Writing a professional letter

Kate and I were given the task to write a letter of approval for a fund raising event we will be hosting. We wrote the letter together and first submitted it to Elissa, Brian and Amanda. Once they went over the letter we wrote we had a meeting with them and they talked to us about what a proper professional business letter should consist of and what it should look like. This was the first time both Kate or I have written a letter in the business field so it took some practice and critiquing from them to help us understand how the letter should look. We learned that the letter needs to include specifics about the event and a background about our company and what we do. We also needed to add information about Elissa and ourselves. The revised letter had more of a professional flow and gave a better idea about what the event would entail. It was more to the point and someone who was not planning the event would have an idea of what exactly we are trying to plan. We also learned that writing the letter we needed to address the letter to the entire company and not just a single member of that specific foundation. Seeing the revised letter really put in perspective how important a single letter can be to not only our company but also to the company we are sending it to. It shows who we are and that letter will be what represents us before we communicate with the foundation as a whole in any other way.

Stuff in my toolbox

Part of my time here at Perfect Productions is working on assignments in my binder. One of these assignments is that I am stuck on a deserted island and I have to run an event. If all I had was the set up event and my toolbox, what would I bring in my toolbox so that I could fix any problem that arises during the event. Many of the things I would have in my toolbox correspond with different types of events.
For every event no matter what it is there are always the basic necessities that you would need. For my basics I would choose a first aid kit in case anything small goes wrong that can be easily dealt with. Also I would have walkie talkies for everyone working the party, that way we can all be in contact with each other if necessary at any time. I would definitely need to have my planner and notebook with all of the information to go with that event, and the phone numbers of people I would need to be in contact with who are attending the event. Pen, pencil, and a black sharpie are very important to write anything down in my planner. Having almost all the necessities of an office in my toolbox will be helpful if anything seems to go wrong like scissors, double sided tape, glue, safety pins, and a sewing kit. Anything can go wrong from the decorations being ripped or falling, to a broken heel or ripped dress or suit.

Some things I have thought of only pertain to a few choice events. I would need floral tape and floral pins. If anything were to go wrong with a bride bouquet or the boutonnieres on the wedding party I would be able to fix them. I would bring a calligraphy pen for a fancy wedding or gala in case something with name tags, or place settings were wrong. Every persons name is not going to be perfect and some people were bringing someone they weren’t planning on or depending on the event someone may have just come. Also, ribbon has so many different uses. I would bring ribbon the same color as the event to fix many things, it may fix the bouquet again, it may fix a dress, and it may fix part of a table setting or a piece of decoration. With a wedding it is important that everyone looks good. I would need to have an extra of almost anything a bride would need, including hair supplies like a curling iron and hairspray, along with make up and deodorant and everything to earring backs. If the bride can remember anything its how beautiful she was and how she felt that day.

A couple other things I would bring for me, or anyone at the event that needed it are deodorant, mints, feminine products, medicine like Advil and Excedrine headache, eye drops, nose spray in case of a bloody nose, hand sanitizer, a lint roller, bobby pins, a contact kit for those who have contacts and they needed to clean it or even for me if anything were to go wrong with mine, and tissues. These are all items that more people would need during an event at anytime if something were to go wrong with a person rather than the whole event.

When thinking about business I would bring a few extra things to network, and market a little. If someone is impressed with the event it is likely they will think to go to you for their next event they need planned. I would always bring business cards, if someone is impressed I would want them to know that I did it and I would be more than happy to plan their next event. I would also bring a camera, that way I can make a book or some kind of poster to show new clients that come into the office so they can see what kind of events I have done.

There are many things I would need to have with me to fix an event or make it run smoothly, however these are just a few. There are many things I could fix with these items, but not everything can be fixed in an event. Some things may go wrong that you can not fix with just the things you brought, but for little mishaps, these items will help to fix the problem and help the event run smoothly.

Tool Box assignment

As an intern I was given an assignment to complete that would force me to think outside the box. I was given the toolbox project to help me understand what is important for event planners to bring with them to any event. These items were to be thought of as if i were on a deserted island and all that was with me was what I brought in my toolbox. A few things I would bring are.

The first thing I would bring is a planner I choose this because in order to stay on task and know what needs to be done when, you must have you event scheduled with exact times written down and when different things need to be done. The next thing that would be important would be a writing utensil such as a pen or pencil this is important because you will need to write down things as they come up or as they change from what you had previously planned. The event will not always flow smoothly and change is possible to occur no matter how organized you may be. I also thought that a first aid kit would be extremely important not only for the fact that someone may get hurt or need something from the kit but also because if your doing an event such as a wedding and the bride's shoes are giving her blisters a band aid would be the perfect way to help fix that.

