Today with the AEP

Today, I helped setup for a banquet sponsored by Nashville's "Operation Andrew Group".  OAG is a community ministry organization made up of influential volunteers from a wide range of Nashville businesses.  They sponsor the annual "National Day of Prayer", "Nashville Community Thanksgiving Service"  and other large events. This event was their annual "Honor Banquet" for area pastors and their wives.  

As I've alluded to in previous posts, ministries never have budget to do fancy setups, so we had to get creative and resourceful for our decorations - and spend under $5.00 per table! 

The banquet theme was "Harvest" - SO - I suggested we do small shocks of wheat in some form for each table.  

Janet Slayden (pictured) from Operation Andrew put feet to the idea and rounded up stalks of of wheat to bundle with a ribbon and standup in a flower pot filled with sand.  A dowel rod inserted in the sand kept the stalks standing upright.  As simple as this was, it looked great when we got 28 tables set with them. We finished the simple setup by standing the programs like table tents at each place setting.  The caterer was going to pre-set salads and desserts. (filling in more table space).  If we would have had more $$$ and time, I would have painted the clay pots and added a few votive candles.  

I share this so very simple idea because the Accidental Event Planner knows that most planners have to make something from nothing more often than not.  This is an idea you can put in your "mental blender" for later!

AEP Tip:  When your budget is low and you have to use simple items for setup, keep in mind that when you multiply the item in the room, it gains "visual strength".  

This is kind of like choosing paint shades for your wall. I've learned to choose the color chip that I want the wall to most look like when completed,  and then go 1 shade lighter.  Why? - Because when you multiply the color and fill the entire room with it, it intensifies. 

CREATIVITY

WAAYYY back in the early 80's, I sat in the first day of my "Intro to Music Business" class at Belmont Unversity taught by Dr. Bob Malloy.   "I  want to ask each of you something" Malloy said.  Then one-by-one, he asked every single person in the class "Are you creative?" 

A few students hem-hawed around, afraid to sound arrogant with their answer. "I think so", "maybe" said some.  Several said "no".  About 2/3 of the class stepped up and boldy answered "yes".  Malloy waited until the entire class had responded before he said "those of you who answered no or maybe should change your major and look for another career."  "If you're not creative in this business - you won't make it".  BOLD! Gutsy - and TRUE.

Since I moved from full-time music to the world of events & production, I can say the same holds true for those fields as well.  Those who are not creative struggle with the work.  In my past corporate work, I've seen many "event planners" hired who interviewed well with the "suits", but had not a lick of an idea when it came to developing their work.

I've sat with those folks sharing ideas over the years, trying to help them out.  Most all them have asked me (with perplexed looks)  "Where did you get those ideas"  "How do you come up with this stuff".   I simply reply "I thought it up. (you moron!)"

So - Where does creativity come from?  There are many, many studies on this.  After all these years, my crass, gut-level take on it is either you have it, or you don't.  I think it's a gift.  I've had many ask me to teach others "how to be creative", and I've usually turned them down.  I don't feel that you can teach groups that may not have the basic gift needed to succeed in that area.  I DO however, feel that creativity can be cultivated. Some people may have a beginning or dormant creative gift that needs to be nurtured or awakened.

I think nurturing your creativity is about FILLING YOUR TANK.  I'm talking your mental creative tank here, not your car!

It's been proven that there are few truly original ideas.  Most creative people are masters at filling their tank with existing ideas that they can put in their "mental blender" and whip up something that comes off and fresh and original.  There's a great article on this very thing in this months FAST COMPANY Magazine.  You can read it online here.  The article stresses how fresh input is crucial to helping you take your thinking into new areas.

Here are few things I do to fill my creative tank:

• I walk through malls & stores "absorbing". - I look at what kinds of displays there are, how did they build them, what colors do I see most, what kind of music is playing in the background.
  
• I visit high-end hotel lobbies. - What kind of furniture did they use, what kind of spaces are they making for you to want to stop & linger, what colors, what smells, what music.
  
• Restaurants - What kind of experience (beyond the food) are they building for you?  How does it make you feel?  Do you want to relax or hurry up and get out?  What are the trends in the foods they serve?
• Movies - What are the vibes they are creating for you?  How cohesive and strong is the story? What kind of emotional connection have they created. Does the actor "become" the character.

Let me encourage you as event & production people to regularly fill your mental tank.  Get out - see and experience stuff around your town and in your travels.  Mentally file it away and then call on it when you need to create something new.  Mash the experience up with other ideas you have and create your own thing.

People will marvel and say "How do you come up with this stuff".  Which you can simply reply "I just thought it up (you moron!)"

Go and create!

Timing & Talent

I've been meaning for awhile to post about my take on the Olympic Opening Ceremonies, The Democratic Ntnl. Convention, and the Republican Ntnl. Convention. 

