Site Visit - Folger Shakespeare Theater

Venue: Folger Shakespeare Library

Address: 201 East Capitol Street, SE, Washington, DC

Neighborhood: Capitol Hill

Venue Type: Unique Venue

Best for: Receptions, Seated Dinners

To Note: The Folger Shakespeare Library is home to the world's largest Shakespearean collection.

Capacity: The Great Room (pictured) allows for 150 seated for dinner, 250 for a standing reception or 100 for dinner with space to accommodate a reception. The Paster Reading Room allows for 200 seated for dinner, 250 for a standing reception, or 100 for dinner with reception space. The two rooms will allow for 500 standing.

There is also a theater that will seat up to 260, and a smaller space, The Founders' Room, that will allow for an intimate dinner up to 30, or 50 for a standing reception (perfect for a smaller, VIP Reception).

Rental Fees: $$$ with the potential for a partial charitable deduction.

Catering: The venue has a preferred catering list but outside caterers may also be used (upon approval by the Special Events department).

Transportation: Parking in this area is always difficult. Just steps from the Capitol Building and bordering a residential neighborhood, valet is a must. The venue is metro accessible via the Capitol South station (blue and orange lines) but those dressed in their black-tie finest, or on days with awful weather, might find the 3 block walk a bit much. Cabs will be easier to find if guests walk a block to 1st Street, SE.

Venue Website: http://www.folger.edu

What we love: The 'Shakespearean' feeling you get as enter The Great Room. Your guests will be instantly transported to a by-gone era by the Renaissance interior oak paneling, vaulted ceilings, carved wood and stain-glass windows.

Planner's Tips:

• The Great Room is long and rectangular in shape, potentially making for difficult sight-lines should you need to host a stage program.
• The Paster Reading Room is a world-renowned researcher center and is closed by day but for those with the appropriate credentials. Your guests will be thrilled that your event allows them access (sans Ph.D.). 
• Ticketed events are not allowed. Similar to the Smithsonian venues, hosts may not sell tickets to their events, though the Folger Library does allow hosts to have their functions under-written by outside organizations. We suggest you talk through your plans in-depth, prior to going to contract.

Site Visit - Event Center at The Willard

Venue: Carr Workplaces' Event Center at The Willard

Address: The Willard Building, 1455 Pennsylvania Avenue, NW, Suite 800, Washington, DC

Neighborhood: White House

Venue Type: Meeting Space, Outdoor Terrace

Best for: Small-group meetings, Receptions

Capacity: There are three available spaces at the Event Center including a lounge with outdoor terrace and two meeting rooms.

The Lounge will allow for cocktail receptions to 100.  The addition of the conference rooms will allow for 200 standing. The Terrace, for those perfect-DC evenings, offers reception space for up to 110 guests (with the Lounge serving as an inclement-weather back-up).

The International Room will seat 20 at a conference table, 39 theater style. The Ambassador Room, the smallest of the three spaces, will seat up to 10 at a conference table, 16 theater style for a presentation. These spaces can be combined for added capacity.

Rental Fees: $$. The meeting rooms are very affordable and rent by the hour, from $100-125 depending on the size needed. Daily rental of $500-600 per room.

The Lounge area and conference rooms may be rented as an all-day package deal for $3,000. The Lounge and Terrace may be rented for $5,000 for the evening.

Catering: Preferred list of caterers provided but outside caterers will be considered.

Transportation: There are several public parking garages in the area. Metro accessible via the McPherson Square station (blue and orange lines); then use the White House exit. Cabs will be readily available in this area too.

Venue Website: http://www.cweventcenter.com

What We Love: The Terrace. It was an absolute treat to find our way to the lounge and discover the patio and the view! The Event Center's terrace looks down 15th Street and on to the Washington Memorial.

Planner's Tips: 

• Guests may be confused by the location of this venue. We heard 'The Willard' and immediately assumed we were headed into the hotel. Though there is access to the space through the hotel, it's a bit of a walk. Stress the Pennsylvania Avenue address to ward off any confusion.
• Moreover, we also suggest the use of several greeters to help guests feel welcome and assist with directions into the office building.
• Don't be off-put but this traditional 'meeting' space. The Terrace is an absolute gem of a find and your guests will be mesmerized by the monumental view and DC building facades.

