The Importance of Hiring a Corporate Event Planner for Your Company Events

When celebrating an event such as a company anniversary or launching a brand new product or service, it is best to hire a professional corporate event planning company to plan all aspects of your event. Whether it be a product launch or business seminar, a professional event planning company will ensure that your event is executed professionally and to the exact precise tone that you envision. Professional event planners have the required experience and know-how to coordinate and execute all minor and major details of your event so that it is executed as smoothly as possible. The greatest benefit your event receives from hiring a professional events planner is that your guests have an enjoyable and unforgettable experience. Other benefits include:

  • You save a lot of money. Corporate event planners have existing business relationships with numerous suppliers and vendors. With those relationships, event planners can get discounted rates on food catering, lighting equipment, décor, floral and furniture rental requirements of an event. Even entertainment—because most event planners have access to DJs, musicians, comedians, hosts, and other entertainers that make an event more enjoyable—and always at preferential rates.
  • You save time. The simple fact is most people are busy with their work and other obligations. Most do not have enough time on their hands to plan each and every detail of an entire event. Professional corporate event planners can plan and execute your event in significantly less time than any of your employees because they have the experience and know-how required. No matter how unique and original the concept of your event, a professional events planner has all the right tools to actualize all major and minor concepts of your idea.
  • Professional event planners are knowledgeable. Professional event planners know all of the latest trends and newest venues where you can host your event—regardless of the destination. They even know all of the budget-saving secrets that are ideal for your event. From event styles to event themes, professional event planners will present you with numerous options so that you do not experience any difficulties conceptualizing your event.
  • Professional event planners in Chicago are detail-oriented. For your event to truly be successful, every major and minor detail has to be executed with absolute perfection. Professional event planners are there to make sure nothing is left out. Due to their experience at planning events, they know exactly what each and every occasion requires.
  • Professional event planners stick to your budget. Professional event planners will stick to your budget. Their network of suppliers and cost-saving strategies will ensure that you do not spend more than your budget. Sometimes, they even allow you to spend less than what you originally thought possible.

Bottom line

An event is a celebration wherein you provide an unforgettable experience to your guests. Hiring a professional corporate event planner will ensure that you save time and money. Your event will also occur without any complications. Best of all, you do not have to exert effort at planning each and every detail of your event.

The Advantage of Hiring a Corporate Event Company for Your Events

Most companies regularly host events of various nature for their clients and employees for an enjoyable and/or educational experience. Whether it is a product launch, holiday party, or a regional sales meeting, a great deal of coordination goes into the preparation of such events. To accomplished their goals and in the interest of efficiency and effectiveness, most companies rely on professional event planners to manage and oversee the details and logistics of their events. Professional event planners make the execution of an event appear effortless and seamless. Corporate event planners make company executives’ job easier by managing every aspect of rolling out an event—always behind the scenes. Among many roles that event planners play are:

  • They conceptualize the purpose of your event. In the world of business, events are a great way to improve bottom line as they create brand recognition for a company’s product or service. If you are raising funds for a specific cause, events are also a great way to achieve this. Corporate event planners make your event more meaningful because they plan your event with specific goals in mind—the primary one being to improve your return on investment (ROI).
  • They are experts at time management. Corporate event planners are experts when it comes to time management. When they plan your corporate event, they plan each and every detail carefully and organize them into a logical timeline for everyone to follow. In this timeline, they efficiently coordinate and communicate with all suppliers and vendors that would be needed for your event. They will locate an ideal venue for your event for the date and time of your choice. They will then select an appropriate food catering service for your keeping in mind your specific requirements (cuisine, budget, etc.). Through their efficiency at providing time management, you will be able to focus on doing your job—which may be to just sit back and enjoy the flawless execution of your event!
  • They provide content and entertainment. No matter what type of event you have, you need to entertain your guests so that your event becomes unforgettable. Corporate event planners have access to a wide range of speakers, musicians, comedians, DJs, and celebrities who can perform for your event. Professional event planners are also often called upon to help clients with appropriate content for corporate events of educational nature.
  • They market and advertise your event properly. Events are opportunities for you to showcase your product or service. They increase awareness that will lead to revenue. When you have a revenue-generating event (for example a conference), you want as many people to attend as possible. Corporate event planners are masterful at advertising and promoting your event. They will create event invitation ads on numerous social networking sites. They will also create email blasts about your event that they will send to their massive address book of contacts. Through their advertising, your brand will receive substantial awareness.

