Behind the Scenes Events

Site Visit - Folger Shakespeare Theater

2012-01-18T08:00:00.001-05:00

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

2012-01-17T11:53:00.000-05:00

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

2012-01-15T15:48:00.004-05:00

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

2012-01-03T07:20:00.015-05:00

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

2011-12-21T11:39:00.000-05:00

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

2011-12-15T10:21:00.001-05:00

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

2011-12-09T14:49:00.013-05:00

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

2011-12-08T10:46:00.000-05:00

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.

Five Oldest (Rentable) Event Venues in Greater Washington

2011-11-06T10:57:00.002-05:00

You may be surprised to know that many of our national treasurers are available to host special events.

From museums and unique spaces, to private homes and estates, Washington, DC, and its surrounding counties offer a vast array of possibilities to add a historic element to special affairs.

Historic venues add an element of antiquity and elegance to any party. These special finds are worth the work as well as the restrictions they come with. Your guests will appreciate the added level of attention you offered them and will look forward to your next function.

For an experience that is sure to take guests back to a by-gone era, here are five of the oldest landmarks available for rental in the Greater Washington area.

1. George Washington’s Mount Vernon Estate, 1674

Just 16 miles south of Washington, DC, George and Martha Washington’s Mount Vernon Estate offers historic ambience for special events. Home to America’s First Couple for more than 40 years, the buildings and their grounds have undergone extensive renovations over the last several years.

Rental of the East Lawn, highlighted in Walt Disney’s “National Treasure: Book of Secrets,” offers access to both the grounds and the historic areas, while boasting spectacular views across the Potomac River creating a perfect setting for a quintessentially Washington affair for up to 1,200 guests.

For those seeking something similarly authentic but a bit smaller, the George Washington Distillery and Gristmill (that still produces batches of Washington’s original whiskey recipe) is available for tented events with up to 250 guests.

Unfortunately, none of the venues in the historic Mount Vernon complex allow political or fund-raising events, or events of a personal nature (such as weddings). For those looking to add a Colonial feel to their nuptials, check out the Mount Vernon Inn, an intimate setting where staff dress in period costumes to add to the fun.

Click here for more information: www.mountvernon.org

2. Old Stone House, 1765

Blink and you’ll miss The Old Stone House on M Street in Georgetown. Built in 1765 as a one-room, one-story home, it is the last Pre-Revolutionary (Colonial) building standing in Washington, DC, on its original foundation.

Weddings are permitted in the garden area by contacting the permits officer of Rock Creek Park. The property, a 339-feet deep by 76-feet wide lot is host to a lush English-style garden. The space is also a wonderful respite from the busy Georgetown streets, open daily to the public for those who want to enjoy a quick lunch or leisurely coffee. Do note: guest parking is limited in this busy section of town.

Click here for more information: www.nps.gov

3. Dumbarton House, 1800

Few historic estates in Washington, DC, have seen the care and upkeep that Dumbarton House has, compliments of The National Society of The Colonial Dames of America, who purchased it 1928. Today, this Federalist-style home is a perfect location for weddings, receptions, teas, and intimate dinners.

This venue is an absolute treat. Use the entire estate and grounds, including the well-kept gardens and stone terraces for weddings, receptions, and corporate affairs. Décor needs are minimal, allowing guests to enjoy the understated elegance of a by-gone era.

Estates like this one, located in Upper Georgetown, do require a bit of extra care. Smaller, crowded city streets allow for minimal guest self-parking; the home’s proximity to other residences demands late-night noise restrictions; and, as usual in homes of this age, red wine and sauces may only be served at seated affairs.

Click here for more information: dumbartonhouse.org

4. Sewall-Belmont House and Museum, 1800

If you’re looking to host a private event on Capitol Hill, you’ll quickly discover the Sewall-Belmont House is on your short list. Built in 1800 by Robert Sewall, the building was sold to the National Women’s Party in 1922 and is the only historic home and garden available today for rent in the neighborhood.

The house is also a museum that houses many banners, documents, pieces of furniture, and other artifacts of the women’s suffrage and equal rights movement, as well as sculptures and portraits of women involved in the movements.

The venue enjoys close proximity to the Senate and House offices, the Supreme Court, and the Capitol, and it includes use of the interior terrace, exterior terrace, program rooms, and tent/garden areas for up to 200 guests standing or 150 seated.

Click here for more information: www.sewallbelmont.org

5. The Octagon House, 1801

A short block from the White House stands The Octagon House. One of the first homes built in the nation’s capital, it is a landmark of America’s architectural and political history. Built between 1798 and 1800, The Octagon House was designed by Dr. William Thornton, the architect of the US Capitol.

Full of history, this treasure was used in 1814 by President James Madison and Mrs. (Dolley) Madison for a temporary “Executive Mansion” after the burning of the White House by the British. Madison, who used the circular room above the entrance as a study, signed the Treaty of Ghent there, which ended the War of 1812.

The Octagon House became the home of the American Institute of Architects (AIA) in 1899. The house has undergone extensive renovation since 1996, culminating in efforts to restore it to its original period appearance. Select rentals of this unique venue are available by contacting the American Architectural Foundation directly.

Click here for more information: www.archfoundation.org

The Impact of Opportunity Costs on Fundraising Events

2011-10-03T18:51:00.000-04:00

Every fall, it is the same situation for folks on the gala circuit. Mailboxes and in-boxes fill with invitations to gala fundraisers on behalf of every cause imaginable. The events are often black-tie, always fun and festive, and feature highly regarded honorees, renowned entertainment, and creative parting gifts.

For many organizations, the allure of producing a fundraising gala is difficult to pass up. They know it will be fun to see their organization’s name in lights, have their logo in print, and play host to all the guests.

The reality, though, is that fundraising galas cost organizations far more money than they realize. All too often, production costs and opportunity costs (which are ever more difficult to calculate) are not always reflected on the balance sheet.

Calculating Opportunity Cost
Production costs will include everything from the venue or hotel rental, catering, audio/video, lighting, décor, invitations, valets, and all the labor that goes into it. Plus everything else that might be dreamed up. The sky is the really the limit on just how big an event can grow.

Opportunity costs—the time spent on behalf of the organization in planning or selling the fundraiser, when other obligations (like cultivating major donors or forming strategic organizational relationships) are being deferred—are difficult to itemize and often overlooked when calculating expenses.

Everything from the time donated by board members to brainstorm themes and sell sponsorships, to the hours dedicated by the executive staff to making calls and sending emails, is time well-dedicated to the cause, but time otherwise lost to fulfilling the organization’s legitimate obligations.

Acknowledging and budgeting for opportunity costs requires organizations to quantify the donated time by attaching a dollar amount to these donated hours.

Can a fundraising gala be a creative revenue-building asset to an organization?
Absolutely. But they can be a low ROI investment too. Before deciding to host a large fundraising event, begin by considering the following points:

What is the purpose of the event? Are you trying to raise funds? Are you trying to raise the visibility of the organization or cause? Understand the end goal.
What are the quantitative goals? How much do you want to net? How many new donors versus existing accounts do you want to engage? Do you want these to be re-occurring donations or a one-time offering?
Who will engage in the fundraising? Will the board be asked to tap their personal networks? Will the executive leadership connect with the existing donor base? How much time will be dedicated to this cause? What is the dollar value behind their donated time?
Who will organize the function? Will the in-house staff make the arrangements? What tasks will be neglected while the event logistics are focused on? Or will an outside firm be engaged?

The Bottom Line
Once you have assessed what it will actually take to produce a successful function, you may find the organization and its staff simply do not have the current tools in place to support a successful gala, or large-scale function.

If you find yourself here, do not fear. You’ve made an honest assessment of your capabilities and have concluded that your time and resources are better spent on a low-expense endeavor that could otherwise offer significant benefits to your community.

Next steps? Get creative and utilize existing programs as the building blocks to cultivate new and existing donors, raise awareness, or thank supporters.

Inspiring Guests to Action

2011-09-05T12:22:00.001-04:00

When it comes to fundraising events, whether it be a gala, sporting event, or networking mixer, the end goal is to inspire guests to take action. Sound easier said than done? It’s not if the events you plan evoke emotion. You can do that by identifying a basic human element that they can personally relate to. Here’s how:

1. Have Them Say It “In Their Own Words”

Here’s why: From marketing your event to the big night and beyond—educate your attendees through stories from those who can tell them best. Stories from the field and words of inspiration have never been better told than from the person who has lived to tell the tale.

Here’s how: At a recent fundraising gala for a large cystic fibrosis foundation, the event featured a mother who gathered her strength and took to the microphone to tell the story of how the disease had taken the life of her little girl.

The program smartly began by offering background and statistics behind the disease, moved next into recognizing those individuals and organizations fighting for a cure, and then on to this young woman who had lost her daughter far too young.

The evening ended with several opportunities laid out to guests as to how they could donate money or time to assist the cause. After hearing just how close to home this fight could be, and how it was for one family, attendees were inspired to give.

Here’s what made it inspiring: The personal stories behind the cause should begin early as it’s important to engage potential donors on that very basic, emotional level. Utilize social media, websites, video, and more to offer sound bites or full accounts that help individuals understand the importance and personal impact of your cause.

2. Connect Personally With the Crowd

Here’s why: Those who are beneficiaries of the goodwill of others should connect with guests in as intimate an environment as possible. So whenever possible and appropriate, organizers of the group hosting the event should go beyond the podium and connect with the people in the audience.

Here’s how: Many were moved to tears recently when attending an event on behalf of Paralyzed Veterans of American, acknowledging those service members who have been injured while serving abroad. These brave men and women who had made such a sacrifice for our country and who will forever display the scars from their service, mingled with the other guests.

Though many graciously answered questions about their service when asked, most focused on the future, including the new mobility they were being offered through this organization’s programs, utilizing prosthetics and modified equipment they could now use to participate on their favorite activities—aptly showcasing how their lives would go on, undeterred.

Here’s what made it inspiring: Hearing directly from these veterans allowed supporters to listen, and see firsthand, the positive impact of their generous donations, helping guests understand just how important their continued contributions are to this organization.

3. Make Your Enthusiasm Infectious

Here’s why: Behind every cause you will find a community of motivated individuals. Mostly, these are the loved ones, families, and friends, of those who have been directly impacted. These cheerleaders are the lifeblood of many causes, having watched the stories unfold in front of them, who remain passionate and vigilant in spreading the word to raise awareness and funds. These are often the only voice behind a cause, spurring others to action when those afflicted are not able to join in the fight themselves.

Here’s how: At a recent 5K run benefiting Autism Speaks, guest speakers included family and friends of those with autism, telling their tales of how the disorder had impacted their children’s life, their family’s world, and how they are using every possible outlet to help others understand and cope.

Here’s what made it inspiring: Passionate and diligent in their efforts to engage other families who are similarly afflicted, the enthusiasm of these supporters was infectious, resulting in many guests waiting to speak to them directly once they were finished telling their stories.

The Bottom Line

When you inspire your guests to action by showing them directly where their impact is being made, you allow them to see, hear, and meet those beneficiaries of their good will.

I think author Mitch Albom said it best when he wrote: “The way you get meaning into your life is to devote yourself to loving others, devote yourself to your community around you, and devote yourself to creating something that gives you purpose and meaning.”

Here’s to making your events so engaging, intriguing, and inspiring that the guests will not only remember them for a lifetime—but will use your gala as a template for their next great bash.

Escaping the Norm

2011-07-05T13:20:00.000-04:00

I’m embarrassed to admit that early in my career, I fell prey to repeating one of the ultimate cop-outs to my junior colleagues. Chalk it up to any number of reasons: lack of time, energy or, simply having heard the same response before when I myself had asked, "Why are we doing it this way?"

The reality is that a decade ago, when the economy was clicking along, and business seemed to come easy, this status-quo approach to meeting planning was acceptable. We ran the same set-ups month after month, changing event dates, venues and speaker names but never much else. Today, though, fighting through a tough economy and engaging with increasingly savvy consumers, anything 'standard' is no longer a viable option. Organizations, nonprofits, and associations alike must constantly strive to adjust and grow to meet the needs of their constituents to remain relevant, interesting—and in business.

Below are some suggestions we offered BeInkandescent magazine when asked how meeting and event planners can start changing things up and out-witting that tendency to stick with the norm:

1. Know your audience. For the clients we work with, the new economy has fueled a need for increased networking opportunities and less of an interest in education forums, unless those educational opportunities afford credit toward degree programs. This adjustment happened slowly and as a response to the downturn in the economy. It would not have been clear had the organizations not queried their membership.

2. And while you’re asking … Utilize the opportunity to inquire about their preferences in determining the logistical details. Small adjustments like the time of day the events are held, length of programming, and the location of meetings can have a big impact on the likeliness that your potential audience will attend. Organizations should cater to their guests’ schedules, instead of the other way around. Keep it easy and simple for folks to attend.

3. Understand the gens. Realize that going forward you are going to have to please three generations: the youthful Gen Y; older, more experienced, and all-to-often very tired Gen X; and even Baby Boomers, who have seen it all. In a few years, we’ll also add Gen Z to the mix, but at the moment they are still in middle school. Because these different age groups have had vastly different experiences in the workforce, and still have goals, and all learn in different ways—you must adjust how you disseminate information at your events. Good luck, because it’s not easy. But it is critical to the success of your event.

