RFP’s – The Good, The Bad, and The Ugly!

As business owners, we all love receiving those RFP’s (Request for Proposal) because when they cross our desks because they mean there’s an opportunity to win some business.  But I’m not going to lie, there are times they make my heart sink.    A poorly written RFP can drive me over the edge of a cliff in frustration.  It costs time and money when it’s not complete and thorough.

A well thought out RFP makes me smile…it means we can be more creative, more productive and save our clients extra phone calls, emails and often times MONEY.  Most importantly, our clients receive better quotes to help manage their budgets.   Let’s face it, these days it all comes down to the bottom line after all is said and done, doesn’t it?

RFP’s area consistently hot topic and one that will most likely keep coming up over and over…so in the meantime, until we figure out a solution to fix the problem, here are some things that MUST be included when putting together an RFP for a program.

1. Include the program and its history.  This should include destinations and locations where you’ve held the program before (especially if it’s in the same city every year and you are looking for a venue or theme that’s different).
2.  What are the dates of the program?  If you don’t know, then give your preferred dates.  When dealing with destinations and hotels, rates can change between high and low seasons which can have a major impact on the overall budget.  If you start planning early enough, there are many ways that event professionals can help you save money when choosing a destination or venue for your program.
3. What’s the objective of the program?  Is it a sales meeting or an incentive trip? Tell us why you are having the event.  There are many different ways we can tailor a program to deliver your message from start to finish.
4. Tell us what’s important and what’s not.  What level of food and beverage do you like?  What amenities do you want the hotel or venue to have?  Do you want room gifts?  Group transfer or individual car service.  Do you want headline entertainment or a show band?  Every detail helps an overall picture emerge that will help us provide you with exactly the right program.
5. Tell us about the demographic of the guests that are attending.  How many people will be attending?  What is the age range?  Level within the organization?  All men?  All women?  Will there be spouses or significant others? Can they understand or speak English or are they all from Japan or France and we need to consider translation in the budget? I would propose a completely different idea for a Japanese client than I would for a Turkish client.
6. PLEASE give us a budget.  It saves time to know rather than guessing and redoing a proposal and budget over and over.  Even if it’s a first time program, there is still money allotted to it, so put it out there.  I promise we will still be creative no matter the budget!
7. Give us an agenda or outline of the program. If you don’t know, then we can assist you in creating one from those objectives that you’ve given us above.  That way we have parameters to base the proposal on – again saving time and money!
8. Do you have any existing contracts that you need to respect which could impact your program?  It’s important to consider anything that could have an impact on your budget for your program.
9. What are your audio/visual needs?  We’re going to ask questions like how many speakers?  How many awards?  Do you need A/V in breakout rooms?   No detail is too small.
10. Do you need Team Building? What about recreational components? What have you done in the past?
11. Tell us what worked and what didn’t in past programs.  Share as much information from your last program as possible.  We need to know so we can either capitalize on them or stay far away from them. Investing the money into a proposal and then pitching something the CEO hates or was disastrous hinders our ability to win the business.  In addition, we like to be original, if we know what you did last year, we don’t want to suggest the same thing again – we want to raise the bar!

Great RFP’s set your suppliers up for success…and when we are successful…you ARE the star.  As an event planner, I realize I have sounded like I’m addressing only clients, but we all must pause and remember…we are OUR suppliers, clients…all of us need to be specific and thorough in requesting proposals.  If we do that, we all will win in the end.

While I realize that these ten questions are just the tip of the iceberg, I’d love to hear what questions you think are good to include in addition to the ones I’ve listed out here.  Perhaps once I your suggestions, we can begin to create a standard RFP form that will make everyone’s life a little easier.  What say you?

I’ve got to run – that RFP that prompted this blog topic is calling my name.  Please don’t forget to send in your RFP question suggestions to valerie@thevibeagency.com

It’s ICY HOT in Orlando!

We always love to share awesome new ideas and cool products with you, but today, we have a venue that we think is just icy cool!  I got to spend some time chatting with the owner of the venue, Patz Turner, and the more we chatted, the more enthusiastic I became.  She has such a clear vision of how the venue can become not just visually stunning, but in delivering the message that you need to communicate to your guests.

