ABCey Presents: Tips to Write a Winning Event Proposal

You just met with a potential client and it’s time for you’re ready to get some new business! You know all the facts about your client’s event deets, what their goals are and what they are trying to accomplish. In the back of your head, you know this proposal is the key to your success! You may be a little nervous, but ABCey is here to help with some tips for a winning event proposal!

1. Address your client’s needs

By summarizing or listing all the client’s desires and goals for their event, it provides reassurance. They know you understand their vision and will create their event with them in mind. In addition, this creates a good opportunity for you to add any suggestions you may have! These needs can come from anything mentioned in the initial meeting!

2. Execution

Show your client each stage of your execution process! You can include a variety of things, including your management process and RFP stage, your strategy, creating a timeline with adjustable milestones, and/or execution! This communication ensures that the client understands each step of your planning process and will eliminate any guessing games. It also conveys your organizational skills and shows you know what steps it takes to plan an event.

3. Showcase your experience!

This is your moment to shine! This reinforces all your strengths and showcases why you’re the best choice for their event. Don’t forget to insert any big company names if you’ve organized past events! In addition, be sure to include pictures of your past events with the most relevant ones flanking the top. (We knew those event pictures would come in handy!) Also, this is a great place to input any client testimonials and references.

4. Budget

Carefully break down each component and create a visual representation of the budget. One of our favorite ways to stay organized is to use a spreadsheet! It is easy to show each variable that incurs a cost, so the client is not confused about any fee or charge! This aspect of your proposal is a game changer, so do take your time! If you need any help with your budget, Event Manager Blog has an amazing event budget calculator!

5. Be visual

Inputting images and making your proposal visual make it visually appealing and easier to digest for the client. Also, the client will have an easier time envisioning your ideas for the event!

Before you submit your event proposal, be sure to double check for any typos or errors!

Now that you’re ready, go write that winning event proposal! Which tips will you be using? We’d love to hear from you! Let us know in the comments below or on Facebook or Twitter!

ABCey’s Startup Monday: Zipline!

Startup Monday is ABCey’s weekly post that showcases some of the best and most innovative startups based in the San Francisco Bay Area! These are often companies that we have our eye on or have worked with in the past. This week, the spotlight’s on Zipline – the startup devoted to delivering life-saving medical supplies, even to the most remote locations!

What is Zipline?

Zipline is the only startup to take to the skies to deliver urgently-needed medicines, like blood and vaccines. They are able to work at a national level to provide these services to anyone with the help of drones! Since its launch in 2016, the team has delivered thousands of units of blood to those in need in Rwanda.

How does it work?

Their process is simplified into 5 steps. First, health workers at clinics and hospitals send a text message requesting the medical supplies they need. Then, the Zipline team quickly responds and packages the items at the Zipline Distribution Center. In addition to immediate access, having valued medicines located in the center maintains product integrity! Afterward, health workers receive a confirmation text when their order is launched. Traveling at over 100 km/h, the medical supplies are delivered in 30 minutes or less. When the order has safely descended via parachute in the designated recovery area, health workers are notified. Lastly, the drone returns to the Distribution Center to be quickly restocked and sent off again!

Why do we love Zipline?

We love Zipline for its innovation and its service! They were able to develop a revolutionary idea by utilizing one of the hottest tech trends of 2016 – drones. Their work ensures that those who live in remote locations are able to provide immediate medical care without worrying about access to medicines. Also, their drone delivery service cuts down the wait time by over an hour! We really admire that Zipline has given opportunities to thousands of individuals.

Have you heard of them? Do you like Zipline, too? We’d love to hear from you! Let us know in the comments below or on Facebook and Twitter!

If you’d like to see other San Francisco startups we’ve featured before, click here.

ABCey’s #TechTuesday: Top 5 Smart Badges for Your Next Event!

#TechTuesday highlights the best and brightest ideas in the tech world. Technology is designed to make our lives easier, especially as event planners. With an innovative smart badge, you are able to make things much simpler for attendees, exhibitors, and yourself! Today’s #TechTuesday features a list of amazing smart badges we LOVE!

Why use smart badges?

Smart badges can simplify your event by promoting deeper networking connections between attendees, or by providing a simple method of sharing and exchanging contact information. They can also give event planners access to foot traffic and real-time analytics for their events. Exhibitors can benefit by easily sharing access to information to attendes, and can determine which guests are valuable prospects.

