According to Meeting Professionals International, more than $122 billion is spent annually in the U.S. meetings industry (2006). This money is most commonly spent at resort hotels, city & suburban hotels, conference or convention centers, restaurants, country clubs,  and unique venues.

Whether at a corporate, non-profit or government agency, the most popular corporate events typically fall into one of the following categories:

1. Seminars and Conferences

Purpose: Organizations plan and hold these meetings with targeted audiences, and provide them with relevant information, training, or education.

Description: Seminars are usually relatively short events, lasting a few hours, ½ day or a whole day.  Conferences, on the other hand, typically have multiple sessions that occur concurrently. They are typically held at hotels, begin with a keynote session and then hold breakout sessions by topic. A conference is usually planned for at least 2/3 of a day, up to a week or longer.

2. Trade Shows

Purpose: Organizations attend trade shows as a lead generation activity, or host one to reinforce their image as an industry leader among those who attend, such as members, current and potential customers,  and vendors or suppliers.

Description: Event planning for trade shows involves negotiating sponsorship rates for trade show booth space, advertising and promotion at and prior to the event, and sometimes speaking opportunities at the event. Many logistical challenges can arise when trying to assure that the trade show booth, audio visual, promotional materials, giveaways, and staff arrive on time and perform as desired for your goals and objectives.

3. Executive Retreats and Incentive Programs

Purpose: Often held at luxury resorts in exclusive destinations, these can be expensive undertakings. Although set in a relaxing environment, some business  related events should be on the agenda.

Description: Executive retreats and incentive trips typically last between three and five days. They require attention to site selection, lodging, transportation, catering, business meetings, and recreational activities. Negotiation skills must be sharp because these programs involve all aspects of event planning, and involve vendors from all aspects of the hospitality industry.

4. Appreciation Events

Purpose: These programs allow an event host to spend informal time with its guests in a non-traditional environment. This gives both parties an opportunity to build a personal relationship and learn more about mutual business priorities. This can also be a great way to thank employees, contractors, customers, and vendors.

Description: There are limitless possibilities and types of appreciation events that organizations hold throughout the year. Common events include:

    * Team building Events
    * Family oriented events
    * Dinner and theater
    * Day at the race track
    * Suites at sporting arenas
    * Day and evening cruises
    * Private parties
    * Holiday parties
   
Event Pro provides complete event planning and production including Sound, Lights & Lighting Design, Entertainment, and more for all the above mentioned Events anywhere in the World.
  

Tips for Successful
Award Banquets & Gala Presentations

1. Timing and production is everything. Remember to run through the entire award presentations (with stand-ins for the award winners) at least once. Nothing takes as long as you think; you need to rehearse first. Carefully review the script for potential time-wasters and have A/V set up a day prior for a realistic run through. All parties should have specific timelines and these should be followed closely.

2. Don’t look so bargain shop on audio/visual and get bad microphones and speakers. If the sound system doesn’t work well your guests will not be able to follow the event and focus their attention on your message. A screeching mike will ruin your program, no matter what else goes on. Professional sound and video can make your guests feel like they are in a home theater, even if there are 3000 of them. Quality audio visual will set your Awards Gala apart from others.

3. Use at least two presenters. Two many award ceremonies are ruined by having one presenter shuffle back and forth between speaking at the podium, and presenting the award to the winner. Use one presenter to describe the award, and another to actually hand it to the speaker.

4. Use support help. In addition to the presenters, you need people backstage to help the winners go on, and come off successfully. In addition, for large events, crowd control and direction can be crucial when direction large groups. In particular, be sure you have help near any stairs that need to be used.

5. Limit number of speakers. You do not want to see your audience snoring because there are simply too many award winners and too many speakers. Limit both, even if you must give some awards out at a "pre-event."