Site Visit - Andrew W. Mellon Auditorium

Venue: Andrew W. Mellon Auditorium

Address: 1301 Constitution Avenue, NW, Washington, DC

Neighborhood: Penn Quarter, National Mall

Venue Type: Auditorium, Government Building

Best for: Large-scale networking functions, Mid-sized Galas; Large wedding Receptions

Capacity: There are five unique spaces in the venue, allowing for small receptions (70 standing) to seating for 700+ at banquet rounds. The Auditorium itself can hold 1,000 people standing (max capacity allowed due to fire code).

Rental Fees: $$$. Weekday or night rentals can run $12K. Weekends will run more.

Catering: Outside caterers are welcome but must meet the 'Approved Supplier Guidelines' found here: http://www.mellonauditorium.com/supplier.htm

Transportation: Valet is highly recommended. There are limited self-park garages in the area (Ronald Reagan Building lot is closest). Metro accessible via the Federal Triangle station (blue and orange lines), then a block walk towards Constitution Ave. Cabs will always be plentiful here too.

Venue Website: http://www.mellonauditorium.com

What We Love:

• The open space. Few facilities (hotels, aside) in Washington offer so much open floor space.
• The built-in stage. Using the existing stage will allow for maximum table/dance floor capacities on the main floor.
• The beautiful interior architecture. The Mellon was designed by Arthur Brown, Jr. who adorned each room with rich, gilded visuals. Guests will be entranced by the stunning interior.

Planner's Tips:

• Plan to budget for ample lighting for the Auditorium. The space is gorgeous but the soaring ceilings don't allow for much ambient light. Use bold hues to brighten your affair by adding up-lights to the columns, color washes on the stage and dance floor and pin-spotting dinner tables.
• Pre-reception space is at a minimum. The Lobby will fit 200 persons maximum, less with registration tables and magnetometers. The space also gets very loud when full.
• Don't underestimate the seriousness of security's rules and regulations. This is, after all, a government building in the heart of DC.

Events Trends for 2012

The holiday season affords us a moment of downtime, allowing for the opportunity to review and critique our accomplishments from the past year and to begin focusing on the year ahead.

Overall for 2012, we see a landscape that won’t change dramatically from the year past. Though there are some specific trends here in Washington, DC that will weave there way into our client events over the months ahead. These adjustments are important to note as they reflect the needs and moods of the customers we serve. Below are a few of those trends to help create a most successful affair.

Spending – Fears of an on-going recession and increased government regulations will keep spending for meetings and events at reduced levels. Clients will continue to be ever vigilant to ensure they are receiving the best value for their money spent.

Calculated investments in grand affairs by larger corporations and non-profits will also continue to occur as hosts seek to raise big fundraising dollars or exponentially increase brand visibility, though as a whole, the number of these events will not increase greatly.

Venues – Though larger venues and hotels will always have a guaranteed clientele due to sheer capacity, we will see an increase in unique and ‘pop up’ venues in 2012, as those entities with access to unique office or gallery space, large homes or gardens, see the revenue generating possibilities in offering them up for private or corporate rentals. All you need is a blank canvas to create an event, and many new venues are getting in on the game (though the general wear and tear on the space may not keep them in it for long).

Food – The foods we know and love won’t change much in 2012 but their presentations and preparations will. Family style seated meals will replace dated buffets as will smaller plates that offer guests more variety.  The farm-to-table trend will continue in earnest, with ever more thoughtful seasonal presentations many of which will feature comfort foods with a creative, artisanal twist.

Entertainment – Though live musical entertainment will never go out of style, planners will seek creative ways to keep guests engaged and meeting-and-greeting in ever-new venues and styles. Networking receptions will be held at art galleries, museums or other interactive venues; conference goers will interact through social gaming and team-building events will find participants at photo scavenger hunts, geo-caching or taking in local attractions.

Social Media – Opportunities continue to abound with social media when used thoughtfully and purposefully to share messages and promote events. The key is to customize the message specific the chosen mediums, adjusting for the target demographics. Savvy organizations will embrace the possibilities of utilizing social media, from HootSuite to You Tube, to education consumers, engage potential guests and increase brand visibility.