1. RFID Badges and LED Tech

https://www.youtube.com/watch?v=JficYgaK8j8

With the addition of smart LED tech, you can enhance any attendee’s experience! Whether it’s a lanyard or a bracelet, it will come alive and you can decide when. You can choose to light it up at a specific moment, signal an upcoming segment, or set up to interact with sensors, too. You can see them in action in the Coldplay concert in 2016 featured above!

2. SmartTrac by Hubvents

SmartTrac benefits all. For exhibitors, it notifies them when potential prospects enter their booths. How? With an analysis of attendees’ profiles and behavioral attributes! Moreover, attendees receive and event journey report that includes all their connections, booth visits, and more. Event planners can get an overview of foot traffic and interactions to see which attractions were most popular and for future improvement.

3. eventBit by Experient

EventBit has many features your guests will love! We’re all guilty of checking Yelp to look for recommendations.. EventBit can do that for you, but for booths you’d enjoy based on your preferences. In addition, it provides networking opportunities for attendees based on matching interests. Goodbye to awkward small talk! When the event is over, your guests can receive links to access information relevant to their event journeys.

4. Proxfinity

Unique features of Proxfinity are the options to brand the badge and to program a specific topic of interest! This will elicit conversations that sponsors and clients intended for the event. Event planners love that Proxfinity provides useful metrics! It includes meaningful interactions made per person, connections between demographics, topics that drive connections and conversations, and much more!

5. LiGo by Limefy

Like eventBit, this badge signals to guests when someone with mutual interests are in close proximity with flashing lights. Now your guests can spend more time engaging in meaningful connections! Guests are able to easily exchange contact information with each other with a personalized timeline. Additionally, attendees are able to access exhibitor and fellow attendee portals with a messaging platform available if they want to contact them!

Will you use smart badges?

We love smart badges, and we hope now you do too! Are there any that we missed? Will you be using any of our smart badges at your event? Let us know in the comments below or on Facebook or Twitter! If you’d like to see our past #TechTuesday blogs, click here.

ABCey Presents: Our Top 10 Favorite Corporate Retreat Activities!

Every once in a while, everybody needs an escape from the confining quarters of their work – whether they work in an office or from home! A retreat is the perfect opportunity for companies to …. But what is there to do? ABCey has curated a list of our top 10 favorite corporate retreat activities fit for everyone!

1. Fort Miley Adventure Challenge Course

It’s a giant playground for adults! Located in Lands End, this obstacle course built with ropes, ladders, and cables is immersed in a mini forest located in our urban city. The ropes course will challenge you mentally and also get your blood rushing in ways an office may not. So go through the highs and lows (literally!) with your team, and it’ll surely bring out your adventurous side.

2. Nerd Improv

“Learning through laughter.” Nerd Improv strives to create workshops that are meant to help your team get the most out of your retreat. It was designed to help push the boundaries while making a safe environment for everyone to share. For any questions, you can contact them here.

3. Street Art Workshop

Hosted by 1AM, this workshop is meant to bring out your creative side with street art! Groups are encouraged to create their own street art individually and in groups with stencils and much more. Alongside the art, their team goes through the history of street art that you surely won’t forget! The best part? You won’t forget your experience anytime soon with the art hanging on your wall!

4. Reason

Escape your office with an escape room! Reason provides your team with high tech team building activities and immersive experiences. Instead of your typical escape room, you can experience this through VR goggles to transport yourself into another reality and much more. In addition to an awesome escape, this retreat will build a stronger and better team!

5. Captain Kirk’s San Francisco Sailing

Get up from your office chair and get on a boat! Your retreat will feature some of the most beautiful views and create some of the best memories. Your sailing experience will be personalized to whatever mood your team needs whether it be relaxing or thrilling! So pack your favorite sea sickness remedy and sail away!

6. Food Truck Challenge

Love food trucks? You’ll love this challenge even more! The Food Truck Challenge prompts teams to experience what it’s like to have your own and run your own food truck. Judges will base their decision on every aspect from the food to the marketing, so be prepared!

