Want To Throw A Memorable Event? These Hacks That Will Leave Your Guests Talking

Want To Throw A Memorable Event? These Hacks That Will Leave Your Guests Talking

The difference between a memorable event and a forgettable one always comes down to the details. And no, we aren’t talking about expensive floral arrangements or the type of ceviche you chose for passed hors d’oeuvres. Those things are nice, but they aren’t necessarily the things that will resonate with your guests at the events’ conclusion.Instead, they will primarily remember the conversations and engagements they had, along with the emotion they were left with when it was time to depart.

Let me say that again….
Your guests will primarily remember the conversations and engagements they had, along with the emotion they were left with when it was time to depart.

Ok, so let’s unpack this for the ones that don’t believe us. You could hand select every guest to optimize conversations – we suppose. But let’s focus on the other aspect that is most in control for event producers and designers, and that’s the way guests feel once the party ends. How can we positively influence their experience while on-site?

An analogy first! Porsche has been making sought after luxury vehicles for over 70 years, and they understand that the driver experience is much more than just a powerful engine. Last year, our agency launched the Porsche Taycan – the first all electric Porsche to hit the market. A significant challenge presented to Porsche engineers was how to give Taycan owners the feeling of “power” when there was no combustion engine providing feedback to the driver. In other words, the feeling of an engine vibrating and the sound of the exhaust when you push the throttle to the floor wasn’t quite as exhilarating when it was…. well… silent! The Porsche Taycan was wicked fast, but they couldn’t allow their drivers to step out of the car underwhelmed with the whole experience. Just like we don’t want guests leaving one of our events underwhelmed.

What was the solution?

Porsche built an intake-noise amplifier called a Sound Symposer. This Sport Sound device recreates the revving noise and pumps the sound and vibrations into the cabin of the vehicle creating a much more authentic experience. Boom, problem solved!

Ok, so why did we tell you that story? Because guests are sizing up your event on more than one level, and they are doing it without thinking about it. Most Porsche drivers aren’t aware of this car’s feature, but they step out of the vehicle throttled by the experience! Most guests at an event aren’t aware of the details event producers put into play – but at the end of the party they need to be left with good memories and an affinity for the experience.
How can event planners and producers do this? Here are three hacks that can significantly elevate the guest experience for your next event.

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Aroma

No one wants to walk into a party that smells musty and stale. Our noses are constantly sizing up the rooms we enter and exit. Sure, we could light a thousand candles… but we would recommend keeping things a little more subtle and nuanced. At King Sixteen events, we run essential oil diffusers in various locations.

For example, at our 2019 Kentucky Derby event with Esquire Magazine and Rabbit Hole Bourbon – we designed a rooftop lounge that was adorned with live herbs suspended above the bar. Guests could choose their spirit of choice as we snipped rosemary, thyme, and fresh basil from above. Our bartenders (Death & Co.) dipped these into liquid nitrogen and then served inside guest glasses for an elevated aroma alongside their cocktails. In this room, we countered the fresh and earthy scent of the herbs with diffusers that pumped lemon, bergamot, and tangerine into the air. This room became a sensory experience, not just a bar.

At your next event, think about aromas you can add to the space that tie into the theme or location. Have an event overlooking the ocean? Cedarwood and Ylang Ylang might go nice with some of those views.

Sound

Normal conversations happen at about 60 decibels. A decibel is a standard unit of measurement for loudness. In contrast, a blowdryer is about 90 decibels and a trombone player can reach 110 decibels fairly easily. Remember when we said your guests will remember the conversations? Well it’s a little difficult to hear a conversation if you’re trying to shout over a swing band that’s being amplified into a room at levels above 110 decibels. Understanding the type of environment you are trying to create is very important. If it’s a wedding reception or corporate cocktail mixer, you might want to make sure that the music is no more than 5-10 decibels louder than the speaking volume. If it’s a late night party with dancing and a live band, anything over 105 db will start to become quite fatiguing to the ears. You can measure this with a device called a ‘digital sound level reader’ – something you can easily obtain for under $25 on Amazon or other retailers.