There are so many different ideas that we can put into play in this flexible venue, we are out looking for the perfect client to take there.  Let’s tell you a bit about it.

From customized vodka tastings and 27 different varieties and flavors of vodka to choose from, the experience and the variety of drink packages are as flexible as you need them to be.  Even the glasses are created from ice.  As Patz likes to say, “We serve our drinks, in the rocks, not on them.”  What fun!

In addition to a creative beverage package, Patz loves getting creative with the menus they design.  From the wildly exotic to the more traditional menus, food can be as spectacular as you want it to be in a manner that will suit your budget perfectly.  Don’t you just love this place already?

The final sell to us is the many custom branding options to make the venue your own.  From the four flat screens outside the entrance to a projector wall in the venue, the opportunities abound to deliver any message effectively.  With custom ice carving services available in house,  you can really get your company logo and message into the ice.

So, you’re intrigued, but like any great planner out there, you want to know the details.  We understand.  Let’s take a look!

Conveniently located in the heart of Orlando’s tourist district less than a mile from the Convention Center, ICEBAR Orlando is the perfect event venue within walking distance of nearby hotels and the convention center.

From corporate functions, meetings, receptions, product launch and dinners to an unconventional tradeshow booth option – whatever the occasion, you’ll find attentive service and an unforgettable experience at the ICEBAR.

• There is over 4,000 sq. ft. of function space in addition to the ICEBAR itself.
• The space can be configured to handle a wide range of functions
• Space for groups from 50 to 875 guests
• Partial and full buy outs available
• Outdoor Polar Patio for private gatherings or additional event space
• Wide range of food and beverage options available.
• Sophisticated audio-visual services and  wireless internet access
• Custom designed ice sculptures and carving available
• Complimentary parking for 200 cars adjacent to facility

See?  What did we tell you?  Whatever the requirements of your event, the ICEBAR experience can be individually tailored to ensure your event is chillingly successful!  Take a moment and find out more about ICEBAR Orlando at www.icebarorlando.com or contact valerie@thevibeagency.com.  We think we’ve just stumbled onto the hottest cool venue ever…just in time for summer!

Looky, Looky, Check Out Our New Facebook!

Over the next month or so, you’re going to be seeing some changes around The VIBE Agency.  The first one is our new FB page.  Take a peek!  We love it…do you too?  We have set a goal to get 1,500 people by June 1^st.  When we will reach that number – we will draw a lucky winner for a party consultation as well as a day party management for a birthday celebration, a New Years Eve party, a wedding day or a dinner party for a value of $ 1200.00.  Like us to enter your name into the drawing!  We will be drawing  the winner from our pool of friends.  It’s a very cool chance for you to be able to kick back and enjoy an event for once.

There’s going to be more changes and you’re not going to want to miss out on them.  So, stay tuned, like us on FB and get in on the fun!

The “VIBE SPOT” Boston – There’s So Much More Than Tea!

Boston

There’s so much more to Boston than meets the eye, and we are having fun finding out just what makes this city so cool.  It’s more than just the home of the Red Sox and one of America’s oldest cities, that’s for sure!

DID YOU KNOW????

The City of Boston hosts over 12 million annual visitors from across the country and around the globe. This vibrant, thriving city is renowned for its cultural facilities, world-class educational institutions, champion sports franchises, as well as its place at the very forefront of American history. Tourism is one of New England’s largest industries; as the region’s social and commercial “hub”, Boston is willing to accommodate and entertain you as few other cities can.

CHECK THIS OUT!!!!

The Omni Parker House

As you pass through the sculpted bronze doors of this luxury Boston hotel, you will be enveloped by the timeless beauty that has made the Omni Parker House a  landmark since 1855.   Experience the perfect blend of modern amenities and historic charm at America’s oldest continuously-operating hotel.

Located on the Freedom Trail, guests enjoy grand views of historic downtown Boston, distinguished décor and thoughtful amenities that are evident in every striking detail in each of the 551 luxurious guest rooms.  Walk to Beacon Hill, Faneuil Hall Marketplace, Quincy Market, the Financial District, shopping and more.

In addition, the Omni Parker House is just a short 2.5 mile (10-15 minutes) transfer from Logan International Airport.