7. Charity Bike Build

Drop the pens and papers and swap it out with wrenches and gears! This charity event challenges teams to build as many bikes as they can, and all the bikes built are donated to children around the world. It’s an amazing cause and your team will build a competitive spirit together for a heartwarming cause as well.

8. Winery Team Challenge

This is great way to unwind after a long week of meetings. After splitting into teams, each group becomes their own winery (a dream come true)! After being briefed on the history of Sangria and competing in a trivia contest, teams have the opportunity to create their own unique blend, too.

9. Build Your Own Mini Golf Course

Who doesn’t love mini golf? Your team can make your own fun with challenging mini golf courses designed to trick the other team. If you’re feeling charitable, there’s also an option which involves cans of food to be donated as you complete the course. A little competition never hurt anyone, and hopefully you’ll leave with a sense of accomplishment!

10. Foodie Adventures

If you love food and you love San Francisco, we’ve got one of the most perfect retreat activities for you! This foodie adventure will prompt your teams to explore San Francisco while also trying some of the best foods around the city! You’ll be leaving with a full belly and a new love for our hometown!

What are your favorite off-site activities?

These off-site corporate retreat activities can be adjusted to any retreat you have! Are you ready? Which ones did we miss? Let us know in the comments below or on Facebook or Twitter!

ABCey’s Startup Monday: Loopd

Startup Monday is ABCey’s weekly post that showcases some of the most innovative startups based in San Francisco! These are often companies that we have our eye on or have worked with in the past. This week, we are putting the spotlight on Loopd!

What is Loopd?

Loopd is an event engagement platform aimed to make networking easier and to access to relevant marketing materials for your attendees, but it doesn’t stop there! Loopd is a great tool that benefits event planners and booth staff, too! It allows you to track guest traffic information, view interaction history and follow up with attendees!

How does it work?

Loopd is able to provide information and promote engagement with two devices: Bluetooth beacons and chips located in lanyards! Beacons are placed around the venue and communicate with the chips around guests’ necks to allow for location-tracking tools. For guests to share networking information, a simple tap between their badges can help exchange all needed information! Talk about convenient. To receive materials from any booth you visited at the event, a quick look to the app will give you access to all the fliers and promotions from the exhibitor! As event planners, you are able to track how successful your event is with real time analytics and to see what attracts the most guests.

Why we love Loopd!

Aside from the networking capabilities and analytics, Loopd also cuts down on check in and check out times! Event planners always find ways to cut down on waiting times to prevent boring guests, and Loopd is an amazing solution. With this technology, guests are able to cut down on their carbon footprint by networking through the badges instead of passing out business cards. Also, it eliminates the need for printed fliers since it can be shared through the app!

Have you had to opportunity to use Loopd or interested in trying it out? We’d love to hear from you! Let us know in the comments below or on Facebook and Twitter!

If you’d like to see other San Francisco startups we’ve featured before, click here.

ABCey’s #TechTuesday: Top 10 High Tech Event Activities

#TechTuesday highlights the best and brightest ideas in the tech world. Today’s #TechTuesday features high tech event activities!

1. Projection Mapping

Projection mapping is displaying a video over an object to create an amazing experience for your guests. The video projection brings to life any performance and activity that your audience engages in. It also adds another aspect to any event that will capture your entire audience’s attention. We also used projection in one of our previous events, and it was a huge hit!

2. Spotify House’s Bose Soundbooth

This amazing Bose Soundbooth presented by Spotify was from SXSW! Guests completely immersed themselves in music as the booth was covered in mirrors and disco balls. Attendees were also more than happy to add their favorite songs to the official Spotify SXSW playlist. What song would you add?

3. Digital Graffiti Wall

Let your guests leave their mark at your event! Also, if you add an overhead question, your guests will be excited to head over to the wall to contribute. If you’re looking for a more kid-friendly activity, project a coloring book. Adults will love the activity, too!

4. 3D Selfie

In just a few minutes, you can be 3D scanned and recreated! If you have ever wanted a small model of your photo, your wish has come true! With this booth at your event, your guests are able to walk away with a “mini me” and a lasting memory of your event! If you’re not a huge fan of having a model of yourself, you have the option to have your mini me sent to yourself and you can share it to your social media, too! Now everyone can see exactly what you wore and all the fun you had at every angle!