4. Stay fresh. Engage new talent, particularly those who dare to ask, Why? They are your allies.

5. Ask for feedback. As with most association or corporate events, you can almost be sure that a similar event will be held again next year. So ask attendees for feedback as to what worked, what didn’t, and what they would like to see more of. Don’t be afraid of what you might learn. Criticism is critical to positive growth.

6. Go slow. Change can be scary for some. Plan for incremental changes if there is a fear of too-much too-soon.

7. Get excited! Although it may seem daunting to plan an event in a new way, this is also an opportunity to try new things and take well-considered risks. Once you do, and are successful, you can market your organization as one that is on the cutting-edge, and increasingly relevant and changing and growing with the times. After all, your goal is to benefit your potential guests or members. They will take notice!

Bringing the Fun to multi-day Conferences

2011-06-02T13:15:00.001-04:00

Tell people you are about to head to a week-long “conference,” and you’ll likely get compassionate condolences. We have all put in our time in dark, dated ballrooms listening to speakers and panelists talk at us — or worse, read verbatim from PowerPoint slides. While being lifelong learners is critical to our growth as business owners, a lust for learning simply isn’t enough to keep the attention of most guests for extended periods of time.

That’s why event planners and C-level execs are getting creative and adding fun into their conference. Increasingly, the customer experience is driving events, and that’s a win-win situation for everyone.

To add some spice to your next conference, here are a few suggestions to consider:

1. Location. Location. Location. Availability and affordability are always stumbling blocks, but if you want to go that extra mile on behalf of your guests, host the affair in a notable city or area that is pedestrian-friendly with attractions nearby. You’ll not only be giving guests the opportunity to view a new area and take in the sights, but you are almost guaranteed to increase attendance.

2. Educate and train — without boring the crowd to tears. The goal of any conference is to deliver information, educate, train, and inform. To keep attendees on their toes, consider also offering sessions or keynotes that allow for professional development (business or life skills), or a session that motivates and inspires. Energetic speakers are ideal, but so are audience participation, unexpected guests, and hip music that will help people relax between sessions.

3. Dress up the stage. There’s nothing easier, or more effective, than adding some panache to the stage where your attendees will be focusing their attention. Create a vibrant and engaging atmosphere by designing a stage set that allows for great lighting, good visibility of speakers and panelists, and some big screens. Color and graphics are also important to keep both the visuals, and the mood, light and fun.

4. Keep one breakout session dedicated entirely to nothing. Open a room to those who seek to network, share, or respond to what they’ve learned. Ask featured speakers and panelists to spend time here should attendees have specific questions that can be addressed in an informal setting.

5. Remember the all-important icebreakers: name badges and networking. Create opportunities for guests to meet and share best practices. Attendees want to get to know one another, catch up with old colleagues, and meet potential new business partners, not to mention find like-minded individuals to share a seat next to during the conference or dinner.

6. Give stuff away. In addition to the requisite conference bags full of logo pens and water bottles, offer giveaways and raffle prizes throughout the conference. Make a contest of attending the most sessions or play buzzword bingo throughout the plenary. Solicit local vendors and offer gift certificates to nearby restaurants or hotel stays for a return trip. You’ll thrill the lucky winners and help engage the local business community.

7. Take advantage of those themed catering options. Host a Mexican taco bar for the lunch buffet and include virgin margaritas instead of standard sandwich platters. And don’t underestimate your guests’ thirst for caffeine. Keep coffee available all day but if it’s not in the budget to host a barista, invite an espresso shop in to cater to your guests on a cash basis.

8. Organize external activities. It’s always a great touch to connect attendees with local merchants, whether you arrange a trip to local restaurants for dinner or popular nearby attractions. Offer guests a guide to the area as they check in to the conference. Help make their stay even more comfortable by offering insider tips on local running trails, 24-hour gyms, coffee shops and pharmacies.

9. Embrace technology. Social media is every conference planner’s friend. Connect with attendees through Twitter, blogging, live streaming, instant surveys, and more. Your tech-savvy guests will love the opportunity to tweet and blog about lessons learned and live streaming will keep those unable to travel engaged. Networking apps like Bump and EventMobi allow guests to connect in an instant through Smartphones and iPads.

10. Remember the basics. Comfy lounge chairs, temperature control, and ready access to Wi-Fi are simply standard these days. Though content comes first, conferences need not be snooze-fests. Discuss early and often how to keep your guests engaged throughout the event. Your attendees will depart with smiles on their faces looking forward to next year.

Have more to add? Tell us here!

Breakfast with Starbucks

2011-04-03T17:36:00.002-04:00

As those closest to us already know, our days here at Behind the Scenes Events begin with a venti iced coffee or two from our favorite local barista. Our busy client event schedules mean we practically live off the stuff. So we were thrilled when we had the chance to work with the man who makes our mornings (and late nights) happen - Howard Schultz, Chairman, President and CEO of Starbucks - last week.

Mr. Schultz joined our client for a breakfast program as part of a book tour promoting his recent release, Onward: How Starbucks Fought For Its Life without Losing Its Soul.

The book, and Mr. Schultz remarks, focused on the explosive growth of the Starbucks brand and their consequent strategy to slow this growth and return the neighborhood coffee shop feel to over 17,000 locations in 50 countries. Mr. Schultz engaged over 300 guests on brand strategy, the business of coffee, fair trade and employee relations.

Guests enjoyed autographed copies of Onward, and of course, ample amounts of Starbucks brew. Mr. Schultz's cup of choice? French Press Sumatra. Special thanks to our hotel partner - the Capital Hilton - for running to the nearest Starbucks location to ensure Mr. Schultz started his morning off right.

Seven Rules for Successful Women's Events

2011-03-03T16:21:00.002-05:00

Since March is Women's History Month, BeInkandescent dedicates their entire issue to the work being done by female entrepreneurs. Below our Managing Principal, Roxanne Rukowicz Ladd, explores some tips on making the most of women-focused events:

From “total you” empowerment conferences and women-in-business programs, to parent-focused seminars, health and wellness symposiums, and community sporting events, women-focused functions are all the rage.

Some standard elements inspire their success, however.

For instance, all these events seek to foster an environment of equality to create a safe and inviting atmosphere for attendees. They also strive to empower guests to share of themselves, and enable women to build camaraderie through business and personal networks. And, they often focus on specific women’s issues such as heart health and breast cancer awareness.

As a woman, I think that’s terrific. As an event organizer, I face a new challenge because a ballroom packed with women requires a special touch to ensure that the organizers and guests get the most of their time together.

Whether the goal is to inspire, celebrate, or foster friendships, here are tips on how to make your guests feel at home.

1. Heat it up. The room, that is, because women commonly run a bit colder than men when it comes to body temperature. They also aren’t usually clothed in suits with coats, shirts, and ties. So pay attention to how cool it is in the room so that guests stay comfortable and focused.

2. Stretch your imagination. I love the new trend in conferences that gets participants up and moving. My favorite is the yoga break, which is offered in between speaker panels. Not only does it help the participants stretch out the kinks so they can stay relaxed and alert, it allows for extra set-up time on-stage. I call that a win-win scenario.

3. Let them talk. Definitely allow ample time for networking. Women, on the whole, build their businesses through relationships, so give them plenty of opportunities to chat, connect, and make new friends.

4. Keep it light. Offer healthy food alternatives in lieu of traditional conference fare. Go for a buffet of colorful, flavorful tapas versus the rubber chicken dinner.

5. Mompreneurs rule. Because more women with young children are staying in the workforce, make sure you consider their needs. Have facilities for lactating mothers, and arrange for daycare drop-off for events that last several hours.

6. Give it away. Don’t underestimate the importance of conference chachkis. Swag bags filled with women-friendly novelty items are always appreciated. Many of the attendees may even want to sponsor some of the items, especially if they can include their logo or other marketing materials. Do spend some time considering this with event organizers.

7. Girls on the run. If you are considering hosting a sporting event dedicated to a woman’s cause, you aren’t alone. Here are a few ways organizers are catering to the ladies:

Host an event expo prior to the race that features women’s sporting apparel (fashionistas who make women’s athletic clothes love to show off their goods at these). Also offer seminars that teach women to avoid common injuries such as shin splints and Achilles tendon injuries.
Offer mobile hand-washing units and ample toilet paper.
Allow strollers at low-distance mileage events so more women with little ones can attend.
Remember, diamonds are a girl’s best friend. So have fun with it. The Nike Women’s Marathon, for instance, did away with the traditional finisher’s medal. Instead, winners got a rhinestone-encrusted tiara. Fabulous.

Russell Simmons on 'Super Rich'

2011-02-09T18:38:00.000-05:00

We were elated by the opportunity to work with Russell Simmons, Chairman of Rush Communications, founder of Def Jam Records, and all-around media, clothing and hip-hop mogul at a client event last week.

Mr. Simmons spoke to 200-plus guests on his new book, Super Rich: A Guide to Having It All, in which he offers that the real riches in life lie in connecting with fellow human beings, giving back and learning self-acceptance. At the event, Mr. Simmons instilled in guests to 'do what you love and approach each day with gratitude. Happiness won't be dependent on outcomes, but on the enjoyment of the work you are putting in'.

He was a gracious guest who offered deep insights. His one and only request? A green tea smoothie. Otherwise, Mr. Simmons answered an hours worth of moderated questions followed by open-mic audience Q&A. He ended the session by autographing his new book.

DC’s Most Romantic Wedding Venues

2011-02-01T20:34:00.007-05:00

We found ourselves in a tizzy recently when asked to narrow down our favorite DC wedding venues for the February issue of BeInkandescent Magazine. The task was daunting. Our nation's capital is simply filled with treasures and we fought having to pare down our list.

How did finally get through it? Truth is, not every venue works for every couple. Through a myriad of factors - size, availability, location, etc. - the list of potential locations can get narrowed down pretty quickly. But to us, nothing defines a wedding venue more than the couple themselves. From a laid-back to high glamor and everything in between, the personality of the happy couple should be taken into foremost consideration.

So who's on our list? Read on below to discover some of our favorite Washington, DC wedding venues based on couple-personality. And for the full BeInkandescent article, click here.

For the chillsters: Glen Echo Park
7300 MacArthur Blvd., Glen Echo, MD; Website here

For couples seeking a laid back, less traditional wedding venue, Glen Echo Park should definitely be on your list.

Nestled into the woods just off MacArthur Blvd., the park’s art deco buildings and signage have a charm all their own. Though many of the facilities could stand a fresh coat of paint, it’s appealing to peek back in time to a bygone era complete with a restored Dentzel carousel (circa 1921), a bumper-car pavilion (circa 1923), an arcade, and a puppet playhouse.

The bumper car pavilion reminds me of Coney Island, with its well-worn hardwood floors and white twinkling lights that span the rafters. This outdoor space offers a multitude of options, any of which would make for a fun, laid-back bash. Be sure to have the carousel lit and running during the reception.

For the glamour duo: Meridian House
1630 Crescent Place, NW, Washington D.C.; Website here

One of the most spectacular weddings I’ve ever witnessed was held at the Meridian House, a jewel of a venue nestled in a residential neighborhood just west of Meridian Hill Park. The bride and groom went old-Hollywood, and their theme was a hit with guests.

I simply love the flow of the available indoor/outdoor space, which is actually a complex of sorts that also includes the White-Meyer House, Meridian House and its gardens, and a gorgeous pebbled courtyard overlooking downtown DC and the monuments. The courtyard, with 40 statuesque linden trees and original sculptures, allows for spectacular outdoor ceremonies, receptions, and dinner parties.

The rooms inside the home, which was built in 1919, allow for the splendor one would expect from such a historic facility. You can easily fit 200 guests for a seated meal and dancing. Decoration should be minimal, of course, to allow for this stunning home to tell its own story.

For urbanites: Long View Gallery
1234 Ninth Street NW, Washington, DC; Website here

Longing for an edgy New York City vibe in the heart of DC? Look no further than Long View Gallery.
This vast gallery is fixture in the Shaw neighborhood. Focused on promoting the DC area’s burgeoning art community, its walls highlight both established and new artists through rotating exhibitions as well as a growing permanent collection.

The venue itself is 5,000 square feet of raw warehouse space. With finished concrete floors and 20-foot ceilings, the opportunities here are endless. Whether a cocktail reception for 400 or a reception with sit-down for 180, you’re confined here only by your imagination. What’s more, on warm evenings, a 9’x11’ aluminum-alloy glass door that opens onto Blagden Alley can be opened (and tented) to allow for even more space.

For die-hard romantics: St. Regis Astor Ballroom and Terrace
923 16th Street & K Street NW Washington D.C.; Website here

Longing for romance? Then dance amongst candles, beneath an endlessly starry night at the St. Regis Ballroom and Terrace.

Renovated in 2007, the hotel is sheer splendor and visual decadence. Guests will delight as they dine and dance beneath the ballroom’s soaring 18-foot high, hand-crafted ceilings. Not to mention the Palladian windows, crystal chandeliers, and four-star cuisine provided by one of the top kitchens in the city that the hotel works with.

Dreaming of an outdoor wedding? Dancing, cocktails, and the ceremony can be held on the flowering Astor Terrace. In total, you have 4,000 square feet to work with. No wonder the St. Regis has claimed the Washingtonian magazine’s “Best Hotel for Small Weddings” title.

