Event planner podcasts to motivate and inspire

EJP Events has recently been featured on a few event planner podcasts, so we’d like to share them with you! I hope you give these worthy programs a listen and let me know what you think.

Image ID: a banner with the text "Events:Demystified", and an image of a woman in business attire with her hand on her chin, leaning on a sound mixing board. This is one of the popular event planner podcasts available.
Tree-Fan Events produces the event planner podcast, “Events: Demystified”.

Events: Demystified

Here’s the first one, from March 2021: The show is called (in-person, virtual & hybrid) Events: Demystified. We’re on Episode 31: The Importance of Time Management and Friendors When Planning a Virtual Event . Anca Trifan of Tree-fan Events has been leading this podcast for over 2 years, and it was so great to work with her on a large virtual event, then to go on her show and talk about it.

Image ID: a black banner with the words "Miracle Workers: A Podcast for planners, by planners." (This is one of the popular event planner podcasts available.)

Miracle Workers: A Podcast for Meeting Planners by Meeting Planners

And the other, from July 2020. This show is called Miracle Workers: A Podcast for Meeting Planners by Meeting Planners. Episode 14, Using Events To Change The World. Amanda and Darryl have been producing Miracle Workers since 2019 as well, and their topics range from “Wi-Fi pricing to last-minute requests for kosher, vegetarian, gluten-free, low-salt meals.” The episode we are on dealt with diversity, and why it’s important to change the world through inclusive events – right up EJP Events’s alley!

In addition to these two podcasts that EJP Events has been featured on, here is a list of some other event planner podcasts that you might be interested in, whether you are in the profession of event planning, wedding planning or production; or thinking about it as a career.

  • She Doesn’t Even Go Here: Unsolicited Musings on Life and Business. By Terrica Skaggs. Terrica is so informative and entertaining, the minutes just fly by and suddenly you’re doing more laps or miles on your treadmill just to have an excuse to listen to another ep. Highly recommended!
  • The Savvy Event Planner Podcast. We haven’t tried this one out yet, but it has been going since 2015, and covers such interesting and timely topics as Active Shooter Protocol and Event Safety; as well as International Event Planning.
  • Talk With Renee Dalo. Renee Dalo is a respected industry veteran, and invites high-level guests such as Liene Stevens, Kirsten Palladino, and Kawania Wooten to talk about everything from entrepreneurship to combating burnout.

Do you have a favorite event planning podcast you want to share? Or helpful tips on how to stay up on the latest event planning news? Leave us a comment, please!

Hear ye, we’re planning a Shakespeare festival!

Image ID: a Banner showing an illustration of William Shakespeare with text showing the date of the event: July 16-18, 2021.
Planning a Shakespeare Festival? Check out what Westside Shakespeare Festival is doing in 2021!

EJP Events is pleased to announce that we are working with Experience Theatre Project to assist in planning a Shakespeare festival – specifically, their 2021 Westside Shakespeare Festival! We are so excited to be working with this organization, as well as the City of Beaverton, to safely welcome back the return of live events. The City of Beaverton is working closely with the festival through its permitting system and guidance from the City events manager, to ensure all Oregon Health Authority guidelines are followed.

Currently, Westside Shakespeare Festival is running an online fundraiser in support of its performing arts programming in the community. To learn more and donate, please check here. You can also view the fundraiser through the Instagram app at this location.

Planning a Shakespeare festival involves the entire community, including food and vendors! EJP Events is now accepting vendor applications for food cart and table vendors for the event. Please note, all vendors are expected to participate in the theme of 1550s-1650s era, through costumes, offerings, and services. All merchandise should represent something that could have been made or sold in the Shakespearean era. To review the vendor application please click here. If you have questions, please contact the event planner, Emee Pumarega, at emee @ ejpevents . com or phone (503) 284-6756. This is a great way to get back in the festival vendor game, if you had to sit out 2020 like many of us!

Finally, do make sure to attend the festival in July! Free festival attendance will include access to the performances, as well as a wide array of food and merchandise vendors. For an additional ticket fee, one may attend the Queen’s Feast with seating for the Saturday evening stage production, The Complete Works of William Shakespeare (Abridged). It will be held outdoors, rain or shine starting from Friday 4pm July 16th, through Sunday, 5pm on July 18th, 2021. Full schedule and details are available at experiencetheatre.org.

