1500 people... Enough Said.

This event was a lot of fun to work. Very creative, Clever and achieved the desired affect. The guest count for this event was 1500 people… you heard me right, ONE THOUSAND, FIVE HUNDRED PEOPLE! The preparation to get food ready for that many people was unbelievable. The kitchen was functioning like a well oiled machine, cranking out food left right and center.

The concept behind this event was genius. Currently in Los Angeles there is a craze, and that craze is that of the food trucks. Trucks are going all over Los Angeles, and posting on twitter where they are going to be, and simply wait for the people to arrive. They receive huge numbers of followers on twitter, and generate great business. The trucks include Mexican food, cupcake trucks, smoothie trucks, you name it, it’s on wheels.

So for this event, Dan Smith posed the idea to the client about the food trucks, which she instantly fell in love with, but upon further thought, it would be difficult to get a few of the trucks in, and 1500 people into this event space…

So Dan devised a cunning plan, he reached out to a couple of the cup cake truck companies, asking if they would be interested in working this particular event with us. One company responded, and was delighted to have the opportunity.



Following their appointment, Dan then made up three completely fictional businesses, with their own twitter accounts, advertising so people can follow them, which when followed would be linked straight back to the Good Gracious! twitter account and website… GENIUS!

That’s when Terco Taco, Cheese Wheels LA and Ice Pick were born. All three had there own banners, uniforms, food, twitter accounts and employees. It worked so well.



With a large crowd such as this, it is a good idea to keep the food relatively simple, and that’s exactly what happened. The names of the companies speak for themselves, Cheese Wheels LA was a variety of grilled cheese sandwiches, Terco Taco was Korean bbq tacos, eggs benedict tacos and more, and Ice Pick was a Smoothie Stand.

It just goes to show that you can do anything with a blank canvas. An idea can soon become reality if you just think outside the box. Again, I don’t think there are even 1500 people in Wales, let alone at the same party!!! It was so strange for me to see a huge crowd bought together, in such a random way. But that’s the industry and I love the fact that there are no limits to what the imagination can bring.

With this event, once again we had to work along side the other vendors. We got given our space, and the tools to work with and we just had to make it happen.

What will we think of next?



KEY LEARNING POINTS

• Use free and simple resources available to you, to make a huge effect.
• Social networking is a modern and effective way to get noticed.
• 1500 people is a lot!

BIZBASH

BizBash is the leading trade media for the event industry. BizBash publishes magazines and e-newsletters, hosts Web sites, and produces trade shows and award shows for corporate event and meeting professionals, event marketers, and sales, PR, fund-raising, and human resource executives.

On Wednesday June 9th BizBash had their Expo and Awards event in downtown Los Angeles. Good Gracious! had the fortune of assisting with the after party which was held at Pacific Electric Lofts. We also had to fumble around to try and come up with an edgy contemporary name which would reflect the direction at which the event industry is taking. Thanks to some creative thinking as ever from our ever reliable creative director Dan Smith, he developed the name VOLT. It reflects the venue, its edgy, contemporary and most of all, simple.

So during the day Pauline Parry and I went to the expo and awards in order to see a few speakers and walk through the trade show floor. Well I have to say, we got there in time for the speakers, which was great. Mindy Weiss was a great speaker, and shared some simple yet effective tips in order to survive in the events industry. Along with advice in order to achieve a successful event. So that was the educational aspect of the expo and awards, and it has to be said I learned a lot.

Now it was time to walk around the trade show floor with Pauline… it might as well of been Jennifer Anniston, or Madonna, or any other major superstar that is out there. We walked onto the trade show floor, took two steps, then all I could hear was, “Pauline! Pauline!” everyone wanted to say hello to her, to say how much they appreciate her work. Others were acquaintances, who Pauline has known for years. It was like she knew everybody! Or at least that’s the way it looked. I was taken back by the whole thing; I couldn’t believe that the very woman who sits opposite me, who is as down to earth as the next, was being mobbed by what only can be described as fans!!! I thought at first she must have been mistaken for someone else??

But it soon became clear, every time I introduced myself to someone, explained my position, they all said the same thing. “you are learning from the best!” to hear that line so many times really puts things into perspective.

Needless to say it took us forever to get around the trade show floor, but again it was a great experience.

After mingling, it was time to work, so off Pauline and I went to Pacific Electric Lofts to look at the VOLT after party set up. We had a number of people coming together in order to make the event possible. What makes it even more special is that everything at the event was donated. Of course it helps to get your name out there, but still it makes people go out of their way to create the best possible event.



