Boise Event Venues

We recently traveled to Boise, Idaho for a couple days of work and fun. The capital of Idaho, Boise is located in a broad dry valley about 40 miles east of the Oregon border. Boise was established as a city in 1863, but spent the next century as a small outpost in a sparsely-settled region. Since the 1960’s Boise has rapidly expanded to become a mid-sized American city of 240,000 with a full selection of amenities and things to do.

Entrance to Boise Centre
Boise Centre’s Main Ballroom (from their website)

Boise Centre. Boise’s convention center is located in the heart of downtown and right next to the Grove Hotel. With 80,000 feet of space, Boise Centre bills itself as a space for “conventions, corporate meetings and trade shows to banquets and video conferencing”.  Their Grand Ballroom is 24,426 square feet and can be divided into three sections, and there are 31 individual meeting rooms. Boise Centre can accommodate groups from 10 to 2,000. Catering is exclusively provided by Front & Centre.

Boise Depot, set up for an outdoor event. (from their website)
Boise Depot’s Great Hall, set up with rounds (from their website)

Boise Depot: Just across the Boise River from downtown, Union Pacific built this grand train station in 1925. It last saw train service in 1997, since then it has been used as an event venue. The station’s Great Hall, where one could once wait for trains like the Pioneer and City of Portland, now can be used to host your next event. This 77 foot by 46 foot, 3,542-square-foot multi-story atrium can hold 300 people in standing configuration or 165 seated. You can also rent the exterior for weddings and informal meetings.

Capital City Event Center is located in the historic Adelmann Building
Interior of Capital City Event Center (from their website)

Capital City Event Center: If you are looking for a smaller, more intimate venue, the Capital City Event Center may be suited for you. Located in the historic Adelmann Building just two blocks from the State Capitol, Capital City has two ballrooms (each with a capacity of 110) that can be rented separately or together. Bonus: Capital City has a full service, classic mahogany and brass bar that can serve up a variety of drinks!

Egyptian Theatre
Interior of Egyptian Theatre (from their website)

Egyptian Theatre. Finally, if you are looking for a historic theater as a venue, the Egyptian Theatre could fit your bill. Originally opened in 1927, the Egyptian is Boise’s remaining classic cinema palace. The ornate theater with state-of-the-art sound can hold 740.

The view of downtown Boise from Camel’s Back Preserve

Staying there: There are a number of centrally located hotels. The Grove Hotel is in the Boise Centre superblock and right next to the convention center. The views from the building (fifth-tallest in the city) are grand. Across from Boise Centre is Hotel 43, named such due to its location in the 43rd state on the 43rd parallel. The Modern Hotel is located in a renovated motel about a ten minute walk from the Boise Centre. All three hotels provide rental bicycles.

Getting there: Boise is about 425 miles east (by car) from Portland, making for a doable but long one-day drive. It’s a quick one-hour flight from PDX to Boise, and Boise has direct flights to most West Coast cities. From the airport it’s a ten minute drive to downtown. Amtrak no longer serves Boise, as the Seattle-Portland-Salt Lake City-Chicago Pioneer was discontinued in 1997. We hope that taking the train to Boise will become an option again.

Getting around: Boise lacks any rail transit, though a streetcar has been proposed. Valley Transit, the regional bus operator, provides service to most major destinations. (A bus trip from the airport takes about a half hour.) Boise suspended its bike share service in 2020 with no definite plans for reinstatement, but many hotels provide free loaner bikes and bikes can be rented at Idaho Mountain Touring and George’s Cycles.

Louisville Kentucky Event Locations

Louisville, Kentucky is located on the Ohio River across from Indiana. It is well known for being the home of Muhammad Ali, the Kentucky Derby, Louisville Slugger bats, and of course, Kentucky Bourbon. It’s location in the heart of the US, the meeting place between the South and the Midwest, means it’s a good place to have an event.

We were in Louisville, Kentucky in August of 2019 for the annual Connect event, so we got to see some things around town. We also checked out various spaces for meetings and events. There are a good deal of interesting Louisville Kentucky event locations.

loudtn-omni-louisville-exterior-twilight

We stayed at the Omni Louisville, right in the heart of town. This modern hotel offers 612 guest rooms and suites. They also are a good place to have an event, as they have 33 meeting rooms with a total of 70,000 sq ft of space. (Their largest room is 20,361 sq ft.) We loved the on-site amenities, including Falls City Market. This marketplace was a good place to pick up sundries and food. (We loved the pizza at Iron Quarter!)

louisvillemarriottNext door to the Omni is the Louisville Marriott Downtown.This hotel features xx rooms and is also a great place for a meeting. They have 37 event rooms with 45,025 square feet of total space. The largest room is 20,000 square feet and can hold up to 2,400 people. The Marriott features a multitude of on-site amenities, including a bourbon tasting room and Porch Restaurant, which features Southern cooking.

Exterior Night ShotBoth hotels are close to the Kentucky International Convention Center. This freshly-renovated, LEED Certified facility features 300,000 square feet of total space and 52 rooms.