Wedding venues in The Dalles, Oregon

Image ID: Photo of the front facade of the Balch Hotel, one of many wedding venues in The Dalles, Oregon.
One of many wedding venues in The Dalles, Oregon: Balch Hotel, Dufur Oregon. From their website.

The west side of the Cascade Mountains is lush and wet, giving Oregon our reputation as a damp place. But east of the Cascades? The high mountains cause a rain shadow, leaving the area drier and sunnier.  How much drier? The Dalles, 60 miles east of Portland, only receives 15 inches (40 cm) of rain a year. Compare that to Portland’s 35 inches (90 cm)!

The area around The Dalles (Wasco County in Oregon, Klickitat County in Washington) is in the heart of the “dry side”. The dry rolling landscape with mountains as a backdrop makes a good setting for a wedding (or event retreat), especially an outdoor one! Plus, you’ll have a greater chance of a rain-free wedding on any given date. (Though it will most likely be windier!)

Things to do around The Dalles

The area has a number of attractions that make having a wedding there more attractive. Rowena Crest is the east-most spectacular viewpoint on the Historic Columbia River Highway, featuring a set of photogenic hairpin turns. The Maryhill Museum a former estate built overlooking the river, is now a museum featuring more than 80 works by Auguste Rodin. Maryhill Stonehenge is a full scale replica of the British original, built as a memorial to World War I veterans. And the region is filled with wineries, though the craft beer scene is starting to expand with breweries like Freebridge. (Try the pizza if you go!)

Wedding venues around The Dalles

  • Sunshine Mill in The Dalles. This 100 year old mill building in downtown The Dalles is home to Quenett and Capa di Vino wines. Weddings take place in the foundation of the old mill.
  • Balch Hotel in Dufur. Billing itself as the “Sunniest Wedding Location in the Gorge”, the Balch is a good safe bet if you want an outdoor wedding not afflicted with sprinkles. Plus, there’s 20 guest rooms on site that exude an early 20th Century vibe.
  • Imperial River Lodge in Maupin. Located right on the Deschutes River (a popular rafting spot), the lodge provides 25 guest rooms and the options of indoor or outdoor wedding venues.
  • Maryhill Museum. Want a wedding with a stunning backdrop of mountains and the Columbia Gorge? The grounds at Maryhill are perfect for that!

Looking for a wedding or event venue that is near Portland but has a different flavor than the Willamette Valley? Then consider a wedding in The Dalles, Oregon. Feel free to contact us if you would like assistance!

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.

    Why It’s More Important Than Ever Before to Buy from Local and BIPOC-Owned Businesses.

    The upswell of the Black Lives Matter movement has created a conversation around supporting Black owned businesses. Some of my non-Black colleagues seem confused by this. “Isn’t this reverse racism? I’m not racist, I don’t see color!” is a common trope heard during times like this.

    A tall Black woman makeup artist applies lip color to a Black mother of the bride.
    Photo: Craig Strong

    While an event planning blog is not the best platform to address how those types of statements actually promote white supremacy*, one thing I am qualified to address is how to make your event better. One way to do this is to make your event or wedding a force for good. Here’s my opinion on how buying more often from BIPOC- (Black, Indigenous, People of Color) and locally-owned businesses can do this, starting by contrasting with the following examples of common practices among large, global corporations:

    1. Starbucks forbidding employees to wear any clothing or jewelry supporting Black Lives Matter (later rescinded)
    2. Cambodian worker who makes Kate Spade and Michael Kors handbags was jailed for speaking up about coronavirus fears on Facebook.
    3. Racial profiling at Anthropologie stores (Sister co of wedding dress boutique BHLDN and owned by Urban Outfitters) In addition, Urban Outfitters has a long problematic history of stealing from independent artists, and for its own designs being shockingly offensive to pretty much anyone.
    4. Corporations profit from prison labor; meanwhile, Black and POC are convicted and incarcerated disproportionately to the population as a whole.

    Yikes, right? While not every corporation may be guilty of these types of wrongdoings, it’s more common than not. By choosing a local and/or BIPOC-owned event business, you lessen the risk of sending your hard-earned event dollars to organizations that perpetuate racism, profit from prison labor, deplete the environment, and steal intellectual and artistic property.