Technology – There are a tremendous number of outlets available (or becoming available in 2012) to streamline planner productivity, help organizations expand their reach across the miles and engage guests in a fun and cost-effective way

Planners will enjoy an increase in online and mobile collaboration tools and databases that help them locate and connect with venues, as well as tools to assist with building floor plans, keeping lists and more. Meeting professionals will engage with video conferencing and live streaming tools to broaden their reach to expert speakers and panelists whose travel schedule no longer needs to prohibit participation. The same goes for live streaming of events and programs either for a fee or as a courtesy to those who cannot otherwise attend in person.

The New Year will also see an increase in customized apps to assist with on-site registration, auction bidding and more. From iPads, tablets and handheld bidding tools, guests will see reduced lines, time saved and an added element of fun with these do-it-yourself tech add-ons.

2012 will be full of opportunities for those planners and organizations seeking to raise funds, engage their networks and create memorable events. Here’s to a memorable and successful year to all!

Site Visit - MAA Carriage House

Venue: The Carriage House at the Mathematical Association of America

Address: 1781 Church Street NW, Washington, DC

Neighborhood: Dupont Circle

Venue Type: Conference Center

Best For: Small meetings

Capacity: 70 standing, 66 theater or 45 conference in largest, first floor space. Facility includes two more breakout rooms. The outdoor space (that doubles as a staff parking lot) will also allow for receptions.

Rental Fee: Affordable. Rates vary from $500 to $2,000 and include standard A/V (LCD projector, smartboard, microphones, wireless internet, etc.) plus beverage service.

Catering: Preferred vendor list available (includes RSVP Catering, Menus Catering and Whole Foods Catering) but renter may contract with outside groups.

Transportation: Two blocks from the Dupont Circle metro station (red line). Utilize the Dupont south exit. Parking is difficult in this area. During the day, street parking will be limited. Nights and evenings are worse due to the venue's location in a prime residential neighborhood. Public parking garages are available off of Massachusetts and New Hampshire Avenues. Taxi cabs will also always be easy to find here.

Venue Website: http://www.maa.org/meetings/MAA_conference_center.html

What we Love: The ambiance considering this venue's downtown location. It’s nearly impossible to find a venue that allows guests to escape the busy streets, especially so close to Dupont Circle. The light wood grains, numerous windows and gorgeous carriage doors welcome guests with a small town feel.  

Planner Tips: The venue itself is lovely but don’t overlook the potential for the outdoor space. Washington, DC springs and falls being as temperate as they are, guests will enjoy the opportunity to utilize the courtyard over small-group brainstorming sessions, a brown bag lunch or your closing networking reception.

Site Visit - FHI 360 Conference Center

Venue – FHI 360 Conference Center

Address – 1825 Connecticut Avenue, NW, 8^th Floor, Washington, DC 20009

Neighborhood – Dupont Circle

Venue type – Conference Center

Best for – Conferences, Theater needs

Capacity – 13,000 square feet of meeting space that translates into a 4,000 square foot main room (Academy Hall) and ten breakout rooms. Academy Hall seats 325 theater-style, 240 at rounds of ten, or 70 in a conference set or as a hollow square.

The FHI 360 Globe Theater is a reincarnation of Washington, DC’s old Visions Cinema. This 6,053 square foot space offers an ample (and bright) pre-function area and stadium seating for 200.

Rental fees – Affordable  

Catering – FHI 360 requires rental clients to contract F&B with either Occasions Caterers, 1^st and Fresh Catering or Windows Catering. Your order is placed by the FHI 360 staff with the caterer. The venue handles basic beverages.

Transportation – In walking distance (4 blocks) from the Dupont Circle metro station – red line. Utilize the Q Street exit and walk northbound on Connecticut Avenue. Metered street parking is also available as is a public parking garage at 2005 Florida Avenue, NW between Connecticut Avenue and T Street. Hours of operation are from 7 a.m. to 11 p.m.

Venue website – http://www.fhi360conferencecenter.org

What we love – The staff: We found our Conference Planning Manager and their dedicated AV team to be exceptionally friendly and customer-service oriented. And the space: The facility is two stories of light-filled work space, fun artwork and bright wood grains that keeps guests energized and engaged.