The event itself was amazing, from the hanging ice curtains, to the Red Bedroom, from the community tables to the magician. The event was a great success. I had the privilege of meeting some big players within the industry, and of course they all have outrageous personalities. Im beginning to see this is a common trait… well I guess you have to be outrageous in order to survive in this industry!



Like the corporate event in Washington DC, it was interesting to see different companies come together to produce such an event. Also knowing that this event was donated, it wasn’t like everyone was battling for the lime light; they had the events best interest at heart. Of course as with every event there is friction along the way, but you have to discuss and negotiate through these obstacles.

KEY LEARNING POINTS

• My boss is an event planning superstar
• Mix with anyone you meet, ask questions, and express yourself you never know where it is going to lead!
• Communication is key to produce a successful sponsored event
• Go to as many educational seminars as possible… what’s the worst that can happen?

FAMILY GATHERING?

Through the doors at Good Gracious! we get all sorts of different requests and ideas that come attached to events. In this case it was that we were not, under any circumstances allowed to talk about this specific wedding. So much so, whenever we were getting rentals, talking about it in the office or anything, we had to refer to it as “the family gathering” it was so secretive the staff didn’t realize it was a wedding until the showed up at the event! So of course I am going to write about it today…

It doesn’t take a genius to figure out that it was a high profile individual who was getting married, and they of course wanted complete discretion about their wedding day. In order to achieve that, they had us sign documentation to say that we would not reveal any details of the event… how nice to feel trusted like that! Makes you want to know more doesn’t it?

This again was a new angle for me. We were providing the food at the event, and the service, which I had the pleasure of joining in with. So I threw on a pair of black trousers (pants) white shirt, sage tie and a waist coat and tray passed the hell out of that party! If there is such a thing?

Again when describing the food to the guests, the question would come up… “English… or Australian???” not in a million years did I think that I would hear that question asked of me? But still it creates a great starting point, and people are instantly interested in what I have to say. And of course when I say England, the famous question arises “do you live in or near London?” NO!!! England is a little more than just London. But I understand.

So the event went well, it was only small, and held in a back garden of a Los Angeles home, it was very peaceful and very private. It was interesting for me to be involved with the service and interact with the attendees. I have to say it was very enjoyable. I can’t imagine all events going that way…?

KEY LEARNING POINTS

• Apparently I can come across Australian?
• Respect the clients wishes of privacy
• Don’t be afraid to respond to the clients and interact

TO THE NATIONS CAPITAL!

Later on in the month of May, I was told there was an event in Washington DC I should go on, with event planner Dan Smith and Randy Mellon. What an experience….

So we were flying to do an event for another corporate client which was décor only, and for 3000 people. We flew on Virgin America, which has great moody lighting, touch screen entertainment system and a chair which was more comfortable than my bedroom! So after a very comfortable flight we landed in America’s capital Washington DC… well not to make this an anticlimax but it was wet… wet and miserable. I thought we landed back in Wales!? The only thing missing was the sheep.

Anyway, we then arrived at our hotel, which can only be described as a MASSIVE greenhouse. It was the Gaylord National hotel, and man it was nice. The shape of the hotel from a bids eye view was a H, and covering over the front empty part of the H, was a glass atrium, with plants, birds, bars, restaurants. This place was very nice indeed. At this point I was thinking “man I work too hard”

So by the time we arrived, checked in, got shown to our rooms, we realized we had to get to work. After all that’s what we were there to do….? So straight to the bar we went, where we discovered Loose Canon IPA… not the friendliest of beers. However a discovery was made that night… having an accent works. It really does! As soon as people hear you say “hello” they immediately want to know more! Drinks, numbers, advice… all because I have an accent. I LOVE THIS PLACE! Needless to say this frustrated Randy because no one would give him any attention…

The next morning it was genuinely time to work, so we went to meet with the corporate organizers to see where we needed to set up for the event, what we can do to make it work for both the client and Good Gracious! It was interesting from my perspective to see the discussions take place. Meaning I could see where the compromises were, I could see what both parties wanted to achieve, and see what our roles will be within this event.

As I mentioned the event was décor only, so Dan had all the linens and other materials delivered prior to our arrival. We then spent the day trying to prep ourselves as best we can, so it makes our job easier for setting up the main event. The preparation included the moving of materials in the right places so we didn’t have to the day of the event, unpack-aging anything and everything and any custom design that needed doing. All this proved beneficial later on.

The day of the main event then arrived, and it was time to hustle and work. Again this was a very interesting process to watch evolve. How an empty ballroom, turns into an amazing event venue, and how different parts contribute to making this happen. Such parts include the lighting people, the hotel staff, the entertainment and of course Good Gracious! We all had to communicate and work together in order to achieve the same goal.