6. Capture professional photos and video. Those hurried onstage snapshots with eyes half-closed and the head half-turned, or with sub par equipment just won’t do, especially if they’re meant to ever end up in a newspaper or other form of publicity. Where budget allows, arrange for a professional photographer or an edited video of the evenings events.

Hiring a DJ or other Entertainment can be an intimidating task. Is the person I interview going to be the person who DJs my party? What questions should I ask? Does this company have the experience necessary to handle an event like mine?

Here are the five most important questions to consider when hiring an Entertainer:

1) If you work with a large production company, will you get to meet and/or speak to the DJ or MC who will be working your party prior to the event?

This should be done about 2 to 4 weeks before your event. This will give you plenty of time to compile a list of requests and tell your Entertainer the specifics about your event, and if for some reason you are not comfortable with them at the time of the meeting, you may still have time to request a different one.

2) Do they have insurance?

Many venues require vendors to carry substantial liability policies. This is in everyone’s best interest in case something were to go wrong.

3) How will your requests and special instructions handled?

Ideally, you would give the DJ this information at the final interview before your event, but have someone bring an extra copy to the event in case of an emergency substitution or lost paperwork.

4) If you hire an independent DJ, can they provide written references for the same event-type as yours? Can they give you the name of a happy client you can contact for a reference?

You should aim to contact at least one reference yourself. Many DJs will have quotes on their website from past happy clients and you can get an idea of how heartfelt the referrals were from written references as well.

5) Is the equipment that will be used of good quality make and appearance?

The last thing you want is a large eye sore in your event. Reputable companies use major brand equipment and keep it in good condition. Some companies offer white or other color speakers to blend into the decor.

6) Most importantly, trust your instincts!

If something about the booking agency or the DJ leaves you with an uncomfortable gut-feeling, don’t book them. Recommendations are good and can be very helpful. There are plenty of DJs out there of all ages and experiences, you can find a DJ who will work magic and help ensure that your event is a success!

Most venues have a coordinator on site that will help ensure that the event itself goes smoothly. But who will help take care of all the pre-event details? Here are five reasons to hire a professional event planner:

1) For Large Scale Events
An event planner can be instrumental in making sure that no essential detail is overlooked in the planning process.

2) Package Discounts
Event planners usually get a discount with their regular suppliers, so if they work with a particular lighting company or entertainment company regularly, they can pass the savings on to you. An experienced planner should have contacts for all of your service needs and the savings often times outweigh the planner’s fee!

3) Time
If your timetable is short, an Event Planner can dedicate their full attention to your party. They make contacts quickly and see that your vendors get their contracts and necessary paperwork before deadlines.

4) Piece of Mind
Event planners usually work with well-established and trusted vendors; they will make sure that your vendors are seasoned professionals and more than capable of handling your type of event.

5) Stress!
As anyone who has ever planned an event, large or small can tell you, for every detail you thought of, there are 3 you forgot. Event planners take this responsibility head on, follow your vision, and present you with only the options they feel will interest you. They can also help fill in the blanks in any areas where you may not have experience.

If you know that you are the hands-on type and won’t mind spending available time on evenings and weekends sifting through various vendor options, comparing styles and references, and looking for the best bargains, you may not need to hire an event planner to help you!

For the very large or crucial event or for those who get bored with details quickly, are short on time and/or have a low stress-threshold, an event planner is highly recommended. The right Planner can be the determining factor in how much fun and success you have planning and during your event!