For the WOW-factor: Halcyon House
3400 Prospect Street Washington D.C.; Website here

For the couple looking to really wow their guests, the Halcyon House in Georgetown will do the trick.

Built in 1783, this enormous 30,500 square foot property is complete with a beautifully appointed ballroom, music room, contemporary sculpture studio, and a magnificent garden (originally designed by Pierre L’Enfant) that features commanding views of the Potomac River and the Washington Monument. Of course, the Halcyon is actually a home with residents, so events must be worked around their schedule.

Site Visit: Library of Congress

2011-02-01T19:31:00.000-05:00

Our ongoing site selection tour took us to the Great Hall of the Library of Congress this week.

Words can't really express just how stunning this venue is and we'll definitely be back for the official tour of the facility. Our gracious host, Dan Rose, offered us a glimpse into the history and design elements, and we're just thirsting for more of the story.

The Library of Congress is the research library of the US Congress and the oldest federal cultural institution in the nation. Located in three buildings (the Thomas Jefferson, John Adams and James Madison Memorial), it is the largest library in the world based on the number of books and shelf space.

The Library of Congress was established in 1800 by Congress and was housed in the US Capitol for much of the 19th century. After much of this original collection was destroyed in the War of 1812, Thomas Jefferson donated his personal collection of 6,487 books to start a new library, the basis of the staggering collection it houses today.

The estate offers some stunning rooms for evening events in the Jefferson and Madison Buildings, located at the corner of First Street and Independence Avenue, S.E. The Great Hall in the Library's Thomas Jefferson Building is a two-story dream decorated in the Italian Renaissance style with beautiful murals, mosaics, and vaulted marble ceilings. Guests will simply be awed by this magnificent space - accommodating up to 1200 for a standing reception and up to 450 people for reception and seated dinner - though sight lines are obstructed with this set up and will require some extra screens should your event feature a formal podium program.

Valet is necessary (though Capital South metro is just a few blocks away) and rental fees are moderate considering this is a national treasure. Non-profits will see a nice reduction off the retail rates. But note that you'll see an average $11K additional expense for the added security that is required. A minimal additional expense will also be incurred to hire docents to help your guests tour the facility.

Another note: they only allow one rental at a time, so even if you book one of the smaller rooms (might we suggest Room 119 in the Jefferson Building for its stunning view of the Capitol Dome) you have the facility to yourselves. But at the same time, the limit how many outside events may book a month so apply early.

Are there other rooms available? Yes. In addition to the Great Hall, the largest of the available rooms, you may rent:

- The Montpelier Room in the Library's James Madison Memorial Building. The Montpelier is a penthouse-style room on the sixth floor with floor-to-ceiling windows and a wrap-around balcony with spectacular views of the Capitol and city; accommodates up to 250 guests for a seated dinner or 400 standing.

- The Madison Hall, in the Library's James Madison Memorial Building, is located on the first floor. This elegant room has high vaulted marble ceilings, inscriptions from Madison's speeches on the walls, and houses a statue of James Madison; accommodates up to 80 guests for a seated dinner or 200 standing.

- The Mumford Room in the Library's James Madison Memorial Building is located on the sixth floor. This room is ideally suited for a lecture-type seating arrangement for up to 180 people.

Photo courtesy of krnlpanik.

Site Visit: La Cucina at Cady's Alley

2011-01-28T17:46:00.004-05:00

We were thrilled to be the first to tour the latest unique venue to come on the market in Washington, DC - La Cucina - a boutique Georgetown loft space that, by day, is an upscale Italian kitchen showcase. By night, a private kitchen and reception venue.

The venue is tucked into Cady's Alley, an exclusive section of Georgetown often referred to as 'Georgetown's Design District', just a block off of M Street between 33rd and 34th Streets. Surrounded by international and local home furnishing retailers as well as trendy boutiques, the area simply exudes a haute sophistication.

La Cucina itself is small and intimate offering 1,100 square feet for entertaining. This converted warehouse space allows for 15' ceilings and polished steel floors. What's more, the showcase itself is a working kitchen with stove, oven, wine cooler, fridge/freezer and more, all included in the rental.

We're picturing private dinner parties where the hosts showcase their culinary talents for their guests. Or cooking demonstrations or wine classes or really anything ... the skies the limit. And for an added minimal expense, the house offers clean-up service so you can enjoy the evening, and not be the one stuck with the dishes.

What is limiting is the parking as, yes, this is Georgetown. Local purveyor Austin Rooke suggests utilizing one of three close by parking lots/garages or contracting for valet.

We say, get your knives ready and prepare to cook!

Site Visit: Kogod Courtyard

2011-01-16T15:49:00.006-05:00

Friday we toured the Robert and Arlene Kogod Courtyard, one of a handful of venues we're considering for a fall gala client. One word describes it - stunning! So stunning, in fact, that we can't believe we've yet written about this dramatic venue.

The Kogod Courtyard is an enormous 28,000 square foot indoor patio within the confines of the historic National Portrait Gallery and the Smithsonian American Art Museum - now known as The Donald W. Reynolds Center for American Art and Portraiture.

The building itself has been praised as the "noblest of Washington buildings" and is considered one of the finest examples of Greek Revival architecture in the United States. Begun in 1836 and completed in 1868, it was one of the first public buildings erected in early Washington whose courtyard served as the venue for President Lincoln's 1865 Inaugural Ball.

In 2002, as the facility underwent a massive restoration, the Smithsonian began to consider enclosing this outdoor courtyard. Following Congressional approval, renowned architects Foster + Partners began designing the canopy that would enclose the space and accent the existing Greek Revival architecture. Today the Kogod Courtyard is a gorgeous, soaring public space by day, special event venue by night.

The wavy glass-and-steel roof structure that includes 864 unique panels seems to float above the courtyard allowing for natural light, temperate temperatures and an ethereal vibe. Several 'pools' of water, only a quarter inch deep, reflect the courtyard and can be turned off to accommodate more people in the space. Adorning the courtyard are two 32-foot ficus trees and 16 black olive trees, which are filled in with a variety of shrubs and ferns.

Through an unrestricted donation to the Smithsonian, you may host up to 1,200 guest standing receptions or 850 person seated functions. And as with all Smithsonian co-hosted events, a senior official will wish to make opening remarks at your function, and you may have senior Smithsonian officials attend your event as representatives of the facility.

As he Kogod Courtyard is open to the public until 7 p.m. daily, an additional contribution will be requested from those organizations wishing to begin their functions earlier. Otherwise, vendors may begin load-in and set-up at 3:00 p.m. in the west half of the Courtyard; at 5:30 p.m. in the east half.

Additional fees to expect? Basic lighting is included with your donation, though use of the museum's color wall washes will be an additional cost. Access to the museum galleries and auditorium will also increase your bottom line. And, as is custom at all Smithsonian venues, no cash bar, fundraisers, religious, political or promotional affairs.

We simply love this space and any written description will never do it justice. Whether considering it for a potential special event or simply enjoying its ambiance over a cup of coffee at their 'outdoor' cafe, the Kogod Courtyard is certainly one not to be missed.

Photo credit: Danny Fowler

How to Master the Art of Fundraising

2011-01-01T14:56:00.016-05:00

In the January 2011 edition of BeInkandescent, Behind the Scenes Events principal Roxanne Rukowicz Ladd was asked to offer best practices and insights as to the future of successful fundraising through special events.

Having just partnered with a local non-profit whose own annual gala is always a tremendous success, Roxanne offered the below suggestions based off their exceptional skills and techniques. For the full article, click here.

Tips to master the art of fundraising through special events:

Customize sponsorship offerings. As nonprofits seek to identify giving trends and find creative ways to customize sponsorship offerings, they are becoming increasingly effective. Likewise, donors are becoming increasingly educated about the organizations they donate to and are making donation and sponsorship decisions based less on emotion and more on their own goals (such as increased visibility among their constituents).

Build and nurture personal relationships. With the average success rate for a cold-prospecting campaign at a mere 3 percent, creating marketing campaigns to educate potential donors throughout the year is time, and money, well spent. Staff, board members, sponsorship and ticket-sales committee members should all seek to engage their personal and professional networks. Their own affinity and support for the cause will add legitimacy to the donation request.

Engage a committee of volunteers to assist in the sponsorship or ticket sales. This will be a highly useful tool if clear, defined goals are set in advance; committee members hold each other accountable to these goals; and rewards and accolades are given for a job well done. Additionally, a productive volunteer committee should be amply supported and encouraged by a strong organizational staff.

Structure win-win partnerships with vendors. This approach can greatly reduce the hard costs to the organization. Creative opportunities might include signing multi-year contracts with partnering vendors, engaging leadership at the board level, and exploring opportunities for vendor staff to become more intimately engaged with the nonprofit, which can foster an on-going emotional attachment to the cause and the event.

Choreograph each fundraising event as if it were halftime at the Super Bowl. A happy donor is an engaged guest whose experience at your fundraising event is one that no only makes him or her feel good about the organization - but one where donors, too, can have a high-octane networking experience. From ease of movement throughout the evening to table placement to the meal served, every aspect of the evening should be taken into account. Major contributors should have access to VIP guests, ample time and opportunity to engage and network with their constituents, and verbal and print acknowledgment through the appropriate avenues, in addition to any special requests they have made.

Go high-tech. Technology is the wave of the philanthropic future as the ability to give becomes even easier. Social-media tools including YouTube, Twitter and Facebook are continuing to show increased return on investment. Other tools, including on-site mobil devices such as BidPal, a wireless silent-auction bidding tool, are showing impressive increases in contributions. Moble applications like JustGiving, on-line sites like Kickstarter.com and text campaigns similar to the American Red Cross' Give to Haiti campaign, which raised over $5 million, have all proven to be impressive fundraising options.

What is the moral of this fundraising story?
As an observer of dozens of nonprofit organizations, I believe it's time to think differently about how organizations interact with potential donors.

Knowing your constituent demographics, creating and nurturing ongoing relationships, and communicating via multiple mediums is sure to yield increased support for any cause.

Best Careers in 2011: Meeting Planner

2010-12-16T14:16:00.001-05:00

Behind the Scenes Events Principal Roxanne Rukowicz Ladd was pleased to be featured in US News and World Report's December 6th article on Best Careers in 2011: Meeting Planning.

The good news for the industry? The Labor Department projects that the number of meeting planner jobs will jump 16 percent, thanks to the growing importance of meetings to increasingly global companies.

For the full article, and Roxanne's advice on breaking into the industry, click here.

Junior Achievement 2010 Business Hall of Fame

2010-12-01T10:00:00.045-05:00

Last evening, Behind the Scenes Events produced Junior Achievement's 2010 Washington Business Hall of Fame Gala. With over 1,100 guests in attendance and over $1.2M raised for Junior Achievement's financial literacy programming, this annual event was, again, a huge success!

The evening is always kid-centric: guests were greeted by JA students from elementary schools in Virginia and Maryland; the show was kicked off by a 9-year old songstress belting out 'When You Wish Upon a Star; the evening's honorees were escorted on-stage by DC-area school children and the co-host for the evening was a precocious 12-year old, vying for the job of Master of Ceremonies.

The room visuals were modern yet elegant. Staging, provided by Hargrove, included a metal sheath lit from behind with a vibrant blue hue. The event’s signature logo was featured at center stage while partner and sponsor logos adorned the fall wall of the Marriott Wardman Park’s ever-lengthy ballroom.

The stage program, coordinated by Team and Showcall, was again MC'd by local ABC news favorite, Leon Harris, as the Radio King Orchestra provided the evening's entertainment. The formal program featured the induction ceremony for the five 2010 laureates through telling video biographies and personal toasts ... allowing for a deeply personal and moving evening.

The event, now in its 22nd year, is truly a can't-miss fall tradition - presented by Junior Achievement of the National Capital Area in partnership with Washingtonian Magazine and the Greater Washington Board of Trade - the Gala is attended by the who's-who of the Washington, DC business community.

For pics from the event, click here.

Samaritan Inns: Hope Realized

2010-11-14T09:30:00.003-05:00

On Saturday, November 13th, Behind the Scenes Events produced the Samaritan Inns 25th Anniversary Celebration entitled "Hope Realized: Celebrating 25 Years of Service".

Who is Samaritan Inns? Definitely a non-profit you should get to know. Samaritan Inns is faith-based non-profit dedicated to positively impacting the lives of the homeless and addicted of Washington, DC through structured housing and recovery services. And they've been making positive changes for thousands of individuals and families since 1985.

With 250 guests in attendance, their anniversary celebration was hosted in the Ronald Reagan Building's beautiful Pavilion. Guests dressed in their best cocktail attire began the festivities with passed hors d'oeuvres while bidding on art work graciously donated by local artists and photographers.

The evening's program, hosted by Jim Vance, News Anchor for NBC 4, began with welcoming remarks, followed by a three course meal and an award ceremony where the Samaritan Inns founders, contributors and volunteers were honored. The evening ended with two testimonial speeches, heart felt testimonies of the personal successes behind the program, and the presentation of Hope Realized, a book featuring twenty-five inspiring stories from Samaritan Inns clients.

For more pictures from the event and details on the amazing work done by this non-profit, click here.