5. iZombie Brain Scans

BuzzFeed's and CW's Party Till You're Undead iZombie Brain Scans — Photo by Nadia Chaudhury

These unforgettable brain scans were from the CW’s premiere of iZombie hosted by Buzzfeed! Attendees lined up to get a scan and observe their brain activity as they ate 3D-printed candy made onsite! Also, they kept the scans afterward! How could you adapt to use these brain scans at your event?

6. Social Media Wall

A social media wall is an amazing way to have your guests engage with your event and with each other! Not only will it spark conversation, it will create an online presence for your event! It will be an amazing way to break the ice and have your guests networking instead of making awkward small talk.

7. Virtual Tunnel Entrance

Give your attendees a grand entrance! Or maybe it could an enchanting and thrilling! It’s all in your hands. You decide what to project whether it be starry, checkered, or swirly! It will give off a great first impression of your event before they even enter! They’ll find themselves wanting to make another entrance.

8. Augmented Reality Gaming Wall

Whether you’re competitive or nonchalant, take your games to another level with an augmented reality gaming wall! Kids and adults alike will love seeing their movements interact with the virtual world of the game. Who can resist?

9. Edible Photo Booth

Pictures and food. Sure, they’re amazing apart, but it’s even better combined! This printer will take your selfie or any picture and print it onto your food for you! It’s the perfect Instagram moment and will help increase your social media presence along with engagement. The only problem? It’ll look too good to eat.

10. Interactive Virtual Wall

Have you ever been to a mall and seen those walls that interact with your body movements? It’s almost as if you are the wave and the colors that splash and swish around on the screen. Let your guests be mesmerized with the effects as they catch themselves walking back and forth in front of the wall!

How do you like our high tech event activities?

Have you seen any of these high tech event activities lately? Which one is your favorite? Which ones did we miss? We’d love to hear from you! Let us know in the comments below or on Facebook and Twitter!

ABCey’s Startup Monday: Modsy

Startup Monday is ABCey’s weekly post that showcases some of the best and most innovative startups based in the San Francisco Bay Area! These are often companies that we have our eye on or have worked with in the past. This week, the spotlight’s on Modsy – the company who wants to revolutionize the way we decorate our homes!

What is Modsy?

Founded in 2015, Modsy was designed to tackle a common problem: how will you know if the furniture you buy looks good in your house? If you’ve ever furnished or redecorated a house, you know it is a huge feat and involves tons of guesswork. Modsy wanted to make home design fun and easy to cut down all the trips to the furniture store. How? By letting their customers “try on” furniture!

How it works

If you’ve ever played The Sims, you’re going to love this! First, you snap a couple pictures of your space and include the measurements, and Modsy will create a 3D model of your space. Then, their team will create a personalized room design based on your vision, budget, and layout needs. If you’re not the biggest fan of the furniture, not to fret! Here’s where your personal touch comes in: you are able to swap out furniture to your liking. If you are head-over-heels in love with the customized design, you can also buy the furniture directly from the layout! There goes the trips to the furniture store out the window!

Why we love Modsy

We love Modsy because decorating our homes used to be a process that entails nail-biting, stressful guesswork in the middle of a showroom! We can see how experts would design our space and also switch elements out for a personal touch! As event planners, we would love to to see if it could use it to design spaces for events! It could be a fun way to try out new designs.

Will you use Modsy? Have you worked with them before? We’d love to hear from you! Let us know in the comments below or on Facebook and Twitter!

If you’d like to see other San Francisco startups we’ve featured before, click here.

ABCey’s San Francisco Weekend Lineup 7/27-7/29

It’s almost Friday! ABCey brings you this week’s San Francisco Weekend Lineup with the top events happening in the Bay Area! We hope you have plenty of room on your schedule. We have things from Street Soccer USA to TreasureFest to Guaclandia!

NorCal Night Market

July 27-29 | 3pm – 11pm | Free admission | Alameda County Fairgrounds, Pleasanton, CA

Bring all your friends! It’s the first ever NorCal Night Market with with food, games, art, shopping, and performances at Alameda County Fairgrounds! It’s the perfect place to find unique and amazing gifts for all your loved ones from crafts vendors or commission a special piece by a local artist at our Art Walk!

