Vancouver Event Planners – Kathie Madden Events Rotating Header Image

I’ll get back to you after the Olympics!

olympic torch 2
Watching our city being transformed by the Olympic/Paralympic Games has been a gradual adjustment for everyone, and here we are just 9 days out from the opening ceremony with all the expected modifications in full speed. Standing in the shadows of all that anticipated excitement is an uncharacteristic business retort, “I’m sorry, but I can’t do anything for you until after the Olympics”.

It is not that we can’t help you; it’s merely in relation to the logistics of productivity; while anything Olympic related shifts into overdrive expecting anything else to function as normal is unrealistic. As the torch makes its long and historic journey to mark the beginning of the celebration, the rest of the country will have to remember that if there is no immediate reply; leave a message and we will get back to you after the spirit of Olympic flame is extinguished.
GO CANADA GO!

Setting the Scene for Your Wedding

Wedding LocationsLocation, Location, Location

Published article South Delta Leader, January 15, 2010

Most engaged couples don’t consider that their wedding is the first time they will be entertaining together as a married couple. Choosing the perfect setting for a wedding can reflect your personalities and create a truly memorable event. The everlasting trend in weddings is personalization and what better way to begin planning by finding inspiration at a unique site?

Destination weddings are a perfect example of a location being the jumping off point for your wedding. The blessing and curse of a destination wedding is that most of the design elements are built into a package. Having set the tone perhaps at the beach with romantic and picturesque scenery, this location establishes many elements of the design and offers the opportunity for you to reflect your personal touches into the nuptials and reception. By embracing the spirit of the location and learning customs and traditions that can be incorporated into your celebration you can deliver the personal touches for a one-of-a-kind affair.

There are couples for whom the religious aspect of the ceremony is paramount, and other couples that incorporate meaningful traditions from their ancestral roots. The location of the ceremony will be governed by this, but this also allows for some originality in symbolizing how you as bride and groom have arrived to this point of union. Transitioning your guests to another location for the reception can have a scattering effect, so plan on creating a creative and coherent welcoming at the new location that reflects some design elements of the ceremony and further builds a sense of anticipation for your guests.

Fresh-air weddings tend to be more casual affairs however depending on the location; it is the outdoors that inspires the broadest thematic inspiration from rustic to formal. All the natural elements serve to accentuate your design, entertainment, and photography. An outdoor wedding however needs a well-built backup plan, which is as critical as any other consideration as no one can control the weather conditions. Umbrellas for rain or shine, and a heated reception tent are a must. Consider flooring as no lady wants to aerate the grass with her satin heels and elderly guests will have difficulty maneuvering the unlevel areas.

To create and set the tone of your own beautiful wedding, take this opportunity to make the most of it by tapping into your own imaginative ideas on location selection. Remember, it is important to reflect your personalities but don’t go too over board that in years to come you ask yourselves, what were we thinking? Relax and enjoy your wedding day; this is the first of many festive occasions as husband and wife.

Dear Oprah

OprahDear Oprah,

Could you please send your team to pick me up and take me on a 1-2 year world tour to meet and mentor with the best of the Special Event Designers and Producers?  I want a sneak peek into the underbelly of what it takes to organize a Presidential Inauguration, Coronations, the Academy Awards, and other high profile affairs.  I’d like to travel to the Middle East to understand the intricacies of developing an event for a Sheik, follow the Olympic Organizers from one city to the next, and be present to better understand  the cultural preparations of powerful  traditional ceremonies that mark  a right of passage, a wedding, or death.  I will need a photographer as we chronicle this most desired adventure and create a book that can then be on Oprah’s Book of the Month Club.

The Special Event industry is so misunderstood, and I would like to bring attention to the challenges, skills, and research it takes to be a true industry professional, and the importance that anthropology, sociology, and psychology play  in the development of every event.

In your January 2010 issue you headline in bold print: How to Get What You Really Want This Year.  This is what I really want, so I am being bold and just asking for it. I too want to Live my Best Life!

Thank you for your time and consideration.

A 2010 Business Reminder

2010After the last year of economic turmoil, many of us could comment negatively on the bleak outcome however, if you are busily scrambling to put together a list of New Year’s resolutions read the article below, written by John Hersey, CSP .  It is a good reminder for all of us.  John is a leadership keynote speaker, author, and executive coach. (www.johnhersey.com)  Thanks to John’s reminder, I recognize that first on my list will be a positive shift in attitude.  I wish you all a Happy and Prosperous New Year!

Want to Be Wildly Successful? Watch Your Words! – John Hersey, CSP

We hear it all the time; so many people so sure about their intention of focusing on what they truly want. They are so certain, their attitudes are so positive, and yet, nothing seems to happen. “I have done it all, BUT everything is the same”, Stephen says. He is fast to point out that he hasn’t moved a bit in the direction of his dreams.