Don’t give your guests a reason to escape a room or the event all together. Monitor your sound levels and guests will leave happy, not fatigued.

Texture & Touch

At this point, it should be no surprise we have moved from smell, to sound, and now to touch. As event designers we are often hyper focused on what things look like, and our guests’ eyes are doing the heavy lifting. But if you really want to provide a memorable and lasting experience to your guests, do not overlook the way things feel against skin. If you have rented out a concrete warehouse for your next product launch or pop-up concert series, you may want to consider the things you have lots of so you can create some juxtaposition. Our agency launched a timepiece for Fossil Watches, and the venue we chose had lots of flat concrete areas, with black iron fencing, and stone walls. We brought in cream colored jute rugs and suede couches to liven up some areas of the facility. Lush green plants adorned those areas with marble coffee tables and hammered bronze side tables. We also laser printed brand illustrations on 8×4 planks of baltic birch, and lined a concrete entryway for some warmth. We ordered satin black cocktail napkins with foil embossed logos, and served curated cocktails in copper hammered mugs. A custom built airstream trailer with wood floors and leather couches provided a refuge from the cavernous concrete venue area.

The things your guests will interact with will leave an impression on them. Suede, wood, concrete, paper, copper, etc. The variety in material is important, and should not be overlooked. Use these hacks on your next event, and we promise your guests will remember the details.

King Sixteen is a turn-key event design and management agency specializing in brand launches, talent buying, product sourcing and more.

Partnerships that matter. Experiences that last.

We are a collective of event producers that work directly with national brands seeking to activate in unique markets across the United States.

Clients

Brands we have worked with

Let’s do something amazing together…

Email: info@kingsixteen.com

Phone: +1 707 653 KING

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Branded Gifts Your Customers Will Keep: And Ones They Will Trash…

Branded Gifts Your Customers Will Keep: And Ones They Will Trash…

Custom Products

Custom gift bags and branded items are a great way to thank your staff, customers, or clients. In conjunction with an event or product launch, branded swag is a great way to create some brand awareness through thoughtful product sourcing. But don’t be fooled into thinking a t-shirt or coffee mug is the best option for your next order. There are three things that matter most to consumers; and with some thoughtful ideating on fresh product ideas – you can keep your new loot out of the trash.

A cursory search of Amazon’s best selling products over the last few years, and you will find something quite interesting. From lip balms and silk pillowcases to yoga pants and Squatty Potties… three things are certain! Function, Frequency, and Comfort reign supreme. And it’s not difficult to understand why that’s the case. The items and tools we interact with on a daily basis must be functional to make our tasks easier. If there is little reason for the item to be functional… there is little reason to keep the item or use it often.

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Give them something they will use often

In addition, the higher the potential frequency of an item matters! And sometimes the frequency and your customers location matters. For example, a branded umbrella and custom Miir coffee mug might be an excellent combo for Vancouver or Seattle customers. But we wouldn’t recommend a branded beach towel and koozie in Wisconsin… as it’s likely heading for a lonely cupboard or junk drawer. It’s important to think about how your recipient of custom gifts will use your items, and how frequently. The higher the frequency, the longer these items stick around and can create some organic brand awareness wherever they go.

Quality and feel

Comfort and textures also play an important role in what items are retained, and what items are tossed. Silk is often a comforting texture, whereas canvas has been known to elicit more masculine and resilient properties. Clinical Psychologist (Daniel Graham) says:

“Texture is ubiquitous. It contains important visual information about an object and allows us to distinguish between animals, plants, foods, and fabrics. This makes texture a significant part of the sensory input that we receive every day. In the visual arts, texture is the perceived surface quality of a work of art.”.