Beacon Hill

Faneuil Hall Marketplace

Quincy Market

Whether you’re toasting a promotion, roasting your boss or hosting 700 of your closest friends for a gala evening, Omni Hotels has the space, impeccable service and irresistible gastronomy to make your event a success.

We completely customize the environment surrounding your meeting to appeal to your senses.  Whatever your meeting purpose, we’ll work closely with you to make your event more conducive to your goals, enabling attendees to be more productive.  So whether you’re conducting a brainstorming session, handling a complex negotiation or recognizing excellence among your team, you’ll know that The Vibe Agency is working hard to deliver a better meeting experience for you and your attendees.

In addition, The VIBE Agency offers customized evening and offsite events that fit any theme you desire complete with floral, decor and entertainment.  Let us help you create just the right VIBE for your event.

Ames

Ames, located in a beautiful and historic  building, inspires both modern style and old world sophistication. An experience rich with elegant interpretations, complemented by innovative new design by Rockwell Group and the Morgans’ in house design team, Ames brings Boston and its visitors the dynamic experience for which Morgans is known. Ideally located near historic Faneuil Hall and Beacon Hill, the 114-room Boston hotel has a vibrant restaurant and bar offering an atmosphere that is at once refined and playful, a state-of-the art fitness center and suites accented by dramatic, Romanesque arched windows and original fireplaces.

UMMMM UMMMM GOOD!

L’espalier

In the heart of fashionable Back Bay, adjacent to the Mandarin Oriental Hotel on Boylston Street, one block from the Hynes Convention Center, Prudential Center and Copley Place. L’Espalier is walking distance to Symphony Hall, Berklee Performance Center and major colleges and universities.

Sophisticated and modern New England-French cuisine, with an emphasis on artisanal and New England ingredients.

No. 9 Park

Located in an elegant townhouse in Boston’s historic Beacon Hill, No. 9 Park provides an intimate, European-scale setting in which to enjoy Chef Barbara Lynch’s refined cuisine. The menu showcases an artful blend of regionally-inspired Italian and French dishes with an emphasis on simplicity and flavor. Our wine list includes a number of old world wines from boutique vintners selected by award-winning wine director Cat Silirie. The dining room, designed by Cheryl and Jeffrey Katz of C&J Katz, features a muted taupe palette, dark polished wood floors, and shimmering antique chandeliers, radiating a quiet and timeless elegance. From the thoughtfully selected wines to the warm hospitality, No. 9 Park continues to set the standard for fine dining in Boston.

What we’ve shown you here is a morsel of what Boston has to offer….there’s so much more.  Working together with the VIBE Agency, we can create a custom trip for your group complete with Spousal Activities and Team Building or even a cool Freedom Trail Scavenger Hunt.  If it’s off site venues you’re looking for, and there’s a great number that we can suggest just for your group.  It’s all there just waiting for you and group to experience it.

For more information on Boston and all it has to offer, please contact valerie@thevibeagency.com

UNIQUE VENUES … THALASSA IN NYC

As we travel around the country with our clients, The VIBE Agency is always on the lookout for great event spaces that we can share with you!  Thalassa in NYC holds a lot of promise for small to midsize groups looking for an authentic Greek experience.

With its upscale Greek ambience, this soaring mosaic tiled and sailcloth clad duplex offers many opportunities for your special event.  Owned by a family of Greek food importers, the food and wines are authentic and delicious.

Their menu offers an array of delicious Greek and Mediterranean dishes featuring fresh seafood and organic produce. The food is indisputably Mediterranean, yet carries a definite Greek accent and contemporary presentation. Pristine seafood imported from Europe and around the world coupled with astoundingly fresh local produce are the cornerstones of Chef Zapantis’ menu.

The restaurant has been awarded 3 stars by Forbes, Zagat and is the recipient of the Wine Spectator Award of Excellence for having the most extensive and exclusive Greek wine list in the city.  (They also have an extensive wine cellar offering an international assortment (including selections from France and the US).

