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I’m sorry, I can’t hear what you’re trying to say

March 13, 2011

Whether you’re a CEO getting ready to give a motivational speech, a doctor about to reveal your research results, or a best man nervous about the heartfelt words you’re about to say as you give your best friend away, there is one thing in common – the need to be heard clear and loud. We at Kaleidoscope LTD know that part of what makes us such a unique event planning company is our attention to details, and acoustics are one of our top concerns.

Be sure to check out the acoustics of your event venue prior to closing with them in order to ensure that speeches of any sort will not be drowned out or echoed throughout the rooms.  Things to keep an eye out are extra high ceilings, differentiated seating levels, and rooms that are not traditionally shaped.

If you have your heart set on a particular venue and the acoustics aren’t exactly up to par, don’t get disappointed just yet. Consult with a band tester, disk jockey (DJ), or even with the venue itself what your options are. These people are best equipped and experiences in these matters and will be able to work with you to ensure that your motivational speech, research results, or heartwarming words will be heard throughout.


Using facebook to promote your event

March 10, 2011

As a boutique event planning company specializing in corporate events, medical meetings, teambuilding and incentives and multimedia production, we understand the importance of utilizing all possible media outlets in order to market an event. A while ago we mentioned how to use twitter to market your event and today we want to talk a little bit about facebook.

Since Mark Zukerburg revolutionized the social media outlet, event management has shifted. Today all events can also promote their event, increase awareness and drive traffic to their event website by utilizing some nifty facebook event applications.

Here are our top three favorite applications that we want to share:

FundRazr: A great tool for those non-profit organizations planning an event, or those corporate events which want to promote a foundation or NGO.

EventBrite: A great little software tool for managing registration and participants

And of course youtube as a way to post snippets, teasers, trailors, and interactive videos to get the hype up for your event

Don’t forget – if you need help creating multimedia tips, managing your participants, or planning your entire event, contact the Kaleidoscope team at or check out our website at

Event Planning, Event Management, and Wikipedia

March 8, 2011

With the world slowly climbing out of the recession, event management, multimedia production, medical conferences, and corporate events are starting to pop up more often.  We at Kaleidoscope are continuing our efforts to be green, financial responsible, and conscientious of our client and their needs by always staying up to date on the latest technologies and innovations. With the revamping of the industry we were happy to see that the wikipedia website has updated its database and has included Event Management in it’s encyclopedia.  Check out their article here at:

As always, do not hesitate to contact us for ay of your event planning needs!




Welcoming the New Year

December 22, 2010

With 2010 coming to a close and 2011 on the brink, many companies, especially in the field of professional conference and event planning, are looking at the past financial crisis as history and eagerly welcoming the New Year.  The industry of professional event planning – across all sectors – hit rock bottom at the end of 2009 and has slowly been rising during the past year. That being said, 2011 brings with it new challenges and prospects, but most certainly changes in the way meeting and conferences are planned and managed.

The term used most often by corporate, medical and private event planning companies is ‘cautious optimism.” Within the industry short term bookings are rising and conferences are being booked less time in advance. The first impact on this directly affects the vendors who must now provide the same good or service in much less time.  Hotels have also been significantly impacted and now offer more lenient terms and exit-points in the contract.

As a boutique conference and event planning company, we at Kaleidoscope are experiencing these changes first hand. We have been receiving more requests for meetings taking place in shorter amounts of times, and we are adjusting to the new needs and demands of the market.

So what does this mean for the 2011 year?

More conferences, more meetings, more events, smaller groups, more exotic destinations, and shorter planning times, but all in all a good year.

Wishing everyone the best of luck and a merry holiday season!

Off-site venues and caterers

December 11, 2010

Hotels and conference centers are not the only venues that should be considered for an event. Venues come in all shapes and sizes and often the most out-of-the-box venues make the most spectacular events. In addition to choosing a venue there are many other considerations to be made such as catering, entertainment, and third party vendors. Fortunately, we at Kaleidoscope understand the pressure and the stress of picking out places and closing with vendors, and so we’ve compiled a list of questions you should ask yourself and potential vendors in order to ensure that on the day of your event there will be no surprises.

Questions to ask potential venues:

– What are the facility costs, and do they vary by season, hour, and day of the week?

– What is the cancellation policy?