Corporate event planners make your life managing events easier as they take on all hardships that come with planning an event. They manage numerous details all at once so that when the event date arrives, everything transitions effortlessly without complications. Through their efforts, the goal and purpose of your event will be successfully achieved.

The Logistics of Corporate Event Planning

When planning for a major corporate event such as an incentive trip, product launch or end-of-year corporate sales holiday party, it is a certainty that you will be spending a considerable amount of money especially when your goal is to invite as many people as you can. The success of a corporate event depends a great deal on the destination and the venue you select, the activities included and the entertainment that your guests experience. To ensure that your events go smoothly, a professional corporate event planner must be hired to manage all logistics of your event. A professional corporate event planner is very crucial to the success of your event because of the logistical duties that he or she has. Among those duties are:

Search for an ideal venue

As previously mentioned, the success of your corporate event relies heavily on the venue where your event is held. A venue that is already beautiful by itself makes the entire event better and more memorable. Professional corporate event planners are up-to-date with the latest trends of hot spot venues that you can hold your corporate event in. They also have the necessary connections required to reserve those venues for the date of your event. Additionally, your professional corporate event planner has the decorative skills to dress up and personalize your venue so that it aligns with your event purpose and your company brand.

Manage all communications

Regardless of what type of event, you must hire caterers, lights and equipment providers, entertainers, security providers, and various other services. The logistical duty of your corporate event planner is to keep constant communication with those providers. In the communicating process, your event planner is in charge of the following:

  • Contract negotiation
  • Proposals
  • Site Inspection
  • Layout Diagramming
  • Budget Grids

Establish a timeline of activities

For your event to be memorable, numerous activities need to be accomplished. Meetings with the caterers, vendors, and venue providers must be regularly conducted to ensure that everything transitions smoothly up until the day of your event. Your professional event planner will manage the budgeting of all hired services so that you do not have to worry about spending more than what you had planned. In many cases, hiring a good event planner will actually save you more money as you spend less than what you initially had in budget.

Determine program structure and agenda

When your professional corporate event planner creates the mechanics of your program, this process includes:

  • Laying out the number of expected attendees.
  • Establishing your program theme and content.
  • Promoting/advertising your event on social media.
  • Liaising the mechanics of your program with vendors and venue.

Create a post event evaluation

This process occurs after your event. The post evaluation process determines whether your event was successful. Your event planner will come up with a report that analyzes the return on your investment as well as your attendees’ investment, if applicable. Through this evaluation, you determine any mistakes that may have occurred in your event so that when you plan another event in the future, you do not commit the same mistakes again.

Season’s Greetings

You probably do not need to be reminded that the holiday season is in full swing. There is no shortage of potential destinations for celebrating your family’s holiday traditions, but the most important thing is that you are with family and loved ones.

If, however, you were wondering what the most Christmassy town in the world is, we’ve found it: Santa Claus, Indiana, where it’s Christmas 365 days a year.

Happy Holidays from your GMS Team! GMS Holiday Card

 

The 8 Coolest Theaters in New York City, Past and Present

New York City is the home of Broadway, the beating heart of American theater. Along Broadway and beyond, The Big Apple has also been the home of a number of world-class theaters–some built over a century ago, and many no longer standing.

Whether you’re catching the hit musical The Book of Mormon, an afternoon taping of The Late Show with David Letterman, or an Elton John concert at Madison Square Garden, you will do so inside a theater steeped in history. And in the spirit of Letterman, here are our Top 10 theaters in New York City.

1. Lincoln Center for the Performing Arts

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Address: 10 Lincoln Center Plaza, New York, NY 10023

Style: International Style II

Opened: 1962

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2. Carnegie Hall

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Address: 881 7th Ave, New York, NY 10019

Style: Italian Renaissance

Opened: 1891

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3. Ed Sullivan Theater

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Address: 1697-1699 Broadway, New York, NY 10019

Style: Late Gothic Revival

Opened: 1927

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4. The Hippodrome Theatre

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Address: No longer stands, but was located on Sixth Avenue between West 43rd and West 44th Streets in the Theater District of Midtown Manhattan

Architect: Thomas W. Lamb, J.H. Morgan

Style: Beaux-Arts with a Moorish Revival twist

Opened: 1905

Closed: 1939

5. Radio City Music Hall

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Address: 1260 Avenue of the Americas, New York, NY 10020

Style: Art Deco

Opened: 1932

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6. Lyceum Theater

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Address: 149 W 45th St, New York, NY 10036

Style: Beaux-Arts

Opened: 1903

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7. Times Square Theater

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Address: 217 W 42nd St New York, NY 10036

Architect: Eugene De Rosa

Style: Neoclassical

Opened: 1920

8. Madison Square Garden

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Address: 4 Pennsylvania Plaza, New York, NY 10001

Style: International Style II

Opened: 1968 (current location)

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A Day in Rio de Janeiro, Brazil

There is no shortage of activity in Brazil right now, as hundreds of thousands of soccer fans from around the world have descended on the country to cheer on the teams of their home countries as they compete for the World Cup trophy.