    In addition, when you avoid mass-produced event and wedding items, you’re more likely to:

    • integrate artisanship and hand-crafted know-how into your event
    • avoid cookie-cutter designs and boring flavors
    • reduce your carbon footprint by avoiding overseas shipping.

    If you’re looking for even more reasons to Buy Black this year, check out this article from Green America: 6 Reasons to Buy from Black-Owned Businesses.

    It’s important to reduce negative impacts of consumption, both environmental and social. This extends to events. Most of us know that in this big, big world of 7 billion people, we won’t solve every problem in a few months. I myself am just beginning a long process of educating myself, divesting from old processes, and doing my small part. I present this idea of normalizing buying local, and buying BIPOC, as often as you can, and especially with large purchases such as wedding- and event-related costs, as one way to raise awareness,  reduce your risk of harm, and make your event better.

    * I recommend Alishia McCullough’s 7 Circles of Whiteness article, which is much better at explaining this phenomenon.

    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. 

    Hotel Zags Relaunch – Corporate Event Planning with EJP Events

    Corporate event planning in Portland, Oregon.

    Weddings and special events get a lot of attention, but corporate event planning can be fun, engaging and creative too! The Hotel Zags changed its name and branding from Hotel Modera, and EJP Events was hired to produce all the entertainment celebrating the big launch. They needed an event that would send-off the new brand into the future of hospitality in Portland, featuring the hotel’s position at the center of Art, Adventure, and Play.

    Not just another hotel opening, the Hotel Zags relaunch featured local celebrity Carlos the Rollerblader as MC, with their trusty DJ – ‘DJ No.Bi.Es’ – (Bianca Estrella) spinning tunes. Contortion artists from The Orchidea greeted guests and wowed them with feats of agility and physical artistry. 3-piece power-pop combo The Zags came straight out of SE Portland and brought some very Beatles “Get Back” vibes as they rocked the crowd from the courtyard’s living roof.

    Evrim Icoz staged a paparazzi style photobooth in the hotel’s Gear Shed, where guests could check out, library-style, anything from longboards to mountain bikes for their enjoyment. Additional treats awaited guests in the Colosseum, the hotel’s game room, as well as henna artistry from local favorite Salon Amrapali.

    Urban sketcher Rita Sabler.

    Instead of boring room tours, EJP Events organized “room vignettes” where guests were invited to take a sneak peek into the lives of two travelers: “Ms. Business”, played by urban sketcher Rita Sabler; and “The Diva”, played by mezzosoprano Sophie Gregg. Guests were treated to impromptu operatic warmups and the friendly hospitality of tiny Coco, the weiner dog (Rooms at Zags are pet-friendly!), as well a live sketching of the urban scene surrounding the Zags courtyard.

    Over 200 of Portland’s travel and hospitality elite were entertained, as well as corporate reps from The Hotel Zags parent, Sage Hospitality. Food and drink were hosted by the killer team from Chef David Machado’s Nel Centro and guests gathered around the courtyard’s centerpiece – a five-foot fire globe.

    It was an unforgettable night right at the beginning of Rose Festival, Pride, Pedalpalooza, and the summer event season in Portland. A great way to use corporate event planning services to launch the new endeavor. Congratulations Hotel Zags on your relaunch!

    All photos here courtesy Evrim Icoz Photography. You can also view the official event photographer’s photos by KLiK Concepts, on Instagram below, or here at this link.

    The Zags performing on the rooftop. Photo: Evrim Icoz

    Feeding Vegetarians at Events

    feeding vegetarians at events: platter of fresh tomatoes, goat cheeses, herbs, and crackers
    Catering: Your Kitchen Chef. Photo: Vera Gazayov Photography

    EJP Events’ staff are invited to lots of open houses, and other networking events. We love being able to check out new venues, caterers, and vendors. Most of these events have some form of refreshments and snacks. While none of us expect a full meal from this type of event, snacks are definitely helpful, since most of these events happen late on a weekday afternoon or early weeknight–right around the time most of us would be eating dinner.

    I’m sharing my thoughts as a vegetarian about feeding vegetarians at events, from a few of these recent catering open houses; this also applies to caterers setting up any menu for a number of people.

