Event Planning 101

June 8, 2018

Illustration: Joey Bouchard/BizBash

Jaime Geffen of Geffen Events says it's important that V.I.P. lounges feel private, safe, and exclusive—without being too over-the-top. She previously helped create the V.I.P. arrivals tent at the 2016 Teen Choice Awards (pictured), which served as an extension of the red carpet.

Photo: Sean Twomey/2Me Studios

Catalyst Teambuilding Events offers the BeatsWork program, which transforms a group into a giant percussion band with each person playing a part, in time and on cue.

Photo: Courtesy of Catalyst Teambuilding Events

Photo: Matthew Bologna/BizBash

N.B.A. sponsor American Express gave fans a chance to experience its digital video Pivot activity at the N.B.A. All-Star Game in February 2015. Displayed on a 103-inch screen, the experience immersed fans in the movements of some of the league’s star players.

Photo: Vivien Killilea/Getty Images for American Express

NewportFilm Outdoors

The annual NewportFilm Outdoors summer film series in Rhode Island specializes in documentaries and chooses a venue inspired by the selected film for each of the weekly screenings. In 2015, the series hosted a screening of Peggy Guggenheim: Art Addict at the Newport Art Museum.

Photo: J. Clancy Photography

1. Break the ice.

One of the primary functions of a name badge is to increase conversations and networking. For the ninth iteration of the Engage! luxury-wedding business summit, held in Las Vegas in 2012, name badges served as an icebreaker: The number of crystal charms on the tag identified how many times the badge-wearer had attended an Engage! conference. Veteran attendees had nine balls, while first-timers had one.

Photo: Readyluck

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

Photo: Nadia Chaudhury/BizBash

Hospitality is about attention to detail. Joseph Ramaglia, general manager of Culina, Modern Italian restaurant at the Four Seasons Los Angeles at Beverly Hills, says, "The most simplistic details must not be overlooked. Corners cannot be cut."

Photo: Nadia Chaudhury/BizBash

Tony Ambrose of Ambrosia Catering participates in NACE New England’s Feeding Our Neighbors initiative, donating surplus food to Boston Rescue Mission. Perishable items should be properly stored and donated within 24 hours of an event.

Photo: Dana Siles

For a an element of corporate social responsibility, employees helped create a college-theme mural for students at the nearby Jenner Academy of the Arts. Some employees opted to draw their own high school insignias or mascots.

Photo: Jonathan Mathias

Marcy Blum

Photo: Nadia Chaudhury/BizBash

American Eagle at Lollapalooza

Keen to showcase its ability to personalize denim, American Eagle set up a two-story structure on festival grounds. The top floor offered Wi-Fi, phone chargers, and a hot festival commodity: shade. It also displayed customized jean styles.

Photo: Barry Brecheisen/BizBash

Washington Capitals fans gather on the steps of the National Archives Museum on June 12 to celebrate with the team during its Stanley Cup victory parade.

Photo: Courtesy of Hargrove