We must remember that our language is directly linked to our thoughts; thus, we have to pay attention to what we say and how we say it in order to understand a great deal about our way of thinking. Right there, where Stephen said ‘BUT’, is the key.

One has to make it a conscious habit to catch one’s words. This could easily be the only opportunity you have to actually catch your true thoughts, because the only reason you could catch yourself is because you are going to say it out loud, otherwise, it would just stay back there, in your subconscious. The subconscious is happy to grab everything you pay some attention to, whether it is valuable or not, thus, in order to refine its choices, you could refine your language.

In our vocabulary there are millions of words, however, we use a small amount of those millions regularly. The amount of words we use depends directly on our upbringing and education, and one thing is certain: no matter how we were raised or what kind of education we have received, in order to be successful in life we have to be conscious of the words we speak and learn to differentiate what words are meaningful and which ones are pure junk.

No matter where we come from, there are certain words everyone should eliminate from their vocabulary if they want to make their life big, and want to make it big in life. These words are:

- But
- Don’t
- No
- Never
- Can’t
- Should
- Try
- Might
- Want
- Hope

All the words above express some kind of doubt, incapability, negativity, unwillingness, and lack of control. Let’s take ‘hope’ for example; ‘hope’ is a major success among people. People love what ‘hope’ stands for; nevertheless, this word is normally used to express desperation, more than real hope.

If you think this is trivial, think again. Remember, our words are tightly linked to our thoughts; whatever you say is deeply entrenched in your mind, so, when you consciously keep out of your vocabulary certain words, you are making yourself think in a more positive way. As everything, changing your vocabulary needs training, and it may seem difficult at first, however, if you learn some new great words to substitute the less positive ones, it may make it easier to switch:

- Yes
- And
- More
- Chose
- Intent
- Plan
- Can
- Will
- Trust
- Allow

Start using these words more in your daily conversations and you will experience MAGIC, there you go! Another great word!

10 Basic Rules and Principles for Conducting Effective Meetings

gavelAt some point in your career you will attend an official meeting and will need to be prepared on the proper procedures that are designed to expedite business, maintain order and ensure fairness, justice, courtesy, and equal treatment for all members. Robert’s Rules are the principles that will assist your organization to achieve its objectives.

1. The organization comes first. Decisions of the organization supersede those of individuals. The power of any meeting is in the hands of the voting members.
2. All members have equal rights. Full participation in business meetings by making motions, debating, and voting is among these rights.
3. A minimum number of voting members (known as a quorum) must be present in order to transact business legally. The general rule is a majority of the entire membership, if the bylaws don’t define the quorum.
4. Only one main proposal may be before the assembly at a time. Only one member may have the floor at a time.
5. There must be full debate before voting on any proposal unless this is suspended by a 2/3 vote.
6. A proposal is the item under discussion, never the person who introduced it. Personal remarks are always out of order.
7. To avoid wasting time; a proposal once decided may not be presented again in that same form in the same session.
8. A majority vote decides a question except in cases where basic rights of members are involved. Then a larger vote is required. a majority vote is generally defined as more than half of the votes cast.
9. A 2/3 vote is necessary for any motion that deprives a member of rights (such as changing the rules of debate, closing debate, closing nominations, or changing previous decisions without notice.
10. Silence gives consent. Those who do not vote, agree by their silence, to allow those who do vote, to make the decision.

Learn and understand the bylaws of your organization, and by doing so; your participation will be effective.

(Adapted from Pointers on Parliamentary procedure, Louise E. Bereskin, National Association of Parliamentarians)

Non-Profits Need to Embrace Technology

54371294_ad79ee1455If you are a Nonprofit and have been shying away from technology or social media platforms,  you need to take  more advantage of of the benefits that further reduce expenses through labor costs and court donors in a more efficient way.

1.    Spreading the word about your organization by using Twitter, MySpace, and Facebook will generate interest to a larger and more global demographic.
2.    Reducing your dependence and expenses for direct mail using  Email and the web will better communicate your message and generate donations.
3.    Donors with an email address are more valuable- even if donors want to respond by mailing in their donations.

4.  Having online payment options is  convenient and provides much quicker results.

5.  Using cutting edge technology demonstrates that you are maximizing your efforts for the betterment of the organization.

Confused about Twitter? Come to this Cocktail Party

cocktail-glassesI will admit I was skeptical about the power and influence of Twitter and other Social media platforms.  I couldn’t figure out what value there was to posting until I met a Business Leadership Coach; Patti Dragland of Strategic Sense Inc. Patti walked me through the etiquette and explanations that helped me better understand the strategies I needed to employ. I wanted to share them because I believe they are extremely helpful and will  give you a very good understanding of the network that can be established.

