple free code generators available, I don't see why every company won't start doing this.

SCAN ME!

 

The New Look of 2D Barcodes

QR codes are so yesterday!  Well at least that is the word from Microsoft who has developed a flashier version of the Quick Response Code, referred to as "The Tag." If you ask me, it looks alot like something you'd find in Southwestern decor.

The QR code, originally designed for the automotive industry due to its large storage capacity compared to the standard UPC barcode, caught the interest of marketers to deliver information, well for lack of a better word, quickly, via Smart phones.

The Microsoft Tag is the latest format of 2D barcode scanning and you'll have to download a new app to be able to scan them.  This is sure to result in a negative consumer experience.  What's fast about downloading a new app?  I doubt many consumers will bother especially when QR codes are already so widely used.

As with anything new, the critics are furiously blogging.  My initial question....will this be much like Google's attempt to out do Facebook with +1?  Sorry, Google, nice try but no cigar.  Unless the product has fabulous new features, slapping on a new name won't promote a large draw.

Also the Tag must be in color which limits printing options.  With tightening purse stings, I doubt businesses will be running to the presses to print full color just to accommodate this new alternative.   

I don't want to be a Negative Nelly, so here is a video from Microsoft talking about their product so you can form your own opinion.  As always I encourage and appreciate your feedback.

You Can't Be Ambitious For Someone Else

This post is a little more personal but I thought the topic might resonate with others.

I was on a five hour hike with my mentor this past Saturday.  We dove into some personal issues, one of which was inspiring other's success.  I thought she would be proud of the fact that I was looking into a possible career track for my friend but was really surprised that she came back with the question, "why are you being ambitious for someone else?" I guess I never thought about it that way.  People who always try to improve themselves expect and sometimes even force others to have that same kind of drive. 

It may be more of tendency for women to take the lead for others, by researching opportunities, networking on their behalf or by polishing resumes, but in the end if they aren't inspired enough to do these actions on their own, how could we possibility think that they could succeed once we present the opportunity?

This is something to consider while assisting anyone in our life to "do better."  Some of you may have experienced this with helping family members or friends advance their careers.  I believe the biggest take-away was the by exuding the effort to help others, you're not focusing on the steps you need to take to advance your own career.

Although, I am a big supporter of trying to help those who are motivated, the conversation was definitely food for thought. 

Accountability Partners

A sense of accountability or willingness to accept the responsibility of ones efforts to achieve set goals is necessary to accomplish success.   All to often, it is easy to make excuses to why we aren't accomplishing what we need to.  Even easier to make these excuses to ourselves. 

Business mentors or "Accountability Partners" can be great motivators and hinder the use of excuses.  If you have someone to report to, you're less likely to take the easy road.  I know I would be embarrassed to continuously have to tell my Accountability Partner why I hadn't accomplished what I set out to. 

You can find a great Accountability Partner in your business circle.  Fellow Chamber members, industry groups, or even a co-worker.  Be sure to find someone you can trust to keep your discussions confidential, who possess traits of confidence and creativity, and who is able to engage and challenge you.

Meeting consistently is key to a successful partnership whether it be weekly, bi-weekly, or monthly.  Having a set date to report your progress will give you extra motivation.

Accountability Partners can also help you refine your business skills.  Not everyone is a master of all things and their approach to time management, goal setting, or work/life balance could educate you on better tactics.  They may also have a unique approach to a particular task, extra insight due to experience, or greater personal knowledge on a subject. 

If you don't have one already, I highly recommend that you find an Accountability Partner this year and start enjoying all the benefits of this kind of partnership.  Feel free to post comments about your partnership's successes and lessons learned.

Get a Grip-Handshaking Tips

Ok fellas, I realize etiquette books say that a firm handshake makes a good first impression but keep in mind the hand you are shaking.  If you're shaking a female's hand remember it's alot smaller and delicate.  I had a handshake recently that made my hand sore for the rest of the day.  Granted I remembered that greeting, it wasn't necessarily positive.  Just my opinion.

While on the subject of handshakes, I found a couple tips from an article by Psychology Today.

 Here are a few handshaking tips that may grab approval:

• Men and women should stand when receiving an introduction (unless standing would be prohibitively difficult).
• Keep drinks in your left hand in situations where you are repeatedly being introduced. No one likes a wet or cold handshake.
• Don't offer your hand for a shake if the other person has his or hers full.
• Remove gloves (except when it's extremely cold). 

And I would add, don't act like you're going in for a game of mercy.  Also, please get a complete grip.  Nothing is more emasculating or uncomfortable then the finger shake.

For laughs, check out the blog post below entitled "Awkward Moves-Handshake Edition." by someone named Walrus (it's already got my approval).  It's just for fun, please don't try these moves in the business world.

Awkward comedy is the new slapstick. Gone are the days of laugh tracks, canned humor, three camera sitcoms and everything going back to normal at the end of the episode. Parents are watching “Curb Your Enthusiasm.” Grandparents are watching “The Office.”   Everywhere you turn, people are trying to make you feel uncomfortable.  Why shouldn’t they?  In most cases, it’s pretty much hilarious.

I try to be awkward as often as I can.  Awkward handshakes are my area of expertise.  Here are some of my favorite moves, applicable (with often hilarious results) whether it’s your best friend or someone you are meeting for the first time. 

The Premature Negotiator (What I referred to as the finger shake)-  When approaching the introduction, get your Van Damme on, this one requires focus.  You have to grab early, so as to only handshake the fingertips. A fraction of a second early or late, and you’ve either missed and made a fool of yourself, or you just shook a hand that you never intended to.  Get the Purell, it’s gonna be a long night.

The Torpedo-  If done correctly, the torpedo yields extended-periods-of-silence awkwardness.  Go in for the handshake full speed, and at the last possible second, tuck your thumb in front of your pointer finger.  The aerodynamics increase velocity as your hand will slide through his open hand, leaving him not sure if he should continue squeezing your upper forearm or rip his hand away and seek therapy.

The Cold Hand Luke-  Simple, yet effective.  A slight twist on the classic dead fish tactic, advance as normal and commence the handshake, except upon dermal contact let your hand go completely limp.  The key to this one is to maintain eye contact throughout the entire exchange, even a few moments after your hand is released. The title is a nod to Paul Newman, who you should try to imitate as you gaze into the unsuspecting eyes of an increasingly uncomfortable person.