    The default for event catering is “omnivore”. This being Portland, the event catering company will typically provide some concessions to those of us who have a restricted diet, whether it be vegetarian, vegan, gluten-free, etc. As someone who has been vegetarian for over 20 years, I’m thankful that someone has put some thought into feeding vegetarians at events.

    But a lot of times it still feels like tokenism, something to check off the “to do” list. Vegetarian foods are often not given the same degree of detail and attention than their glutenous, dairy-and-meat filled counterparts. Flavor isn’t considered. It becomes frustrating when there’s only one thing I can theoretically eat, and that one thing isn’t actually appetizing.

    Why should this matter to you, the food provider?

    In the short term, someone like me is going to be cranky and not think so fondly of the event or the food. In the long term, when the particular caterer comes up as an option for a future event, I’m going to cross them off the list. If a caterer can’t be bothered to feed vegetarians at events when they’re supposed to be putting their best foot forward for an event planner audience, I don’t have confidence that they would be able to do it on a day-to-day basis like for a wedding or event.

    It isn’t difficult to offer decent, plentiful, and tasty food options for vegetarians, vegans, gluten-free folks, those that have allergies, and the like. It just takes a bit more thought. Here are some ideas to consider when feeding vegetarians for events:

    • Have MULTIPLE options. Having only one thing to eat for a vegetarian or gluten free person comes across as doing the bare minimum. Consider having two, three, maybe even more things to eat for us.
    • “One size fits all” actually fits few. Making one hors d’oeuvre option both vegan and gluten-free kills two birds with one stone, sure. But these two dietary restrictions are not similar and have little overlap. As a non g-f vegetarian, I can eat bread and cheese. Someone who is gluten-free may still eat meat. A gluten-free vegan item might be good if  the chef can suss out the common ground of tastiness shared by the two disparate diets. That’s tricky and takes thought. Most of the time the “one size fits all” option appears like you, the food provider, cannot be bothered. Are you only providing it so someone can’t complain about the lack of vegan and/or gluten-free food? Take a look at the item that you are providing: is that edible-flower-on-a-beet-cracker substantial
    • Ensure that the vegetarian / alternative dining option is appropriate to the formality level of the menu. I once went to a fine-dining restaurant where the vegetarian option was a Beyond Burger – the same thing that I can pick up at my local Target. Meanwhile, my dining mates feasted on Beef Wellington and plats de mer.
    • Vegetarians and vegans want protein and calories, too. There’s a popular misconception that we vegetarians are just rabbits: We eat nothing but vegetables in their raw form. I do like my vegetables, but I don’t make meals out of salads unless there’s no other option. (And I’ll probably go get a burrito afterwards.) Most vegetables have little in the way of protein and calories, which vegetarians need to sustain ourselves. Plus, fat adds flavor. Consider adding beans, lentils, tofu, and yes, even hummus into the mix.
    • Refrain from putting meat on everything. Often I’ll find foods that look mostly tantalizing, filled with delicious sauces, cheeses, and veggies. But, meat is also on this item, so it’s a no-go for me. Some folks feel that meat needs to be on everything for it to “taste good.” That is simply untrue!
    • And especially hold back on the bacon. The whole bacon-on-everything trend shows no signs of dying. I’ll sometimes go to an event where every food item has some form of bacon on it! (Contrary to popular belief, bacon isn’t “the meat I miss” since becoming a vegetarian.) It’s not just vegetarians to worry about: pork is forbidden to those with Kosher and Halal diets. So consider that, especially if you promote yourself as an inclusive event company. Turkey bacon is still meat.
    • Consider “build your own” food stations. It’s not going to be as pretty as your meticulously conceived and executed bread/cracker with stuff on it. But it will make it easier for everyone to eat food they’d like. Consider something like a fajita bar. No, they are not as Instagrammable as those delicate crostinis, but it makes it easier to satisfy all sorts of dietary restrictions. Just make sure that meat is not touching the veggies!
    • Ask, “Would this stand alone by itself?” That pretty looking small flower on a beet cracker is fine if you put it on a plate loaded with other foods that will fill you up. But what if it’s the only thing you could eat? Consider what satisfaction those restricted to the flower-cracker are going to get out of it. If it’s something that’s going to make them crave for something else while stuffing themselves on dessert until they leave, you’re not doing your job in feeding vegetarians at your events.
    • Find out what vegetarians, et al would like to eat by asking them. What you think a vegetarian would eat may be different than what they actually do eat. Consult your vegetarian friend and ask what they’d like to see in your menus. Don’t know one? Go online. Find vegetarian themed websites and online communities, there’s plenty out there. Same goes for other dietary restrictions. Here are some places to start: One Green Planet, Vegetarian Times, and Vegetable Love on Pinterest.
    • And most importantly, be open and willing to accommodate. I noticed that at the event where the flower-covered beet cracker was the only vegetarian/vegan/gluten-free option, chefs were making those hors d’oeuvres right behind the table. It would have been so easy for them to build hors d’oeuvre to order, to satisfy folks with dietary restrictions.