Sand blasted glass and open-faced brick welcome diners for an unparalleled Mediterranean experience. White marble from the island of Thasos, pottery from Argos, and deep oceanic tones provide a unique Ionian ambience and mimic the incomparable blue of the Aegean. The tri-level space of this transformed TriBeCa warehouse complex will impress even your most discriminating guests.

The event spaces within this hidden gem include:

Main Dining Room – Accommodates 130 seated and 180 for cocktails and is dramatically accented with leather lashed support beams and white billowing sails suspended above the bar

 

Wine Cellar – Accommodates 60 seated and 120 for cocktails. Housing over 3,000 bottles of wine and a cave of imported cheeses, the room also features a wooden hand-hewn Mykonos table, built on that Aegean island. 20 foot marble columns dominate the front of the room, extending to the main dining area and creating the perfect setting for satellite bars. .

 

Gallery Loft Accommodates 120 seated and 200 for cocktails. A bright airy space with 18-foot ceilings, floor to ceiling windows and a collection of original paintings on display makes for a truly chic and private function.

Planning a meeting or event for your group?  Let The VIBE Agency assist you with finding the perfect venue for your group no matter where you are in the world.  For more information on this and other unique event venues, please contact valerie@thevibeagency.com

 

Happy Cupid’s Day!

It’s almost time for America’s favorite Hallmark holiday – Valentine’s Day! We’ve been scouring everywhere for ideas to create just the right VIBE!.  We know you probably are too, so we thought we’d share some slightly different ideas we’ve found that you can use to make Valentine’s Day special for your favorite affection!  From the outrageous to the simple, there’s something here for everyone.

• A romantic getaway! Destination:  Paris!

You can never go wrong with a relaxing trip for you two to spend some quality time together. Why not venture off to the most romantic city in the world, Paris! The beautiful Hotel Sezz Paris offers cozy and minimalistic luxury with 26 spacious rooms. For the month of February, they’re offering rose petals, a ½ bottle of Veuve Clicquot champagne and sweets in your room upon arrival in addition to a limousine tour of the city!

• Sweetheart Cake Pops!

Never heard of these little delicacies before? Check out these lovely little morsels from www.cakepops.com. They’re the combination of a cupcake and a lollipop with all the decadence and delight you need to impress your loved one. Still want a little something more? Why not a cake pop bear with a personalized note attached? Download the tags for free at www.bakerella.com.

• Valentine’s In A Box!

Is your sweetie going to be far away on the big day?  Don’t worry, you can still send him/her a valentine in a box.  Go to the store, and get a balloon, some macaroni and cheese, a movie and two candles and a bag of chocolate Hershey kisses.  Put them all in a box with a note that explains how much you will miss being with them on Valentine’s Day, but this is what you’d do if you were together.  The balloon represents your decorations.  Ask them to blow it up.  It should have a cute message on it.  Heart shaped balloons with sweet messages are easy to find this time of year.  The Macaroni and candles are for a candle lit dinner, (you can substitute any kind of boxed food), and a movie you know you’d like to watch if you were cuddled up together, and then fill the extra space in the box with Hershey’s chocolate kisses.  They have several kinds now so be sure to select his or her favorite.

• Fun at the Office!

Many people don’t often think you can mix Valentine’s Day and work together without getting awkward, but that’s far from the truth. If you have a few chefs in the office, a fun activity would be to bring heart shaped food items to work for everyone to share such as lasagna or pancakes or even hamburgers. You can even turn it into a game, awarding the most creative idea with a gift bag or gift card from a popular restaurant!

• Go Love Postal!

We ran across this idea and found it to be creative, simple and fun! Buy your Valentine’scard now and mail it out to Loveland, Colorado for extra special treatment. Your card will be postmarked LOVEland, Colorado and it will also be hand-stamped with a unique four line poem.

The Loveland Chamber of Commerce heads up this yearly romance project with cards going to all 50 states and over 100 foreign countries annually.

 

It’s simple. Just enclose your pre-addressed, pre-stamped Valentine’s card in a larger envelope and mail to: Postmaster, Attn: Valentines, Loveland CO 80537

You can also send it to postmasters of these cities too:

• Valentine, Texas 79854
• Valentine, Nebraska 69201
• Kissimmee, Florida 32741
• Loving, New Mexico 88256
• Bridal Veil, Oregon 97010
• Romance, Arkansas 72136

We hope you will be inspired to do something unique and different, and remember there’s nothing wrong with your sweety’s favorite flowers and a bottle of chic new perfume or cologne.  Perhaps Calvin Klein’s most recent fragrance “Beauty” would be a hit with its sensual undertones of calla lily, jasmine and warm musk.