• Amazed Lonestar
• A Moment Like This Kelly Clarkson
• After All Cher & Peter Cetera
• All I Ask of You Phantom Cast
• All I Ever Wanted Margaret Becker
• All I Long For Michael English/Susan Ashton
• All I Need to Know Kenny Chesney
• All My Life KC & JoJo
• All The Time Johnny Mathis
• All The Way Celine Dion
• All This Time Reba McEntire
• Always Atlantic Star
• Always & Forever Heatwave
• Always On My Mind Willie Nelson
• Amazed Lonestar
• Angel Eyes Jeff Healy Band
• Annie’s Song John Denver
• Anniversary Waltz Eddy Howard
• Around The World Jane Morgan
• At Last Etta James
• Beautiful In My Eyes Joshua Kadison
• Because of You Tony Bennet
• Because You Loved Me Celine Dion
• Beginnings Chicago
• Best Of Times Styx
• Bless the Broken Road Rascal Flatts
• Can’t Help Falling in Love Elvis Presley
• Caught up in The Rapture Anita Baker
• Chances Are Johnny Mathis
• Cheek To Cheek(Heaven,I’m in Heaven)Fred Astaire
• Cherish Kool & the Gang
• Close To You Carpenters
• Color My World Chicago
• Color Of My Love (The) Celene Dion
• Come Rain, Come Shine Bette Midler
• Completely Michael Bolton
• Count On Me Jefferson Starship
• Dance of Love Dan Hill
• Don’t Know Much L. Ronstadt & A. Neville
• Don’t Want to Miss a Thing Aerosmith
• Dream A Little Dream Of Me Mamas & The Papas
• Dream A Little Dream Of Me Ella Fitzgerald
• Dreaming of You Selena
• Ebb Tide Righteous Brothers
• Elsewhere Sarah McLaughlin
• Endless Love Diana Ross & Lionel Richie
• Eternal Flame The Bangles
• Every Time I Close My Eyes Baby Face
• Every Woman in The World Air Supply
• Everybody Loves Somebody Dean Martin
• Everything I Do Bryan Adams
• Faithfully Journey
• Falling Into You Celene Dion
• Fascination Nat King Cole
• Feels So Right Alabama
• Fields of Gold Sting
• For Me And My Gal Nilsson
• For Once in My Life The Four Tops
• For the First Time Kenny Loggins
• For You Kenny Lattimore
• For You I Will Monica
• Forever Kenny Loggins
• Forever and Always Shania Twain
• Forever and Ever, Amen Randy Travis
• Friends Elton John
• Friends For Life Debbie Boone
• From A Distance Bette Midler
• From Here to Eternity Michael Petersen
• From This Moment Shania Twain & Bryan White
• Give Me Forever (I Do) James Ingram & John Tesh
• Glory of Love Peter Cetera
• Go There With You Steven Curtis Chapman
• God Causes All Things to Grow Steve Green
• Groovy Kind of Love Phil Collins
• Grow Old Along With Me Mary Chapin Carpenter
• Have I Told You Lately Rod Stewart
• Heaven Bryan Adams
• Here and Now Luther Vandross
• Here We Are Gloria Estefan
• Hero Mariah Carey
• Hold Me W.Houston & T.Pendergrass
• Honestly Stryper
• How Deep Is The Ocean Vic Damone
• How Do I Live Trisha Yearwood
• How Do I Live Without You LeAnne Rimes
• How Sweet It Is To Be Loved By You James Taylor
• I Believe (In You & Me) The Four Tops
• I Believe in Miracles Englebert Humperdink
• I knew I Loved You Savage Garden
• I Love the Way You Love Me Faith Hill
• I Love You Sarah McLachlan
• I Love You Because Al Martino
• I Love You Just The Way You Are Billy Joel
• I Love You More And More Everyday Al Martino
• I Loved You Before I Met You Savage Garden
• I Never Knew Love Doug Stone
• I Only Have Eyes for You Art Garfunkel
• I Swear John Michael Montgomery
• I Want to Know What Love Is Foreigner
• I Want To Marry You The Dell-Vikings