Now RELAX fellow AEP readers! I've told you in earlier posts that this is NOT a political blog.  My point today is about observing these HUGE events with the eyes of an event planner.  Observing the critical timing, and volume of talent on display. 

As you watch these things unfold in the comfort of your living room, do you give a thought that behind the scenes there is an ARMY of people prepping, cueing, calling the shots, directing what pops and when!?!? And at the heart of it all, there is 1 Event Planner / Producer / Director calling the shots.

OLYMPIC OPENING

The Olympic Opening just astounded me!  I was BLOWN AWAY by the amount to creativity on display in the planning of this event.  It was like Cirque du Soleil on steroids. (at least to me!).  My life's wish is to actually be hired to sit in a meeting, spout out stuff like "I see people suspended at different angles running around a giant projection globe that rises from the stadium floor" - and have the people on the other side of the table LOVE it, GET it, and actually want to PAY for it!

The underlying thing for me with the Opening was the importance of timing and the huge volume of talent that had to be tapped to produce the show.  I think I heard that it took 8 months of rehearsal with the various groups of people that were on the field.  There were 2008 performers in each segment of the program.  I believe they said over 15,000 total were in the cast.  

As an event planner, imagine thinking through the timing of logistics of moving that many people from their pre-show staging area to getting them on the field, in the right place, in costume, with whatever technical thing, harness, or prop they would have needed - IN TIME for the camera.

STAGGERING!  I was again AMAZED at how smoothly, flawlessly the cast moved in the program. Not a dead moment in the thing.  Smooth overlaps, wonderful visuals to keep the audiences attention while the staging changed.  It was brilliant to incorporate the set and cast changes as a part of the show.

All said, in my previous event work with large groups, choirs, acting casts, etc., It was all that I could do to get 30-50 people on stage, on time, on cue, and get them to take the issue of timing seriously. I wish I had a tip for you on this, but other than cracking a whip and getting ugly backstage - I don't.  

The other issue for me with the Olympics was talent.  HOW did they find over 15,000 people that had the rhythm, dance skill, acting skill, sheer talent to pull off such a huge thing so well?  

Most of the productions I've done have been volunteer based.  Now - my vol's are dear folks that mean well and give their all to the program, But - I've struggled at times to find 5 people that could keep a beat and remember all the dance steps.

With the Olympic opener, I was amazed at the opening drum number - 2008 guys seeming to all have GREAT rhythm & timing - and dance skills to boot!

Do you have any tips on seeking / auditioning talent for producing shows?

So much of choosing talent and planning timing from the producer's standpoint is about going with your gut.  I think alot of it is about choosing / casting the right person you think is teachable for the role. Sometimes that's more important than their sheer talent alone.  

If a performer is used to "wowing" everyone with a certain set of talents, they may not be very flexible if you wish to take them in a slightly different direction for the show that they may not be used to..

DNC / RNC

Just a quick thought about the political conventions - 

I was also impressed with the sense of timing and camera shot with both these events.  The way they get all those cards out to the floor and up at just the right time to make the camera shot.  There are definately directors on the floor running, yelling and cueing the crowd to make that happen.  

I was also impressed by the use of giant projection at these events.  Looks like the DNC may have used alot of DL-2's (giant hi-def, moveable  video projectors) and the RNC looked like some sort of hi-def jumbotron behind their speakers. 

LET'S TALK

As an event planner or show producer, what are some tips that you can share about talent and timing?

Today with the AEP

Today, I'm setting up a men's dinner event for my church.  I'm guessing that you may often get "drafted" to do similar things.  As usual, since it's an event for the church, there's little budget.  (I don't know what it is with God's people, but why are they so constantly cheap!)

We expect about 200 men and I'm setting tables to seat 8.  Since it's a men's dinner, I didn't want to go with flowers and "pretty" colors.  But on the other hand, I didn't want to go with cammo & moose heads either. SO - Time to go shopping and see what's on hand to solve this scenario, all for under $200.  

AN AEP TIP:  I learned long ago to simply go and see what was available and on-hand, rather than dreaming up something and then NOT being able to find it, or having to make it. Save yourself the stress & time by using "off-the-shelf" items!

I had to go to a store that would have enough items to cover my 25 tables, plus a little extra for my under $200.00 budget... I chose HOBBY LOBBY for this time as they often have great 50% off sales.  

Budget dictated using plastic table covers. Wanting more masculine colors, I passed on all the neon bright (plastic) table cloths I saw and instead chose a mix of shades of brown, tan & purple.

I remembered reading along time ago somewhere that brown relates to purple somehow (who knew!) I found a napkin printed with a brown & white "batik" type pattern.  Really pulls together the mix of table cloth colors.