1. You need to begin by thinking like a guest at a cocktail party where you know no one.

2. Politely introduce yourself to someone and create a discussion.

3. If there is mutual willingness to share conversation stay with them and they will begin introducing you to people you should get to know.

4. There is no worse guest at a party that one who talks only about them self.  Politely create an interactive discussion based on learning about each other.

5.  If you do not connect in a mutual interest, move on and begin networking the room.

6.  Just like at any cocktail party; in turn you must learn to introduce your contacts to people that may benefit from meeting them.

7.  Have something to offer: tips, advice, new items, trends etc.

8.  It is not a contest to get the most Followers, it is a format to broaden your relationships,  to  connect and share with a global network of people, and to get you out of the office…sort of.

What are you Worth? Find the formula here!

Calculator2I often get phone calls from enthusiastic event planner hopefuls poking around for information on what to charge their clients.  This formula was given to me long ago from an event professional, and I in turn pass it on.  I hope it comes in useful but more importantly, be realistic in the pursuit of making top dollars in this competitive industry before you have the proper training and experience.

Play with this formula, along with your expertise; you should be able to determine a reasonable fee that calculates your worth.

Your Highest Annual Salary (or what you would like to make) __________________

Divide by 50 (weeks per year)____________

Divide by 5 (work days per week) __________

Multiply by 2.5 (for expenses) _____________

For an hourly rate, divide by 8 ________________ (round up to the next $5 for the min. daily rate)

Total ____________ (round up to the next $1 for min. hourly rate)

Per Diem_____________

Hourly Rate __________

Pay It Forward…in Business?

handshakeIn reply to an online inquiry I made, I was sent a response by the Director of Recognition Awards & Business Development and following her signature was written these words; “Practicing Random Acts of Kindness”.  This was such an atypical business tag line but it caught my interest because I heartily share the philosophy.

Some months later I began receiving significant business opportunities and although I wasn’t certain, I wondered if it was her magic wand of “Random Kindness” that had been wielded in my direction. The actions that bring achievement in business can be measured by diligence, patience, error, luck and in some instances; by the kindness of others.  I was correct in my assumption that it was her that passed on the opportunities that have assisted to further validate my skills.

Why am I telling you this?  Perhaps it is time to randomly practice appreciation to those that have helped you succeed in business. We are often supported by dedicated employees, faithful clients, trusting associates, and casual acquaintances but do we make the effort to show or tell them how much their support has helped in the growth or success of our business?  Of course in shameless self-promotion I would encourage you to host an appreciation event for them however, I would like to emphasize that extravagant events are not always necessary.  The simplest tribute in the form of a spoken word, or perhaps a card can cultivate the truest form of appreciation and contribute to a positive corporate culture.  Even better if they are then encouraged to pay it forward.

In the earliest stages of my own business development I was met with some not so encouraging results when seeking advice from my industry competitors, and at that moment I vowed that I would never deny assistance to anyone attempting an event planning career. That one decision has me answering inquiries and mentoring potentially future rivals quite frequently, but this one ethical practice has given me the pleasure of paying forward my knowledge and guidance.

Anyone that has helped you along the way would be touched to know they meant a difference in your business.  In my own circumstance, I took Ms “Random Acts of Kindness” for lunch and told her how much I appreciated what she had done for me. During our lunch I mentioned how refreshing it was to meet someone in business that was not embarrassed to apply these values in a business landscape.   Knowing her philosophy helped me when I bought her a gift of gratitude. Inside the bag I included a smaller wrapped gift, knowing that when the time was right she would continue to Pay it Forward to some other deserving person at work.

5 Hot Fund-Raising Tips

fundraisingFund-raising events can create more than just money; there is intangible gold in developing the strategies of a successful signature fund-raising event that will also assist in long-time sustainability.

Focus on these 5 C’s :

1. Contacts – Will the people that attended the event do so again? Have a plan in place to gather contact information and thank them for attending and donating at your event, and also to provide your organization with contacts for future event announcements. Give people the opportunity to opt out if they are not interested.
2. Credibility – People want to know that when they donate in any way, what percentage or purpose the funds are being raised for.
3. Continued Education – Communicate your mission statement and any other important information to the public about present and future initiatives. Ask yourself if they will learn anything new from this project.
4. Commitment – By fulfilling your obligations you will prove your motivation and improve your organizations’ image.
5. Community Relations – Show proof that the community and its’ involvement in your event is benefiting from your fund-raising initiatives.

Any fund-raising event needs strategic leadership, clear objectives, and motivated volunteers, but don’t forget to mine for gold among the 5 C’s of success before and after your event.