Guaclandia: Instagram-able Avocado Experience

July 27-28 | Times vary by day | Free admission | SF Marathon Health & Fitness Expo, 2 Marina Boulevard

Love avocados? Express your love at Guaclandia! The makers of the WHOLLY GUACAMOLE® brand invite Bay Area residents to visit Guaclandia, its one-of-a-kind mobile exhibit dedicated to all things avocado. It’ll be filled with Instagram-able photo ops paired with tons of guacamole on the side!

Craving Chinatown Food Fest

Saturday, July 28 | 11am – 2:30pm | Free admission | Waverly Place, San Francisco

Craving Chinatown is the first food festival in the Chinatown community! It will feature a selection of restaurants and foods that bring back memories of the San Francisco Chinatown community. Local Chinatown restaurants will feature unique dishes and snacks as well as food demonstrations! It’ll be the perfect San Francisco weekend!

Street Soccer USA Cup Series 2018

July 28-29 | 9am – 5pm | Free | Union Square, San Francisco

We’re just as upset as you are that the World Cup ended! But not to fret, Street Soccer USA is coming to San Francisco! Teams from all ages and backgrounds will come together to share and to celebrate their diversity and passion for our city in our Social Impact, Corporate, and Open Cup competitions. Find your friends and cheer for your favorite team!

TreasureFest – Hawaii July

July 28-29 | 10am – 4pm | Cost: $5.00 | 500 Ave n, San Francisco, CA 94130

TreasureFest hosts 400+ local artists, makers, designers, antique collectors, under ground food start-ups, & more. Hope your bellies are empty and your dancing shoes are on because there are tons of food trucks and food tents with Hawaiian inspired dishes and local bands will be playing all day long! Also, the first 1000 each day get lei’d! (free leis).

Sunset Campout 2018

July 27-30 | Friday 12:00pm – Monday 9am | Cost: $205+ | Belden Town Resort, Belden CA 95915

Be prepared for a weekend full of amazing artists like Solar, Galen and J-Bird, to get you pumped! There’ll also be muralists and live painters, as well as art installations and interactive pieces. If you’re ready for a weekend full of fun in the river, friends, art, music, and food, pack your bags!

What does your San Francisco weekend lineup look like?

Which events are you most excited about? Did you go to one and loved it? We’d love to hear from you! Let us know about it in the comments below or on Facebook or Twitter! We hope to see you there!

ABCey’s #TechTuesday: Make Event Planning Easier with Tech Tools!

#TechTuesday highlights the best and brightest ideas in the tech world. Today’s #TechTuesday features the 10 tech tools to make event planning easier!

1. Loopd

Loopd is a system that uses Bluetooth beacons placed around an event venue and chips guests wear around their neck to enable location-tracking for planners and guests. It keeps track of which exhibit booths and sessions attendees visit and also helps with networking! With one tap, guests are able to share contact information, so forget about shuffling around to pull out your phone! Additionally, guests can receive marketing materials and fliers from all the booths they visited via the Loopd app!

2. Hootsuite

Nowadays, every event planner turns to social media to promote their event, and we don’t blame them! It reaches large audiences and is extremely easy to use! The only downside is how many social media platforms are out there. With Hootsuite, you can manage all your social media platforms in one space, so you can close all your tabs!

3. Estimote

Ever wish the TV in front of you showed you exactly what you wanted to see? Estimote, with the help of Bluetooth beacons, can personalize content displayed on digital screens for guests! These beacons communicate with the smartphone in your pocket to show information based on your interests and buying habits. Now all your guests will have a custom experience and event planners won’t need to be concerned with irrelevant content!

4. Eventbrite Organizer

Lines are a huge deterrent, especially check-in lines! Eventbrite Organizer helps cut the lines by allowing the user to scan tickets directly from their phone! Also, you are able to check real-time ticket sales and can even become a mobile box office!

5. SelfieSpott

Instead of creating elaborate backdrops with only a small space for your event logo, event planners can design a graphic overlay with their event logo and some information on the back, if desired. SelfieSpott allows guests to receive their photos instantly and ready for social media by simply texting a number! Also, with their permission, planners can have access to the numbers for a follow-up!

6. Social Tables

Creating to-scale diagrams has never been easier, so put down those toothpicks and cut-out tables and pull out your computer! With the Social Tables software, you can adjust the placement of tables and also create a seating chart for your guests. You are able to customize every aspect of it to your liking, whether it be color, size, or label! It’ll make event planning easier by far!