Planners Tips – For those looking for a community-based space, this is a great option (this is the old AED Conference Center … just re-vamped). You won’t find a cushy hotel-feel here but that’s made up entirely by its functionality. We did note that the space is also utilized by the full-time FHI 360 corporate staff and though that hasn’t affected any of our bookings here … it may soon as word gets out about this venue.

Site Visit - Edison Place Art Gallery

Venue – Pepco's Edison Place Art Gallery

Address –  701 Eighth Street, NW, Washington, DC (between G and H Streets)

Neighborhood – Chinatown 

Venue type – Art Gallery

Best for – Standing receptions 

Capacity –standing receptions to 200, seated theater set to 80 

Rental fees – Free to qualifying non-profits  

Catering –Outside caterers allowed; preferred list provided

Transportation – In walking distance (1.5 blocks) from the Gallery Place / Chinatown metro station – green, red and yellow lines. Metered street parking and public parking garages are also available.

Venue website – http://www.pepco.com/welcome/community/artgallery/
 

What we love – The inspiration behind the space! This project is a donation from Pepco to the Greater Washington community. Qualified non-profits may utilize it free of charge. Plus, the art exhibits rotate every two to three weeks so your attendees are not likely to see the same works twice. The gallery is otherwise open to the public, free of charge, Tuesday to Friday, noon until 4 p.m.

Planners Tips – The walls of this space are incredibly functional. Each easily adjusts to build smaller spaces or open to one large room.  

Event Planner Success in 2012 and Beyond

Those of us in the event planning industry are particularly impacted by the tumultuous economy, ongoing budget cuts, and increasingly strict government regulations. 

That said, this just gives savvy event planners more opportunity to expand their value to their clients, increase their services, and hone their skills when it comes to meeting customer needs. The real news is that despite the upheaval, the basic rules of the industry haven’t changed. And those of use who have made a career in planning have long relied on these standard codes of conduct: 

- Always start with a plan, a budget, and a timeline.

- The devil will always been in the details.  

- To remain successful, and relevant, to your clients, and to contend with competitors, consider looking past the logistics and broadening the scope of your services to other facets of the event. 

The same holds true for almost every industry. So here are some tips to keep you, and your business, in tip-top shape.

• Ask your client about their needs. Get beyond the logistics conversation. Is attendance where they want it to be? Are the right people in the room? Are sponsors happy and seeing value in their investment? What more can be done to meet the increasing needs of clients and their constituents?

• Bring change, and cost-cutting measures, to the table. It’s easy to get in the habit of running the same drill, event after event. But not viewing each program with a fresh set of eyes could reduce your chances of discovering new, and more affordable, options for everything from the venue to new marketing outlets. Not to mention how repetition can stunt creativity. Start the conversation with your clients; they will be thrilled you’ve taken the first step.

• Help revitalize and refocus marketing efforts. Whether the goal is to increase ticket sales or expand brand visibility, offer to spend the time helping scrub marketing lists and take aim at broadening the scope of promotional efforts. And get back on the phones. These days, personal phone calls and a handwritten letters of invitation will go so much farther than a broadcast group email.

• Don’t forget to actively expand your potential for increased business by reminding your clients of how events can positively impact their bottom line, increase employee retention, expand brand visibility, and more. Is there a potential for your client to use events to recognize and reward top talent? Opportunities for networking and generating leads? Employee team-building programs? Help expand each client’s bottom line while growing your own.

Eight Event Rules for Success in 2012:

 

1. Think through everything. Plans A, B, and C are your friends. Get to know them all well. 

2. Always perform a site visit. Never allow your first time at a venue to be on event day.

3. Keep only one registration list (ditto with to-do list, marketing list, and sponsorship list). The more lists you make, and the more places you need to update them, the higher likelihood for mistakes.

4. Be willing to get your hands dirty. Those event planner help-wanted ads that suggest you need to be able to carry boxes of 25 pounds or more are dead-on.

5. Walk. Don’t run. (Guests will never know something is amiss.)

6. Choose your vendors wisely. Seek expertise, and team-member mentality. 

7. Delegate, and make sure to explain the details of the event in advance. You will always have less time available on event day than you expect. 

8. Last, but not least, never underestimate the value of ample food and good stage management. The meal and the podium program are the two items your guests, and client, will not forget.