As a busy event planner, you need reliable tools to lighten your workload. You carry your organizer anywhere you go, turn to your assistant to make sure you're on the right track (and to keep you sane) and even overdose on caffeine to stay alert and awake. Aside from these, you can also add postcards to your event planning arsenal. Below are some event postcards ideas you can try for your business:

1. Thank You Cards to Show Gratitude to Your Clients

Happy and satisfied clients will definitely say "Thank You" a million times for making their special event a huge success.  Return the favor by sending them thank you cards a few days after the occasion. Leave hand-written notes like "I am very glad to be a part of your wedding. Congratulations and thank you for your trust!" This message may be simple, but clients will definitely appreciate your sweet and thoughtful gesture. And who knows? They might even hire you again or refer their friends because of your appreciative attitude.

   

2. Appointment Cards to Remind Clients of Your Next Meeting

Here's the scenario: You canceled your lunch date with a friend because you're scheduled to meet up with a client. To your disappointment, your client isn't there, because she forgot about your appointment and decided to move it to the next day. Save yourself from this stressful situation by carrying well-designed appointment cards with you at all times.

Using reminder cards is way better than writing the schedule on plain paper or napkin, because a colorful card won't be mistaken as trash. This way, you'll be sure clients will hold on to them. They can then stick the postcards on their fridge or place it on their desks to remind them of your next meeting.     

 

3. Greeting Cards to Let Clients Know You're Thinking of Them

Just because social networking is a hot trend right now doesn't mean you can always choose it over traditional media. Try a more personal approach when reaching out to clients during special occasions by mailing greeting cards.  When I say greeting cards, I'm not referring to  the ones you can buy from a store. Instead, create event postcards specifically designed for your brand to make them more special for the clients who will receive them. Ask clients if they can provide you with pictures from the events you planned and use them to create photo cards. 

4. Business Cards You Can Hand to Prospective Clients and New Acquaintances

Our last event postcard idea might sound a little odd, since we're used to seeing small business cards most of the time. However, if you want to try something new, you can use a postcard/business card to add some edge to your branding tools. Your business card's unusual size can be a good conversation starter and even leave a lasting impression on people you hand them to. So, the next time you coordinate an event, arm yourself with oversized business cards to make sure you're ready for any business opportunity there is.
 

Check out UPrinting and Girlie's blog for design ideas and resources to help your print communication truly make an impression.  You can also find more communication tips here.  When you can, say it with a note.  

Shelly Taggar, Vice President of Sales & Creative Services, says "It was a conscious decision to incorporate sustainable elements in the design of the new space but we also wanted to stay in line without sacrificing our standard of quality."

And what about your guests impression?  Guests will enter via a 20-person elevator or the grand staircase, leading to a distinguished lobby in cream tones and mogano porcelain tiles. The main floor space spans an entire street block with an open contiguous floor plan, rich chocolate oak wood floors, contrasting neutral white walls, 15-foot ceilings, and north and south exposures from 10ft high windows. Muted gray and brown tones create a serene and minimalist environment in the restrooms which feature individual floating sink fixtures. Obviously, a wedding planner or creative director can transform this space into a number of different elegant settings to fit the client's needs.

Located in chic Ladies’ Mile Historic District in Chelsea, at 125 West 18th Street, the Metropolitan Suite is a great addition to the NYC event scene.  To inquire about availability contact:  contact Shelly Taggar, VP Sales & Creative Services, 212.463.0200 Ext.233, e: shelly@metropolitanevents.com.

This group would be an excellent choice for weddings, corporate holiday parties or special birthday celebrations.  And charging under $2500 for two hours, charity organizers might want to consider this talented group.  Based in the San Francisco bay area, the band is available to play at events in Oakland, San Jose, Monterey, Sacramento and Napa Valley. 

Dave and the Diamonds hit the notes and keep the crowd dancing.  To book a gig contact David Flores:  510.501.9251 or dmfdrums@gmail.com

About the band:

Dave and the Diamonds are an eclectic group of professional musicians that cover the broadest array of musical styles in the business.  From swinging Jazz during cocktails to opening the dance floor with a solid set of Old School R&B, Motown, Salsa, Calypso, Rock, Reggae and Ska. Depending on the client’s preference, the band covers these genres as a quartet, led by our female vocalist, to the full eight piece Diamond Orchestra with horns.  The Diamonds résumé includes performances, tours, and recordings with Lauryn Hill, Donna Summer, Santana, Poncho Sanchez, Pete Escovedo, Ozomatli, Michael Franti, and the vocal tracks for Activision’s Guitar Hero, so you know your event is in experienced hands.   Dave and the Diamonds will take full responsibility for you and your guests getting your groove on, we guarantee it!

Got some ideas to share? Please add to the blog.



Now available, raffle tickets for the RMH at Stanford Hospital's Annual fundraiser, the Randy Cross Invitational.  You need not be present to win and the prizes are incredible.  If you'd like to support this charity and order a raffle ticket please drop us an email with your contact info.  Tickets are $100 and below is a list of the items you can win. (only 2500 printed so odds are very good)

* 2010 Maserati Quattroporte From Ferrari Maserati Silicon Valley or $65,000
• Trip for two to Super Bowl XLV  in Dallas, TX. (airfare and hotel included) Value:  $4,200
• Four night stay at The Mondrian in New York City.(airfare included)   Value:  $3,700
• Four night stay at The Mondrian on Miami’s South Beach (airfare included)    Value:$3,700
• Four night stay at The Mondrian in Los Angeles.  (airfare included) Value:  $3,700
• Four night stay at the Clift Hotel in San Francisco. (airfare not included) Value:  $2,000

Need not be present to win.