• I Was Made to Love Her Stevie Wonder
• I Will Christopher Cross
• I Will Always Love You Whitney Houston
• I Will Be Here Steven Curtis Chapman
• I’d Fall In Love Tonight Anne Murray
• I’ll Always Be Loving You George Strait
• I’ll Always Be Right There Bryan Adams
• I’ll Always Love You Taylor Dayne
• I’ll Be There Mariah Carey
• I’ll Be There For You Kenny Rogers
• I’ll Make Love To You Boyz II Men
• I’ll Stand by You The Pretenders
• I’m Glad You’re Mine Al Green
• Ice Cream Sarah MacLaughlan
• If I Change The World Eric Clapton
• In My Life # 3 The Beatles
• In This Life Collin Raye
• In Your Eyes Peter Gabriel
• It Had to Be You Harry Connick, Jr.
• It’s Your Love Faith Hill and Tim McGraw
• Just The Way You Are Billy Joel
• Keeper of the Stars Tracy Byrd
• Killing Me Softly With His Song Roberta Flack
• Kindness David Wilcox
• Kiss From a Rose Seal
• Lady Kenny Rogers
• Let It Be Me Everly Brothers
• Let Me Call You Sweetheart Lawrence Welk
• Let The Bells Keep Ringing Paul Anka
• Let’s Get Married Al Green
• Let’s Stay Together Al Green (Tina Turner)
• Let’s Talk About Love Celene Dion
• Long As I Live John Michael Montgomery
• Look at Us Vince Gill
• Look Heart, No Hands Randy Travis
• Lost in Love New Edition
• Lost without you Robin Thicke
• Love John Lennon
• Love and Marriage Frank Sinatra
• Love Is Forever Billy Ocean
• Love Is Here to Stay Frank Sinatra
• Love Me For Life Stevie B.
• Love Me Tomorrow Chicago
• Love of a Lifetime Firehouse
• Love of My Life Sammy Kershaw
• Love Remains Colin Raye
• Love Song Tesla
• Love The World Away Kenny Rogers
• Love Theme From The Godfather Bobby Vinton
• Love Will Keep Us Alive Eagles
• Lovin’ You Minnie Riperton
• Made For Loving You Doug Stone
• Make Someone Happy Jimmy Durante
• Making Love Roberta Flack
• Man in Love With You George Strait
• Many a Mile Colin Raye
• Masterpiece Atlantic Star
• Me and You Kenny Chesney
• Memories Are Made of This Dean Martin
• Memory Andrew Lloyd Webber (Cats)
• More Andy Williams
• More Than Words Extreme
• More Today Than Yesterday Pat Upton
• My Funny Valentine Ella Fitzgerald
• My Girl Temptations
• My Heart Will Go On Celene Dion (Titanic)
• My One And Only Love Nancy Wilson
• My Prayer The Platters
• My Valentine Martina McBride
• Need I Say More George Strait
• Never Gonna Give You Up Rick Astley
• Never Gonna Let You Go Blackstreet
• Never Thought (That I Could Love) Dan Hill
• Night And Day Frank Sinatra
• Nobody Does It Better Carly Simon
• Nobody Loves Me Like You Do Whitney Houston
• Nothing’s Gonna Stop Us Now Starship
• Now The Carpenters
• Now and Forever Richard Marx
• On Bended Knee Boys II Men
• On The Side Of Angels Leanne Rimes
• On The Wings Of Love Jeffrey Osborne
• One Boy One Girl Colin Raye
• One Hand, One Heart West Side Story
• One in a Million You Larry Graham
• One Moment in Time Whitney Houston
• Only Wanna Be With You Hootie & The Blowfish
• Only You The Platters
• Open Arms Journey
• Orange Colored Sky Nat King Cole
• Ordinary Love Sade
• Our Love Is Here To Stay Nat King Cole
• Over and Over Annie Herring
• People Barbara Streisand
• Pledging My Love Emmylou Harris
• Power of Love Laura Brannigan
• Promise Me You’ll Remember Harry Connick, Jr.
• Real Love Bob Seger & Silver Bullet Band
• Ribbon in The Sky Stevie Wonder