48629468788_fa7ede1ba7_bWe can’t forget to mention Louisville’s most unique event venue: Churchill Downs. While this horse racetrack is world-renowned for the annual Kentucky Derby, the Downs provide a multitude of venues for all sorts of meetings, from 15 to 1500 people! And yes, a wedding can be held under the iconic Twin Spires.

48642083603_ff246313c0_b
Big Four Bridge over the Ohio River. Note Emee on the Louvelo Bike!

And we would be remiss if we didn’t mention some of the fun activities we had in Louisville, like sampling all the fine bourbons produced locally, going on a bike ride with the local Louvelo bikeshare, and checking out the Big Four Bridge! This old railroad bridge spanning the Ohio River into Indiana has been transformed into a magical place for pedestrians and cyclists. And for a fee, the lighting on the bridge can be customized for your charitable cause or special event.

Hope this gives you some ideas of Louisville Kentucky event locations for your next meeting!

Quarantine RSVPs – An idea whose time has come { free printable }

Image ID: an event RSVP card sitting on a desktop surrounded by a ruler, pen, and coffee cup.

What is a “Quarantine RSVP”? As events open up, event planners and hosts are wondering, How do I hold one of these safety-compliant events, and still keep everyone as safe as possible? Even though gatherings are slowly returning, there are potential pitfalls:

  1. You could provide all the hygiene items, but some guests refuse to wear masks, or they remove them while still mingling
  2. You could create a physically-distanced setup, but without clear instructions or a program of activities, guests devolve into the typical “cocktail hour” behavior where they cluster within less than six feet.
  3. Everyone starts out with the best intentions of social distancing, but after a couple of glasses of wine, the inhibitions fall and people are hugging, touching, and coming in to close contact with people outside their home group.

There is no such thing as a risk-free event during COVID. As of March, most of the US is months away from full vaccination levels, and most states still have some kind of restriction on gathering and nonessential travel. But if you are in a location where your type of gathering is permitted, and you want to do it as safely as possible, here are some reminders, plus an additional tip you may not have thought of:

Most of us know by now to do the basics: avoid indoor or poorly-ventilated venues, keep 6′ or more distance, and wear masks at all times that it is possible to do so (besides when you are seated alone eating or drinking).

Here is one more idea: Identify the groups attending your event who have been previously quarantined together, and allow them to RSVP and be seated together.

A quarantine pod may be a single family; a couple; or a group of roommates. “Quarantined together” could also mean that they share the same household; or they have limited their contact to only themselves and a limited number of other households who all agree to observe the same level of infection-avoidance precautions. For example; two families with children who are friends, who allow their children to play together each week, is a good example of two houses, one quarantine. The goal of this practice is to prevent COVID spread at the event, while allowing groups that are already in contact to be together.

As a host, how can you identify these groups? Introducing the Quarantine RSVP. This is a form you create to gather the names of people who are in one pod. You can set the number of RSVPS according to what is allowed in your location. For example, in Multnomah County as of today, at “Eating and Drinking Establishments“/”Indoor Entertainment“/”Outdoor Entertainment” (the categories that most Oregon weddings and events currently fall into), you can currently seat no more than 6 people at a table. As sector risk guidance is constantly being updated, always check your local and state health authority for your area’s particular guidelines. 

Would you like your own Quarantine RSVP printable template? It’s your lucky day, because we’re sharing this free template with you! Simply fill out your name and email below and we’ll send it right along. We hope you find it helpful.

Download this free printable

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    Group Travel – Plan Now for Future Events

    COVID may have drastically changed the way we do group travel, but our needs for new experiences and gathering remain. As we slowly return to travel and events, it’s more important than ever to know where you can gather safely.

    With safety as the number one priority, we’re highlighting this list of three amazing destinations for you and your colleagues to visit later in 2021 or 2022. Bend, Oregon; Park City, Utah; and Palm Springs, California. And no need to roam too far – all of these locations are less than a 3 hour drive or flight from Portland, Oregon.

    Please note: Stay up to date on the latest public health guidance in Oregon by reviewing Guidance from Oregon Health Authority found at this website. At the time of this writing, only outdoor events of up to 50 guests are allowed in this area. For more detailed guidance on weddings, our colleague Elisabeth Kramer has written a helpful article, found here. State-to-state meetings guidance can vary. Consult with the local and state health authorities for what is permitted. At the time of this writing, a 14-day quarantine is required for persons traveling or returning to Oregon from out of state.

    Need to Host a Meeting? – Try Bend, Oregon

    If you’re looking to shake things up a bit and get out of town, Bend is an excellent choice, highlighting adventure without being too far off the beaten path. Bend not only offers unparalleled views and outdoor activities, but it also boasts many options for your next meeting.

    The Oxford Hotel

    • A view of Oxford Hotel's street sign facade in Bend, Oregon
    • Photo of a bed and pillows in Oxford Hotel, Bend, Oregon
    • Photo of meeting room with screen at the front
    • Photo of the Oxford's door panel

    This four diamond, eco-chic hotel is the perfect place to bring the team! With its downtown location everyone can walk to Bend’s many attractions and shops.

    It even includes over 2,400 square feet of meeting space – so you can spread out while still getting work done.