The Ronald McDonald Houses are located near children's hospitals across the country and provide a home for the families of hospitalized children to stay at reduced or no cost.  If this is a charity you support, here's another way to help them out.  (more info)

Below are ten tips to a great online auction provided by BlueTree.  If you're in the non-profit sector their site is definitly worth checking out.  Enjoy!

 
Top 10 Online Fundraising Auction Tips For 2010 

1. Market Your Online Auction – Use multiple communications channels to market your online auction.  Make sure to incorporate email, social media, and local radio and television stations into helping market your online
auction.
 
2. Solicit Sponsorships - The revenue generated from sponsorships is exempt from any fees and can help offset expenses for your online auction.  Remember that you can give back to your sponsors by putting their name and logo in front of desirable supporters, on your auction home page and in your emails.
 
3. Find The Right People - List the job functions required for your online auction, then enlist help from people with skills that match your requirements.
 
4. Creative and Informative Item Descriptions - Make sure your item names are descriptive, but also intriguing and interesting.  Remember to also include detailed descriptions that include all terms and conditions.
 
5. Set Reasonable Starting Bids - Inflating opening bids and values will not result in higher bids or revenue if they are unreasonable.  It is generally best to start the bidding at approximately one-third of the actual item value.
 
6. Stagger The Addition of New Items – Instead of listing all of your auction items when the online auction opens, try staggering the addition of new items.  This encourages return visits to the auction site, and also allows you to stagger opening and closing dates.
 
7. Promote Your Online Auction – Throughout the duration of your online auction make sure to constantly
promote your auction to supporters, donors, and members through email and social media platforms.
 
8. Solicit Specific Auction Items - Tell people what auction items you are looking for and the approximate value range desired.   
 
9. Use Reserve Prices on Key Items – Make sure to set reserve prices on any items that are purchased or on
consignment so you don’t lose money.  Also, always set reserve prices on any items that a donor requires cannot be sold for less than a certain amount.   
 
10. Recognize Donors – Show your appreciation to donors by providing recognition and links on items that they have donated.

www.bluetreemarketing.com
305.788.1849

• Publish items in advance - Creating a thorough description of the items that will be available for the auction at least one week in advance allows guests to pick out some favorites they plan to bid on
• Ask for participation - If this is a church or school fund raiser your attendees are probably happy to donate various items they own (like a vacation share, gift cards or wine).  Some really prefer to participate this way over asking retailers to donate
• Round Tables - Round tables work very well if you have more than 10 auction items.  Your guests can mill around admiring and conversing - rather than feeling crowded along a straight row of tables (often along a back wall)
• Create groups of items - Little items like a manicure at the neighborhood spot, a facial at a salon and a high end bottle of lotion make a great set - alone, not so impressive
• Stagger the Closing - Close the tables from one side of the room to the other in ten minute increments - rather than shutting down the auction all at once, you can announce, "Three minutes left to bid on the items on Table #2" and see a rush of your bidders to see what they're winning
• The Bid Paper - At each item you'll have a sheet of paper for guests to write their names and bid amount.  I found it enticing to see a detailed description of the item at the top of the sheet - not just "spa package".  Always have a pen at every item (need to make it easy, easy to participate). 
• Charitable Reminder - At some point in the evening it's helpful to have one of the leaders prod the group a bit and remind them what their contributions will provide to the community.
• Classy Raffle - Rather than walk around with the roll of tickets and try to sell these for $5, offer the opportunity to purchase a "key" to open something really high end.  In this case it was a pair of $4k earings and the "keys" were $400 (since money went to a school people were happy to donate). The audience watches at the end of the night as each buyer walks up to a box to try her key.
• Vino- Because we're in Northern California everyone has vineyards - right?  Well we do love our wine and this auction team asked everyone involved to donate 1-2 good bottles of wine which were then grouped into three baskets with a description of the wines printed in front of the basket.  The value of the baskets were $400-$700 which created an easy $2000 profit for the event right there.

Enjoy your Auction planning and please share any other silent auction tips you have on this post. 

Use with Caution

If you're not familiar with Rungtong below are a few of our favorite designs in their 2010 collection.  The paper feels thick and is nice to write on - not flimsy and not too shiny.  The card sets arrive in a beautifully decorated box, making a perfect hostess gift.  And with their brand new online store, it's easier than ever to obtain these fine boutique cards.  Rungtong Stationery Site.

It used to be cumbersome, as well as expensive, to rent the basic hand held voting devices. A company called Busy Event has come out with a number of solutions, at a great price point, allowing your audience to engage with the speaker.  With the "BeLink" product your attendees contact information as well as all sessions are part of their profile.  When attendees download presentations or answer survey questions you know exactly who is sending the information.  As a conference producer you can chose to display survey results instantly on the stage or save the data for later analysis.  There are few things more valuable than instant feedback.

Kudos to Busy Event for coming up with so many useful tools for conference organizers.  Check out their site for product demos and other helpful event tools. 

Although unconventional, an evening of cupcakes and cocktails (well mocktails for some) worked out perfectly at the chic Sarah Shaw boutique in San Francisco. The boutique venue provided a comfortable and interesting atmosphere for the 20 guests. With beautiful clothes to admire and gossip about, there was no need for cheesy games like guess how big the belly is (well i actually love those games but not everyone feels the same).  Because of space, we kept the food to only those items that can be enjoyed just fine without a table or fork.  The best decor element was the black and white pillows Blueprint Studio delivered with our chair rental - so pretty and happened to match our plates. 

gift table set amongst mannequins   

  We kept the food to finger foods, nothing that required a table and cutlery 

These beautiful chairs are from Blueprint Studios

I think everyone had a fun, festive time celebrating this baby while participating in the team sport of shopping.