But what do you do in Brazil when the country isn’t hosting the world’s most important soccer tournament?

GMS DMC recently took executives from an international car company on a week-long trip to Rio de Janeiro, where Brazil’s majestic geography, architecture, and cuisine took our breath away. Below are three highlights from Day 6 of our trip:

Sugar Loaf Mountain

We organized a tour of Sugar Loaf Mountain, a very recognizable rock formation off the coast of Rio. A cable car transported us over the coast and above the bustling city. The journey was as important as the destination, and when we arrived, we celebrated with a Champagne toast.

Lunch at Confeitaria Colombo

The Confeitaria Colombo was opened by two Portuguese immigrants in 1894, back when Rio de Janeiro was the capital of Brazil. Today, the elegant pastry shop (“confeitaria” is Portuguese for “confection”) retains its aura of elegance and modernity–the perfect place to enjoy a bite to eat and sip a cup of Brazilian coffee.

Christ the Redeemer Tour

Towering 2,300 feet above the city of Rio de Janeiro, the statue of Christ the Redeemer blesses the city with its presence. One of the Seven New Wonders of the World, Cristo Redentor (as it’s known locally) lights up at night and offers breathtaking views of the city when you find yourself standing beside it, as our group did after we took the cog wheel train to the apex of Corvado.

And that was just one day! Next week we will offer highlights from Day 7 of the trip, which included a gala dinner on a private island. Until then, we hope you enjoy the World Cup as much as we are!

GMS Rio de Janeiro Incentive

Niagara Falls Celebrates Final Phase of New International Railway Station and Intermodal Transportation Center

Niagara Falls is getting ready for its brand new International Railway Station and Intermodal Transportation Center! WIVB reported that last week U.S. Sen. Charles Schumer was on hand with local officials in Niagara Falls to celebrate the final phase of the new train station’s construction with a ceremonial groundbreaking.

City officials say construction at the site of the 19th-century U.S. Customhouse, a registered national historic place, will take between 18 and 24 months to complete. When it’s finished, the transportation center will include a $25 million facility that will serve as an Amtrak terminal as well as an inspection site for Homeland Security.

In the WIVB video, one transportation official says, “The passenger rail will now be a more accessible and more competitive option that will improve the transportation and tourism infrastructure of Niagara Falls.”

GMS is very excited for business travelers and the people of Niagara Falls and nearby Toronto!

Niagara Falls at a Glance

With more than 22 million visitors every year, Niagara Falls is one of the top tourist attractions in the world. This new transportation system will give tourists and locals the ability to easily travel around Niagara Falls while reaching across Canada and the United States. Apart from the majestic Falls, you won’t want to miss the Niagara Wine Trail. With the unique vineyard conditions offered by the Niagara climate, these Niagara wineries offer fine and diverse selections for all tastes. The city also offers the chance to explore various aquariums, museums, and theaters.

Toronto at a Glance

And just across the border is Toronto, Canada’s largest city, which welcomes more than 21 million visitors every year and is also the fourth-largest city in North America. Toronto is home to the CN Tower, one of the tallest buildings in the world. Standing at 1,815 feet, it’s sure to take your breath away. There’s also Canada’s majestic castle, Casa Loma; world-class shopping at Holt Renfrew; the beautiful Toronto Islands–and so much more.

Stay tuned for more ways to explore Niagara Falls and Toronto!

 

For Summer Travel and Convenience, Chicago Tops the List

WalletHub has taken a close look at how U.S. cities stack up when it comes to summer travel. For anyone who has visited the Windy City, it should come as no surprise that Chicago occupies the top spot.

Chicago ranks first in Best International Departure Ranking, fifth in Best Domestic Departure Ranking, and first in Overall Departure Point Ranking.