    If you liked this content, check out these other posts:

     

    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.

    Outdoor patio venues for rehearsal dinners and special events

    Xport Bar and Lounge, from their website.

    It’s winter here in Portland: short, damp days are the norm. But before we know it, summer will be here in full force. There’s nothing more glorious than a nice summer day in the Northwest. Everyone wants to spend time outside, so they head to one of our fine restaurants that have outdoor patio venues.

    Are you thinking about having a special event or perhaps a rehearsal dinner using an outdoor patio venue? The time to plan that event is now. Once folks start shedding layers and ditching umbrellas, you can be sure that these special outdoor patio event spaces are already booked up.

    Here’s a selection of outdoor patio venues for rehearsal dinners and special events in Portland, Oregon. All of them are unique; many feature great views of the city.

    Departure

    The view from the west patio of Departure Lounge is dramatic! ©Evrim Icoz Photography

    This restaurant sits atop the historic Meier and Frank building next to the Pioneer Courthouse. Meier and Frank was THE Portland downtown department store, but is no longer with us. Much of the old building is taken up by The Nines Hotel. Departure features pan-Asian food and its outdoor patio features one of the most impressive views of the city!

    Xport Bar and Lounge

    The Xport is another downtown rooftop venue. Located above The Porter Hotel, XPort offers eclectic New American cuisine. The patio features sweeping views of the West Hills and the Cascade Mountains.

    The Hairy Lobster

    Located in the Pearl District, this seafood restaurant has a patio that is directly across from Jamison Square Park. This shaded outdoor patio can accommodate parties from 70-110 people.

    Revolution Hall

    Revolution Hall.

    This Southeast venue consists of the former Washington High School, a public school that served Portland from 1924 to 1981 and counted Linus Pauling as a student. It now hosts Revolution Hall, one of the city’s premier music venues, plus restaurants (including Martha’s), bars, and private event spaces. The Roof Deck Bar is an outdoor patio venue available for private events from mid-June to mid-September.

    Shine Distillery

    Shine Distillery’s Patio.

    This new distillery is located on vibrant North Williams Avenue. Besides spirits, you’ll find a restaurant and a small patio overlooking the neighborhood. Williams Avenue really comes to life during the summer months, manifested in the scores of cyclists you’ll see bounding up the bike lane!

    *****

    Hope this list gives you some ideas for outdoor patio venues for rehearsal dinners and special events in Portland, Oregon. And again, we urge you to make your reservations early, and to call us if you need some help planning your event.

    Venues that Allow Outside Catering { Roundup Update }

    couple marrying at an outdoor pavilion Portland Wedding Planning
    Matt and Diana wedding at Horning’s Hideout, 2018. Photo courtesy Anthony Gauna Photography

    For many couples, the food is THE most important part of the wedding celebration, so they will only consider venues that allow outside catering. I often hear from them: “The food HAS to be good”…”We like the Portland food scene and want to integrate it into our wedding”…”We want to give our guests a taste of Portland and the Pacific Northwest”. Often, they already have a caterer in mind when they start their venue search, and are challenged when they keep running into venues that have strict exclusive lists.

    That got me to thinking. What Portland wedding and event venues allow unrestricted outside catering? Here are just a few as of January 2020. Keep in mind that policies do change, so check with the venue first before making any plans or appointments. Know any others? Let us know by sharing in the comments below!

    Horning’s Hideout is a great outdoor venue in North Plains, Oregon, only about 45 minutes from downtown Portland. The venue features covered pavilions, a relaxed vibe, and the ability to use any caterer you like.

    Read more…

    Continue reading “Venues that Allow Outside Catering { Roundup Update }”

    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.