    Safety Policies

    Mount Bachelor Village Resort

    • Vista view of Mt Bachelor Village Resort showing snow-capped mountains in the distance
    • Exterior view of resort building
    • Interior view of hotel room showing Central Oregon views

    If you’re looking to have your next meeting nestled in the forest, the Mount Bachelor Village Resort is for you! Once the meetings are over, there are numerous outdoor activities available and downtown Bend is only a short walk away.

    Their dedicated Events Center offers more than 5,000 square feet for indoor and outdoor meetings.

    Take a virtual tour of the Event Center to get a feel for the space.

    Need to Collaborate? – Try Park City, Utah

    Let’s face it – it can be difficult to move ideas forward without in-person collaboration.

    Getting out of your normal space can help spark creativity and get the team excited again. Park City is perfect for social distancing – together! There are so many options for outdoor activities, from zip lining to horseback riding to fly fishing. You’ll almost forget you’re there to work.

    St. Regis

    • Aerial view of Park City Resorts with snowy mountains in background
    • A bedroom view at St. Regis Hotel Park City
    • Photo of boardroom meeting setup
    • Photo of boardroom meeting setup
    • Photo of meeting room setup
    • Outdoor photo of round tables with floral centerpieces

    Tune in to nature at St. Regis: This resort offers unmatched luxury in the picturesque Wasatch Mountains. Utilize their private ski valet for convenient ski-in/ski-out access or take in the beauty during a breathtaking hike.

    With over 16,000 square feet of event space and 11 different venues, there’s something for everyone.

    Montage Deer Valley

    • View of hotel lobby at Montage Deer Valley
    • View of hotel bedroom
    • View of meeting boardroom
    • View of indoor bowling alley
    • View of small group meeting area

    This elegant mountain lodge is the ideal setting for your next team meeting! It also offers unrivaled ski in/ski out access and many other year-round activities.

    With over 60,000 square feet of indoor and outdoor space available the sky is the limit for your next meeting. Once it’s safe to do so, try renting out their private bowling alley for a bit of fun for you and your team.

    Group Travel at Deer Valley Ski Resort

    • A group of skiers smiling at Deer Valley Resort - Group Travel
    • View of meeting room boardroom
    • Evening view of Deer Valley Resort exterior

    This Ski Resort offers more than just the ability to hit the snowy slopes! It also hosts a number of event spaces large and small. Try getting the team together to tackle business in the morning and follow that with an afternoon in the snow – there are options for all skill levels and interests.

    Need to Build Relationships? – Try Palm Springs, California

    Everyone needs a break, and Palm Springs is the perfect place for a getaway that still involves connecting over business.

    Whisk the team away to sunny Palm Springs to recuperate while strengthening bonds. In a less than a 3 hour flight, you’ll be gathering under the desert sky and palm trees.

    The Ace Hotel + Swim Club

    • Aerial view of Ace Hotel Resort Palm Springs - Group Travel
    • View of an Ace Hotel bedroom suite
    • Aerial view of Ace Hotel Resort swimming pool
    • View of Clubhouse event space
    • View of outdoor meeting space

    With private outdoor fireplaces, a spa, and a private pool for events – your group travel event can stay safe and distanced while having fun! And if you do end up leaving the property, it’s only a short walk to downtown.

    The private event space offers over 3,000 square feet for flexible indoor and outdoor meetings and events.

    360 Tour of Event Spaces

    Safety Policies for Group Travel

    Avalon Hotel + Bungalows

    This beautiful historic property will make it so you never want to go home! With luxurious guest rooms, three pools, a spa and 4-acres of manicured gardens there is plenty of space to relax and recharge safely.

    When you’re ready to hold group travel again, there are plenty of indoor and outdoor options available. From courtyards to cabanas, there are lots of fun locations on site to host your meetings and events.

    Health + Safety Policies

    Don’t Wait!

    Many groups are now re-scheduling their 2020 postponed travel and events. This means that for some 2021 dates, there will be double the demand. Most locations offer a very flexible cancellation policy, so why not start your sourcing now, before the pressure is on. You can fill out this form for a free venue sourcing consultation with EJP Events.

    Katherine O’Brien is Lead Events Coordinator at EJP Events, and also the brains behind food blog What’s On Kate’s Plate.

    Virtual and Hybrid Event Showcase at Skyrise

    a hybrid event attendee listens to a sommelier from a distant tableA virtual and hybrid event attendee listens to a wine sommelier explain wine pairings at a small hybrid event. Additional attendees view remotely and are connected to the event on a big screen. Photo: Tom Cook Photo

     

    Virtual and hybrid events have been on the upswing since the 2008 recession, but 2020 pushed them to the forefront. As EJP Events fielded many requests to move events online this year, we employed our existing knowledge and pulled in technical production teams, as well as software platforms like Whova, Eventsquid, and vFairs, in order to create compelling virtual and hybrid event offerings.

    a table set for a virtual wine dinnerThis table is set for a virtual at home wine experience, complete with charcuterie box, bottles of wine, notebook, and the computer with which to participate in the event.