Doing Well by Doing Good

2010-11-01T16:54:00.003-04:00

In this month's BeInkandescent E-zine on 'The Power of Giving', Behind the Scenes Events principal Roxanne Rukowicz Ladd was asked to share some ideas on how organizations can integrate the concept of Corporate Social Responsibility into their programs and events. Check out the below article for creative suggestions for implementation and key factors to always consider:

I have a friend who is a mentor to many. Yes, he is well-liked and well-known. He is an excellent sales man and a consummate gentleman. In fact, some might say he is business in Greater Washington. But I have long since believed these are not the attributes that draw so many individuals his way. Instead, it is his philosophy that one can do well in business by doing good in the community, that pulls so many people close.

And at the end of the day, aren’t most people looking for a larger sense of accomplishment? We all want to know that not only did our work yield a positive to your stakeholders, but that at the same time, the work positively impacted the community at large.

Fortunately, more organizations than ever before are integrating the concept of corporate citizenship or Corporate Social Responsibility (CSR) into their core culture and values.

The case for this is simple: Operate in a manner that accounts for the social and environmental impact created by your business all while creating business value, or ‘Doing well by doing good.’

Initially focused solely on philanthropy, today CSR is a defined as a broader commitment to protecting and improving the lives of employees and the communities in which companies do business. Moreover, organizations are continuously looking for inventive ways to increase their impact on the community around them.

Many innovative companies are able to truly embrace this concept and create or utilize existing company functions and events to both promote their commitment to their community and environment.

But where to start? How does an organization create a positive impact on the community around them through special events or programs?

Begin my defining your organizational CSR goals, making sure they are in line with the overall business mission.

Next, decide what strategies you will utilize to implement your CSR goals. In the case of event planning, you might start by deciding if you will add an element of CSR to an existing program or to create new programming all together. Both offer distinctive opportunities and drawbacks.

Decide upon an appropriate beneficiary to engage/honor/partner-with that will speak to your constituents – both internal and external.

And then, get creative.

For a few specific ideas and the full article, read more here.

JA Finance Park Grand Opening

2010-10-21T09:17:00.001-04:00

Earlier this week, Junior Achievement of the National Capital Area held the Grand Opening of Finance Park, a 20,000 square foot experiential learning facility offering a hands-on budgeting simulation for middle school students in Fairfax, VA.

The event, and the facility, were a fantastic success! Over 300 business executives from across the Greater Washington region were welcomed to the facility by whimsical balloons and a giant banner proclaiming the facility's opening. Guests toured the vast complex and received testimonials from students while indulging on treats from the Burger King and grocery storefronts.

The affair culminated with a podium program featuring keynote Ben Bernanke, Chair of the Federal Reserve System. Other honored speakers included Virginia State Secretary of Education Gerard Robinson and Richard Fairbank, Founder, Chairman and CEO of Capital One.

Check out a sampling of photos and media coverage.

Stories from the Field

2010-10-11T12:09:00.001-04:00

In this month's BeInkandescent E-zine, Behind the Scenes Events principal Roxanne Rukowicz Ladd shares some memorable, and rather humorous, wedding moments:

I’ve enjoyed many a late night following an event with my hospitality colleagues, relaxing over a glass of wine and regaling each other with stories of events we have hosted. Sometimes hilarious, often horrific, they never cease to inspire — and teach us how to do our jobs better. Here are a few favorite.

The drama of the melting pears

One friend worked a catering shift for a wedding at a very old country estate. The historic state of the property had apparently led its owners to eschew installing air conditioning, so on this incredibly stifling day, there was no relief to be found.

Though the wedding cake had held up surprisingly well, the two candied pears that topped the cake did not. As the hours went by, the two lime-green candies slowly slid down the cake, leaving a glowing green line of goo in their wake. They ended up in a messy pool at the base of the cake. Thankfully, the meltdown didn’t mar the event; artfully placed cut flowers covered up the goo nicely.

Transforming Vera Wang

Another planner friend worked with a high-maintenance bride at a fabulous local art museum. Her parents had spent an enormous amount of money on flowers, decor, and a most spectacular meal.

They had also purchased a $25K Vera Wang gown for the bride.

On the wedding day, the excited bride indulged a bit too excessively in the pre-function champagne and ended up getting sick – down the entire front of her designer dress. Thankfully, the enormous train on what was once a stunner of a dress now acted as a cover up as the dress underwent an impromptu alteration. The train was swathed around the bride’s torso and safety-pinned madly in place.

The sleepy bridesmaid

A bride’s mother once took me aside just moments before the beginning of a wedding ceremony to mention that she’d given the bridal party a little “nip” to help them relax.

Just what the “nip” was, I will never know, but it resulted in at least one sister-in-law swaying precariously throughout the entire ceremony. She ended up making it through the vows, but she slept through the entire reception.

Why it’s best to call a bakery

My-all time favorite wedding mishap involved a lovely bride whose friend offered to bake her wedding cake. Economics being what they are and the kindly gesture being what it was, the bride agreed and the two friends worked together to decide on a look and color – blue – to match her bridesmaids’ dresses.

The cake baker, clearly new to the art, did not have much experience in cake decorating and must have used an enormous amount of food coloring to get the shade of icing just right. Following the cake cutting, everyone’s teeth and lips were blue for the rest of the evening. The pictures must have been quite memorable.

The moral of the story

Although wonderfully entertaining (after the fact, that is), each “Oh, no!” moment enables those of us in the event-planning industry to work together to troubleshoot problems so we can keep them from happening again. After all, being prepared is always a planner’s best defense.

A Wedding on the Terrace

2010-09-27T10:00:00.004-04:00

We were thrilled to be the first to produce a wedding reception on the Terrace at The Washington Post Conference Center one recent September evening.

Situated on the ninth floor of the historic Washington Post building, the Terrace offered the happy couple an intimate venue for an indulgent dinner for fifty with dancing and revelry, late into the night.

A quiet office lunch spot by day, local decor firm Encore Decor transformed the patio into a romantic evening setting with amber up-lighting, twinkling ficus trees and statement-worthy vaulted candelabras. The tables were ordained with alternating red rose centerpieces and accompanying candles atop luxurious black and white damask and pintucked fabrics. The evening was made complete with a DJ, dance floor, fantastic weather and a starry night overhead.

Movement into the building for the guests can seem a bit dull as they enter through the main Post lobby, but the outdoor terrace venue is worth the effort. The affair was romantic and visually stunning - a perfect, affordable solution for those Washingtonian's seeking a smaller, more intimate affair with family and friends.

Making the list ... again!

2010-09-10T10:30:00.003-04:00

We are thrilled to find ourselves, once again, listed as one of Greater Washington's Top Meeting and Event Planning firms. Ranked #10 by the Washington Business Journal for 2010, this accolade comes right as we celebrate our Second Anniversary.

CONGRATULATIONS to our staff and many THANKS to our supporters for allowing us to make such a big impact - for both our clients and our community - for the second straight year.

Seven Basic Keys to a Successful Affair

2010-09-01T13:07:00.001-04:00

In this month's education-focused BeInkandescent ezine, Behind the Scenes Events founder Roxanne Rukowicz was asked to offer some tips and insights for those individuals looking to get into the meeting and event planning industry. Having been fortunate enough to have learned from some of the best planners in the industry, Roxanne lays out seven basic guidelines to consider when beginning to plan your next affair.

A sampling of the tips and a link to full BeInkandescent article are below:

Think through everything.

It may seem elementary, but brainstorming every aspect of the event with your colleagues and client early on in the planning process will help formulate the basic design of the event. It will also help you build a list of items to pay special attention to. From realistic timelines to audio-video needs and contingency plans for inclement weather, spend the time to think through everything and begin to plan from there. Remember: It's ALL in the details.

Always know what you are walking in to.

Never walk into a meeting or event space uninformed. Ask to see the room your group will be in. Ask where the elevators and bathrooms are and what the cell-phone service is like. Who else will be in the facility on the day of your event? How many parking spaces will be available? Where is your registration table to be set up? The more you know, the better prepared you will be for the unexpected.

Be willing to get your hands dirty.

A good planner is willing to help where needed. Provided your duties will not be adversely affected, lend a hand to help get a room ready, grab a precariously discarded champagne glass, or re-alphabetize place cards that have been inadvertently shuffled about. These little assists will keep your event on track, running smoothly, and looking sublime. It will also show your team members that you’re willing to work beside them, and that builds respect and makes people want to work even harder on your behalf.

Walk.

How you present yourself is absolutely critical to the success of the affair. If you are running around like a crazed person for whatever reason—be it a moment of crisis or an unfathomable time constraint—your guests and client will see, and feel, your stress. Don’t let them see you sweat. Always walk. Never run.

Read more here.

Risky Business

2010-08-06T14:01:00.007-04:00

In this month's BeInkandescent Ezine focused on Risk, Behind the Scenes Events Principal, Roxanne Rukowicz, offers valuable advice to help organizations decide if they should invest their time and resources in hosting an event. With steady pressure to show ROI from constituents at all levels, organizations should take care to consider these important questions before moving forward.

An excerpt and a link to the full article are below:

The cost to produce an event of any kind requires more resources than you might imagine and, in this economy, the sponsorship dollars are simply not as strong as they used to be. Couple that with a decrease in overall ticket sales and an increase in pressure to show ROI, and you can tell why organizations are taking a step back and re-evaluating how their time and dollars are invested.

So should you, or shouldn't you? What considerations should be reviewed before taking the plunge and booking an event? It's best to start by answering these questions:

What is the intended purpose of the function? Does it fit within the mission of your organization? The answers to both these questions will dictate the content, programming, target audience, potential sponsors and more.
Do you have the support of key stakeholders? Without C-level buy-in, Board of Director support and/or a positive nod from your go-to donor base, the likelihood of a successful function should be re-evaluated. These constituents, with the bottom line on their mind, are a necessary sign-off.
By what Return on Investment (ROI) and Return on Objectives (ROO) will the success of the event be judged? Success might be defined by the overall profit margin, the event's contribution to the organization's business plan, or the benefit experienced by the audience member. Defining your goals from the start, and deciding how the ROI and ROO will be measured, will help to create an effectively designed, planned and executed event.

Site Visit: National Building Museum

2010-07-07T21:02:00.002-04:00

Check out Behind the Scenes Events' article on the National Building Museum as featured in the July issue of beInkandescent's Ezine. Managing Principal, Roxanne Rukowicz, takes readers on a tour of the venue, offers a touch of history and plenty of tips on utilizing this spectacular building. An excerpt is below:

Since the Inaugural Ball of President Grover Cleveland in 1885, the National Building Museum has been host to royalty, dignitaries, and the public alike.

Commissioned to serve as both the home of the Pension Bureau and as a gala venue for Washington’s social and political functions, the National Building Museum, originally known as the Pension Building, was completed in 1887.

Attendees at any function at the National Building Museum will find the building to be truly awe-inspiring with its architect, U.S. Army General Montgomery C. Meigs, having based its design on two Roman palaces – the Palazzo Farnese and the Palazzo della Cancelleria.

It is this decadence of sheer size and design that makes the National Building Museum a stunning venue for an event — from receptions to inaugural balls to presidential summits.

We have seen this space elegantly draped, decorated and lit with special features from start to finish; and have alternatively watched as hosts let the stunning visuals of the building speak for themselves. Any which way you choose, hosting an event at the National Building Museum will stun guests through its sheer size, grandeur and opulence.

Consider these tips when utilizing this unique venue for your next power event.

Walk through the space early on and visualize your event and the formal program. Will you cover the fountain or leave it open? Where will you set your stage? What portion of the space will you use for your reception, seated dinner and any potential after-party?
Contract with vendors who have worked the space before. Venues this size, and with these architectural features, have nuances that many fresh to the location may not be aware of. Most notably here at the National Building Museum … sound.
Read more here.

Photo compliments of rpertiet.

Saving on the 'W'

2010-06-08T21:40:00.002-04:00

June's beInkandescent Ezine features Behind the Scenes Events principal Roxanne Rukowicz as she offers insider tips on how to make wedding planning a bit gentler on Dad, and his wallet. An excerpt and a link to the full article are below:

My father has been selling me on the idea of eloping since I was four. Daddy and his little girl plotting a ladder gently placed against the siding of our Cape Cod so my groom could whisk me off my feet late in the night. I guess he figured that planting the seed early would pay off to his benefit in the end.

Having found myself working in the wedding and special event industry, it’s no longer a wonder why he tried to sell me on brief court house nuptials similar to his own. According to The Wedding Report, the average cost for a wedding in 2009 was between $21,000 and $25,000. Add an additional $10,000 if you live in a metropolitan area. Couple that with a down economy, and the sticker shock of a Cinderella-inspired dream wedding is enough to send any father reeling.

These days, I am planning my own wedding and am aided by a few savvy insider tricks I’ve learned along the way. Below are some ideas that may help others walk down the aisle with a few extra dollars left in their (father’s) pocket — no ladder required.

The Venue

The rental of a private estate or unique museum for your reception can, at first glance, look to be an astronomical expense. Before you panic, find out if the venue is run by a 501c3. Portions of rental fees (often times referred to as ‘donations’) for facility use may be tax-deductible, a benefit that can save you thousands. Potential 501c3 managed locations to consider include historic sites, museums, botanical gardens, national parks and wildlife preserves.

Consider, also, those hidden gems run by your county or state. Many historic venues have been left to the local jurisdictions to run and are extremely affordable and kept in good condition.

The 'W' Word

To verbalize what you already may have come to realize … the word ‘wedding’ will instantly increase the average cost of some goods and services. Read more here.

