What other event gets teenagers out of bed at the crack of dawn during summer vacation, prompts grown men to cry, and brings together 204 nations in fair-minded competition? With 715 million people are expected to tune into the final World Cup match (compared to 106 Million for our Football game aka The Super Bowl), it is clearly the most important sporting event anywhere. The Wilsonwest Team has had the privilege to be a part of the World Cup at Stanford (1994), in Paris when France reigned supreme (1998), and most recently in Berlin (2006). As an event producer, I have never seen more spectacle and frenzy. You can truly feel (and hear) it in the air!

This year, since we’re not in the center of it all, I have been observing from afar and wondering what lessons we might we learn from World Cup where aside from a few bad referee calls and temper tantrums, the world’s drama is played out fairly on a stage of grass. What if we could channel that energy to take on some the planet’s biggest challenges? This would certainly be a call to action for social media experts – mobilize people all over the world to stop and focus their energy, time and even money on just one thing – even if it’s for only the 15 minutes allotted during half time. What if we could create a competition that is as exciting as the one played out on the field? With all the eyes of the world focused on such a venture, would it not be an opportunity of a lifetime?

Cindy Wilson

admin Uncategorized collaboration, culture, events

When it’s time to start the food and beverage planning with a hotel catering team, event producers are most likely to be handed a big file of “banquet menus” presented with fancy wording and packaging. Buffets, plated dinners, themed events, and food stations – you know the drill. Other than a glance at the pricing model, I generally spend little time with these menu packets. While I do respect that a skilled culinary team has spent many hours crafting and packaging these menus, I simply find this method of menu planning to be sterile, lacking in personality and that it provides little clue to the heart and soul of the hotel’s Chef de Cuisine and the seasonal offerings. I want more!

At Wilsonwest, we start the process with a conversation with our catering and conference services manager and from there we ask to be introduced to the Food & Beverage Director. Once we have a solid understanding of the property, the kitchen, and the connections to local purveyors, we then ask for an introduction to the Executive Chef and the Banquet Chef. We LOVE seeing what’s going on in the kitchen and what the Chef is enjoying doing at the moment. What’s a new favorite? What are you most proud of? What are the limitations of the kitchen and better yet, what special equipment, facilities or culinary resources do you have to really make the meal a special event?

We share information about our audience, however during the planning stages, we rarely dictate the specifics of any menu. We want to hear from the experts first - encouraging them to share the very best of what they have to offer and hopefully create an opportunity for them to try something new. We generally find that at first, the Chef is hesitant, thinking that a couple of event planners have turned “culinary” and they are protective of their space and rightly so. We respect that. It’s precisely the reason we solicit the expertise from the Executive Chef rather than solely a catering or conference services manager who may have little or no experience in the kitchen.

From here, it’s on to the tasting where we pay careful attention to presentation, portion, service, flatware, dinnerware, and (of course) taste. The banquet and conference service team are engaged in this process and from here we connect and build the team who will stage and serve the meal. We ask the team to taste along with us – it’s a collaborative with just the right amount of cooks in and out of the kitchen.

By this point in the process, almost every Chef we’ve worked with is excited, engaged and completely passionate about executing a new and exciting menu – so much so , that our joint creation often becomes a new addition to the banquet menu!

nick2 Event Essentials collaboration, drink, events, food

Zappos. Not only do they A) deliver shoes quickly, but they B) offer free shipping in addition to C) no-hassle returns.

By every indication, this company has a soul.

Here are 10 more reasons to love Zappos, which are also 10 really great reminders for all of us in the service business. While these are their company values, they are easily and powerfully adaptable to any project we embrace. Try them on for size:

Deliver WOW through service
Embrace and drive change
Create fun and a little weirdness
Be adventurous, creative and open-minded
Pursue growth and learning
Build open and honest relationships with communications
Build a positive team and family spirit
Do more with less
Be passionate and determined
Be humble

The CEO of Zappos, Tony Hsieh, also talks about the importance of hiring people who consider themselves lucky or optimistic as these folks tend to pay more attention to detail and are cognizant of their surroundings. I consider myself to be a lucky person. I won a giant Easter Rabbit when I was in the second grade. On my first trip to Las Vegas I tried roulette and hit it big with a $20 chip on #17. And if you’ve read a previous post, you know how I feel about #17. I have a lot more “lucky” stories (like how many times I lost my wallet only to have it returned with gifts and stories to share), but I’ll stop here and connect the notion of luck to the business values and the list. If you equate luck with paying closer attention to your customers and the details, I’ll place lucky high on the list. A little luck may open a door you otherwise might not have noticed.