     

    The challenge, however, was how to relay our vision to new clients. As much as we love to dial in every detail and think critically about the attendee experience (have you ever thought how many physical items an attendee will need to gather in order to be on camera at a virtual wine dinner? We have!), it’s hard to convey that to someone who has never done this before. And it’s not like we could go into our existing clients’ living rooms and take photos of them attending our events during a pandemic, let alone the privacy issues!

     

    video camera recording a hybrid event
    Livestreaming and video-recording of events has become de rigeur due to the pandemic-created virtual and hybrid event requirements starting in 2020. Photo: Tom Cook

    So we put on our creative agency hats, and put together a content shoot (or styled shoot as it’s known in the weddings world). Emee and Katherine spent many hours in the fall brainstorming over Zoom, which best practices would make a virtual event shine; as well as what needs to be done to make your small hybrid event not only fun and memorable, but over-the-top in safety. We even experienced the now-common pandemic phenomenon of having everything scheduled and ready to go for our shoot event, only to have Multnomah County go into a four-week freeze and have to re-schedule the entire event and all its vendors.

    We’re happy to note that because of this team and their experience and professionalism, it reinforced our faith in the event process and things went off without a hitch. (Unless you count that Emee forgot her on-camera outfit and had to send someone back for that.) And we now have this wonderful content to share with you, that I hope tells the story of how EJP Events would envision a safe, engaging, delightful, and productive virtual or hybrid event where everything is dialed in, from the food and drink, to the individual sanitized microphones on each attendee. Check it out in the gallery below. Our main ideas are:

    • Tell people what to do. Pre-COVID, people didn’t need a lot of instruction at a networking event or a happy hour. During COVID, however, structure and format is needed. Open networking leads to too-close gathering. Offer each attendee their own seat, table, or area and provide a program of activities. 
    • Speaking of program, make sure to explain the program to everyone through multiple channels: Pre-event communications, on-site signage and directionals, live staff offering directions and guidance, and audible instructions through the use of announcements.
    • If people are attending remotely as well as in-person (a “hybrid event”), ensure that the home viewer is not left out of the action by creating an online, digital broadcast that is just as interesting as the in-person experience. Make sure audio is good, not just of the speaker but of the in-person attendees, to give home viewers the feeling of “being there”. Offer opportunities for the home viewer to be “seen” at the in-person event and interact with the in-person guests. It’s a two-way street!

    There are so many more details I could share, so I hope you’ll follow up with us if you have questions. For those of you who believe we’ll be back to normal and there’s no reason to keep perfecting virtual and hybrid events, here are a few headlines and quotes from news around the world:

    Virtual Events, Other “COVID Trends” Likely to Continue to Mid-2021, Meetings and Events Director Says

    Health expert predicts concerts, sporting events won’t return until ‘fall 2021 at the earliest“;

    “Once my family and I are vaccinated, I would change behaviors, except I can’t imagine being in a crowd or attending any crowded events until at least 80 percent of the population is vaccinated.”Julie Bettinger, associate professor, University of British Columbia

    David Nash, M.D., who serves as dean emeritus at Jefferson College of Population Health, anticipates that large in-person events could return with enhanced safety measures “deep into 2021 — the last quarter.”

    Location: Skyrise / Remote.ly
    Catering: Charcuterie Me
    Photography: Tom Cook Photo
    Planning: EJP Events
    Florist: Mix Mod
    Dessert: Missionary Chocolates
    Rentals: The Party Place
    Wine: Domaine Roy + fils
    Signage: The Fresh Hues
    Plates: Dtocs
    Stylist: What’s On Kate’s Plate

    The 2021 EJP Events Corporate, Event, and Weddings Gifting Guide

    corporate hybrid and virtual eventsTom Cook Photo – Katherine O’Brien of EJP Events demonstrates the physically-distanced method of passing out conference swag at a small hybrid event with 4 people in attendance at Skyrise. Signage and props by The Fresh Hues; Floral MixMod; Rentals The Party Place

    While the Christmas personal shopping rush is winding down, the winter/spring 2021 conference and gala season is just heating up. Hundreds of fundraisers, seminars, symposiums, annual conferences, and board meetings are held between January and June every year. Most of these in 2021 will still be virtual due to COVID-19 still rampant in our communities. A conference or business gift brings tactile experience into the virtual and hybrid event world, making it interactive, engaging, and more likely to be remembered.

    We love to give and get gifts – who doesn’t? This year is markedly different as many of us have been isolated from colleagues and friends; and we haven’t been attending meetings and events to keep us connected in our business relationships. Even though we’re heartened by news of a vaccine, it will be months before it’s widely available enough to change what’s happening with hybrid and virtual events.

    I produced this corporate event gifting guide to make it easier for you to find the local Portland businesses creating unique gifts for corporate and social events. I hope it helps you support small businesses (especially those that are BIPOC-owned), and helps you reach out to your friends, clients, and colleagues with a little something to spread cheer and let them know you’ve been thinking about them. Whether it’s conference swag, a personal touch for a nonprofit gala, or a wedding party favor, there are so many reasons to celebrate in 2021 with a token of appreciation and affection.