Wish Upon a Wedding

2010-05-27T18:47:00.000-04:00

We just opened the latest issue of Special Events magazine and found an incredibly inspiring interview with Sasha Souza, President of Wish Upon a Wedding - a nonprofit organization that provides weddings for individuals facing terminal illness. Founded in January of this year, the organization already has 16 chapters.

There is certain criteria for eligibility - couples need to be 18, not currently married, and have a doctor-verified terminal prognosis of less than three years. The organization grants three types of wishes: Urgent Wishes are for fewer than 10 guests and are performed bedside for the gravely ill. Boutique Wishes are for couples with a year or less prognosis and are limited to 25 guests. And Romantic Wishes are for couples with a three-year or less prognosis and are limited to 50 guests.

What do we love most about Wish Upon a Wedding? The organization allows planners and suppliers alike to donate their goods and services. In their own words, "From caterers to photographers, and from DJs to cake designers (and everything in between), we need you!"

Visit their website to find out more about how you can support your local chapter and help make a happy couple's wish come true.

Events with a Purpose

2010-05-07T10:38:00.002-04:00

Check out Behind the Scenes Events' article on Events with a Purpose as featured in the May issue of beInkandescent's Ezine. Managing Principal, Roxanne Rukowicz, offers four creative ways to do well while doing good. An excerpt is below:

The events industry is slowly trending away from a social calendar full of “meet-and-greet” networking affairs that have long anchored the business community. Today’s event attendee, and the accompanying all-important sponsors, are backing more socially conscious events, garnering a larger, more community-based audience and placing their names behind a noteworthy cause.

Socially conscious events are the new paradigm – a values-driven proposition that places an emphasis on improving the quality of life for the community and the environment, often while improving your bottom line. How can you produce an Event with a Purpose?

Give back

By hosting an event that directly benefits a local nonprofit, school or charitable organization, attendees can make a big impact in their own community in just a few short hours.

Take for instance, KA-BOOM, a Washington, DC, based nonprofit dedicated to creating a safe place for every child to play. Through a partnership with a local financial firm, invited guests spent a day building a playground for those children who might otherwise not have a place to go. The financial institution gained considerable press and goodwill from the community for having supported and underwritten the endeavor and attendees left exhilarated by their positive impact with something tangible to show for their efforts.

Continue reading here.

The Washington Nationals

2010-04-08T17:21:00.004-04:00

Yesterday, over 250 guests at our client's 'Welcome Back to
Washington' Luncheon received quite the surprise. The Greater Washington Board of Trade had invited the DC business community to a lunch and speaking program with the Washington Nationals team management only to discover the entire Washington Nationals Baseball Club was in attendance!

Guests mixed and mingled at the Ritz Carlton, Washington, DC over iced teas and lemonade, trying to cool off from the unseasonable 80+ degree April weather. Upon the ballroom doors opening, guests were ushered to their seats to find ball caps, base balls and seats full of other Nationals paraphernalia.

Quick introductory remarks from the Chair and the event sponsor - PNC Bank - led to the introduction of Jerome Hruska, the official voice of the Washington Nationals who proceeded to introduce all 29 players in attendance. Guests gaped for a good view as Dunn, Guzman, Zimmerman and the rest of the Nats filed in to thunderous applause.

With everyone in the room, the guests didn't wait but mere moments before they were up and about, hunting for autographs. We hope the players got a bit to eat ... they did have a game last night.

Following lunch, guests heard directly from Team Manager, Jim Riggleman; Nationals General Manager and Senior Vice President, Mike Rizzo; and Nationals Ball Club President and co-founder Stan Kasten. What a line up!

Fantastic fun and interactive experience for the guests and a great way to kick-off spring in DC.

What's more, the event, and our client, received great media coverage. Check it out here.

The Art of Happy Guests

2010-04-07T14:51:00.004-04:00

Check out Behind the Scenes Events' article on the The Art of Happy Guests as featured in the April issue of beInkandescent's Ezine. Managing Principal, Roxanne Rukowicz, offers ten practical tips for keeping guests in mind when planning a meeting or event. An excerpt is below:

1. Take the guess work out of the event.

Use every outlet possible to relay as much information as available. For corporate functions, update the event website and email confirmations/reminders with the event timeline, directions to the venue, self-park or valet details and the dress code. Guests should be well prepared with all of the details without having to hunt for them. Elderly guests at weddings and other social functions should receive printed information in the mail.

2. Keep an eye on the clock.

Guests deserve an evening that starts on time and ends on time as everyone has other responsibilities. Lest you have guests begin to leave prior to your keynote’s address, it is important to stick to the time line as advertised.

3. Offer comfortable accommodations.

Ballrooms are typically kept very cold. Whether a black-tie or a conference, watch for cues as guests hunt for a warm cup of coffee or grab for their coats. Women and those seated near the fans are most susceptible to the discomfort.

Subsequently, those day-long programs that ask guests to sit for long periods of time require another element of comfort. Remember to offer guests ample leg room and chair space at tables. The longer the program, the more personal space a guest will require. For those situations when accommodations are not optimal, make it up to guests by offering a private lounge area outside the general session for the occasional blackberry check or conference call.

Continue reading here.

Site Visit: National Musuem of Women in the Arts

2010-03-10T13:55:00.002-05:00

Check out Behind the Scenes Events' article on the National Museum of Women in the Arts as featured in the March issue of beInkandescent's Ezine. Managing Principal, Roxanne Rukowicz, takes readers on a tour of the venue and its rich history. An excerpt is below:

"Opulence is an understatement as you enter into the luxurious, pink-marbled reception area. As the museum's largest space, you will find the floor filled with elegantly prepared tables, waiting in ready for the dinner yet to be served.

Allow the attendance to guide you up the sweeping marble staircase to the mezzanine, where your drink of choice, and the rest of the guests already making merry, will be waiting. At this level, guests have a bird's-eye view of the elegance around them. From the glistening chandeliers to the ornate woodwork and masterpieces on display, guests will be mesmerized by the sheer lavishness of it all."

Continue reading here.

Weddings on the National Mall

2010-03-03T11:09:00.005-05:00

We've never met a bride who couldn't describe, in detail, her dream wedding. From big church weddings to more intimate, hometown affairs, lavish estate or vineyard receptions to quiet moments alone on the beach. For those couples hailing from the Washington, DC area, a wedding on the National Mall is often the ceremony location of choice. And really, what better place to celebrate than at one of the area's quintessential landmarks?

Applying for a wedding ceremony on the National Mall is easier than you might think. And though the list of 'cannots' may double those you 'can' ... we think the simple elegance of the location is well worth the effort.

There are several items to consider before choosing the National Mall as your ceremony location:

* You cannot reserve parking spots for your party. You will need to bus your guests in, or contact a local cab company who would be willing to drop off and pick up your guests at an agreed upon time. Otherwise, your guests are on their own to find parking.
* Wedding ceremonies are assigned a two-hour time block for set-up, event and break-down. Chairs, florals, tables and other decor items may be carried on to property. But no structures may be erected and nothing can be attached to the trees or other existing facilities.
* Recorded music may be played but the volume must be very low; alternatively, a maximum of two musical instruments may be played but not amplified.
* You will be on public display. Though you will have an official permit to be on property and to use the space, you are still in a public area. Passerbys may snap photos, joggers will most certainly give a double take as they run past; and others may not be aware of their own sound levels.
* If you host the ceremony at the Jefferson, you are in the flight path of the planes landing at Reagan National Airport. On busy days, planes land every five minutes.
* No rice or confetti may be thrown and all trash must be removed upon your departure.
* The weather may not be on your side. You will need a back-up location.
* Photographers must apply for special permits to use tripods on Park Service property.
* And lastly, but most important, the bride or groom MUST have the official permit with them at the event. We've heard stories of an unfortunate bride who was stopped by an un-uniformed Park Service officer just prior to walking down the aisle, having been asked to see her permit.

Unphased by the rules and regulations? Good for you! To begin, the bride or groom must apply for a Special Use Permit - available here. This permit, along with a $50 non-refundable money order can be hand delivered or mailed to the National Capital Region's National Park Service office at 1100 Ohio Drive, SW, Room 128, Washington, DC 20242. If your application is accepted, you will receive a permit in the mail from the US Department of Interior.

What locations are available?

Nation Park Service DC locations -
* The West Lawn of the Jefferson Memorial, adjacent to the Tidal Basin.
* The George Mason Memorial
* The DC World War I Memorial

National Park Service Virginia locations -
* The grounds of the Arlington House, above Arlington National Cemetery
* The Netherlands Carillon, near the Iwo Jima Memorial
* Great Falls Park

Atlas Theater

2010-02-17T17:24:00.020-05:00

Our cab driver dropped us off at 1333 H St. NE earlier today ... landing us in front of a quiet box office and art moderne facade. We had spent a good part of the morning performing site visits in the blustery DC weather and 3 feet of leftover snow, searching for just the right location for an upcoming client event. Next stop on our list ... this theater house from a by-gone era - The Atlas.

The History:
The Atlas's history mirrors many other theaters of its time. Built in 1938 as a 1,100-seat movie theater with adjoining shops, the building served as a cornerstone of the community. For decades, owners Max Burka and Fred Kogod offered the city a front row seat to Hollywood's 'Golden Age of Cinema'. In the 1950's and 60's, the urban neighborhood was impacted by the migration of the middle class to the suburbs and the commercial side of H Street exploded.

But the area's fortunes plummeted after the riots of 1968. Over ninety shops were razed while others simply moved away. Lenders shied away from the area and all the theaters closed their doors, including The Atlas, shuttering in 1976.

The complex was purchased by a non-profit in 2002 with the intention of renovating the spaces as a community-based performing arts center. The $20M renovation began in 2004 and was completed in 2006.

The Visit:
We entered through a side door, having met our tour guide, Atlas COO Scott Kenison, at the staff entrance. Scott began with what would be our dining and formal program space. His suggestion? The Sprenger Theater for our sit-down of 200. The room, a versatile black box, was currently being set up for a theater performance complete with staging and rows of tiered seating. Tomorrow, he noted, the room would be empty save for just a few chairs, for a dance troupe rehearsal. With a full 4'x4' rigging and lighting grid, the space is exceptionally flexible. And we loved the ease at which Scott said, 'no problem' to all our questions and requests.

But The Atlas is just so much more than a flexible black-box space (or four such performing arts spaces and three dance studios). Moving next from the Sprenger into a brick-lined lobby ... the true soul of Atlas came in to light. The Kogod Atrium, an L-shaped reception area is truly a stunning, and incredibly unexpected sight after the long hallways and dark theaters. With a capacity for 250 reception style, the space would speak to any event looking for a touch of the unexpected - a wash of decades past with the hue of the new. Warm brick, soft, inviting lighting, carefully placed artwork and seating ... the renovation of Atlas truly left a unique space its founders would have been inspired by.

Though slightly off the beaten path (it's not metro accessible), H Street Northeast is seeing a renaissance like none other. Just a 5 minute drive from Union Station (or an $8 cab ride from almost anywhere), "The Atlas District" is also accessible by the H St. Shuttle. Plans for more formal parking arrangements for special events are in negotiations - though we'd still suggest valet. And streetcars will soon make their way back down the H Street corridor - though completion of the project is still several years away.

Today, The Atlas once again anchors H Street - a nod to the past and a beacon of light towards this neighborhood's bright future. And a perfect venue for those looking for a bit of soul.

Site Visit: Long View Gallery

2010-01-30T18:24:00.014-05:00

If you follow us on Twitter, you already know that we finally found our way into Long View Gallery this week. And what else can we but, 'It was love at first sight!'

Long View Gallery has been a fixture in DC's Shaw neighborhood since opening the doors of its inaugural location in 2006. Fast forward to October of 2009 ... and you'll find Long View Gallery nestled amongst the town homes at 1234 9th Street, NW at its new location. It's rather tough to miss. The royal purple painted brick, vibrant green doorway and glass roll-up entree easily give it away.

Focused on promoting the DC area's burgeoning art community, the gallery highlights both established and new artists through rotating exhibitions as well as a growing permanent collection. The offerings adorning the gallery's walls this week presented a varying array of interests ... from the twisted and quirky to the forceful and energetic. One instantly takes note of just how much attention the owners take in choosing the collections. And what's more? They also understand just how spectacular a space they have and sell it as part gallery/part event space.

Enter into the gallery and you're stunned by the vastness of 5,000 square feet of open warehouse space. With finished concrete floors and 20' ceilings, the opportunities here are endless. Whether a cocktail reception for 400, a reception with sit-down for 180, a product launch or a beat-induced fashion show, you're confined here only by your imagination.

Event Director, Suzi Molak, comments that if you're fortunate enough to have booked a warm evening, the 9'x11' aluminum alloy glass door that opens onto Blagden Alley can be opened (and tented) to allow for even more reception space or another 6 rounds.

Long View Gallery is edgy and raw ... a nod to a New York City vibe that's sorely missed when exploring Washington's list of potential event venues. And with plenty of perks including wi-fi, built-in projection panels and a sound system - this space is perfect for those clients interested in taking their guests on a modern ride, without leaving the confines of the beltway.

