Tuesday Tips from TET!

“Tuesday Tips” is a new blog project from The Event Team that will share our advice on all things professional and personal. We want to share our industry expertise, and we want you to get to know the team, so each week we’ll feature a new set of tips for your reading pleasure! Feel free to comment of make suggestions for new “Tuesday Tips.” We love to hear from you!

This week’s tip comes from Jenny Donadio, the newest addition to The Event Team family. Her position as Executive Assistant requires her to keep the office running smoothly and assist the Sales and Marketing departments with important time-sensitive projects. Being the Executive Assistant means staying one step ahead of the game, which can be challenging since there is no slowing down in our office.  So we asked Jenny to give us:

3 Ways to Keep Your Office Running Smoothly:
1. Make lists – Whether your office be one person or 100 people, making lists is a great way to stay organized and successful in the work place. Prioritize your day with each task that needs to be completed. When complete, cross it off your list. It might be a small goal, but you have accomplished it! When you feel a sense of satisfaction with your daily task lists, possibly make quarterly task lists as well. Setting these goals will provide a sense of accomplishment as well as pride in your work and company.

2. Communicate – With each employee having their own goals and daily tasks, it is difficult to know what needs to be completed to keep the office running as a whole machine. Check in with your boss(es) daily and keep them updated on your daily tasks. Weekly and/or monthly meetings are also a great opportunity to understand how each individual is contributing to the department, and where you can step in to help out or streamline a project.

3. Keep a clean & organized office – Employees may spend more time in their office than they do at home. Why would you want to keep a messy desk? Create file folders, binders, a yearly calendar, etc. to keep all the office information stored in an organized fashion. Your organizational goal should be that if for some reason you are out of the office, any other colleague would be able to easily “sub in” for a day and continue to assist the department and office with any daily tasks that need to be completed.

Tuesday Tips from TET

“Tuesday Tips” is a new blog project from The Event Team that will share our advice on all things professional and personal. We want to share our industry expertise, and we want you to get to know the team, so each week we’ll feature a new set of tips for your reading pleasure! Feel free to comment of make suggestions for new “Tuesday Tips.” We love to hear from you!

for more info contact cdavis@eventteam.com

This week’s Tuesday Tip comes from Sales Manager Ciera Davis. Before joining The Event Team in January of 2011, Ciera worked with The Four Seasons in Chicago as well as a high-end travel agency in San Diego. She brought great sales skills and a can-do attitude with her to this position, so we asked her to give us the scoop on…

3 Ways to Obtain & Cultivate New Leads

1. The Internet.  Google and LinkedIn can be a sales person’s best friend.  I allocate at least one hour per day to googling for conventions or conferences coming to to the area. Once I find an event that has potential, I do some more digging around to find out who the contact is for the event.  Linkedin is also another great source for leads, especially since many companies create Linkedin pages for events that they are hosting.  Once you find the event, it is pretty easy to find the person who created the page (typically this is the person responsible for organizing the event).  Bam!  You have a new lead!

2. Get in Touch.So you have your leads, now what?  Get in contact with them. Pick up the phone or write an email.  I try to dedicate one hour first thing in the morning to calling or emailing any new potential leads (my goal is 5 per day).  The key with calling or emailing is to come off as non-invasive as possible.  We have all picked up the phone before and found an annoying, pushy sales person on the other end.  Whenever I am making a call or sending an email my goal is to be exactly the opposite of that.  Keep it short and sweet, let them know that you are here to help them if they need it and then end with some type of call to action (ie, can we set up a time to talk and discuss your event?  May I call back and follow up with you in a couple of weeks?).

3. Persistence is key.  For every 20 contacts you reach out to, you may only get 1 potential sell, but don’t let this get you down.  The more you do it, the easier the “no’s” get.  And every time you reach out to a potential client you can think of it as a practice session for the big-time lead you are bound to nail one day!

Tuesday Tips from TET

“Tuesday Tips” is a new blog project from The Event Team that will share our advice on all things professional and personal. We want to share our industry expertise, and we want you to get to know the team, so each week we’ll feature a new set of tips for your reading pleasure! Feel free to comment of make suggestions for new “Tuesday Tips.” We love to hear from you!

This week’s Tuesday Tip comes from our VP of Operations Paige Weeber. Paige has been with The Event Team for almost 6 years, and she is the Queen of dotting her i’s and crossing her t’s.  We asked her to provide:

For more info & tips, contact pweeber@eventteam.com

4 Ways to Run a Flawless Event:

1. Organization:  This is an important part of any event.  Being organized throughout the planning process will make things easier on-site during load-in and set up.  For larger events with many moving parts and vendors, it is helpful to provide a “production schedule” to everyone involved.  This is a running timeline of the set up day and includes important details like spot-times, delivery locations, etc. This takes the guess work out of when and where things will happen.