    Download the 2021 Gifting Guide here, or view it as a website.

    corporate event gifting guide

    Live Events in Oregon, What’s Allowed? September 2020 update

    We are happily seeing an influx of new inquiries for live events in Oregon to happen as soon as December 2020. Still, COVID-19 is still with us and has not gone away, even though limited event activities are now permitted. As the COVID-19 pandemic wears on much longer than most live event professionals imagined it would, it’s helpful to review the current guidance in order to be updated on the latest of what is allowed at live events in Oregon.

    Portland event planning photo of 3 women standing in a ballroom under a chandelier. A view of Lake Oswego Oregon is behind them.
    EJP Events visits the Ironlight event venue in Lake Oswego, Oregon. This is an event space that can accommodate many of the new COVID-19 guidelines such as outdoor space, physical distancing, and increased ventilation and hygiene.

    As of Friday, September 18, 2020, here is what is permitted in Phase 1 areas with live events in Oregon. This includes Multnomah, Clackamas, and Washington Counties that have agreed to progress through phases together since their populations are geographically linked by the City of Portland.

    • Includes limited reopening of personal services like salons and barbers, gyms, and malls, and restaurants and bars open for in-person service until 10pm.
    • Indoor social get-togethers are capped at 10 people with physical distancing.
    • Cultural, civic, and faith gatherings are capped at 50 people with physical distancing for indoors or outdoors.

    And here is what’s permitted in Phase 2 areas of Oregon: The vast majority of counties in Oregon are in Phase 2. No counties in Oregon have progressed to Phase 3 since either a reliable treatment or vaccine is required for that phase; and neither has yet been produced.

    • For phase 2 counties the maximum capacity for gatherings is:
      • 50 people indoors
      • 100 people outdoors
    • Statewide, no matter what phase a county is in, the maximum capacity for an indoor social get-together is 10 people indoors.

    In addition, organizers of gatherings and live events in Oregon in any phase are required to follow specific General Hygiene, Distance, Occupancy, Cleaning, and Disinfection guidelines outlined here: https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/le2351g.pdf . This includes correct and proper wearing of face masks covering both nose and mouth for all staff and for guests while not seated and eating or drinking; frequent hand washing and proper hand hygiene; frequent sanitation of surfaces with no shared service items such as food servingware; and maintaining distance of 6′ between parties from different households at an event.

    Finally, DIFFERENT guidelines and guest count limits apply to gatherings that take place in what the state calls “Sector-Specific” locations. For example, if your event takes place in a restaurant or a bar, versus an event venue, different rules apply. Per OHA:

    • The maximum capacity limits described in this guidance do not apply to gatherings or indoor social get-togethers at a location covered by other sector-specific Oregon Health Authority (OHA) guidance, as those locations have their own maximum capacity limits and other restrictions. Sector-specific locations to which OHA guidance applies includes, but is not limited to venues, restaurants and bars, retail locations, indoor and outdoor entertainment facilities, fitness related organizations, higher education institutions, schools, and child care programs.
    • Updated September 30, 2020: Here we have added a helpful guide from Lewis & Clark Law School’s Small Business Legal Clinic on Guidelines for Opening for Restaurants and Bars. It contains many helpful specifics and a lot of the new details you may be seeing in food service, such as no pre-set tables. This has affected many events that were planning a decorative tabletop. One thing we have seen is to set a mock tabletop for photography only to capture the event vision and the desgin; and then the catering staff brings the same individual items out to each attendee at the time of service.

    As you can see, it can be very confusing. A patient and experienced event planner will be your best asset, as they have been keeping up with all of the industry changes and updates since March; and will have you and your guests’ health and safety as their first priority. Please contact us if you are looking for event planning guidance.

    Sources:

    https://govstatus.egov.com/OR-OHA-Reopening-Framework

    https://govstatus.egov.com/OR-OHA-COVID-19#collapseOHAGuidance

    COVID-19 is an ongoing and changing situation for live events in Oregon and around the world. The Portland Event Planner blog is meant as commentary only. Please check with your local and state health authorities, as well as the World Health Organization, before making any decisions that would affect you and your guests.

    What to do if your event is affected by COVID-19 regulations

    what to do if covid-19 affects your event

    What to do if your event is affected by COVID-19 is on all our minds. This is a rapidly developing situation. For the most up-to-date information, check resources like the Oregon Health Authority (OHA), Centers for Disease Control and Prevention (CDC) and World Health Organization (WHO) regularly. This post will be updated as new information becomes available.

    It has never been easy to plan an event, but to do so during the pandemic era of COVID-19 comes with unprecedented difficulty. As of today, April 14th 2020, all 50 states of the U.S. and many parts of the world are under some form of Stay at Home order. Here in EJP Events’s home base of Portland, Oregon, we’re beginning Week 5 of social distancing and “Stay Home/Save Lives“. Travel, both locally and internationally, is severely curtailed if not outright banned. Our hearts go out to the many people affected: whether due to COVID-19-related illness, or to business and financial effects.

    Most events for April, May, and June have already been rescheduled or cancelled. Event planners are taking cues from major world and regional gatherings and festivals such as the Olympics, Edinburgh Fringe Festival, Coachella, etc. which have all cancelled or postponed.