– Does the venue have insurance? Is there an added cost for insurance? –

Is there parking available for guests? Is there an added cost? Is valet available?

– What kitchen and catering facilities and equipments are available for use and are they only available if an in-house caterer is used?

– Are there any decorative restrictions (such as lighting, fabric hanging and multimedia incorporations)

– What are the sound, lighting, and Av equipment that is available at the venue? What is included in the price and what has an extra cost added?

– Can the venue provide staffing for the event? If so, how many people and what are the costs? Make sure there is an engineer or AV specialists to prevent critical issues.

Questions to ask potential caterers:

– Are the chefs active in their field and up to date with continuous education in their specialty and in relation to the culinary world as a whole?

– Is there a separate cost for food, staff and equipment and transportation? What are the added taxes?

– Does the staff have banquet and event training and experience? Are there any specialists on the staff?

– What is the staff per person ratio? It is recommended (unless you are planning a VIP event) to have 1 waiter for 25-30 people if it is a sit down meal, and 1 for every 50 if it is a buffet style meal. –

Will the food be done at the company headquarters or at the venue? If at the venue, what equipment is needed?Of course there are just some of the many questions and concerns you should clarify with potential venues and vendors prior to closing with them.

If you have any additional questions and/or would like Kaleidoscope to help you out, contact us at

How to conduct a site inspection

November 30, 2010

We here at Kaleidoscope strive to take the busy work out of your hands so all you have to do is sit back and enjoy the event. However, if you’re planning your event on your own, there are a few key things you should do – namely a thorough site inspection.

The term might scare some people but if you look at it as a fun mini-trip things could look a little bit different. The key to a well planned out site inspection is knowing in advance the venues you are interested in, and planning meetings and tastings with the venues themselves.

Here are some basic site-inspection guidelines you should follow:

Step 1: Know that what you see isn’t what you get. The internet is the number one pitfall for beginners since may cities and many venues offer the same sleek images of the rooms and the surrounding areas. The best ay to know what you’re going to get is to go and see it first hand.

Step 2: If you have a particular city in mind, contact their CVB (Conventions and Visitors Bureau) and they will be able to guide you towards venues and locations that might suit your needs. You will need to have an RFP (Request for Proposal) ready which is essentially a detailed breakdown of the room, AV equipment, meals and basic needs you have for your event.

Step 3: Once you narrow the venues you are interested in visiting, contact the event manager of the venue and set up your meetings. Include the dates during which you will be in the selected city and request to meet with the chef if you are also planning on using the venue for catering. If possible, request to see a meeting in action to get a better feel of what your event could look like.

Step 4: Bring a digital or recording camera for your inspection to make sure you capture the look and feel of the event so that when you get back home you can think things through without the hussle and bustle you’ll be experiencing when on site.

Step 5: Explore and enjoy. The best way to know whether or not your participants will enjoy the city is to go out and see for yourself. Check out the local sites and excursions so you can recommend them when the event occurs.

Eat & Greet

November 17, 2010

Omelets with cheese, mushrooms or parsley? Asian inspired dim sum, sushi, or noodles? Whatever your choice is it doesn’t matter, as long as you’re making it by the food station.

The known benefit of a food station is its impact on the pocket, as food stations tend to be significantly less pricey than sit down dinners, however recently it has been discovered that this economic serving choice has much more benefit than what was originally bargained for. Standing food stations combine the benefits of choosing your own food as with a buffet but with the added option of customizing it and suiting it to your desires as with a served sit-down dinner, all the while maximizing networking and socialization.

It is suggested that guests be served appetizers in their seats (if available) and then be encouraged to wander between the food stations picking their desired foods.  We at Kaleidoscope like to have fun with the food stations and often have different themes in accordance with cuisine or that tie in to the overall feel and vibe of the event.

The importance of maximizing socialization possibilities is not just for corporate and medical events. Private events and incentive meetings should also encourage guests to mingle – if not for business connections, then for personal enjoyment which will undoubtedly improve the overall mood. Standing food stations, or action stations as they are sometimes called, encourage guests to mingle and reduce the tension of professional relationships.

Some food stations that are often used include: sushi, tapas, sandwich, stir-fry, omelets, pasta, chicken, and carving. Have fun with your food and always encourage your guests to socialize.

For any additional ideas or advice, don’t hesitate to contact us!