2. Communication: Communication is THE most important aspect of running a flawless event.  Communication prior to the event with the client, vendors and staff as well as continued communication during the set up and as the event runs.  Things happen, things change – and communicating always makes the process smoother.  By keeping everyone involved in the event “in the loop,” they will all be more willing to help when something comes up.

3. Always have a “plan B”:  Although we are blessed with nearly perfect weather, sometimes it does rain in Southern California. Any kind of back-up plan (not just weather-related) doesn’t have to be elaborate, but keeping one step ahead and being proactive is better than being reactive and stressed. Clients will remember the event and the experience better if you portray an aura of clam when they come to you with a challenge. Keeping their event on track and stress free for them is my job.

4. Have a great assistant & staff: Don’ t be afraid to ask for help.  Although it is easy to get caught up in the moment and being in charge, a good planner knows when she can’t be in 5 places at once and learns to rely on her team to be an extension of herself.   Tasks are completed quickly and more efficiently when you learn to delegate (and trust others) rather than run yourself ragged trying to do it all.

San Diego November News from The Event Team

November is a time to give thanks and give back! The Event Team is proud to be involved in several philanthropic projects this fall & holiday season. Check out these great ways to give back throughout our region & let us know how you plan to get your do-gooding on, either individually or with your company!

Trick or Suite: Last week The Event Team participated for the third straight year in Embassy Suite’s Trick or Suite event. The event benefitted the children of St. Vincent de Paul, Starlight Foundation, and Polinsky Center. This year, we decorated our suite with an “Under the Sea” theme. Shout out to Jenny, Ciera and Romy on our sales team for making this event a success! Check out more photos here!

Decorating our "Under the Sea" Suite

Home Start: Every year The Event Team “adopts” a local family during the holiday season. It is so heartwarming to pitch in as a team and work together to help the family have a great Christmas. And the handmade thank-you cards we receive from the kids every year are a wonderful added perk! If you’re interested in adopting a family, contact Home Start today!
Toys for Tots: Another annual tradition for The Event Team is hosting a Toy Drive at our holiday party! This year, we are hosting the festivities at 57 Degrees, and as usual, local marines will be on hand to collect your donations of new, unwrapped toys. Click here to find out how to have Toys for Tots come to your event!

Some of last year's great toy donations!

We wish you all a safe and fun holiday season of giving! Here’s what’s going on around town this month:

November 2: Do the Time Warp down to the Old Globe for a live performance of the cult hit that is The Rocky Horror Showhttp://www.theoldglobe.org/

November 3: The Museum of Contemporary Art San Diego promises a Phenomenal TNT (Thursday Night Thing) filled with California Light, Space, Surface—and of course music, drinks, and hands-on art. http://www.mcasd.org/index.php

November 4: Wine your way to The Butcher Shop Steakhouse to sip and sup at Clairemont Uncorked, a community tasting event. Then, spend the rest of the week soaked in suds at a bevy of brewery events for San Diego Beer Week, through November 11. http://www.clairemontuncorked.com/
http://sdbw.org/

November 5: It’s the most fun you can have on two wheels: Bike the Coast – Taste the Coast takes cyclists 7, 15, 25, 50, or 100 miles up the coast to the Oceanside Pier, where food, beer, and music await. http://bikethecoast.eventmediainc.com/

November 5-6: More than 30 Temecula Valley wineries celebrate the season with food and wine samplings during the Harvest Celebration Barrel Tasting Weekend.  http://www.temeculawines.org/events/index.php?events_id=16

November 6: Free street fairs are in full swing as history buffs step back in time at the Gaslamp Quarter’s Fall Back Festival, while North County shoppers stroll the sales and sample the food at the Carlsbad Village Faire.  http://www.gaslamp.org/fall-back-festival http://www.carlsbad.org/products/productList.aspx?uid=27-109

November 9: La Jolla Strip Club gets you over the hump with indulgent happy hour Manicures and Martinis in its private Champagne Room. http://www.cohnrestaurants.com/menu-restaurants/la-jolla-strip-club/

November 10: Who says beer is for boys? Certainly not Stone Brewing Co., which schools beer-loving ladies at Beer U: Introducing Barley’s Angels.  http://www.stonebrew.com/calendar/default.asp?intEventsID=1815#1815

