Out-of-Town Clients

We don't have to meet clients in person, to accomplish their goals. "Danny" found us on the web. Danny's company holds an annual conference for about 200 employees, always in a different city/area. 2012 brings them to Seattle. When the conference ends, Danny throws a fun party with a new theme. I love when employers realize the power of showing appreciation for their staff, and know it doesn't have to be a winter party! We provided Danny with theme and vendor recommendations--he made his choices, we're doing the rest--negotiating contracts and making bookings. The key to successful management of out-of-town clients is the same as it is for any client--listen to what they want, and understand their goals. Receiving excellent customer feedback from clients we've never met, is especially rewarding. As in any successful relationship, it's all about good communications! 
~Carol

A Few Tips on How to Manage Day-of-Event Volunteers

Create a Management Plan: All volunteers need to know their job description and purpose. Tell them who is in charge and exactly what (be specific) is expected of them.

Communicate: Emails are great, but in addition, create a shared online page (we love Google Docs) with information that volunteers can easily access.

Orientation is Key: Establish expectations and ground rules all the while making your volunteers feel like part of your team.

Make Sure Volunteers Know Who You Are: They need to know what your organization is about and how to talk about it with event guests.

Recognize and Thank Your Volunteers: That's right, thank them: in the event program, in a personal note, with a gift. No one ever complains about being thanked too much.

Design a Post-Event Survey: Get their honest feedback. What worked? What didn't? How could their experience have been improved? If you ask them, they will tell you and they will happily volunteer for next year's event as well. 
~ Rebecca

Client Testimonial

Excerpts from a recent client testimonial:  "...I don't really know where to begin.  The complexity of our event was quite high--a remote location, 200 guests, no cell service, friends doing a lot of the parts (a blessing and a curse). Rebecca and Carol jumped in immediately. But instead of taking over or becoming overbearing they were extremely easy to work with--they knew I still wanted a lot of control but they also instinctively knew where I was going to fall down and how to jump in proactively and make sure nothing fell through the cracks. They reviewed all my plans, made revisions, suggestions and more. They highlighted things I had never thought of and made improvements on the things I had already mapped out.

On the day(s) of the event they were amazing. They basically worked 24 hours straight.  From 10AM, hitting the ground running, throughout the day managing the kids entertainment, some parking issues, the table decorations, the flowers, the ceremony rehearsal (we were going for the very organic ceremony, but - wow - am I glad they were there to formalize things a bit), managing the caterers and the bar, cleaning up as we partied, and then up bright and early to make sure the caterers were up and making breakfast for out 150 guests that slept over!

I could go on and on about both of them. But perhaps the greatest testimony is that they exceeded all of my expectations and one of my favorite pictures from the whole weekend is of the three of us laughing late at night on Saturday night.

I am eternally grateful for their professionalism and competence in turning our loosely planned, organic affair into a flawlessly executed event that was carried off without a flaw and with wonderful grace. They are truly pros. I would hire them again in a second for even the smallest event I might have."

Harley Sitner

Event Consultations

Don't get me wrong, I would love for your company to hire Well Done Events to design and produce every aspect of your upcoming party/gala/fundraiser, but sometimes you don't really need us for all that. What you need is a two to three hour event planning consultation. Here's the skinny. We meet with you and give you ideas and information about how to design and produce your event. We tell you the names of vendors we know and trust. We help you develop a party theme. We give you the confidence to get going on your plan. And if you decide to hire us to help with some or all of the aspects of your event production, we can do that too. We're affordable; we're efficient; we love what we do. 
~ Rebecca

     

Let Us Find The Perfect Venue For Your Next Event

You're throwing a holiday party, looking for a new space to host a work conference, or just want a cool event space for your next gig. What to do? I'm going to make this really easy for you--call us. Venue Finder is a service WDE offers on its own or as part of a complete service contract. The right venue (and it's not always so easy to find) offers that feeling of being transported somewhere new and makes your event truly memorable. Carol and I scout new venues constantly. We know what's old, what's new, what's borrowed, what's blue. Let us find the perfect space for you and take this item off of your "to-do" list.  ~Rebecca

Helping the client with their "to-do" list.

Our motto: "At Well Done Events we start with a consultation so that we can hear, in your own words, what it is you need and expect. From there we can provide complete event planning or we can help with just a few items on your to-do list." It's true, we can do it all or we can do a little. The point is Carol and I listen to what our clients want and need for their event and then we make it happen.


In this case, our client wanted friends to create the floral arrangements for their renewal ceremony. So, we took them flower shopping (and of course passed-on the wholesale discount), helped direct the flower crew and  let them work their magic. The result: Beautiful, heart-felt arrangements; Happy friends working together; And an incredibly Well Done Event. ~Rebecca

Homemade Floral Arrangement

Our friend, and caterer extraordinaire, Teresa Howard created this floral arrangement using flowers and greens from her own yard. Well Done Centerpiece.
~ Rebecca

Make a Seating Plan and Make it Beautiful

Yes, you could print name tags on your computer or just tell your guests to,"sit over there". Or you could buy some lovely, thick, creamy paper write their names with your best handwriting, draw a personal icon, and create a seating chart. Much, Much better. 
~ Rebecca

Summer In The City

Ahhh…summertime in Seattle, it’s what we all wait for and, let’s be honest; it’s why we all live here. Summer in this city is like one long party, except for the years when the temperature doesn’t go above 60 degrees, but let’s not think about that.