7. Facial Recognition

https://www.youtube.com/watch?v=V3A9_XDirW4

Looking to amaze your guests and reduce check-in lines? Zenus has constructed a kiosk that will scan and display a guest’s badge upon their approach. If you prefer a less bulky option, their facial recognition software pairs with any device that possesses a camera, like an iPad! Check-in will be quick and your guests no longer have to waste precious time waiting to be checked in!

8. Slack

If you find yourself switching between iMessage, Facebook Messenger, and other channels just to reach all your event staff, we recommend you try Slack! It’s a workplace messaging system that can help you keep all your communications in one channel. Also, you can create groups within the chat to help you keep organized!

9. Speecheo

Ditch the pen and paper! Speecheo allows all your guests to take notes while simultaneously providing feedback to the speaker! Planners and speakers can see the most popular part of the presentation, and the audience can create bookmarks and record audio to later share on social media.

10. Dropbox

Forget lugging around huge binders full of documents! Dropbox keeps all your necessary documents in one secure place. Access can also be shared among all your event staff to avoid losing printed copies and to be a little eco-friendly!

How will you make event planning easier?

We know that event planning can be extremely difficult and demanding. These tech tools are meant to help every planner be a little more organized and to make event planning easier! Are there any tech tools you use? Which ones did we miss? Let us know in the comments below or on Facebook and Twitter!

ABCey’s San Francisco Weekend Lineup 7/20-7/22

Tomorrow’s the day we’re all looking forward to: Friday! ABCey brings you this week’s San Francisco Weekend Lineup with the top events happening in the Bay Area! If you don’t have plans this weekend, we’ve got you covered from Star Wars at the Symphony Hall to a Burning Man trunk show!

Daybreaker SF

July 20 | 6am – 9am | Prices range from $30.00 – $45.00 | San Francisco Belle, Hornblower

Usually, you may not be a morning person, but you’re going to want to be one for Daybreaker SF! Get ready for an unforgettable time with crazy beats, amazing company, and tons of dancing! Being their 4th anniversary, their theme is “Come Sail Awake With Us” and they plan to entertain you all morning with activities like yoga, dancing, and face painting! It’s one our favorites for the weekend, will we see you there?

Summer with the Symphony

July 18 – August 3 | 7:30pm | Prices range from $75.00-$125.00 | Davies Symphony Hall

The SF Symphony summer concert series returns this weekend! If you love Star Wars, you’re going to be ecstatic! The orchestra will play live scores from the original Star Wars trilogy with the films projected on stage! Talk about an unforgettable experience!

Beyond the Fence Trunk Show

July 21 | 12:00pm – 6:00pm | Free admission | The Great Northern

Burning Man is coming up! Hope you’re ready to begin shopping of your costume at the 12th Annual “Beyond the Fence” Trunk show! There will be over 30 local and independent designers selling unique costumes perfect for the desert getaway! Local DJs and cocktails will be available for you to enjoy while you take in inspiration on and off the Playa!

Reverb: Dance Celebration of Larry Harvey

July 27-30 | 1:00pm – 10:00pm| Prices range from $20 and up, depending on donations | The Midway

In honor of Larry Harvey for starting Burning Man, we gather together to celebrate the passion he has created in others. This man dreamed of a world where creative minds can come together to cooperate and this vision led to the creation of Burning Man.

Off the Grid

July 22 | 11:00am – 4:00pm | Free admission | Main Parade Ground

Rain or shine, the Presidio takes place on the Main Parade Ground. It features many vendors to get a taste of the diverse foods and cultures of the Bay Area and a free cultural dance performance on the fourth Sunday of each month! It will feature more than 25 international mobile food inventors, music for everyone, lawn games, yoga, and nature-based crafts for kids!

Stern Grove Festival

July 22 | 2pm | Free admission; First come, First Serve | Stern Grove

Since 1938, the SF Symphony returns every summer for an annual performance, and their return dates for this Sunday! If you’re looking for a nice event to take your family or a relaxing day filled with beautiful music, we hope to see you there!

What does your San Francisco weekend lineup look like?

Which events will you be attending this weekend? We’d love to hear from you! Let us know in the comments below or on Facebook and Twitter!