November 11: San Diego salutes its servicemen and women at the Veterans Day Parade and patriotic celebrations at the Midway Museum.  http://www.sdvetparade.org/

November 13: Feel the rush as you cross the finish line at the Silver Strand Half Marathon.  http://www.sdhalfmarathon.com/

November 14: Gorge your way through Little Italy as you sample budget-friendly bites on this month’s Grub Sprawl. http://grubsprawl.com/

November 16:The San Diego Bay Wine & Food Festival is an oenophile’s fantasy: five days filled with wine dinners, tastings, celebrity chefs, and cooking classes. http://www.worldofwineevents.com/

November 19: ’Tis the season for Dr. Seuss, as the Old Globe welcomes back holiday favorite How the Grinch Stole Christmas. http://www.theoldglobe.org/tickets/production.aspx?PID=6791

November 20: The 65th annual Mother Goose Parade, the largest of its kind west of the Mississippi, hits the streets of El Cajon.   http://www.mothergooseparade.org/mgp/

November 20: The name has changed, but the coastal holiday feel is the same at the Encinitas Fall Festival shopping bazaar and street fair. http://www.encinitas101.com/events/fall-festival/

November 23:San Diego jazzes itself up every Thanksgiving as the Dixieland Jazz Festival rolls into town with five days of foot-tapping tunes. http://www.dixielandjazzfestival.org/

November 26: Christmas comes early for fans of sultry songsters as the Chris Isaak Christmas Show seduces audiences at the Belly Up. http://www.bellyup.com/show/detail/47626

Tuesday Tips from TET

“Tuesday Tips” is a new blog project from The Event Team that will share our advice on all things professional and personal. We want to share our industry expertise, and we want you to get to know the team, so each week we’ll feature a new set of tips for your reading pleasure! Feel free to comment of make suggestions for new “Tuesday Tips.” We love to hear from you!

This “Tuesday Tip” comes to you from our fearless leader Matt Robbins. Matt started The Event Team nearly 20 years ago, and 2011 has been the company’s most successful year to date. Matt is always quick to give his team credit for the company’s success. But we give him all the credit for utilizing our strengths and empowering us in our jobs. We asked him…

contact Matt at mrobbins@eventteam.com

How to Get the Most out of Your Employees:

1. Treat them like individuals
. No two people are alike and no two employees are alike. Don’t have a set way of dealing with everyone.

2. Trust them. If you start out trying to make an employee prove their trust you will never get it. Trust them from the beginning and you will be rewarded.

3. Lead by example. Don’t ask anyone to do something you would not be willing to do yourself.

4. Empower them. Don’t make employees have to come to you for every little thing. Give them the power to make decisions. It will make your employees and customers much happier!

5. Keep them informed. Have weekly meetings where you can keep everyone informed on what is going on at the company. Make them a part of the decision making process.

6. Reward them. There are many ways to reward employees and it’s not always about money. Have fun together!

Tuesday Tips from TET

“Tuesday Tips” is a new blog project from The Event Team that will share our advice on all things professional and personal. We want to share our industry expertise, and we want you to get to know the team, so each week we’ll feature a new set of tips for your reading pleasure! Feel free to comment of make suggestions for new “Tuesday Tips.” We love to hear from you!

This “Tuesday Tip” comes to you from our National Sales Manager Dick Burson. In our industry, we’re always wondering how to make site visits effective and memorable. Dick is an expert people-person so we asked for his advice on:

for more info, contact dburson@eventteam.com

How to Plan & Execute the Perfect Site Visit
The San Diego’s Convention & Visitors Bureau has done a great job in identifying  the bricks of planning and conducting successful site visits:  Know your client’s program – ensure you’re up-to-date on changes – what’s hot and not; own the account throughout the RFP process; be hospitable and personable; make sure all suppliers are ‘dialed-in’;  support your ‘sell’ with relevant tools – pictures, descriptions, maps, layouts, and diagrams; vive la differrence –  tout why your products, services, and location are clearly the best choice. But wait there’s more! In our line of work site visits are wonderful opportunities to show our clients that we can make them as well as their participants feel welcome and special. Here are some tips in creating that extra-special experience:

1. Site Itinerary: Plan It!
Base the itinerary on conversations with your client. If the client tells you the CEO got seasick on a yacht at last year’s meeting, you probably don’t want to waste anyone’s time scheduling a site on a yacht.

-Include all the spots your client has requested to visit. Figure out the best route possible to see all venues in the most time-efficient manner.

