Event Planning Workshop

Today, for my public relations position at WGUR 88.9 FM, I thought it would be a good idea for my PR team and I to attend an event planning workshop put on by the GIVE Pacesetters program here at Georgia College. Although I worked all summer doing special events, it is easy to forget some really key elements when planning events, especially when they have to be coordinated and approved on campus. I also realized that many of the people working on my team this semester are freshmen or sophomores and don't have any experience at all.

We were introduced to many important people on campus that are necessary to communicate with before putting on an event. We learned the importance of reserving campus space for an event through R25, catering policies and contracts with Sodexo, technology and equipment that is available to use for free on campus such as projectors and speakers, and the table reservation and flyer approval processes. I was glad to have one meeting where all of this information was consolidated and my whole team could see how much pre-planning goes into events.

We talked about the importance of the RACE method of planning events. R is for research. What are other organizations planning? What are the rules and regulations for doing such an event? How have similar events worked out for others in the past? A is for action. Planning ahead and making reservations for space, tables, equipment, etc. way in advance. Putting together a team of people who can bring all the loose ends together to pull it off. The event industry is action oriented and you've got to have a game plan. C is for communication. How are you going to communicate with the public about your event? How are you going to promote it? What are the best ways to reach the audience you're targeting? And E is for evaluation. Keep a list of things you need to improve upon for your next event. Take a survey of those who participated and see what they thought your strengths and weaknesses were. Survey your team members and see if there is a way to make the process easier for all of you.

As someone who has worked with events before, none of this information was new to me, but it was a great reminder to stay on top of things and think far enough ahead that you don't find yourself in a bind at the last minute.

I'm excited for my PR team to work with me and for us to all learn and grow together this year. Be watching out for some great events compliments of your student radio station, WGUR 88.9 FM!

A Taste of the Event Industry

Myself with Lindley Hewatt, event planner, and Lynn Lilly, owner

Sandy Springs Family Fun Day

Bridal Fashion Show

The Chronicles of Online Dating book launch

The Designer Bride

This summer, I had the opportunity to work on site with an event planning company, Lilly White Events. The company is owned and run by Lynn Lilly, who also is the owner of Blackout Productions and Social Lilly. I worked collectively for all three companies. Lilly White Events specializes in weddings and wedding-based events. Blackout Productions mainly works with alcohol vendors and doing promotional events for liquor companies. Social Lilly is the networking aspect of the company, which includes a book that Lynn Lilly and Lindley Hewatt wrote and published, featuring Atlanta's top bridal vendors. I was excited to be able to work with such a wide realm of events.

The first event that I did with the company was a promotional night at Steel Restraunt and Lounge. We basically planned the night to have complimentary sushi and giveaways so that the trendy Midtown hotspot could bring in an even larger Friday night crowd.

The next event I did was The Designer Bride Event at Lion's Gate Mansion in Buckhead. Many of the vendors from Social Lilly were at the venue and offered their product samples and services to brides looking to book with them. I was in charge of swag bags and coordinating vendors to donate to them. We also hosted a bridal lingerie, bridesmaides dresses, and wedding gown fashion show, which I had the opportunity to model in. (But not the lingerie, thank goodness!) It was really exciting to see the workings behind the scenes and what it takes to put on a successful fashion show.

I also worked with our Russian Standard White Nights premiere party. The Russian Standard vodka company is premiering their vodka one city at a time, and I got to be a part of the team that planned the Atlanta premiere. The night was complete with Russian Standard cocktail samples, go-go dancers, a DJ, and many well known Atlanta socialites.

Next, I helped with the Seven Deadly Sins of Summer at Whiskey Park. Once again, I worked with vendors to produce swag bags, and also with Three Olives Vodka for giveaways .

We worked with the Sandy Springs Police Department to put on Sandy Springs Family Fun Day, benefitting the SSPD benevolent fund. We worked with Event Rentals Unlimited to have tents, tables, chairs, trash cans, etc. in addition to the climbing wall, moon walks, face painting, and many other fun activities throughout the day.

We put on the Sex and the City 2 premiere party the night before the movie was even released in theatres. The event was sponsored by Skyy Vodka, which provided cocktails for the evening. The swag bags were amazing and guests were so happy with the vendors that were present to offer products and services before the film screening.

We did a book launch party for Love, Sex, & Deception: The Chronicles of Online Dating. Once again, the event was spectacular with swag bags, a lingerie fashion show, and a wonderful venue (Tongue & Groove).

The last big event of the summer that I did was Brides Who Lunch Bon Voyage. Brides and their guests traveled in provided transportation to 3 different venues, appropriate for bridal luncheons, rehearsal dinners, or anything of the sort. Vendors were at each location, and my mom got to be the featured bridal florist at Steel. Brides had a chance to book with photographers, florists, jewelers, cake specialists, and many other bridal vendors.

My favorite part of the job was working with a particular bride and groom to plan their wedding, scheduled for next Spring. I loved this because I got to work with them from step one, and be there with them every step of the way. We went to catering meetings, cake tastings, florists, talked about dress choices, venues, and everything in between. I loved having the chance to help a bride make her wedding day amazing.

I learned so much working with Lynn and I got a better sense of what it takes to be successful in this industry. The skills I learned and experience I gained will prove so valuable to me as I work toward my career in the future.