We’d love to hear your ideas too!  Either way we are sending Valentine’s wishes from the VIBE Agency straight to you!

TSE IN PHOENIX – NEW IDEAS…

Everybody ‘ve just gotten home from The Special Event Show in Phoenix, Arizona where its a great opportunity to make some new friends, found some great new products, learned a lot and had a great time attending all the industry events!

We’re full of new ideas – new ideas for linens, entertainment, lighting technology and much, much more…and we’re going to share it all with you!    These are just a FEW of our favorites!

Get Tuff!!!  Tufftext™ that is…!

Tufftxt ™ was just launched for the first time at The Special Event Show in the General Session.  It’s an all inclusive audience response, gaming and texting  platform that will take your audience experience to the next level.

You are going to love this very cool system.  Let us tell you a little about it.

1.       You can have the audience answer questions.

2.       You can have the audience ask questions

3.       You can play games to test knowledge and skill of your sales teams

4.       TheText2 Screen allows attendees to text their responses right to a screen.

5.       You can filter the responses erasing any message or words that might not be appropriate.

6.       Customizable graphics and branding.

And, the best part?   ****drum roll****

It works from almost any mobile or smart phone making it cheaper than traditional audience response systems.  As event planners, we are always looking for ways to help our clients save money, right?  Find out more about it at www.tufftxt.com We would love to help you revolutionize your audience interaction with this great new product at your next meeting or conference!

We Go Wild …over Wildflower Linens!

As usual, Wildflower Linens had amazing linen stylings that will make your event look like a million bucks.  Their linens are sophisticated and classy.  We always look forward to seeing what they have to offer every year!  www.wildflowerlinens.com Want to get your creative juices flowing?  Check them out.

Rainy days and Mondays…don’t have to get you down!

As event planners, we always worry about weather conditions when we are planning an event.  Well now you can talk to a meteorologist and find out exactly whether that rain will end in time to keep your event attendees dry and warm.  Check out www.precisionweather.com and chase your weather worries away!

Ooooh and Ahhhhhhh!  Take Your Tables Over The Top!

Want to step up your tabletops?  Then you’ll want to check out www.decorativenovelty.com They definitely get our creative juices flowing.

Windy Events?  Harness the

We are constantly on the lookout for great products that are high impact for great value…and this is one of them.  Check out www.windvisuals.com .    We can’t wait to use these for YOUR next event!

We ended a fun show with a great evening at the Gala Awards & Celebrations! Congratulations to all the 2011 Gala Awards Winners!

It was a fun, productive and educational show!!!  Thank you, Phoenix for all your warm hospitality…we are inspired, excited and ready to rock 2011…For more information on any of these products or for a custom order of creativity, please contact Valerie@thevibeagency.com

Destination Vail Colorado !

Nestled away in the mountains of the White River National Forest is the small, quaint, winter paradise of Vail, Colorado.  With a population of less than 5,000, Vail is the perfect getaway spot for companies looking for an exclusive destination for meetings and incentives.  In additional opportunities for a little rest and relaxation, it’s the perfect destination to mix business with pleasure.

Located in the middle of the Rocky Mountains at a comfortable altitude of 8,150 feet, with crisp, dry air, Vail is a magnificent and surprisingly affordable destination for group and leisure guests. Eagle County Airport is just 30 minutes away, and Denver International Airport is just 100 miles to the east and offers a memorable and scenic trip through the mountains en route to the town of Vail.

The Place To Stay:  The Vail Cascade Resort & Spa

The Vail Cascade Resort & Spa will have you and your guests feeling like royalty with its stunning views of the mountains, recreational activities such as racquetball, three indoor and outdoor tennis courts, indoor volleyball and basketball courts, two heated swimming pools and two hot tubs, a full-size gym and the award winning Aria spa. Home to the second largest single ski mountain in North America, the opportunities for skiing, snowboarding and outdoor activities throughout the year are endless.