WalletHub describes their methodology like this:

WalletHub analyzed flights listed on Kayak.com from the 50 largest metropolitan statistical areas (MSAs) in the United States to the 8 most popular domestic and 10 most popular international destinations, using July 12 as the departure date and July 20 as the return date.  We compared airfare costs, flight times, and the number of connections for each in order to determine:

  • Which departure points offer the best combination of inexpensive flights and short travel times to the most popular destinations; and
  • Which destinations are the most accessible – both logistically and financially – for U.S. travelers across the 50 largest metro areas.

What’s amazing is that Chicago ranked #1 without having to rely on its staggering number of incredible summer events or even the many industry conventions and corporate meetings it hosts all year, every year.

Read the full report from WalletHub here.

 

The Must-See Summer Events in Chicago

Chicago is our home. Summer in Chicago always melts away the pains of winter. Thanks to the city’s active citizens, curious visitors, and accommodating infrastructure, Chicago blooms into a bustling cultural playground in the warmer months. The best part? Almost everything is free! (Food and drink is usually on you, though.)

Here are the five summer events in Chicago we’re most excited for here at GMS DMC:

1. Chicago Blues Festival: June 13-15, Grant Park (Free!)

Come see why Chicago is known as the blues capital of the world. The Chicago Blues Festival is the largest free blues festival in the world and has featured past legends such as B.B. King, Ray Charles, and Buddy Guy. This year will include Dr. John, Bettye LaVette, Billy Boy Arnold, and many more.

2. Taste of Chicago: July 9-13, Grant Park (Free!)

Get ready to be stuffed! The annual Taste of Chicago is the world’s largest outdoor food festival. The event features live music, children’s activities, and of course, food. More than 200 different dishes representing a wide range of cuisine will be featured on this year’s menu. Music headliners include Jeff Tweedy of Wilco, Janelle Monae, AWOLNATION, and many more!

3. Lollapalooza: August 1-3, Grant Park

If you’re looking to enjoy today’s best music amid the towering skyline of Chicago, Lollapalooza is for you! One of the best known music festivals in the US, Lollapalooza isn’t just any music festival; it’s a “cultural experience.” Spanning a mile from end to end, the festival features a wide selection of live music, vendor booths, and festival giveaways. And fill up your belly at Chow Town, a selection of festival food from some of Chicago’s favorite restaurants.

4. Air and Water Show: August 16-17, North Avenue Beach (Free!)

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Here’s your chance to witness daring thrills and death-defying action as pilots fly across the sky along Chicago’s lakefront. The annual Chicago Air & Water Show is the largest free air and water exhibition of its kind and is expected to pull in an audience of more than 2 million people. Pack a cooler, lay out a beach towel, and enjoy the show!

5. Millennium Park Celebrates its 10th Anniversary: All Summer (Free!)

There’s no shortage of things to see and do at Chicago’s Millennium Park, from architecture and gardens to movies and music concerts. This year marks the 10th anniversary since this magnificent public park transformed into the architectural wonder it is today, and this summer will be full of free events to check out. 

How to Make Sure Your Employees Get the Vacation they Deserve

When was the last time you spent an entire day without working? That means no emails, no calls—not even reading news related to your line of work. In our always-on world, vacations have been transformed into relocations of the body—but not necessarily the mind.

According to this recent survey conducted by Harris Interactive for Glassdoor, more than 60 percent of employees have admitted to working during their time off. One in three of these employees who worked on vacation did so because no one else at their company could do the work.

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Other reasons for working on vacation include:

  • fear of falling behind
  • hope for a promotion
  • fear of losing a job
  • the desire to outperform colleagues

One way to help alleviate these worries for your employees is to implement an incentive travel program into your organization. Even the hardest working people need to unwind from time to time, but the average American worker only uses about half of the vacation time available, leaving a whopping 175 million vacation days untouched in a typical year.

Incentive Travel: The Vacation Employees Deserve

An incentive trip allows everyone to relax and recharge. And because it is company-sanctioned, employees feel free to spend time relaxing with their spouses, families, and colleagues. It’s amazing how enjoyable life can be when we’re on vacation and work isn’t hanging over our heads. This environment is also perfect for strengthening bonds among coworkers.

Your most valuable employees are the most likely to spend their family vacation time working remotely—if they even take a vacation at all. For such driven and loyal people, it’s important to ensure that they get the vacation they deserve. Incentive travel is the ideal solution, because it essentially forces employees to relax and enjoy themselves. They’ll thank you for it, and their work satisfaction and performance will be higher than ever. Only in America…