The Power of Lighting

2010-01-23T16:34:00.010-05:00

We watched as an ordinary room with white walls and a gray floor was transformed today. As a stark and unassuming space succumbed to a team of lighting professionals who, in a matter of a mere hour, turned what was once everyday conference space into an elegantly lit sanctuary. A space that would at one moment, serve as the location of a celebratory dinner party, and that would later transform into a beat-infused night club.

Step back and watch this type of transformation and you'll agree ... we simply can't say enough about the power of lighting in creating the perfect ambiance at an event. Unfortunately, during these days of recessionary spending, lighting is a line-item in many budgets that quickly finds its way to the chopping block.

But what we don't want anyone to lose sight of in these tougher times is how a small investment in lighting can transform an ordinary or plain venue rental into the atmosphere that you dream of. As we all take a step back to save on potentially extravagant affairs ... why not find a simple space, and use lighting to offer the drama and lead the Wow factor.

From uplighting to pin-spotting; to hanging chandeliers, globes and candles; to decorative gobos identifying sponsor logos, bride/groom monograms or just a fun wash to spice up the dance floor ... it doesn't take much to transform the ordinary into extraordinary. And it's well worth the potential cost savings.

The St. Regis Washington, D.C.

2010-01-19T20:40:00.017-05:00

Our owner got stuck in a horrible rain storm a while back. The kind of rain that beats so heavily it makes the dye in your dress run down your legs. It poured, and not just for a brief moment, but for hours straight.

Caught in the rain without an umbrella and headed to a client meeting, she hopped from store front to bus stop ... eventually ending up under the awning of the St. Regis Hotel. Eying for the next spot to run to, she was surprised to see the doors to the hotel open and a smiling staff member beckoning her in. She tried to explain that she didn't belong there, that her meeting was still several blocks away. But what happened next was simply the essence of customer service: they acknowledged her plight, welcomed her in, offering warm towels to dry off and a cup of coffee to warm up.

Ten minutes and three bath towels later, she was warmed, no longer dripping and ready to return outdoors. The rain wasn't going to abate, and with the meeting still on, The St. Regis staff set her off with a golf umbrella and the invitation to come see them again anytime, rain or shine.

****

Now, we could have gone on and on about just how beautiful this recently renovated hotel is (they re-opened in January of 2008 following a 16-month restoration). How their Astor Ballroom and Terrace is simply one of the most stunning venues in DC - the envy of many a bride. Or how their lobby, lounge and accompanying meeting spaces mix equal parts modern luxury and stately sophistication, offering your guests elegance and glamor while receiving the royal treatment. But we thought her story better explained the overall vibe and service we always encounter upon entering this luxury oasis.

Come meet them and see for yourself. Head to the St. Regis Bar for a cocktail or to Ardour for dessert ... their hazelnut souffle with orange granite and orange-ginger sorbet just won Best Dessert from Washingtonian Magazine. We hear you can show up wet or dry.

Junior Achievement 'Washington Hall of Fame'

2009-12-04T18:15:00.025-05:00

Tuesday evening, Behind the Scenes Events produced Junior Achievement's Washington Hall of Fame Gala. With over 1,100 guests in attendance and over $1.2M raised for JA's financial literacy programming, the event was a huge success!

The evening was kid-centric: black-tie clad guests were greeted by JA students from elementary schools in Virginia and Maryland; the show was kicked off by an 8-year old songstress belting out 'God Bless America'; and the evening's honorees were escorted on-stage by DC-area school children.

The room visuals were simple but elegant. Decorative swags of natural muslin, sheer gold fabric and harvest gold taffeta to highlight Junior Achievement's signature 'W' Hall of Fame logo centered upon the stage. Atmosphere Lighting assisted in developing the ambiance through alternating stage washes in vibrant hues.

The stage program, coordinated by Team and Showcall, was MC'd by local ABC news favorite, Leon Harris as an eight piece band provided the evening's entertainment. The formal program featured the induction ceremony for the five 2009 laureates through telling video biographies and personal toasts ... allowing for a deeply personal and moving evening.

The event, now in it's 21st year, is truly a can't-miss fall tradition. Headed by a highly-involved Leadership Committee and presented by Junior Achievement - in partnership with Washingtonian Magazine and the Greater Washington Board of Trade - the Gala is attended by the who's-who of the Washington business community.

Check out BizBash's Event Report covering the Gala.

Cystic Fibrosis Foundation

2009-11-15T16:30:00.011-05:00

Last evening, the Cystic Fibrosis Foundation held their annual Breath of Life Gala and it was simply a stunner of an event. They transformed the illustrious National Building Museum with a feminine flair that began as you arrived ... delicate floating orchids welcomed you up the front walkway, beckoning you towards a string quartet that greeted guests upon entering the foyer. And the details and luxury just kept coming from there!

Wispy white drapery cordoned off the three party rooms, partitioning the three corridors of the museum into reception, dining and after party spaces while this season's hottest shades of purple and pink decorated the space through lighting, centerpieces and staging.

The opening reception featured a hefty silent auction, premium bar and a specialty martini bar. The main dining room was exquisite with silk linens and stunning centerpieces. Flowers in shades of purple, ranging from soft to rich to dark adorned the tables, off-set by candlelight, in all sorts of different constructions. Ridgewells Catering used rounds, squares and rectangles as a creative seating option for the 700 guests ... a favorite look of ours. And did we mention the delicious four-course meal, champagne, wine and chocolates?

What was, of course, the reason for us coming together was the Cystic Fibrosis Foundation. Cystic Fibrosis is a disease of the lung and digestive system leaving those afflicted with an average life expectancy of 37. We watched as guests donated over $100,000 through the live auction and additional monetary donations. And what's more? 90 cents of every dollar raised through this Gala goes to directly to research, care and education programs! Which is incredible when you consider the cost of producing this event, and just how much fund raising must go on behind the scenes to make it one of Washington DC's top grossing annual events.

The program ended with the presentation of the Hitchcock Humanitarian Award and then the curtains opened to Club Breath, an after party no less adorned with the details we have now come to expect - bite-sized chocolates, a cappuccino bar, lounge seating and a dance floor full of party goers dancing into the early morning hours to funky classics.

We began to make our way home well into the night. Parting gifts were t-shirts proclaiming "Club Breath", a creative way to continue marketing efforts well past the end of the event. And as if we had not been doted on enough ... we enjoyed freshly backed Otis Spunkmeyer cookies and a shot of espresso as the valet brought us the car.

Exceptional event. Exception cause. Oh, what a night!

The Corcoran Gallery of Art

2009-10-28T08:36:00.016-04:00

Ask any event planner in town to name a museum that offers amazing space flexibility and most all will point you towards The Corcoran Gallery of Art. We sure would. Located across from the South Lawn of the White House at 500 17th St. NW, the Corcoran's spectacular beaux-arts design, permanent collection and notable exhibits make it a favorite venue for many of Washington DC's corporate and social events.

All events begin with guests passing in front of two stately lions watching over the main entrance. You'll utilize the ample building foyer area for both a security scan and coat check. Enter next into the Atrium, the main floor of the Corcoran that features marble floors and 40 magnificent columns. A space perfect for large dinners and receptions, capacity here is 400 seated or 900 standing. The Bridge, an area just up the grand staircase that overlooks the Atrium is a perfect space for cocktails for 200 or an intimate dinner for 100.

A downstairs gallery, referred to as the Salon Doré, is a spectacularly ornate room paneled from floor to ceiling with Corinthian pilasters, trophy panels, garlands, and large framed mirrors created by the Comte d’Orsay in the 18th century.The Salon Doré seats 50 people and is available for dinner only.

The Ruesch Conference Room, situated in the northeast corner of the Atrium, will seat 25 guests or accommodate 50 standing. And the Frances and Armand Hammer Auditorium will accommodate 193 with state of the art audio-visual.

When planning your event, remember to ask what exhibits will be on display. The galleries may be accessed by your guests but may require an additional fee. And don't forget to cue up valet. Though the Corcoran is in walking distance from the Farragut Square metro stations, you'll want to offer guests the opportunity to drive as parking is a rarity in this neighborhood.

Why is the Corcoran on our list this week? We love a blank canvas. The light interior marble lends itself to endless possibilities with decor and lighting. And the space can seemingly be cut to be as big or as small as you need it.

The rich history of the building and its collection is available here. Photo compliments of Mr. T.

Washingtonian's Great Places to Work

2009-10-27T15:09:00.014-04:00

We had a blast producing a conference and celebratory luncheon last Friday for Washingtonian Magazine and the Greater Washington Board of Trade as they celebrated Washingtonian's 2009 Great Places to Work. And from the pictures we received of our guests hamming things up, the attendees had a great time as well! (this is Great Places to Work winner customink.com)

Held at the Ronald Reagan Building, our morning conference focused on finding and keeping top talent. Our kick-off panel featured human resource professionals local to Greater Washington who spoke to those critical recruitment and retention factors so important in today's economic climate. Our second panel focused on the concept of corporate social responsibility and its importance to today's socially conscious employee.

Our luncheon, held in the beautiful Pavilion, featured a delicious three-course meal, copies of the hot-of-the-presses Great Places to Work issue and a 10' tall magazine cover photo wall. Guests enjoyed the informal format as speakers read the zaniest of excerpts from The Washingtonian issue after the list of winners was read aloud.

The feedback was great: "The event was seamless, providing the perfect combination of information and relationship building. The panelists were exceptionally well prepared and the audience engagement was outstanding. Only and excellent event planner could create such magic." - Misti Burmeister, CEO of Inspirion Inc.

Sounds like we've found the perfect combination of education and fun. Too bad this issue is printed but once every two years!

Woolly Mammoth Theater

2009-10-24T20:19:00.014-04:00

After 25 years of performances, and a $7.5M funding campaign, the Woolly Mammoth Theater Company opened its doors in Washington DC's Penn Quarter in May of 2005.

Designed by famed architect Mark McInturff, Woolly Mammoth is a striking, industrial style venue. "It's ordinary and extraordinary all at once", says The Washington Post of a space that has been honored with numerous architectural and design awards. For those looking for a change of pace from a traditional hotel ballroom settings, this just might be your venue.

The entrance at 641 D St. NW is entirely unassuming. With a brick front and shadowy doorway, all that gives this stylish location away is a lone metal sign.

Enter here into the Kogod Lobby, a spectacular three-tiered space featuring concrete floors and stairways, metal stairwells, bridges and a long 'catwalk' of sorts. The lighting varies from purposefully shadowed to punctuated with color ... a purple wall here. A green wall there. For your event, the space also offers a light wall that wraps around the back of the space to offer bright splashes of color, fading in and out throughout the evening. Long yet narrow, the space lends itself better to receptions then seated dinners. Standing to 350.

The striking 265-seat theater is also available for public rental and has not a bad seat in the house. The architects took pain-staking measures to make sure no one was more than 120' from the main stage. Described as "cozy, but not cuddly", both the Kogod Lobby and the theater share the same industrial vibe.

Other available spaces include the Melton Rehearsal Hall (up to 100 standing) and the Meyer Foundation Classroom (up to 50). Both are working rehearsal rooms so it is here that you will find more traditional lighting and audio visual capabilities.

Described as "quietly dramatic and elegantly inelegant", our efforts to describe the venue here may not do the Woolly Mammoth justice. The venue deserves a visit and consideration for holiday parties and casual business receptions. This space is a great break from the chandelier and brocade DC norm.

Mixing work and play at CulinAerie

2009-10-18T18:57:00.018-04:00

We love to blur the lines between work and play. These days, everyone seems to need an extra reason to laugh or permission to let off a bit of steam. We've long enjoyed offering guests a venue to network and build business relationships within a playful, relaxed atmosphere. Enter: CulinAerie, Sur La Table, Cookology and Open Kitchen ... just a sampling of the many cooking schools to recently open their doors in Greater Washington.

Whether for team-building staff outings, creative holiday parties or internationally-themed birthday parties, cooking schools offer the venue, education, and menu to allow for easy guest interaction and hours of a cooking good time.

CulinAerie is a favorite of ours. With a roster of 19 teachers including Top Chef contestant Carla Hall, the school offers two kitchen venues: a 16-seater with homey wooden cabinets and a warm tiled backsplash for a more personal event; and a 32-person stainless-steel and commercial-grade industrial version, appropriate for larger, more corporate, affairs. Our favorite feature? The flat-screen TV that offers close-ups of the professor's techniques.

Not into the hands-on experience? CulinAerie offers Chef's Tables too: an evening of amazing food and wine, prepared and poured by a private chef and personal sommelier. Everyone simply sits back and enjoys.

People are always drawn to a kitchen. Engaging your guests in a unique way will keep the conversation flowing and is bound to offer a memorable evening.

Microsoft taps BTS Events as voice for Small Business

2009-10-08T08:36:00.012-04:00

On Tuesday, Behind the Scenes Events Principal Roxanne Rukowicz attended Microsoft's Open House at the Park Avenue Armory in New York City. As a participant in their Real Life Stories Program, BTS Events was tapped to speak to the national media outlets on the benefits of Microsoft Office 2010 for small businesses.

The experience? "Fantastic.", said Roxanne. "Such a fun and innovative way for Microsoft to engage the press prior to the holiday sales season and the launch of several big concepts next year."

Photo by Sarah Tew/CNET

Smithsonian Museum of American History

2009-09-24T11:35:00.024-04:00

We attended an enjoyable evening affair last night at the Smithsonian National Museum of American History. The event: 700 business executives convened by the Greater Washington Board of Trade to pass business cards and mix-and-mingle amongst nostalgic bits of Americana.