    What does this mean for a couple planning a wedding, or an association planning a conference in late summer through end of 2020? First things first: please take care of yourself and your family, friends and coworkers. Do what is safe and healthy. The science tells us: COVID-19 is extremely contagious, can possibly be carried while asymptomatic for up to 14 days, and is potentially life-threatening for many. So follow your local health authority guidelines and right now: stay home and stay safe. Take care of your mental health too. The emotions around planning an event can be overwhelming enough without a global pandemic. It’s important to acknowledge the many feelings that can arise and be kind to yourself and others involved in this situation. Check out these resources from the CDC on coping.

    OK, so thankfully you’re safe and healthy at home, but you have an event on the future horizon. Now what? While no one has a crystal ball, here are some thought processes we recommend as you plan what to do if your event is affected by COVID-19 and your event date approaches:

    We agree with, and really love this chart made by the folks over at Filosophi Events in Vancouver BC. In general, you should have a Plan B for any event occurring in 2020; and you should set a “go/no-go” date on which you decide whether or not to invoke your Plan B. For most people, this “go/no-go” date will be about 60 days or 2 months before the event.

    In order to create your Plan B, you’ll need to communicate with your venue and vendors about what options you have, find alternate dates, and find out if everyone is available on the possible alternate date. This is also a good time to review your contracts, especially any clauses about Impossibility or Force Majeure. Ideally, your contract should cover you in the event it becomes “illegal or impossible” to hold your event. There should be a way to seek relief from this impossibility (such as a reschedule) through this clause in your contract. Please contact your legal advisor or attorney for further advice on this.

    Canceling outright (termination of contract) should be a last resort, as typically it will incur the most financial loss. A recent survey showed that 96% of couples are not canceling their weddings. It’s better to postpone than cancel. Should any of your event partners, whether vendor or venue, not be available for your Plan B, you’ll need to work out how to release them from their contract with you, and what, if any, financial repercussions there will be.

    If your event is not a wedding, but a corporate event or conference, however, you may need to set your go/no-go date earlier than 60 days, since it’s not just the actual event itself that is affected, but your business partners’ ability to plan for and market the event as well. For example, if you aren’t able to sell trade show booths or registrations because your business partners aren’t sure if your event will even be allowed, it becomes impossible and commercially impracticable to hold your event, which may trigger a need to postpone.

    Ultimately, the most important things are for you and your attendees to be safe; and for the purpose and spirit of your event to be upheld. Love is not canceled. Education is not canceled. With these things in mind, and with the positivity and teamwork of your vendor team, a solution will be found.

    If you are looking for assistance with this process of what to do if your event is affected by COVID-19, please contact us. We’re currently offering complimentary phone and online consultations to assist any new and existing clients with COVID-19 questions. We are here to help. 

    Events Industry Council – Resources for the events industry related to COVID-19

    UPDATED 3/23: We’ve added more resources for small business and the latest info on Executive Orders from Governor Kate Brown and guidance from the CDC. Information changes on an hourly and daily basis, so please pay attention to source information from official government websites.

    Governor Brown has issued a “Stay At Home” executive order effective 3/23/2020 immediately until terminated (no known end date at this time).

    The CDC and Whitehouse.gov recommends that all event activities with 10 or more people be cancelled for the next 15 days.

    Get Your Mass Gatherings and or Large Community Events Ready (Guidance from the CDC)

    A resource guide for small business, from Portland Business Journal

    Join the Portland Event Industry COVID-19 discussion group on Facebook

    —–

    As a Certified Meeting Professional designated by the Events Industry Council, I’d like to provide you with access to these resources about the ongoing issues related to the COVID-19 coronavirus outbreak. Please follow all WHO and CDC-advised measures for hand washing and sanitation, and stay home if you’re not feeling well. EJP Events staff will be following these guidelines as well. Please keep checking the above links, as information is updated on a regular basis. We hope you find this information helpful and wish you a safe and healthy event.

    Revisiting: Tacoma event venues

    Stadium High School, Tacoma

    We visited Tacoma, Washington in fall of 2018 and afterwards reported on various event venues in the City of Destiny. We passed through the city again earlier this fall and checked out some more unique event spaces. Here are three more Tacoma event venues to check out!

    Courthouse Square.

    This former federal courthouse in the heart of downtown has a lot going on. There are local businesses, a couple restaurants, office space (both standard and co-working), and a United States Post Office located in this historic structure. There are also three different event spaces: A 2,000 square foot Ballroom (formerly a courtroom), the Gallery, a former post office warehouse room that can accommodate 90-120 attendees, and Suite 430, the former judge’s chambers that can accommodate 20-50 attendees.

    Historic 1625 Tacoma Place.

    Formerly a truck and car dealership showroom built in the 1940’s, this Tacoma event venue features a total of 6,000 square feet of space. They offer catering via five preferred caterers.

    Tacoma Union Station.

    Built in 1911, Tacoma Union Station served the city as a train station until 1984. (The current rail stations are about a mile east of here.) Since 1992, this Beaux-Arts beauty has served as a United States Courthouse. Now, the Grand Rotunda is currently available for rental as a Tacoma event venue. This three-floor cavernous space can hold up to 800 in a seated reception, and you can use the caterer of your choice. Plus, the Rotunda is decorated with glass art by famed local artist Dale Chihuly.

