Illustration: Joey Bouchard/BizBash
More than 200 planners of TEDx events around the world are attending the TED Conference simulcast at the La Quinta Resort in Palm Springs this week.
Photo: Marla Aufmuth
Viceroy Bali public relations manager Lely Elfrida stresses the importance of consistent branding, discretion among V.I.P.s, and being prepared for any guest request.
Photo: Courtesy of Viceroy Bali
Rather than setting up cyber cafés—specific areas with computers, Wi-Fi, and electric outlets—offer your attendees free Wi-Fi and charging stations throughout your event.
Photos: D. Channing Muller for BizBash (cyber cafe), David Lee/Getty Images (charging station)
The Children's Book Choice Awards switched venues at the last minute, but it brought along its bookshelf lectern.
Photo: Courtesy of the Children's Book Choice Awards
Photo: Nadia Chaudhury/BizBash
Photo: Nadia Chaudhury/BizBash
The Web site for the American Cancer Society's Discovery Ball in Chicago has animation, so planner Lee Kite works with a web developer to ensure the site is viewable on smartphones and other devices.
Photo: Courtesy of the American Cancer Society Discovery Ball
Cort director of marketing and product development Kevin Dana advises making sure you know how much design and space-planning assistance your vendor provides.
Photo: Richard Barnes Photography
iAnnotate
Intended for use with iPads, iAnnotate provides a variety of tools to add notes to images, PDF files, Word documents, and PowerPoint slide shows. Annotation can be added as text or voice notes, and there are tools for highlighting, underlining, and strike-through. Files can be shared through Dropbox, Google Drive, and other cloud-based services.
Photo: Courtesy of iAnnotate
Cycloramic
Cycloramic is an app that makes an iPhone spin 360 degrees to take panoramic photos and video. The app operates hands-free with an iPhone5 or in guided mode on other iOS devices. An update in June added an editing studio that allows users to add text and filters to photos. Images can be saved in the app’s library and shared via email or on social networks.
Photo: Courtesy of Cycloramic
(Pictured, left to right) Thom Singer, Leslie Weekes, and Kelly Woo
Photos: Courtesy of Thom Singer, Michelle Lindsay Photography (Weekes), Courtesy of Kelly Woo
AOL got 1,700 guests seamlessly to its Brooklyn NewFront presentation through intricate transportation, communication, and contingency planning.
Photo: Phillip Angert
During the cocktail party prior to dinner, a dramatic living statue posed on a pedestal. The party was inspired by the Getty Villa, itself a replica of an estate near Pompeii from circa A.D. 79.
Photo: Nadine Froger Photography
The reception also included the four-sided “Bacchus Bar,” which featured models perched on each corner feeding grapes to guests as they approached.
Photo: Nadine Froger Photography
The Los Angeles Memorial Coliseum—with its arched façade reminiscent of ancient Italy—served as the dinner setting for this year's California Science Center Discovery Ball, which coincided with the opening of a special exhibit on Pompeii.
Photo: Nadine Froger Photography
Attendees followed models dressed as gladiators to this year's dinner venue, which was kept a surprise.
Photo: Nadine Froger Photography
Tabletop flower arrangements in varying heights came from Chris Matsumoto and evoked the colors of lava.
Photo: Nadine Froger Photography
Guests dined under the stars this year, and bare-shouldered attendees scooped up pashmina cover-ups from costumed models during the meal.
Photo: Nadine Froger Photography
Costumed musicians entertained the crowd.
Photo: Nadine Froger Photography
The after-party back at the museum featured an "aftermath bash" theme with a nightclub look and feel.
Photo: Nadine Froger Photography
The after-party had many volcano-inspired details, like a dance floor designed to mimic lava flow and a screen with projected images of volcanic activity from space.
Photo: Nadine Froger Photography
Planners say they want new mobile apps that are easy to use and add value to their events.
Photo: Nadia Chaudhury/BizBash
Hurricane Sandy flooded New York's Galapagos Art Space. Event pros advise incorporating a force majeure clause into a contract.
Photo: Courtesy of Galapagos Art Space
Photo: Scott Clark/Readyluck
A frittata is a gluten-free, wheat-free, paleo-diet alternative to a quiche for a breakfast meal.
Photo: Tracy Stuckrath
Rather than offering fruit, nuts, and cheese on one platter, consider separating them to avoid issues of cross-contact for guests that have a milk or nut allergy.
Photo: Tracy Stuckrath
If guests have food allergies, planners need to be aware of all of the ingredients in the menu they are serving. For example, for a dish of pan-fried chicken with Brussels sprouts and beets, it would be critical to know whether the chicken was cooked in peanut oil, which is a common allergen.
Photo: Tracy Stuckrath
A unique atmosphere can help a venue stand out to planners.
Photo: Andrew Bordwin
Photo: Nadia Chaudhury/BizBash
(Pictured, from left to right) Shelly Tolo, Neiman Rose, and Marni Fechter
Photos: Mike Nakamura (Tolo), Courtesy of Neiman Rose & Marni Fechter
Photo: Nadia Chaudhury/BizBash
Photo: Dan Hallman for BizBash
Understanding key concepts in technical production will save time and money.
Photo: Claire Pacelli for BizBash
It's perfectly acceptable to bring tablets and other personal devices into meetings these days—but use them appropriately. "Don't check your email or play Candy Crush," says etiquette expert Jacqueline Whitmore.
Photo: Courtesy of Workspring
Photo: Shelbie Pletz/BizBash
Photo: Albie Colantonio
WM Events suggests holding a carnival with games as a way to raise donations.
Photo: Julie Anne
Photo: Theo Wargo/Getty Images for Samsung
Photo: Nadia Chaudhury/BizBash
Photo: Stephen Karlisch
Ask your designer if he or she will stay for the event's entirety. Jes Gordon, who designed a bar mitzvah in New York (pictured), says her team remains on site for the duration of an event if they are overseeing audiovisual production. If not, they may leave at some point and return for load out.
Photo: Andre Maier Photography
Photo: Max Levine Photography
Many large music festivals, such as Tomorrowland in Belgium, use R.F.I.D. wristbands in place of admission tickets. Not only do the bands speed up entrance lines, but they can also be used for cashless payment and to facilitate posting on social media.
Photo: Stijn De Grauwe
According to the U.S. Travel Association, about one-third of domestic business trips include air travel.
Photo: BizBash
Event professionals cite weather problems, technology failures, check-in confusion, and red carpet disorganization as among the issues that keep them up at night.
Photo: Theo Wargo/USA Network
Photo: Courtesy of IDEO
