Event planning can be daunting but here’s a trick our team uses to help us get started.
We love brainstorming sessions. In the beginning, we don’t worry about the details. We just focus on the big picture — the feel, the emotions and the goals of the event. The details come later.
Our first step when we are hired for an event is to host an all-hands on deck meeting. We gather everyone involved around the table for a brainstorming session. Ideas are tossed out and discussed by our team, the committee (if there is one), the venue, the chef, and the charity representative (if it’s a fundraiser) and others important to that event.
Here’s the key. We pick three things to brainstorm. You can get significantly better and more diverse ideas if you work on three things at once versus a single topic or idea. The theory behind this is it frees up our brains to think in all directions rather than focusing on a single problem or theme. For this to work, we don’t allow anyone to focus on the little things.
Imaginations are allowed to wander freely. No limits are imposed at this point in the process. All big ideas are welcome at the table – even those that seem impossible.
That’s because where there’s a will, there’s a way. That impossible idea could be doable — but maybe in a slightly altered format.
Here’s how that happened for one of our events.
The theme was Brazilian Carnival. The idea was to have a giant waterfall with flowers and birds and tropical plants everywhere.
Hmmm, well this is Saskatchewan and it’s an indoor event. But the idea was intriguing and it stuck with the group. We all found ourselves coming back to that idea and that visual so we had to find a way to make it happen. But how?
Working with an amazing team at Imagination Ink in Regina, we were able to create a 20-foot waterfall inside a local venue.
Imagination Ink was able to print an incredible waterfall on some very unique material. Once it was hung in place, the proper lighting was installed and some great props were added including rocks, trees, plants and giant kites that looked like parrots. Mist rose from the bottom, simulating the falling water’s impact.
This created an over the top, stunning and unique backdrop for the event. To the unsuspecting guest entering the space, the effect was jaw-dropping. Everyone had to come and see if was real or fake. It was a huge success and also allowed us to design the rest of the space as a compliment to it.
You never know where a brainstorming session will lead. You’ve got to let it flow, give everyone the opportunity to bounce ideas around. Don’t worry about what on the surface seems doable but rather what fits the feel you’re going for.
Planning an event?
No matter the size or the scope of the event, there are consistent elements in all event management.
We’ve created a workbook that can guide you as you plan your next corporate event.