Thank you Zappos for your innovative and thoughtful practices and for always delivering the goods.

admin Relationship Marketing, The Wilsonwest Way culture, events, relationships

A good portion of the work that we do here at Wilsonwest involves selecting – or helping our clients to select – just the right place for a meeting, special event, or conference. Place plays a central role to the experience and relationship building that lies at the heart of any successful event.

I spent some time last week in one of my favorite places – Meadowood in the Napa Valley. It struck me that this geographic region (and resort) may well be what Wikipedia has in mind when defining a Sense of Place:

The term “sense of place” is often used in relation to those characteristics that make a place special or unique, as well as to those that foster a sense of authentic human attachment and belonging. Cultural geographers, anthropologists, sociologists, and urban planners study why certain places hold special meaning to particular people or peoples. Places said to have a strong “sense of place” have a strong identity and character that is deeply felt by local inhabitants and by many visitors. Such a feeling may be derived from the natural environment, but is more often made up of a mix of natural and cultural features in the landscape, and generally includes the people who occupy the place.

What happens when this geographic outer space impacts our inner space? Magic happens. You relax, engage, and connect to both the people and places around you, forging deeper relationships and gaining new insights. Hopefully, an ah ha moment takes you to a new level of thinking. This experience is at the heart of our work creating Events that Build Relationships.

Hats off to Meadowood for its authentic connection to the Napa Valley and its sense of place.

admin Relationship Marketing events, locations, partners

Bespoke is a term employed in a variety of situations to mean an item custom-made to the buyer’s specifications.

In this age of recession, cutbacks, and the absence (or rejection) of luxury, I challenge you to think of the term bespoke in a different way – as something essential and authentic, rather than frivolous. What could be better than having something created for you and with you, in a manner that is thoughtful, artful and genuine? And how would you relate to that experience, product, or purchase? I believe the result would be one that carries a deeper meaning, a higher degree of care, and an appreciation that is both long-lasting and powerful.

This week I had the privilege and great pleasure to visit the perfumer Yosh Han and experience the ultimate in tailor made: the creation of a bespoke fragrance. The session began in her stylish salon with a casual conversation, setting the stage for what was to follow. I sampled many exotic and some familiar scents – identifying those that thrilled and captivated from the ones that neither suited my mood nor taste. She then employed her perfumer’s chemistry to help guide me in refining my blend. Yosh likens the end result to a portrait in a bottle, capturing one’s authentic persona and style. The beautiful bottle of my signature fragrance is now nestled between others on my perfume tray and is clearly the star of the show. No other fragrance could possible carry the meaning this experience provided for me and each time I use the perfume, I know I will cherish the drops as much I cherished the time with Yosh.

Bespoke is at the heart of what we do here at Wilsonwest. Each event experience is handcrafted with our customers in mind: their brand, mission, vision, and values are at the core of our blending. We, too, begin the process with a conversation in which we do a lot of listening that helps us uncover what will help guide us to work together with you. Our goal in this process is to create a meaningful event experience that delivers on strategy, artful design, and intelligence.

Bespoke events and meetings are the only way you should be thinking when investing those precious event dollars. Call us and let’s get started.

admin The Wilsonwest Way collaboration, events, relationships

We have been making great strides on the Green Events Front over the past year and are excited to be founding members of the Northern California Chapter of the Green Meetings Industry Council.

Oracle is clearly a thought leader in this arena as is evidenced through their work over the past several years in greening Oracle Open World, a massive event which takes over the streets of San Francisco every October, drawing tens of thousands of attendees. I toured the event yesterday courtesy of the Oracle Team and witnessed first hand the great work they are doing: 30% less signage, the use recycled materials, serving local food and beverage, eliminating bottled water, compostable materials and MUCH more. Most importantly, they have approached this effort with rigor and strategy: sharing their goals and initiatives with their partners, stakeholders, exhibitors, suppliers, and attendees from the start. While random acts of greenness may be an added bonus, it’s clearly not the heart of their work and ultimately it’s their strategy that will deliver the results they hope to achieve – to create an event with the lowest possible environmental impact and to divert 100 tons of waste from landfill. WOW! 100 tons of of waste! Congratulations to the Oracle team.