Carol and I are putting together a summer party on August 13th and if you become a Well Done Events Facebook friend you’ll be invited—lucky you. As we and our husbands were all members of the Class of ’79, we’ve decided to celebrate. Which brings me to this, if you are planning a party this summer, send out a SAVE THE DATE EMAIL, NOW! If you don’t, half of your friends will not be able to make it. That’s right your friends are already busy planning their weekend camping trips, their work parties, their trips back east, all of it. Get your party on their calendar now.


A bunch of online invitation services make this easy to do. Check-out Evite, and Paperless Post. These services track attendance, remind your guests about the party a week in advance, and you can include all kinds of details like directions, what to bring, you name it. We hope we see at our party on August 13th. ~Rebecca

Location, Location, Location

It's true, the location can make or break an event. The production value and overall success of your event is often dependent on the space in which you gather. Think of it as the canvas, and the remaining elements as the paint.


Combing the internet for event spaces does not translate into finding the right venue. Sure, you'll get a list of who's renting what and where, but knowing if a specific space is right for you, is the key. With years of experience scouting and managing events on location, we have the skills to hear what you want and then deliver you the right location. Beyond knowing what a venue must have to be successful, we're pros at assessing what will really work within a space, regardless of what a vendor posts; for instance, how many people fit comfortably, and not jammed in--the list is long.


As we personally scout new venues and meet with vendors regularly, our rolodexes are updated with the tried and true. That's what you want--the most reliable, up-to-date information. And as our client, we deliver you the very best recommendations that are within your budget.


Got an event? Need a space? Who ya gonna call? ~ Carol

Seattle Aquarium...A Great Venue

Man, last week was busy. Carol and I were out "scouting" locations like maniacs. We attended the Seattle Chamber Food Festival at the aquarium and, although the food was pretty good, the space is what we were focusing on. If you are ever having a party with 300 guests or more, this is the spot. The renovation happened a few years ago, but because my kids are no longer toddlers it means I NEVER go to the aquarium anymore and had not seen the improvements. It's really gorgeous and, to boot, fish are everywhere.
~Rebecca

Let's Make A Video

Carol and I made a promotional video last week for our biz.  It was a lot harder than it looked and gave me a new-found respect for Kathy-Lee and Hoda.

PS. It's fun to watch some of the out-takes. Thumbnails for them will show-up after the featured video is completed. ~ Rebecca

Event Planning Myths...Busted!

Welcome to our new website, and our first installment of "Table Talk". As Rebecca and I love to share (okay, give) advice, we are devoting this real estate to random acts of...telling you what we think. Don't be afraid, we'll keep it suitable for all audiences.


Myth #1: "Event Planners are too expensive." The cost of having a planner is like any other item in your event budget--ask yourself, "What do I need and what can I afford?" You decide what you can spend, not the planner. Do I need help with just a few items and want to pay just an hourly or daily rate, or, should I consider spending a small portion of the budget (usually 15%) for extensive planning services and let them do ALL the work. Your party, your budget, your call.


Myth #2: "The Administrative Assistant can plan the event." Not if you want them doing their real job well and maintaining sanity. Keep everyone productive and morale high by having parties and events planned by professionals. Take all of those to-do's off the admin's plate and watch 'em whistle while they work!


Myth #3: "Event Planners only do big gigs, like weddings." Chances are you have been to a house party that looked and tasted like it was catered--maybe it was. At Well Done Events, we mean it when we say, "We do the work, you enjoy the party!" Why wait for a wedding to get help? Why not rely on a pro to fix your brakes? Oh, you do. Why not rely on a pro to cut your hair? Oh, you do. Why not rely on a pro to plan your special event? Truly, why not?  ~ Carol

Decorating for the Holiday Party

Last night WDE put the finishing touches on a party that we were planning for a corporate client. The finishing touches--they are what make the difference between a so-so party and a great party.


The theme, Casino Night, was fun and easy to decorate for: lots of poker chips and cards and martini glasses and candles. We mixed all of this with burgundy linen and a gorgeous tapestry cloth for the raffle prize table. The room looked warm and inviting and festive and, fyi, we spent less than $350 for all of it...now that's Well Done.  ~ Rebecca

Habitat for Humanity Fund Raiser

We did it!!! We designed and produced a fund raiser for Habitat for Humanity on April 3, 2010. Our clients, Urban Arcadia Builders and Anne Viggiano Color Consulting (sound familiar?), asked us to put together a fun, uplifting party so that friends, clients, and family would reach into their pockets and give more money towards the rebuilding of Haiti. Gospel choir, steel drum band, amazing food and beverages, views of Lake Union...who wouldn't have fun? You can still donate to Habitat by clicking on this link:  http://www.seattle-habitat.org/index.shtml


Please check out the vendors who gave so generously. Without them we could not have created this wonderful evening. Thank you, Thank you, Thank you.

Lake Washington Rowing Club, lakewashingtonrowingclub.com

Cass Vaivadas, Chef, casandravaivadas@aol.com

Total Experience Gospel Choir, totalexperiencegospelchoir.org

Sara Tro Photography, saratrophoto.com

Kimberly Healey, bartender, genki1@comcast.net 

Pan Leggo, iaindobson.com

Roberty Lowry, writer, robertwrites.com

Celestial Catering, courtyardhall.com

Glassybaby, Glassybaby.com

Hales Brewery, halesbrewery.com

McCarthy and Schiering Wines, mccarthyandschiering.com

Abbey Party Rents, abbeypartyrents.com

Starbucks, starbucks.com