I would also bring a sewing kit to fix any rips in clothes, to pin any dresses that may not fit properly or any of the table centerpieces that may need fixing such as a table cloth that is to long. Along with the sewing kit scissors, a ruler and safety pins will also be necessary for any last minute fixings that may need to be done. Another important item that I would bring is a watch or a clock. I would bring this becuase being an event planner means staying on a schedule and staying on time while you are doing the event.

The next thing to bring is a cell phone this is important because it is important to keep in touch with everyone who is involved with the event and keeping everyone on task throughout the planning process as well as when you are actually at the event. An extension cord will also be important in case something is brought to the event and needs a place to be plugged in or if there our outlets but the item you are using will not reach. I would bring a few of my business cards to help with the networking of my company and as a way to get my name out there to anyone else who plans on having a party they need planned. I feel that bobby pins, hair brushes and combs and hair spray are also very necessary because if you are doing a wedding and a bride or groom or anyone in the wedding party needs to fix their hair they will be all set. Tissues and hand sanitizer are also very important to have in your toolbox not only for health reasons but also if someone is crying at an event having tissues on hand are key.

These are just a few of the things I would keep in my toolbox while I am at an event.

Goals

As I have been working as an intern I have come up with a few different goals for myself while working at Perfect Productions.

I want to accomplish the understanding and the procedure of what it takes to plan a successful event. As I started my internship I was given tasks such as calling different vendors for quotes on prices for different things, this helped me to feel comfortable talking with people over the phone and learning the correct ways to talk to someone in a business setting. I need to ask questions when I don’t understand or when I need assistance with a task given to me. I was also given a task to plan an event along with the other two interns. We were given the event and it is up to us to plan the entire event and call stay in touch with one and other to make sure everyone is on the same page with the event. I must also stay in touch with my boss and the owner of the specific venue we are holding the event at. Because this event is being done to help raise money for a specific foundation we must also contact different restaurants and other vendors to help with donations. It is also my duty to come up with the décor for the event, creating centerpieces and the other décor needed for the event.A few different resources will be extremely necessary throughout the entire planning process. I will need the help from the other interns because we are working on this event together and we must all agree on the different things that are being put into the event such as the décor and who we are going to ask donations from. I also will need the help from my boss’s each of them are very easy to work with and are always eager to help whenever they can. The internet will also be crucial because I do need to look up different restaurants and vendors that can be used as donations. Calling different people is also very important because I have learned how it is so important for me to communicate with others and to keep everyone up to date on what we are doing and what we have been working on for the particular event. To accomplish this goal I will have to work carefully with everyone involved, if one small detail is left out the entire event can be changed, staying organized and on task is also detrimental to the event. Knowing exactly what needs to be done and when it needs to be done will show not only the person you are planning the event for how on task you are and how much you are really concerned with the quality of the event but in the long run it will also help you to know what the next step is in planning the event you may be working on.

My next goal is I want to be a part of the planning process and work through all of the obstacles event planners must go through for each event they plan. To accomplish this goal I will need to work hard not only with the other interns but also with my boss’s all of their extra support and assistance will be vital to the success of the event. When something seems to be going wrong while planning the event it will be very important to communicate with everyone involved with the event and making sure everyone is on the same page. The resources that will help me most with this goal are the people I am working with, whether it is the client, my co workers or vendors and different venues communication is crucial to success while planning events.If everyone is on the same page throughout the event and there are little to know conflicts about what is going on while we are planning the event I will know that I accomplished my goal. Also if I can work through the obstacles that may come with the planning process and fix any errors that may arise, leaving the client happy I will know my goal has been achieved.

Finally I hope to see the behind the scenes work at events and what makes an event flow smoothly every step of the way. With the event that was given to me and the other interns to complete I am seeing how much work really goes into planning an event, even though the person you are planning it for only sees the outcome minus all of the stress and hectic schedules that must be followed. I will be coming back to my internship site for the actually event to see how all of the work prior pays off. The resources I will use are my co workers and the help from everyone in the office; I will also have to work closely with the venue director who will help largely with the setting up of the event and also working with us as a partner throughout the event. I will also have to call different vendors for donations and finding quotes on different items needed for the event. I will know if I accomplished this goal because if while I am at the event and everyone knows exactly what they need to be doing and when they need to do it, everything will be running smoothly and even if it is hectic while planning the event, the outcome and the happiness of the clients are really the only thing that matters.