Wilsonwest and Green Consultants have partnered to create an educational session for event producers on how to develop a road map and strategy to green their events and organizations. This process requires an investment of time up front and will ultimately strengthen your efforts and connect your green and sustainable activities to your company’s mission, vision, and values. If you would like to learn more about how to build and strengthen your green activities, please contact us.

For details on Oracle OpenWorld 2009 green activities and programs, results from 2008, and more, visit the link.

admin Green Events events, green

This is one of the underlying principals in what we call The WILSONWEST Way: our approach to the design, development, and execution of events. By following this powerful and simple strategy: we listen to our clients, ask lots of questions, and are careful not to impose our personal point of view unless it’s connected to our client’s event objectives. I urge our clients to follow suit and to keep their eyes and minds connected to those of the audience.

Of course, if it’s YOUR party..then yes, you can cry if you want to.

admin The Wilsonwest Way culture, customers, events

One of my favorite thinkers, bloggers, authors, marketers, and…well…just plain brilliant people is Seth Godin. A recent post inspired me to dream a little bigger. Go ahead, click on the link. Take a moment to read it.

Thanks for the inspiration Seth. Ever since, I’ve been musing on ideas for the next great spectacle. What might it be and where will it take place? What do you think? What are your thoughts?

Here’s one of mine: the largest gathering of green-minded people doing something green and good together. We could call it: I Stand for Goodness.

PS – Oh, and, by the way, always remember to celebrate your birthday like a spectacle!

admin Green Events events, green

When producing an event, you rely heavily on time-lines, production schedules, and endless checklists.  It’s all in the details. These tools are logical, built on research and with precision, and are the foundation of a successful event.

Long before the “doors open”, I rely on my most trusted adviser: I take on the role as an imaginary event guest.   In character, I leave behind the checklists and follow my nose.  I imagine myself departing from home and arriving via car, public transportation, or on foot.  From here, I walk through every moment of what I might experience as a guest – from the mundane, like the location of coat check and bathrooms, to the exquisite – the lighting, mood, scents, and vibe.

How does the event feel, taste, look, delight, surprise and unfold?  Who will I meet and where will I dine?

Try it.  Choose a character, step into their shoes, and attend your next event all from the comfort of your home or office.  You will most certainly discover a detail or two that was left off the checklist.

admin The Wilsonwest Way Add new tag, events

This is one of my least favorite event tasks. I remember sitting in the dentist chair one afternoon and he asked (with more than a hint of sarcasm), “What’s the worst thing that can happen with your job? You seat someone at the wrong table? Big deal!” Well, if you’ve been there, you know that it is a BIG deal. It’s always a mad dash the minute before the dining room or ballroom doors open and even with the best planning and management, there promises to be a challenge. In the hopes of saving you from those heart-pounding moments of seating madness, here are a few tips I’ve learned over the years:

1. Wait until the bitter end to write in table numbers on the escort cards. Believe me when I say, it will change…and change…and then change again.
2. Make sure you know if the guest is indeed in attendance (while this seems obvious, it is not always the case)
3. Read up on the protocol, especially when dealing with high-ranking guests. Try etiquette expert Letitia Baldrige’s New Manners for New Times: A Complete Guide to Etiquette. This will help you know where to seat guests at the table and proper protocol for titles, etc.
4. Have a no-show contingency plan, ESPECIALLY for the head table.
5. Stage a staffer next to the head table to assist guests to the proper table and to help ensure that that table is filled.
6. Get executive buy-in in advance.
7. Have a few staff at the door with the seating lists for those who forgot their cards or just plain have lost their way.
8. Don’t be surprised if someone sits at the wrong table, expect that it will happen and have a contingency plan.
9. Have a face book of the VIP guests so your staff may escort them to the host table without having to ask them for table number.
10. Don’t rely solely on a floor plan. When choosing the right tables for your hosts or special guests make sure you walk the room after the tables have been placed. Check for site lines, access, stage access, noise, views, etc. It’s a good idea to place your host’s seat where he or she will have maximum exposure to the entire room.
11. Once the guests have been seated, take a walk around the room to look for empty spots and adjust accordingly. Tighten up the table seating if needed to support the conversation.
12. Once the guests are all seated, have the servers remove the table numbers.
13. If you do this often, consider investing in seating software.

A VERY big deal indeed.

admin Relationship Marketing, The Wilsonwest Way events, food, seating