Posts Tagged ‘Event planner’

What Does it Take to Be an Event Planner?

Wednesday, May 18th, 2011

by Emily Collier

What does it take to be an event planner? My name is Emily Collier and this week I am finding answers to that question as I am an intern for Ginger Donnan Events during the 4th Annual CPER Convening. Ever since I was eight years old, it has been my dream to be an event planner. As a Senior from Morristown-Beard School, it is a requirement to be an intern for at least a week in whichever field of business we choose, so that we can have a sense of the real world before we head off to college. I was able to meet Ginger Donnan through a friend who had worked with her on the Family Reach Foundation’s 5th Annual 5K & Family Fun Run.

When I first contacted Ginger I did not know that the 4th Annual CPER Convening would be during the same week of my internship. Our schedules worked out so that I could help with final preparation before Ginger Donnan Events goes to Alexandria, V.A. I will also be able to help on site with this weekend’s upcoming event.

Working with Ginger Donnan Events has given me a new prospective on what goes into planning events. It takes much more than organization and color coordinated post-its to put an event together; it takes diligence, creativity, and patience. Ginger Donnan Events goes above and beyond when it comes to serving people. It has been an honor and a privilege to be able to help such a great team of people. I look forward to learning more of the ins and outs of planning events this weekend because I know that this is an experience I will never forget.

How to Become an Event Planner

Tuesday, August 10th, 2010

It has only been in the last few years that colleges have begun offering in-depth event planning courses and for many recent graduates interested in event planning, it can be tough to find the right stepping stone to an event planning role.

So how do you become an event planner?

Volunteer at work, school or with non-profit organizations to handle parts of an event – anything from greeting guests to printing the name tags. Every experience helps.

Talk to other event planners about how they got into the business.  Ginger Donnan interned at a PR firm while in college, aiding account executives in the implementation of special events, and at the Recycling Division of a Department of Public Works, researching and attending community events for recycling promotions. After becoming the Editorial and Production Coordinator in the Marketing Department of the law firm White & Case, she was the only person available to organize client seminars. Ten years later, Ginger Donnan Events manages events for the professional services and non-profit industries, including client-facing marketing events and fundraisers.

To learn more about how Ginger Donnan and others became event planners, visit About.com: Event Planning.

Entrepreneur Insights

Friday, July 9th, 2010

by Ginger Donnan

This year, I participated in a PhD candidate’s study on female entrepreneurs that provided a lot of insight into my path to become a small business owner. I wanted to share a few of these discoveries with you:

I don’t ever think about being an entrepreneur, really. When I think of the term entrepreneur, I think about a different industry, like biotech. Running an event planning business, for some reason, it doesn’t bring ‘entrepreneur’ to the forefront of my mind. Yet I define entrepreneur as somebody who starts a business, someone who is a risk-taker. And I don’t see myself as a risk-taker, which is funny! I also believe an entrepreneur is someone who’s good at building relationships and making things happen for themselves and I can easily identify with that. When I look in the mirror, I see the person who gets things done. I’m the doer.

I took a risk in starting this business but generally, everything is very calculated and thought through and planned. I have timelines for my life the same way I have timelines for my event, but I remain flexible. Once the business started to slow with the economy, I realized that’s what makes you an entrepreneur – going out to get that business and proving how you’re different from other people who also claim to be an event planner. How do I stand out? What do I do that’s different? How do I provide a better service? Defining that and promoting that. I think a lot of it also is the ability to work independently and to be self-motivated. That’s always been a part of me, even when I’ve been in-house in a full-time position, because my roles were always developing something from nothing. Positions didn’t exist, and I had to create them and mold them and make it something that could be carried out by someone else.

In regards to marketing, I get all of my business through referrals, so without those personal and professional relationships, I would have no business. Everything I do is about making relationships with other people to provide a service for me or for my client. Since I’m an event planner, I gather together resources to make something happen. So relationships are everything.

When I meet with a potential client, instead of sharing my stories and telling them what I can do and what I have done, it’s important for me to look at everything from the opposite person’s direction. So what are you trying to do? What are you trying to achieve? It changes the way you think and act and talk on a regular basis when you’re always asking that question. What do you need? What can I provide you? Focus on the other person sitting in front of you telling you what they need and what’s going on in their world.

I’ll send out four proposals for the same month, and I don’t like to do more than one event a month, because I want to provide a high level of service to my clients. I’m an external, internal person. I become ingrained in their company. I know, just like my full-time positions, if something is going on in another department that’s going to affect this event, and to do that, you need a lot of time for each project.

One of the things that I love about entrepreneurship is the ability to teach and tell others about your experience and help others move their efforts forward. So I could see myself eventually teaching a class on event planning or even teaching about building a business and sharing my experience. That’s something that I’d like to do in a couple of decades.

I’d love to hear from other entrepreneurs about your personal and professional insights! ~Ginger Donnan

Evaluating Evaluation Forms

Wednesday, December 2nd, 2009

Just before the Thanksgiving holiday, Ginger Donnan Events participated in a panel discussion to the New York Legal Marketing Association on tools to help “Present Ideas and Win Approval,” including event blueprints, extensive event lists, procedures and guidelines, comparisons, databases, working with internal politics and evaluation forms.

This recent blog post by marketer John Gibb, about getting involved in the survey development process, has inspired us to share our recommendations from the presentation about evaluation forms.

John’s point about actionable questions is spot-on. Evaluation forms typically include venue and logistics feedback but radio buttons don’t provide much usable information. We suggest phrasing these questions so they solicit feedback that can be turned into improvements, not just show a 9 out of 10 rating to constituents.

We also suggested working with others who could benefit from the survey. Events are a once-in-a-while opportunity to get up to speed on clients and prospects. Evaluation forms can find out their interests, such as what they want to know or learn about in the future, or, for the PR department, what news outlets do they access?

We agree with the Event Marketing Insider to keep it short - one page or back and front of one sheet – and format well, filling in the unnecessary white space that causes these forms to grow to multiple pages. But on one point, we must disagree. Go green without printed materials but don’t miss a person-to-person opportunity to collect evaluation forms. A reminder by the last speaker and hands out at the door will give you a better return than an online survey. Cull your responses post-event and follow up with a survey link to anyone that slipped by.

Fulfilling the Dream Fund Convenings

Monday, November 23rd, 2009

October 21-23, 2009 – Charlotte, North Carolina
September 21-23, 2008 – Denver, Colorado
October 17-19, 2007 – Oakland, California

Each year approximately 100 grantees and donors of this Public Interest Projects’ collaborative fund came together to strengthen social networks and discuss strategic opportunities. In addition to the on-site management, arrangements were made for the meeting’s production, the guests’ hotel and travel and on-and off-site food and beverage and entertainment.

The Fulfilling the Dream Fund used Ginger Donnan Events as the event planner for our national convening. She was always the consummate professional, brought us in under budget, and negotiated great deals on our behalf. She is adamant about sticking to the budget, and found creative ways to maintain quality and cut costs. Having Ginger on the team freed staff up to focus on content planning and design, knowing that the logistics were all set. During the convening she handled any travel snafus, made sure that people got their needs met, made sure that everything went smoothly, and was there to troubleshoot as necessary. – Maritza Guzmán, Program Manager, Public Interest Projects, October 2009, September 2008 and December 2007