Provide an electronic hard copy with snapshot information on what’s going to be seen including an actual road map showing each location – clients love this part!  It gives them an area overview.

 2. Be Prepared!
-Confirm by phone with all of your vendors a few days before & the day of the site. Make sure you all have each other’s cell phone numbers.

-Get your client’s cell number – make sure your client has yours!

-Ask for Help. We always ask our Operations Managers to come with us on sites if their schedules permit. Their logistical expertise is an added bonus for the client and for us!

-Have a “Virtual” Site Visit prepared- just in case!  Sometimes a site visit gets shortened at the very last minute, forcing you to reduce the number of venues you can show. Don’t let the omitted venues fall completely by the wayside- bring an Ipad (or laptop) with a photo presentation of each venue. That way you can at least give the client an overview of one venue on the ride to the next space.

3. Kindness Counts
-Greet ‘em at the airport! EVERYONE likes to be met when they arrive. Greet your client with a sign displaying their name & company name and/or company logo (Make sure to ask permission first). Transport their luggage to your vehicle. Take the scenic route from the airport to your client’s hotel, pointing out landmarks and current local news and/or events along the way.

-Prepare a snack pack with a bottle of chilled water.

4. Day of the Site
-Greet your client inside the hotel lobby

-Bring along all contact info including cell numbers. If your schedule slips let the next stop know you’re running behind

-Be expert on all the venues you’re visiting and the most expeditious routing to use in driving to them.  You may need to pre-drive the route to familiarize yourself.

-Invite your client to a creative lunch.  Perhaps a new restaurant  or a water’s edge picnic

-Be flexible – you’ll learn more as you drive and a venue may ‘pop-up’ that you had not previously discussed.  Do include it!

-Share enough info on San Diego to show that you’re a local expert . . . but don’t be boring!

5. Après Site
-Follow up on getting all the information you promised your client during the site. Edited pricing, photos, etc.

Sites should be fun for both your client as well as yourself.  They’re a great time to sell the destination, the venue, and of course you and the services your company has to offer.   Good luck!

Tuesday Tips from TET

“Tuesday Tips” is a new blog project from The Event Team that will share our advice on all things professional and personal. We want to share our industry expertise, and we want you to get to know the team, so each week we’ll feature a new set of tips for your reading pleasure! Feel free to comment of make suggestions for new “Tuesday Tips.” We love to hear from you!
This “Tuesday Tip” comes to you from our Senior Sales Manager Romy Linde. Romy has been with The Event Team for over 9 (hundred) years (it seems like). She is a blur in motion at the office- going on site visits, taking hoteliers to lunch, cranking out proposals at lightning speed, etc., but she still takes the time to keep her finger on the pulse of the event industry. So we asked her advice on:

How to Keep up with Fresh and New Ideas in the Event Industry:

1. Subscribe to local blogs, newsletters, websites & magazines.
Look for sites and publications that contain information on special events and findings in the region. The Event Team wants our clients to get excited about experiencing our destination! We love to propose standard attractions like the Zoo, Sea World, Disneyland, etc., but we ALSO want to give clients the options of living like a local. One of my favorite daily newsletter/blogs is Thrillist, and a great magazine suggestion is BizBash LA. (Another great idea is to sign up for The Event Team’s blog…wink wink).

2.Check out New Hotspots on Your Personal Time.
The event industry is no place for homebodies. Take your friends to that new wine bar you just heard about. Make a date night reservation at a newly opened restaurant. While you’re at the venue, try to imagine what a corporate event would look & Feel like there. Take a peek at the private event spaces if possible. Pay attention to the quality of food and customer service.

3. Brainstorm.
Once you become aware of a new venue or trend and experience it for yourself, the last step is figuring out how to put your research into action. Do this by reporting your findings and getting the rest of your team involved. Hold short brainstorming sessions during weekly sales meetings. Forward emails that catch your eye to the appropriate people in your office. Maybe the sales team can hold a mixer in a new venue or develop a new team building program out of a buzz-worthy local trend? If you received horrible service at a new restaurant, be sure everyone knows not to send groups there until the problem is corrected! On the other hand, if you enjoyed your experience and find potential in the venue for group events, follow up by scheduling a site visit for the entire office so your team can familiarize themselves with the space.

Senior Sales Manager
Contact Romy for more tips at rlinde@eventteam.com 

Don’t forget to call The Event Team for all your corporate event needs! 888-EVENT-88. Or check us out online at www.eventteam.com.