    Tacoma Union Station

    *****

    Many of these Tacoma event venues are easily accessible via Tacoma Link! This is a light rail train that currently runs 1.6 miles from Tacoma Dome Station (Sounder commuter rail and soon Amtrak) to the Theater District on the north side of downtown. The trains run about every 12-24 minutes, and are free. In 2022, the line will be extended an additional 2.4 miles to the Stadium District and Hilltop neighborhood.

    Hope this gives you some ideas for a unique event venue in Tacoma!

    Unique event destinations in Seattle

    We recently visited our sister city to the north, Seattle. The Emerald City is brimming with standard venues for meetings and weddings. But what if you want something a bit more creative, a bit more unique? Here are a few ideas for unique event destinations in Seattle!

    The Steamer Virginia V. 

    This steamship is the last operational example of a Puget Sound Mosquito Fleet steamer. The Virginia V once plied the waters between Seattle and Tacoma. Now it is docked on the shore of Lake Union, where it acts as a living museum. Not just a curiosity, The Virginia V is an active venue, available for weddings, holiday parties, office events, birthdays, anniversaries, and more! Imagine, having a meeting or a wedding while on the water.

    Fremont Foundry.

    This location in Seattle’s original “funky” neighborhood was once an artist space. (The famous Jimi Hendrix and infamous Lenin statues were sculpted or constructed here!) The Fremont Foundry features 11,000 square feet of indoor and outdoor space across two floors, plus a sky-lit atrium with a 20-ft ceiling! Weddings, private parties, corporate events…the Foundry does a bit of everything.

    Fremont Foundry, from their website.

    Smith Tower.

    Seattle’s first skyscraper, and holder of the Tallest Building West of the Mississippi from its opening in 1914 until 1931, this 38 story, 484 ft neoclassical tower rises above Pioneer Square. This historic building hosts two event spaces: The Observatory, a speakeasy style lounge at the 35th floor that can hold up to 80. (This bar is usually open to the general public, and features an outdoor viewing deck.) Located on the 21st floor, the Lookout features indoor and outdoor space that can also hold up to 80. Smith Tower provides catering service for both venues.

    Hopefully this gives you some good ideas for unique event destinations in Seattle. This post is just the tip of the iceberg! And if you are looking for some off season wedding locations in the Seattle area, be sure to check out our blog post here.

    Venues and meeting spaces in Berkeley, California

    Sather Tower, University of California Berkeley

    This past January I was invited by Visit Berkeley to check out various venues in town. The city of Berkeley is on the east side of the San Francisco Bay, across from San Francisco and just north of Oakland. Located in the heart of a region of almost eight million people, with numerous transportation connections to the rest of the US and the world, having a meeting or an event in the Bay Area is never a bad idea. Berkeley has numerous spaces for events small and large. There’s plenty to do in town, and if that isn’t enough, it’s just an easy BART (Bay Area Rapid Transit, their subway/commuter rail system) ride to Oakland and San Francisco.

    Here are the places I checked out while in town:

    Shattuck Hotel Opened in 1910, this classic hostelry done in the classic Mission Revival Style is located in the heart of the city. They have about 200 sleeping rooms, plus 7,500 square feet of event space, including a ballroom, courtyard, and boardroom.

    DoubleTree by Hilton Hotel Berkeley Marina Located a few miles west of downtown, this facility gives a great view of San Francisco Bay. They have many different meeting spaces that can be combined into different configurations, the largest room is about 5,100 sqare feet.

    UC Theatre and Taube Family Music Hall. This historic former cinema was built in 1917 and is located on University Avenue. The 17,500 sq foot theater can host banquet, reception, and theater style events for anywhere from 225 to 1350 people.

    Berkeley City Club  Built by famed architect Julia Morgan (Hearst Castle), this establishment initially opened in 1927 as the Berkeley Women’s City Club. This means it’s one of the few (maybe only?) civic club that has always allowed women. This famed institution built in the Moorish and Gothic style has one grand ballroom, the Venetian, which can hold up to 350 people. It also has more meeting rooms, sleeping rooms, and a beautiful indoor pool.

    University of California Memorial Stadium. This historic stadium located above the city gives a great view of Berkeley and the campus. The stadium offers numerous different event spaces, such as the Chancellor’s Box, University Club, Stadium Club, and Field Club.

    David Brower Center. Honoring former Sierra Club Executive Director, this three-floor building in downtown Berkeley. Besides office and gallery space, the center features conference facilities and a 178-seat theater. The Brower Center’s focus is on hosting low-impact, environmentally conscious events.

    Graduate Hotel. Formerly known as the Hotel Durant, this classic hotel off the UC Berkeley Campus offers an impressive view of the city. The six floors of this Spanish Colonial styled building features 144 sleeping rooms. Their California Room can hold up to 70 people. The hotel does weddings as well.

    Destination: Bend, Oregon for Events and Weddings

    Smith Rock - Central Oregon Events
    Smith Rock

    We recently took a trip to Bend, the outdoors-loving metropolis of Central Oregon. Bend is part of a class of Western Mountain Towns like Park City or Telluride, where urbanites go to get away or move permanently so they can mountain bike, ski, or just be “away” all the time. In Central Oregon, it’s drier, sunnier, and colder than Portland in the winter, so many people come to enjoy the sun and/or winter activities.