It was important for me to see, take part and understand what was going on. For instance laying out all the tables and chairs, and understanding WHY they were placed so specifically. I know this is what might be seen as an insignificant detail… BUT YOU’D BE WRONG! Dan took the time to explain to me why he was doing what he was doing, why he chose the colors, the style, down to every detail. The tables and chairs affect the flow of foot traffic, effect queues at bars, focus attention on a specific area where there might be entertainment. All these things have to be thought about.


To conclude, this event was a great success. The room looked great, and we had nothing but positive feedback from the client. This of course meant a celebratory drink was in order, so off to “work” down at the bar.

KEY LEARNING POINTS

• I will gladly stay in a Gaylord National hotel again
• I will gladly fly virgin America again
• Prepare as best you can to make it easy on yourself
• Compromise with other vendors and your client
• The English accent can get you what you want! (ish..)

THE OFFICE

I work in a small office in Los Angeles, and I have the absolute privilege of sitting opposite my wonderful, amazing, inspirational, “low maintenance” boss Pauline Parry…(read into that what you will!)

So far the daily routine is fairly simple… whatever people need, I get. I have been shown around the company computer system so I can grab a hold of the administration work needed for events. I get together timelines, equipment sheets, hardware’s, beverage sheets and put together the books to take onto event sites… the glamorous life of a trainee event planner!

Though I make fun of these responsibilities, they are all a key part (I like to think) in the execution of an event. To have documentation, where everyone can clearly see where they are meant to be, at what time, using what equipment is a powerful tool to ensure the event runs smoothly. Everyone is on the same page, and it gives the planner a good starting point.



Of course I have other responsibilities which include the typing up of proposals, contacting venues, and attempting to be a pleasant employee.

All these roles are key in my development as an event planner. I can see the obvious paperwork needed in order to bring an event from an idea to reality, and also to understand the pricing and structure that is in place, the jargon and the level of professionalism required.

KEY LEARNING POINTS

• There is ALWAYS something to do
• Do ANYTHING your wonderful, perfect, “low maintenance” boss asks for
• The paperwork is VITAL in the running of an event
• Check for every detail that it is correct and confirm with the party planner.

Ummm… Why is it so Windy?

I have not long been with Good Gracious! Events, but already I am off to the Mojave Desert in order to experience my first event. Upon arrival, I have to say I was amazed by the conditions. We were holding the event at America’s largest wind farm… so needless to say there was a little breeze about… sorry I mean GALE FORCE WINDS!!!

We had a special tent hired, which was reinforced and designed in order to deal with such conditions… but the wind was just getting stronger and stronger, making it more difficult to set up for party time.

Dan from GG! Was the party manager at this event, and from an educational perspective, it was interesting to watch him adapt to the situation in order to make it work.

Before long the client came over while we were setting up, and said to us that we are going to relocate! This was mentioned to us 1 hour before party time, so we had to use our vast experience… excuse me I mean Dan’s experience, in order to pack the stuff back up, move location, and set up again ready for the event…. Less than ideal it has to be said.

The event was for a corporate client, where they were revealing ground breaking work. At this very event I even saw my first celebrity! A guy like me, coming from a small village in tiny old Wales, serving food to celebrities! The equivalent I can think of back home is serving mum and dad dinner… not quite the same as a movie star.

Needless to say, we hustled to pack the party up, relocate to an indoor venue, create an amazing buffet, and have a successful event. As long as the client is happy, then that is all that matters… doesn’t it?

KEY LEARNING POINTS:

• There are no problems, only solutions
• You do whatever it takes to make the event happen
• There is no such thing as we “can’t” do this event
• Working as a team will bring the event together.
• For some reason it is REALLY windy at America’s largest wind farm?!

FIRST DAY

The first day in the office is always a daunting one. When you know you are walking into a well oiled machine, where everyone knows where everything is, what peoples names are, and your basic DO’s and DON’TS, you cannot help but feel nervous. Sure enough the fantastic team at Good Gracious! are taking good care of me, showing me the ropes, and doing their best to pass on their knowledge which has proved to be a success based on their amazing events.

The team took the time out of their hectic schedules to sit down as a group and discuss the way in which my development would take shape. We discussed aims, thoughts, job role, and goals in order to have structure and professionalism throughout my time here in the USA.

This was already building my confidence, having the knowledge of what is expected of me, allows me to create my own personal goals, of meeting and going beyond what is expected of me. After all that is what everyone else in Good Gracious! Does for their clients, I need to do the same if I am going to succeed in this industry. I’m ready for the challenge.