• Rose, (The) Bette Midler
• Same Ole Love Anita Baker
• Saved The Best For Last Vanessa Williams
• Saving All My Love For You Whitney Houston
• Sea of Love Honeydrippers
• Search Is Over Survivor
• Secret Love Doris Day
• Shameless Garth Brooks
• She’s Got a Way Billy Joel
• Signed Sealed Delivered Stevie Wonder
• Since I Fell For You Michael Bolton
• Shinning Star Manhattans
• Smoke Gets in Your Eyes The Platters
• So in Love KD Lang
• Somebody Depeche Mode
• Someone To Hold Trey Lorenz
• Something The Beatles
• Somewhere Barbara Streisand
• Stand By Me Ben E King
• Storybook Love (The Princess Bride)
• Suddenly Billy Ocean
• Sweet Love Anita Baker
• Sweet Thing Van Morrison
• Take My Breath Away Berlin
• Taking You Home Don Henly
• Tell Him Celene Dion/Barbara Streisand
• Tenderly Rosemary Clooney
• Thank You Led Zeppelin
• That’s All Kathy Lee Gifford
• That’s Amoré Dean Martin
• That’s How Strong My Love Is Otis Redding
• The Dance Garth Brooks
• The Gift Jim Brickman
• The Most Beautiful Girl In The World Roy Clark
• The One Elton John
• The Only One Lionel Richie
• The Power of Love Celene Dion
• The Sweetheart Tree Johnny Mathis
• The Vow The Flamingos
• The Vows Go Unbroken Kenny Rogers
• The Way You Look Tonight Frank Sinatra
• These Arms Of Mine Otis Redding
• These Are The Days Van Morrison
• This I Promised You N’Sync
• Three Times a Lady Commodores
• Through The Eyes of Love Melissa Manchester
• Through The Fire Chaka Khan
• Time After Time Frank Sinatra
• To Be with You Mr. Big
• To Keep Love Alive Out of The Grey
• To Make You Feel My Love Garth Brooks
• To The Aisle The Five Satins
• Together Forever Rick Astley
• Tonight I Celebrate My Love Peabo Bryson/Roberta
• Flack
• Tonight We Love Tony Martin
• Too Marvelous for Words Frank Sinatra
• True Companion Marc Cohn
• True Love Bing Crosby
• Truly Lionel Richie
• Truly, Madly, Deeply Savage Garden
• Less Lonely People in the World Air Supply
• Unchained Melody The Righteous Brothers
• Unforgettable Nat King Cole
• Valentine Jim Brickman / Martina McBride
• Vision of Love Mariah Carey
• Waiting for a Girl like You Foreigner
• We’re Going All the Way Jeffrey Osborne
• We’re in this Love Together Al Jarreau
• We’ve Got Tonight Bob Seger
• We’ve Only Just Begun Carpenters
• What a Wonderful World Louis Armstrong
• When A Man Loves A Woman Percy Sledge
• When I Fall In Love Celine Dion
• When I Look Into Your Eyes Firehouse
• When I Need You Leo Sayer
• When I See You Smile Bad English
• When I’m Sixty Four The Beatles
• When I’m With You Sheriff
• When Love Finds You Vince Gill
• When We Get Married The Dreamlovers
• When You Love a Woman Journey
• When You Love Someone Bryan Adams
• Will You Still Love Me? Chicago
• Wind Beneath My Wings Bette Midler
• Woman John Lennon
• Wonder of You Elvis Presley
• Wonderful Tonight Eric Clapton
• You Jesse Powell
• You Are My Lady Freddie Jackson
• You Are So Beautiful Joe Cocker
• You Decorated My Life Kenny Rogers
• You Light Up My Life Debbie Boone
• You Mean More to Me Lionel Richie
• You Sang To Me Marc Anthony
• You Send Me Sam Cooke
• You’re My Home Billy Joel
• You’re Still The One Shania Twain
• You’re Still The One Ariel NJ Wedding Band
• You’re The Best Thing That Ever Happened
• Gladys Knight
• You’re The Inspiration Chicago