Communication and Organization

Right now Margie and I are working on a business class bachelor and bachelorette fund raising auction. It is really our event to roll with however Margie and I will be leaving on Friday. Next week another intern, Nicole, starts and she will take over for us while we are at school. Throughout the last week we have kept in contact with Nicole through email and phone calls so that there is no gap when we leave and she comes. Nicole even came in to meet with us on Friday so she could see everything we had done and even help us out with fixing what we had done as well as ideas on how to move forward.

Meeting with Nicole was a good thing for all three of us. We got to go over everything we have done and make that perfect so we can all agree, and work on some new things all together while she was in the office. After Margie and I leave we will still be involved with the event, we are just switching roles. Nicole will be here in the office and keeping in contact with us to get our input. We will all meet together again at the event to make sure it all runs smoothly.

Planning an event like this can be tricky but everything will work out great as long as we can communicate with each other well and often. I know I will still want to be very involved in every aspect of the event while I am at school, just as Nicole wants to be a part of it now. With us leaving Nicole needs to know everything that we have worked on so far so we need to tell her when we make new decisions or do something new, as well as keep everything in the office about the event organized and safe and easy for Nicole to pick up when she arrives.

Margie and I were so excited when we got this event and were very happy that we were going to get to continue with it. We will work as much as we can on this auction before we leave, and get to see it through which is a great learning experience and we all get to see and learn the importance of communication in all businesses. Even just this morning we had a meeting with Brian to let him know everything that we did for the last week while he was gone. He told us just how important it was to keep everything we had organized and clear so he or anyone else could find what they needed.

Communication and Organization are some of the most important things when planning and event with a team. You may understand where something is and what was going on in you head, but anyone else is not going to know where anything is and what you have done so far so they don't need to do it.

Rose Meanings

For an event Perfect Productions put on this weekend I was asked to look up the meaning of different rose colors. Many people don't know that each color has their own special meaning. Even the different shades of colors can mean different things. Some people may know the meanings of the popular and usual roses, however there are some funky ones out there that are not as well known.

Red roses most commonly mean love, beauty, courage and respect, "I Love You", and passion. A single red rose means "I love you" and if the red is very dark or burgundy then it means unconscious beauty.

Pink roses generally mean perfect happiness. However dark pink roses mean appreciation, gratitude, and thank you, when Light Pink is a sign of admiration, sympathy, gentleness, grace, gladness, joy, sweetness.
White roses are a sign of purity, innocence, silence, secrecy, reverence, humility. They are often found on grave stones and at funerals because of their solemn meaning. However found at a wedding white roses mean happy love.

Yellow roses mean joy, gladness, friendship, delight, and promise of a new beginning. If this yellow rose is tipped with red then it means friendship and falling in love. Even having different color tips can mean something else.

As for non well know roses they all have their own separate meanings as well. Orange can be a sign for passion, desire, enthusiasm, and fascination. A lighter orange or peach means serenity and modesty. Purple or lavender flowers mean love at first sight and enchantment. Blue roses are a sign of unattainable or impossible, and black flowers mean death and farewell.

All different kinds of roses have different meanings, some colors not well known at all. In fact some of these roses are not seen very often in everyday life. Not many other flowers have meanings for each of the colors, so roses have become even more popular to give to others.

Open your mouth!

Today we had a meeting with Brian and Amanda to discuss what we have been working on while Brian and Elissa were out of the office last week. I learned how important it is to open my mouth especially in this business. If there are questions that need to be answered the only way they will be is if I ask. Both Brian and Amanda stressed the importance of sticking up for ourselves, if we just sit back and watch everything that goes on we aren't making a name for ourselves or getting anywhere. This business is all about networking which is what I have learned from this internship, the only way to network is to open your mouth and talk to people. If you don't then you will be sorry in the long run when you either don't have the vendor you could have if you made a phone call like someone at another company may have done. Its competition and to compete with other companies and other people you need to make a name for not only yourself but also for your entire company. If questions are not asked then how will you find an answer? It is much easier for you to ask and continue working on tasks than to not ask and sit and wait around while you could be working on the things that need to get done. This meeting was extremely beneficial because I now know that questions do come up and its okay to ask them. It shows that you want to learn and you want to get things done, rather than just letting the questions pile up so you can't work on the important things that need to be done. Not only was it beneficial for this internship it was also very helpful to hear this for my own life. Hearing Amanda and Brian continue to stress the importance of asking questions and making a name for myself helps me understand that I can't just watch I have to learn to take actions into my own hands and do what needs to be done.