ANOTHER AEP TIP;  MOCK-IT UP! It helps if you'll layout your items so you can get an idea of how they'll all look together.  Sometimes, I've done this on the floor of the store!  This time, I was able to mock-it up in my shopping cart.

Tables covers are set! Now - what for a centerpiece?  I had thought about using some little potted fall cabbage plants (purple, white & green) but found something totally different while walking the Hobby Lobby aisles.  TWIG BALLS!  A big variety of balls made out of wound-up twigs and sponge-y stuff.  All in the browns & creams that would work with my setup.  AND - They were 50% off!!!  I AM BLESSED!  I'm adding a few cheap votive candles to finish out the setup.

I'm posting a photo of the elements I'm using for the setup.  

Maybe you have a men's event or family dinner for a man that you need to setup.  I hoping these colors and ideas might help you out.

What do you think?  What setups have you done for men's events?

The MAC is BACK!

Fellow AEP readers - (all 3 of you!) - 

Glad to announce that my MAC is finally out of the shop and back at home!

Stay tuned to the AEP for some fresh posts - starting TODAY!

Dear AEP readers - Sorry for the lack of posts!  I'm having some kind of trouble with my MAC's power supply.

It shuts off - frequently - making it difficult to get much of post going.

I'm taking it to the MAC Dr. this week.  Hope to be back up and posting on the AEP soon.

STAY TUNED!

Planes, Germs, Hurricanes

I've been watching the coverage of hurricane Gustav merged with all the coverage of schedule changes for the Republican National Convention.  I'm NOT going to get political with you here, but I've been watching all this from an Event Planner's point of view. 

MAN!  I feel for whoever the RNC planners are!  I'm sure they have had little sleep the last few nights as they've had to juggle the schedules of cantidates, politicians and Presidents - while attempting to have some sort of programming on the live floor for the convention attendees. AND - they planners have to make sure it all looks very smooth and intentional. The GREAT Event Planners are the ones who can roll with the changes and still make it a great event.

I learned an important lesson early in my corporate event planning career that I'd like to pass to you today.

Here it is - EXPECT SOMETHING TO GO WRONG!  Now, stay with me or you may miss the point.  I don't mean that you should work yourself into a tizzy that EVERYTHING will come crashing down that you've planned.

Rather - I had to learn how to plan an event that I could re-direct at a moment's notice if necessary. 

I also had to figure out how to simplify my work and the way I did it so I could easily make changes. 

My first few years as an event planner, I planned things that took a cast of thousands, and an army of volunteers to make it happen.  I was producing some great stuff, but I was at the office ALL the time, ALL day, ALL night.  It was killing me - and my home life. I realized that if I was going to make it as an event planner, I was going to have to simplify my plans and how I approached the work.

One of the first "tenants" of event planning that I adopted at the time was this:  "Events are about people, and when you work with people, someone will get sick, someone will have a late flight, someone will cancel".  

I learned to anticipate sicknesses and delays, even family deaths that would happen as I was juggling hundreds of conference speakers and volunteers.  I learned to plan conferences / sessions that I could easily combine if I needed.  

For example: I starting cutting the number of breakouts I held to maximize the seating in the rooms where they were held  Instead of having say, 36 breakouts with 30-50 in the room, I cut back the choices to 18 breakouts with 100+ in the rooms. I also chose to hire better quality speakers that really brought their A-game, taught "hotter" topics, and enjoyed the energy of a packed room.  (Be careful!  I also made a few enemies from some of the lesser-quality folks that we used to hire every year!)

I also began to trim back in the way I did staging.  Now hear me - I LOVE to build out a great big stage setup, but instead of building a bunch of wooden & foam core flats with overheads, rigging and other set props, I started to concentrate on 1 main focal point.  To simplify - I began to use fabrics and uplight them.  They go up and come down in minutes and always look good.  For awhile I was on a parachute kick, using white or army green parachutes to drape the stage and lighting them in creative ways.

I think you get my drift by now.  I still plan with big vision, but simplify the steps.  I've found that as long as I hold to quality in my simplicity, that most of my attendees are quite happy. Those of you who are pro planners will kill yourselves if you keep trying to top the last thing you did.

One last thing - when it came to hiring speakers, conference leaders, musicians - wading through all their individual contracts was a big time-soaker for me and our legal dept.  I came up with a standardized contract (with our legal dept.) that I used with most all of the folks I hired (with their permission).  As long as I covered all the basics of their fees, travel & lodging, most of them were fine if I sent my contract to them.  This was a BIG time-saver for me, as I could just fill-in the blanks for each person and send the contract to them.

I hope today's post encourages you to begin thinking how you can simplify how you work.

Share in the comments how you may have done this!

The AEP - Dave