The recent venue history: in November of 2008, the museum reopened following extensive architectural renovations both inside and out. These upgrades have culminated in enormous lobby spaces, extensive permanent exhibits and multiple galleries in which to host events - up to 500 seated and 3,500 standing. There's also a 5th floor outdoor terrace available for events up to 350, presenting 360-degree views of the National Mall.

Last night's event was very enjoyable. The food, provided by Washington, DC favorite Ridgewells, was utterly impressive. Guests simply raved. But what's more ... the atmosphere was easy and relaxed. Maybe the fall-inspired decor and lighting suggested the vibe, or maybe it's just the mood in DC, but everyone was in high spirits and pleased to be out-and-about shaking hands and passing business cards.

Events at all Smithsonian venues come with an extensive list of do's and don't's. But trust us, they're worth the effort. As evidenced last evening, anytime you can get a group of business folks laughing and posing amongst Julia Child's Kitchen ... you know you've found the sweet spot between getting business done and entertaining. Just be prepared to get creative with your invitation wording, sponsor exposure and general logistics.

Pop over to check out the American History Museum when you get the chance ... whether for an event site or otherwise. Our favorite features: the Star-Spangled Banner, Dorothy's ruby slippers from the Wizard of Oz, and of course, the ballgowns on display from the First Lady's collection.

American Pharmacist Association

2009-09-09T20:51:00.011-04:00

We just returned from the opening reception at the American Pharmacist Association, 2215 Constitution Avenue, NW, and all we can say is, Wow! Thanks to Jill Collins PR and Occasions Caterers for our invite to preview this new venue.

Not able to attend? Here's our report:

On this Wednesday evening, traffic and valet issues abounded (our taxi ride of just a few short blocks took almost half an hour) ... but we foresee loads of opportunity for stress-free transportation for any Friday to Sunday weekend events. Really, anytime when the daily commuters aren't trying to make their way back to Virginia.

Security is tight. The APhA shares office space with the State Department, but these days, metal detectors and a bag search are a pretty common occurrence at many DC events. Make your way through the guards and up to the sixth floor to the oasis that is the rooftop. This evening's 300+ guests fit easily amongst the bars and heavy food stations. A custom made tent covers 75% of the structure, with clear wall sides in case of unexpected inclement weather or for those brave enough to host their event on a colder month.

As it turns out, the American Pharmacist Association building is the only privately owned structure on the National Mall and we're excited they've decided to rent out their space. The view is spectacular ... dare we say one of the best around. And the serenity of the venue, six stories above the bustle of the city, simply begs for an elegant wedding with dinner and dancing. Or a celebratory corporate affair.

We've already sent e-mails to our clients, letting them know what possibilities the APhA presents. We're excited for a return visit.

Junior Achievement

2009-09-01T16:56:00.019-04:00

Behind the Scenes Events is thrilled to have been tapped to produce Junior Achievement's 2009 Washington Business Hall of Fame Gala.

Scheduled this year for December 1st at the Hilton Washington hotel, the Hall of Fame Gala - now in its 22nd year - partners Junior Achievement of the National Capital Area, the Greater Washington Board of Trade and Washingtonian Magazine as they honor five well-known and highly established DC business laureates. A major annual fundraiser for Junior Achievement, with title sponsorship support from both Capital One and Sprint, this event is a must-attend black-tie for the business community in Greater Washington. Proceeds benefit Junior Achievement's mission to inspire and prepare young people in a global economy.

Congratulations to the 2009 Laureates. We're looking forward to producing a timeless event to showcase your achievements.

2009 GO FAB Festival

2009-08-10T12:47:00.019-04:00

The Behind the Scenes Events team committed to tents, campfires and bug spray this past weekend to make sure River Camping Inc.'s three-day 2009 GO FAB Festival went off without a hitch. Held on the banks of the Shenandoah River at a 350-acre private farm in Bentonville, VA, guests enjoyed a camp-away weekend that was anything but primitive. From king-sized air mattresses to propane fueled hot-water showers, these folks definitely knew how to 'rough it'.

Friday thru Sunday, our guests took full advantage of the location and enjoyed hours of lounging and tubing on the cool, calm waters of the river. Catered meals, including pit barbecue, traversed the long country road on their behalf, as did a 16x20' stage that would stand just feet from the river - serving one night as a dance platform, the next as the performance stage for local favorite cover-band, Wicked Jezable.

All in all, the weekend was relaxing for everyone and we're returning to DC entirely refreshed.

We also learned a couple of tips along the way ... including quite a few facts about cows and how they can impact your event site and signage. Ha! Who would have thought?

We're definitely looking forward to next year.

Secret Pleasures Launch and Runway Show

2009-08-02T18:19:00.021-04:00

Last evening, Behind the Scenes Events produced a launch party featuring an intimate apparel runway show. Our sassy client presented a fun masquerade and corset-themed event concept that we've been excited over for months!

She wanted an elegant, sensual evening where guests could dress to impress as she introduced her potential clients to the boutique's newest line of lingerie and products. Weeks of researching and site visits finally found us to the perfect location - Josephine Lounge. The boudoir decor readily lent itself to a bedroom feel.

Modeling portfolios, lingerie fittings, make-up artistry appointments, DJ play lists, timelines and more ... all of the evening's pieces were planned with the utmost detail and kept with sensuality and elegance in mind. A fun night out for all (note two of the toys presented in the show above!) The event was a blast and Secret Pleasures boutique received just the launch our client was looking for.

Alltop - Top Event Planning News

2009-07-29T08:43:00.010-04:00

Many thanks to Neenz Faleafine of Alltop.com for picking up our blog on his amazing site. If you're new to Alltop, you'll quickly discover that their site compiles the best blogs on the web and serves as an excellent resource for the latest news and innovative trends easily sorted by industry.

Check out 'All the Top Event Planning News' here.

Hello Cupcake

2009-07-28T15:48:00.007-04:00

We're not sure if it's all the celebrating we've been doing lately or what, but we've got cupcakes on the brain. And not just any cupcakes ... Hello Cupcakes. Just south of Dupont Circle at 1351 Connecticut Avenue, NW, this neighborhood bakery is just heaven on Earth.

Pricey at $3 a cupcake, yes. But we love that they offer almost a dozen homemade varieties daily, ranging from simple to decadent. Opt for the addition of an accompanying Illy espresso and the experience of either a late-afternoon jolt or late-night treat is made all the more enjoyable.

What's more, Penny Karas, the Executive Pastry Chef, and the entire Hello Cupcake team are wonderful partners when it comes to events. Delivered directly to the venue and packed in individual recyclable boxes, guests always have a hard time choosing between eating the gourmet delicacy as they leave or saving it for later.

Wedding parties will adore the customized monograms that can adorn each treat and those suffering from food allergies need not worry as the shop offers both vegetarian and gluten-free varieties. We say, eat up and enjoy! We'll definitely be seeing you there.

Making 'The List'

2009-07-17T12:46:00.021-04:00

We are thrilled to find ourselves on the pages of the Washington Business Journal today. As is customary for this weekly business newspaper to annually list the foremost firms in Greater Washington, the top Meeting and Event Planners list hails Behind the Scenes Events at #15 for 2009!

CONGRATULATIONS to our staff and many THANKS to our supporters for allowing us to make such a big impact - for both our clients and our community - this first year out.

Halcyon House

2009-07-12T10:43:00.024-04:00

A wonderful housewarming event this weekend had us walking down the quiet, picturesque streets of Georgetown. The stately homes and tree-lined streetscape reminded us of one of the neighborhood's most infamous venues - Halcyon House.

Halcyon House is a privately-owned Georgian style estate at 3400 Prospect Avenue, NW. Originally built in 1783 by Benjamin Stoddert, the first Secretary of the Navy, the home has seen an endless parade of house guests and residents over its 225 year history. The eccentric history of the home, and the details of its extensive restoration, are eloquently detailed by The New York Times here. The article also reports a 17-year long, labor-of-love, restoration that is well worth the read.

At 30,500 sq. ft., the property is enormous by DC-standards and we are fortunate that this estate allows for stunning weddings, receptions and private dinners for those who can afford the rental. Beautifully appointed spaces include a ballroom, music room, a contemporary sculpture studio and a magnificent garden, originally designed by Pierre L'Enfant, with commanding views of the Potomac River, Washington monument and Rosslyn, VA.

The home is still just that, the owners keep residence within the estate and events must be worked around their schedule. If you do have the chance to host an event, tour the facility, or be an "and guest" at a wedding, we highly recommend you take in this stunning testament to Georgetown's history.

Photo compliments of NCinDC.

BTS Events is a PC?

2009-07-08T07:39:00.013-04:00

Incredible news! We've been selected to participate in the Microsoft Office 2010 Real Life Stories Program. Just one of ten small businesses to participate out of literally thousands of applicants, Behind the Scenes will share in a half-year program to help suss out Microsoft's latest software.

Mums the word from us on the actual details of the project but we're ecstatic by the opportunity. Which leads us to that age-old question: Mac vs. PC? We're not sure yet. But we'll keep you posted.

Happy Anniversary!

2009-07-06T10:32:00.013-04:00

Behind the Scenes Events celebrates its anniversary today having launched our boutique meeting and event planning and management firm just one year ago.

We knew from the start that our managed services approach was a bit different from the norm -- we never expected such an incredible, positive response from Greater Washington's business, association and non-profit communities. Our clients have allowed us to show that outsourcing their organization's daily meeting and event production needs not only saves them critical business revenues, but allows their valuable staff resources to focus on their company's core competencies.

Thank you to everyone who has supported us thus far! We are thrilled by the people we've had the honor to meet and the events we've had the privilege to produce over the last twelve months.

We've blown out our candle. Here's to Year 2!

Going Green

2009-06-25T10:42:00.017-04:00

We're excited to begin working on a green trade show scheduled for this fall. Coupled with an awards ceremony for the best green business practices in Greater Washington (nominations open now), the morning hours of October 15th will be dedicated to alternative-fuel autos, energy saving utility options, earth-friendly building materials for home and office and every day green products and services - whether reduced, reused or recycled. Think: hydrogen cars (like the Honda FCX Clarity), smart grids, green roofs and geothermal homes.

Know of an innovative product or service that should receive the attention of several hundred business and civic leaders in WDC? Feel free to pass them along.

NatGeo and the Terra Cotta Warriors

2009-06-17T10:29:00.019-04:00

Has anyone else noticed a terra cotta warrior or two making their way around DC lately? Arriving at quintessential area events, silent sentries amongst the crowd?

Through an ongoing media blitz, National Geographic has begun marketing (rather creatively, we might add) the Terra Cotta Warrior Exhibition scheduled to begin on November 19th and run through March 31, 2010 at the National Geographic Museum at 1145 17th St. NW.

The history? In 1974, farmers digging a well outside the city of Xi'an, China discovered an intact terra cotta head. From there, archeologists began to unearth an astonishing site - a cavernous vault containing an army of warriors meant to guard Emperor Qin Shihuangdi as he made his journey into the afterlife.

More than 1,000 life-sized terra cotta figures, complete with armor, chariots and horses were found standing in an imposing battle-ready formation. Later diggings revealed servants, musicians, acrobats and animals. An estimated 7,000 figures are yet to be exhumed from the vast tomb.

Hailed by many as one of the greatest archeological finds of the 20th century, the National Geographic exhibition is one that should not be missed - 15 warriors, weapons, armor, coins and more will be on display. Stay on the look out for special preview events or buy your tickets now.

Co Co. Sala

2009-06-12T10:07:00.027-04:00

Being a women-owned company, we'll openly admit that there isn't much out there that excites us more than a lounge concept themed around chocolate. Enter:
Co Co. Sala - a cafe and pastry boutique by day, a lounge with sumptuous cocktails and small bites at night. We met up with co-owner Bharet Malhotra today to view the space, fresh off his 2009 RAMMY win for 'Hottest Bar Scene'.

The fragrance of chocolate and espresso greets you as you enter the store front. The staff is friendly and excited to talk you through the day's chocolate selection. And the menu looks decadent and rich with over-the-top delights including Chocolate Covered Bacon and French Toast S'Mores with cinnamon brioche, house-made marshmallow, dark chocolate and graham shortbread (amongst lighter fare).

The venue itself offers patrons a variety of spaces. The main dining area features a gorgeous bar in hues of rich reds and chocolate browns. The inviting lounge offers ample room for networking and pods where parties up to 14 and 18 can lounge on velvet sofas, their artisan martinis perched on nearby table tops. A private dining area off the lounge offers seating for 40 or standing receptions to 100.

The scent, decor and delicious food aside ... the real fun for event planners like us begins when you're asked if you want to see 'upstairs'. Exiting through a back door, you're shown up a flight of stairs and soon exit their venue. What's to be discovered is an amazing private outdoor space, nestled between this office building at 929 F St. and the church next door. What would have otherwise been an alleyway prone to truck traffic and honking is an oasis of quiet and peaceful serenity ... a lovely outdoor patio that holds exceptional opportunities for clients looking for a special dinner or cocktail venue.

From the chocolate-themed savories, treats and cocktails to the inviting and unique venue options (there's an art gallery and rooftop too!) ... those looking to truly wow their guests will find tremendous opportunities with Co Co. Sala.