    Over the few days we were in Bend, we came across several spots that would be good for hosting an event. If you’re having a smaller event, Bend is chock-a-block with brewpubs. Cascade Lakes features a second floor that’s good for parties. Deschutes Brewery has spaces at both their locations: The Mountain Room at their larger brewing facility and the upstairs Tap Room at their classic downtown pub. Worthy Brewing’s eastside location features several room options, plus an actual observatory with 16 inch reflecting telescope for stargazing!

    The Tap Room at Deschutes’ Bond Street location

    The Tap Room at Deschutes’ Bond Street location

    As for weddings, there are many good outdoor event venues in Bend and the surrounding area. Black Butte Ranch offers stunning surroundings, full services, and discounts for winter weddings. Elk Lake Resort offers glamping and deluxe cabins as lodging options. Faith, Hope, and Charity Vineyards offers an event center with a mountainscape backdrop of Mt. Bachelor, Broken Top, and The Three Sisters.

    Outdoor wedding space at Faith, Hope, and Charity Vineyards

    This is just a small selection of options. Hopefully this information gives you some inspiration when it comes to having an event in Central Oregon!

    Anatomy of a Business Event – Through the Eyes of A Guest

    photo: MaxPixel

    I’m an event planner, but often I’m also an event guest. I wanted to share a recent experience I had with you, as a sort of case study, and would love to get your feedback.

    I received an invitation to come to a sales event for a brand of event software. This event promised lunch and networking. It seemed like a great idea: Check out a possibly helpful software tool, have lunch, and meet other event and meeting planners. To top it off, the event was being held in a popular downtown venue. Sounds great! I signed up online for both myself and my event manager, and put the event in my calendar.

    Continue reading “Anatomy of a Business Event – Through the Eyes of A Guest”

    5 ways small businesses can test the event sponsorship waters

    A silent auction setup for a school auction at the Portland State University Smith Memorial Ballroom.

    The investment into event sponsorship can be very rewarding for an organization, but it can also feel risky. While sponsoring an event can be a valuable way for a business or an organization to connect with a community or interest group, for small businesses, the dollar amounts involved can be daunting. Does that mean that there’s no room for small businesses to take part? Absolutely not – here are some ways small businesses can “test the sponsorship waters” before launching into larger (higher dollar amount) sponsorships of events:

    • Donation of gift cards to silent auctions
    • Participate in more intimate, smaller-audience events
    • Buy a table and invite business colleagues to dine out for a cause
    • Sponsor a teacher or attendee scholarship so an under-served population can attend an event
    • In-kind sponsorship: Providing the business’s service or product for use at the event
    • Offer volunteer perks/meals/lounge areas to support the volunteers of an event
    It’s always important for the business to be clear about the goals and objectives of sponsoring an event and to make sure they are SMART – specific, measurable, achievable, relevant, and time-bound. Equally important is to have a written sponsorship agreement that outlines the responsibilities of each party and the benefits the sponsor will receive.
    By being clear about the objectives, and measuring the results of a small, trial-run sponsorship, even small businesses can see benefits; and eventually, hopefully realize gains that previously they only thought large organizations could achieve.

    Thoughts on creating community within a large, international alumni association

    I had the opportunity last fall to attend the Association of Yale Alumni’s annual Assembly* in New Haven, CT.

    As an alumna and an AYA volunteer, and especially as a meeting planner and association manager (I do event planning and contract association management for a couple of regional associations in the Pacific Northwest); it was an exciting opportunity to see the inner workings of a large, international, global association encompassing more than 160,000 members around the world.

    The theme for the event was “Creating Community at Yale” and attendees came from all eras, from The Silent Generation to the newest “Gen Z”ers from Yale’s graduating class of 2017.

    The entire 3-day conference was packed so full of activities, I hardly had any time to document, but I did put together this short slideshow to give you a glimpse of what attending the AYA Assembly is like:

    AYA Assembly 2017
    Click for Flickr Slideshow


    And how do you create community in such a massive organization, spanning so many age groups, interest groups, and regions? Certainly the answer can’t be contained in a short blog post, but I’ll try to cover a few points that I saw being discussed at Assembly:

    • Recognize Shared Interest Groups (SIGs) and give them a voice at the Assembly
    • Survey the membership for their preferences in what the AYA should be delivering to them; report on the results of the survey, and allow it to inform decisions moving forward
    • Acknowledge the need for Diversity, Equity, and Inclusion; and create a Task Force to study the issues and challenges of D/E/I at Yale and in the AYA

    It was a great experience for a first timer to see the massive operation that is the AYA. I’m hoping I can take a lot of what I learned that week back to the other associations that I help to manage and coordinate conferences for, and see if any of these ideas about creating community also apply to other organizations.

    *(For the Yalies out there, I was officially an alternate delegate from the class of 1995, and unofficially representing the Yale Club of Oregon and SW Washington in order to accept the “Outstanding Mid-Size Cities Award“.)