You’ll be surrounded in opulence, comfort and convenience at Vail Cascade. The richly appointed guest rooms offer the finest accommodations and offer the intimacy of home, with the impeccable service of a AAA four-diamond resort.

Team Activities and Team-building:

As one of the world’s most famous ski destinations, Vail is also stunningly beautiful in the other seasons. Activities abound year round, with snow sports, golf, shopping, fly fishing, jeep tours, horseback riding, biking, and just about anything else imaginable.  The VIBE Agency also offers a full line of custom team building activities and spousal program ideas to meet the specific needs of your group.

Business Meetings and Conferences

While it all looks fun, it’s about business too and Vail Cascade is the perfect location for business-savvy groups who are looking for the perfect place to hold their annual conferences, board or executive retreats and meetings. With 45,000 feet of space designed for groups of 10 to 800, the Vail Cascade Resort & Spa, along with your team from The Vibe Agency, ensures that you have everything you need to make certain your conference is upscale and professionally produced. From state-of-the-art conference rooms to impeccable service, and creative décor and production management, you’ll find elegance and sophistication at one of our favorite Colorado alpine destinations. The VIBE Agency is very familiar with this beautiful mountain town and all it has to offer. We’d love to help you design a program that has just the right vibe for your retreat, conference, meeting and events.

Need more information? Just contact us at valerie@thevibeagency.com and we will be happy to assist you with anything you need.

The Dinner Experience:  The Swiss Chalet

The Swiss Chalet is a favorite of locals and out-of-towners alike with an exclusive menu and cozy, inviting décor. You’ll feel like you’re in the middle of the Swiss Alps with traditional European dishes such as Gebratenes Fisch Duett and Steak Tartar. And who could forget the delectable desserts and fondues!? Along with touches of custom décor and entertainment that fit your group’s needs, The VIBE Agency guarantees that the evening will be one that send your guests home with memories to last a lifetime.

If you would like to feel the VIBE and talk about this destination for your next event or meeting, please contact Valerie Bihet at Valerie@thevibeagency.com

or visit www.thevibeagency.com.

The VIBE Agency Goes Bananas!!!!

Life is about milestones and celebrations along the journey, and last year, Turbana had a lot to celebrate.  Forty years in business, forty years of growth, forty years of accomplishments and sustainability and looking ahead to the next forty years of even more success!  It was Turbana’s birthday – and we went bananas!!!!

Destination:  Orlando

Venue:  Double Tree Hotel, Castle Ballroom

Number of Guests:  120

Down the walkway to the Castle Ballroom, banana crates were stacked and branded with the Turbana logo and lit in bright vibrant colors of blue, purple, red, pink and green. Birds of Paradise Palms were up lit and helped to create the sultry ambiance we were looking for.    Guests only needed to follow the path of six big milestone stars underfoot to know they were headed in the right direction.  At the end of the walkway, there was a quick stop at a branded step and repeated for a quick photo with costumed girls in lime green and banana yellow satin and then it was full speed ahead to the party.   There was a sizzle in the air and we got that party started!

Further into the ballroom, waiters in custom Turbana shirts and bistro aprons welcomed guests to the birthday celebration with a cold Turbana Bananatini and a warm greeting.  Tropical flavored rhythms created a hot and sultry feel to the evening.  It was festive and exciting.   For the first forty five minutes, sumptuous tray passed hors d’ oeuvres of coconut shrimp, chicken salsa in plaintain cups and crab cakes were offered by wait staff.

As with any festive event, people wanted plenty of icy cold libations and we had them all. As a fun enhancement, specialty drinks were served from a custom ice bar with an etched Turbana logo.  Turbana Pineappletini anyone?

The room was awash in vivid tropical inspired colors.  Glass cut gobos splashed Turbana onto the walls intercut with break up patterns of banana leaves on the ceiling. Existing chandeliers were enhanced with banana leaves.  There was no mistaking the evening was hot, sultry and tropical!