2009 RAMMY Awards

2009-06-08T14:29:00.015-04:00

Last evening the Restaurant Association of Metropolitan Washington celebrated with 1,000+ guests as they handed out their annual RAMMY awards and we were there for a sneak peak of the action. What else can we say but those restaurateurs know how to party!

Following a move from last year's Wardman Park venue, the RAMMYs found their way to a smaller ballroom at the Omni-Shoreham for 2009, though there didn't appear to be any fewer guests.

With a "Celebrate Restaurants" theme, the glamorous event centered around a sustainable/culinary/raspberry pink motif. With a committee of event planners managing the details, you can imagine nothing was overlooked. From raw bars, to sponsored vodka and wine tastings, to a four-course seated meal, guests indulged from start to finish.

By far, one of the most enjoyable events of the year, guests - and presenters - don't seem to mind that no one listens to what's happening at the podium. Guests follow each award announcements with more cheers as the decibel level in the room inches up just another notch. The winners, in case you couldn't hear the announcements, are listed here.

The party and program lasted for several hours, followed by cordials and dancing late-night. We were glad not to miss it.

Rules of Thumb

2009-06-02T12:15:00.014-04:00

One of our association clients held an author series event at the Ritz-Carlton Tysons Corner this morning featuring Alan Webber, co-founder of Fast Company magazine, former managing editor of the Harvard Business Review and author of the new book, "Rules of Thumb: 52 Truths for Winning at Business without Losing Yourself".

Webber spoke passionately about the lessons he has learned through a lifetime in the business world. In fact, the book is a collection of 52 anecdotes that he relates to his personal and professional experiences. One of our favorites is #4: 'Don't implement solutions. Prevent problems.' Exceptional yet practical advice that is applicable to almost any life situation.

The other notable suggestion from Webber that we took away ... keep a pocket full of 3x5 note cards and use them throughout the day to write down ideas, comments overheard, important tid-bits from meetings or conversations with others. What better way to keep ideas fresh-in-mind! By days end, you will have a pocket full of inspiration to build your business on.

High-Flying Events

2009-05-28T16:21:00.008-04:00

Our favorite trapeze school is headed to Chinatown! The Washington Business Journal reported earlier this week that Trapeze School New York is moving from Baltimore's Inner Harbor to downtown DC.

We love their easy going staff who make beginners and more advanced students feel equally welcome. Classes start June 6th! From team-building to birthday parties, the Trapeze School DC is a great unique venue option.

Regional finance leaders convened

2009-05-27T13:03:00.012-04:00

On Wednesday, May 27th, Behind the Scenes Events produced a morning event featuring Greater Washington's three regional financial leaders including the Secretary of Finance for the Commonwealth of Virginia, the Comptroller for the State of Maryland and the District of Columbia Chief Financial Officer.

The program, a policy forum held quarterly, was well-attended with over 100 guests listening to a discussion over budget concerns and opportunities, stimulus funds, dedicated Metro funding and state tax issues and implications.

Washington Post Conference Center Open House

2009-05-20T16:42:00.008-04:00

We were thrilled by the turnout today for the Washington Post Conference Center's Open House. Nearly 100 guests enjoyed lunch, cocktails and tours as the new facility was unveiled to the public.

Unable to make it? Click here for the WPCC website with room details, dimensions, photos and rates.

Josephine

2009-05-15T16:14:00.013-04:00

In researching nightclubs and lounges for a new client, we recently happened upon Josephine - a scintillating cross between a nightclub and boudoir.

Discreetly hidden beneath a black double awning on Vermont Avenue, you enter Josephine by descending a red carpeted stairway below a bejeweled chandelier. You immediately enter into the lounge and discover 5,500 sq. ft. of a thrilling, if not slightly voyeuristic, celebration of excess. With distinctive wall coverings, ornate furnishings, glistening chandeliers and vibrant club lighting, we find the effect both stylish and inviting.

Open Wednesday to Saturday for a late night out, this space is also rented for private parties. And we love the vibe! Add a DJ, some well-placed dancers and you've introduced your guests to the ultra-chic lounge scene.

The Post presents: A Photographic Journal

2009-05-08T08:18:00.008-04:00

Ben Bradlee, current Vice President At-Large for The Washington Post and, of course, of Watergate fame; Melina Mara, renowned Post photographer and Mary Hadar, former Style editor, who all contributed to the Post's "The Inauguration of Barack Obama: A Photographic Journal" joined guests for a program yesterday.

The three gathered to share their thoughts on this historic occasion and discuss the production of the book. Plus, as an unexpected by added benefit, Ms. Mara presented a fascinating presentation on the history of political photography. Her collection of images was astounding, having worked on the Hill and on the road with Hilary Clinton, Sarah Palin and John McCain in addition to many other notables.

Guests left on a hight note receiving an autographed copy of the photo journal.

FBI Interrogator dines with Execs

2009-05-07T12:26:00.009-04:00

One of our association clients held an intimate dinner last evening featuring a fascinating speaker. Assistant Special Agent in Charge George Piro with the Washington Field Office of the Federal Bureau of Investigation sat down with 30 business executives for a captivating discussion on his role as interrogator of Saddam Hussein following his capture in Iraq.

More information on Agent Piro and the case here.

Bill Gates, Sr. on National Geographic stage

2009-05-01T10:53:00.018-04:00

The BTS Team spent Thursday afternoon producing at National Geographic's Grosvenor Auditorium where Bill Gates, Sr., co-chair of The Bill and Melinda Gates Foundation and father of Microsoft founder Bill Gates, III, spoke to a 200 person audience on his new book, "Showing Up for Life: Thoughts on the Gifts of a Lifetime".

The event began with networking prior to the introduction by program sponsor, K&L Gates, the law firm that Mr. Gates lends his name to. The speaking program itself was a conversational dialogue where Mr. Gates proved himself humble and unpretentious. Through the hour long presentation, Gates explored the values and principles that guide the world's largest private foundation while offering insight into the personal lives of his famous family members.

The program was a fantastic success and our client was more than pleased with the result. We're sure they'll see some great press from this event over the next few days.

And a word on National Geographic ... what a fantastic space! (but more on that in a later post)

DC Chamber presents Social Media seminar

2009-05-01T09:28:00.009-04:00

Yesterday was a busy day for the BTS staff.

We started the morning with the DC Chamber of Commerce presenting a seminar on Social Media at the Washington Post Conference Center. They had a packed room as their speakers filled the guests in on how to utilize blogs, Facebook, LinkedIn and Twitter to their company's advantage.

Some take-aways: Limit use to 15 to 20 minutes a day; Join and set-up profiles in 3 social networks; Choose 3 blogs in your field to read and comment on but converse, don't sell; Answer questions and become an expert in your niche; And, lastly, measure your efforts through mentions, posts read and inbound links.

Post Conference Center to host Open House

2009-04-29T19:58:00.012-04:00

The newly opened Washington Post Conference Center will host an Open House on Wednesday, May 20th. From 12:00 to 2:30 p.m. meeting/event planners and site selectors are invited to join us at 1150 15th St. NW for lunch, cocktails and a tour.

With over 11,000 square feet of space including a dedicated reception area, 2 large meeting rooms, 5 break-out rooms, a garden terrace, built-in state of the art audio/visual technology and available professional event management services, the Conference Center offers a flexible meeting and event facility in the heart of the Washington, DC.

AES Exec addresses DC Business Crowd

2009-04-28T14:10:00.011-04:00

On Friday, April 24th, Behind the Scenes Events produced an a.m. speaker program at the Ronald Reagan Building.

Our client saw 125 guests attend this quarterly meeting featuring guest speaker Paul Hanrahan, President and CEO, of AES Corp. This 'dark suit crowd' was entranced by Hanrahan's presentation on the business of green energy, busily taking notes throughout his entire presentation.

An Evening with Cokie Roberts

2009-04-28T09:16:00.030-04:00

We planned and produced an enjoyable evening event on Monday for Greater Washington's "Women Who Mean Business". Check out some press coverage here.

The reception, held at the House of Sweden, began with networking over wine and hors d'oeuvres. Featured speaker, Cokie Roberts, later gave a 40 minute presentation on her re-released book, "We Are Our Mother's Daughter's". It was Cokie's quick wit that was the most unexpected. She was candid and wry and an instant hit with the women who had gathered for the evening.

The event concluded with a book signing over wine and cheesecake squares. What a perfect night for these ladies! A bit of business networking and an engaging keynote ... all ending with an "early" evening home.

The Music Center at Strathmore

2009-04-20T13:18:00.021-04:00

BTS Events produced a whirlwind bus tour on Friday. Our client wanted to introduce executives new to the region to Greater Washington's vibrant neighborhoods and the tour ended with a guided introduction to The Music Center at Strathmore.

Originally founded as a non-profit organization for the arts in 1981, the Strathmore Hall Foundation began by running programs out of Strathmore Mansion that included art exhibitions, concerts and lectures. Today, following the building of the multi-functional Music Center, the Georgian-style Mansion serves an an elegant venue for weddings and receptions. The home - with a music room, library, conference room and sun porch - serves as a warm and inviting space for entertaining. 225 standing; 150 seated.

The Music Center, whose stunning Concert Hall is featured in the picture above, serves the National Philharmonic, the Baltimore Symphony Orchestra and the Washington Performing Arts Society. The facility's other half serves as an arts and learning center and includes the Levine School of Music, CityDance Center and the Maryland Classic Youth Orchestras.

Practically every room of this state-of-the-art facility, including the Concert Hall, are available for use as a unique meeting and event venue including the Lockheed Martin Lobby and their Education Rooms.

Though a mile outside the Beltway, Strathmore has its own metro stop and 3,000 dedicated parking spaces, offering endless opportunities at this truly multi-functional complex.

Corporate Executive Board

2009-04-10T10:17:00.010-04:00

This past Wednesday, Behind the Scenes Events toured the Waterview Conference Center - the 23rd and 24th floors of the Corporate Executive Board building in the Rosslyn neighborhood of Arlington, VA.

It's no secret that we love minimalist spaces ... but this one is simply a dream. With floor to ceiling windows that present soaring views of Maryland, the District and Virginia, Waterview offers state of the art technology in a zen-like environment. 15,000 square feet broken into fourteen meeting rooms will accommodate ten to 200 guests.

Cherry Blossom Day at Nationals Stadium

2009-04-05T12:23:00.011-04:00

Yesterday, the Washington Nationals celebrated the National Cherry Blossom Festival during an expo game against the Baltimore Orioles. Entertainment at the center field gate featured two acts showcasing the cultural diversity of the Festival including Batala, an all-girl Afro-Brazilian influenced drum band, and On a Sensual Note, American University's all-male a cappella group.

In addition to the entertainment, the Festival played an active role on the field as well, with Cherry Blossom Festival Goodwill Ambassadors delivering the line-up card and participating in the Starting Nine.

Behind the Scenes Events was thrilled to assist with the planning and logistics behind the stadium festivities. And as they kick off the Nats season in just a week, we have only one thing to say: Go Teddy!

Madam Tussauds Wax Museum

2009-04-01T20:30:00.011-04:00

We had the opportunity to attend a reception at Madam Tussauds Wax Museum this evening. Having opened their Washington, DC location in 2008 - nestled flush up against the recently restored Woodies Building - Madam Tussauds offers sightseers the opportunity to view replicas of celebrities, historical and political figures in life-like wax.

We find the effect slightly, well ... eerie, but must admit the attendees to this business function enjoyed every moment of networking amongst the stars. Standing reception to 300.

Oh ... and a little history lesson: the Madam Tussaud created her first wax figure in 1777! We had no idea this cult phenomenon dated back so far.

Building photo by NCinDC.

Site Visit: House of Sweden

2009-03-29T18:51:00.021-04:00

As the weather gets warmer, we love to take advantage of DC's spectacular outdoor venues. And a great place to enjoy not only the spring air, but also the view, is on the rooftop of the House of Sweden.

Opened in 2006 on the Georgetown waterfront, the House of Sweden is an embassy, exhibition space, apartment dwelling and a unique event venue - all in one. Described as "simple, modern, and unpretentiously elegant', the building is renowned for its design and use of building materials.

The Rooftop Terrace offers sweeping views of the Potomac River for up to 200 guests. Whether gathering for a reception or a seated affair, the rooftop offers a quintessential vista of the city and the bustling waterfront activity below.

The House of Sweden's other indoor/outdoor space is the Anna Lindh Exhibit Hall. With a beautiful mix of glass, blonde wood and stone, the space is light and airy. Glass doors open from the exhibit hall onto the terrace, allowing guests (90 seated, 130 reception) to enjoy the night air just steps from the water's edge.

House of Sweden exterior photo by afagen.

Cherry Blossom Festival - Opening Ceremony

2009-03-29T16:14:00.016-04:00

The National Cherry Blossom Festival kicked off their two week long celebration yesterday with Family Day activities and the Opening Ceremony at the National Building Museum. With decorative kites and giant cherry blossom balloons soaring above the Great Hall - compliments of ceremony sponsor, Target - thousands of attendees enjoyed the day-long festivities.

Family Day featured interactive entertainment - everything from folding origami, building kirigami structures, designing anime and many cultural performances on the outdoor stage. Attendees to the Opening Ceremony enjoyed a variety of performances from The Washington Ballet to Enka, in addition to hearing the traditional rights of passage that officially begin this annual celebration.