Around the ballroom, high top and cocktail tables were set and surrounded by modern bar stools so that guests could find a spot and enjoy their food.  The tables were lit in bright-hot tropical green.  In addition to the variety of table seating, sleek lounge groupings of white leather furniture created spaces for people to sit, chat and enjoy a drink.   Lit, cubed plexi pillars in varying heights, and similarly styled coffee table height cubes in matching tropical colors completed the style of the look and created areas for places to sit food and drink.

Buffets were dressed in bright red linens and buffet floral were created from a variety of tropical fruits (mostly bananas) and banana hands to honor the “top banana” of the evening as well as provide a unique look.  Serving vessels were authentic bamboo and banana leaf finishing off the tropical look of the buffet! The menu was Caribbean in flavor with sumptuous edibles like Stuffed Artichokes, Crispy Fresh Salads, Grouper, Jerk Chicken, and Beef Tips with Plaintains.  Every bite was delicious.  To complete dinner, later in the evening, there was a decadent Banana’s Foster Station for those that may not have wanted some of the delicious birthday cake (It was a surprise!).

After dinner,  the lights were dimmed and Happy Birthday Cha Cha Cha began to play and two dancers rolled the cake out to the stage and everybody joined in to sing happy birthday.   The cake itself was a fun sight to behold with three layers of gloriously delicious cupcakes arranged to resemble a three tiered cake.  On the top, a fruit arrangement created from different varieties of bananas and finished off with a 40’s candle and sparklers.  We did say it was a celebration, right?

The DJ immediately lit up his turntables with some funky fun music to get guests out on the floor to celebrate and dance the night away.  It was non-stop until the event ended.

Leaving the party, each guest was handed a small custom logo gift bag stuffed with lime green and yellow tissue containing a small memento to remember the birthday party where everyone went bananas celebrating Turbana!  Here’s to the next forty!

At the VIBE Agency, we get it.  It’s about your event, your brand and our best efforts to assist you in creating an experience that speaks exactly to your event’s purpose.

This event was a celebration, a rebranding and a kick off to the future success of the company.  We delivered on every objective the client asked for and exceeded there expections.

Here’s what our clients had to say….” Valerie, thank you for organizing such a great event for Turbana’s 40 year anniversary celebration.  All the attendees had a great time and it was a refreshing change from the typical events usually organized in the produce industry.  You did a fantastic job!” M.T

“I want to thank you for the great job at our party. Everything was perfect and very well organized !!!. All customers and employees were really impressed. We also had a lot of fun. Thanks for a great job !!!” J.A

Contact Valerie@thevibeagency.com to find out how we can help YOU create just the right VIBE for your event!!!

Champagne on a Beer Budget

Yes, it is possible to cut costs for events and still have a lavish touch according to Lindsay Krause of Special D Events.  We rightfully agree.  Check out a combination of her tips combined with a few we researched.

1)      Use local destinations or smaller cities that can offer you more for your money.

2)      Switch from a dinner event to a lunch or from a lunch to a breakfast meeting.

3)      Limit authorization.  Only key people should have the ability to increase food and beverage orders on site.

4)      Communicate your budget information to the convention services manager. His or her role is to work with you.

5)      Provide cocktail napkins verses small plates at receptions to reduce consumption

6)      Always budget at least 10 percent of your expenses as “contingency.” This will take care of unforeseen costs such as – labor strikes – bad weather – overtime – extra postage and mailings – phone and computer hookups – cancellation insurance – speaker substitutions.

7)      Instead of a full open bar, offer just beer and wine or soft drinks.  Also consider one signature cocktail.

8)      Learn the tax laws for both your organization’s location and the location of your event. You could be eligible for tax breaks that you aren’t claiming.

9)       Develop long-term relationships with properties and chains you use often. Negotiate volume discounts.

10)  Hire now. Speakers and entertainers often raise their rates every year. Lock in at this year’s rates.

11)  Order as much as possible “by consumption.” Uneaten food and drink can be returned and not charged. This works well with soda and packaged foods like potato chips.

12)  Offer water stations or pitchers of waters on the tables’ verses water bottles.

13)  Ask which other groups are using the hotel at the same time. You may be able to have the same menu, thereby gaining economies of scale that can be passed on in cost savings to you.

14)  Avoid salty foods during receptions, as they encourage people to drink more.

-Lindsay Krause of Special D Events