This is why it’s important to think about how the comfort of your product will translate via texture.  Promoting an in-store shopping experience or pop-up shop? A sturdy and reliable canvas tote bag might be the perfect choice for your customers. Selling a CBD infused sleep tincture? Perhaps a silk sleep mask would go nicely with your product. Releasing a new distilled spirit into the wild? A laser-etched glass tumbler might stick around longer than a t-shirt that feels like sandpaper. Comfort matters!

No matter what you choose to design and create… always be sure that function, frequency, and comfort are a part of the conversation. Check out these amazing gift items that can be branded for your company:

King Sixteen is a turn-key product manufacturing and design agency specializing in product launches, experiential marketing campaigns, and event management.

Partnerships that matter. Experiences that last.

We are a collective of event producers that work directly with national brands seeking to activate in unique markets across the United States.

Clients

Brands we have worked with

Let’s do something amazing together…

Email: info@kingsixteen.com

Phone: +1 707 653 KING

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Save Money Booking Entertainment: Four Things Managers Don’t Want You To Know

Save Money Booking Entertainment: Three Things Managers Don’t Want You To Know

The entertainment industry can get a little complicated and end up costing you more money than it should. Our agency has seen clients agree to thousands of dollars in food costs for a band, and unknowingly agree to pay for the sound system that costs even more thousands. These mistakes can wreak havoc on your events profitability, and we’re going to walk you through a few things that booking agents and managers hope you ignore!

1) Riders & Green M&M’s

Ever heard of an artist requesting only green M&M’s in their dressing room? This was actually put in a rider once just to see if the purchaser was actually paying attention! If the band showed up and green M&M’s were in a bowl in the green room, they knew that they likely had everything they needed to have a good show.  They just want to know if you’re paying attention to their riders!

What is a rider? A rider is an additional document that outlines additional needs on behalf of the band and its crew. Even though you signed the contract booking the band for your date and agreed to a price for their performance, riders can sometimes add several additional items that need to be  delivered on behalf of the purchaser.

The three most common riders are hospitality, tech, and travel. These riders act as additional deliverables attached to a contract. Often times booking agents will fail to address additional expenses once you agree to the guarantee (the fee for the performance). Always request all of their riders, and review them in detail. Ask the agent what parts you are responsible for and what parts can go away.

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2) Hospitality Riders

Water bottles, good meals, snacks, and towels are very common to see on a hospitality rider. But the bigger the band or artist, the bigger the ask will be! Don’t be afraid to tell the agent you won’t be providing those two bottles of Dom Perignon chilled to 43 degrees Fahrenheit accompanied by six crystal flutes. It’s all a negotiation and you can often save a lot of dollars by negotiating those riders down.

Tech riders highlight their needs for the stage, sound system, mixing consoles and more. Travel riders discuss how the band will be transported to your venue, if they have specific vehicle or flight requests after and during the show, and more.  Always read these riders and know that nothing is finalized until those have been thoroughly inspected and negotiated.

3) Backline

So your band shows up at your event and they want to know where the stage is. You walk them to the stage, the drummer asks “Where’s our gear?”. This is a nightmare situation and we have seen it happen multiple times. If a band requests backline, don’t just say yes and expect things to go smoothly.

Backline is the bands equipment that is on the stage. It does not include the stage or sound system often provided by an AV company, but it does include drum sets, guitar and bass amplifiers, keyboards, cables, pedals, and sometimes even instruments.

Often times a band is unable to travel with a bus or van and trailer to an event. Because you can’t fly with huge amplifiers and drum sets, a purchaser will sometimes need to provide these items via a backline company. These companies will take the backline/tech rider and provide a quote to deliver all of the necessary equipment. Most of these companies will even setup and tear down the gear for your artist!

We highly recommend verifying if backline is provided by the band or artist you are booking. If this is a purchaser provided item, always make sure you account for the guarantee (performance price) and the expense of the backline in your budgets. We also recommend bidding out the backline companies, which can often save money for you and your client.

4)  Spot Dates

Routing a tour across the country is a tedious process and lining up dates and cities can be a complex task for booking agents. Venue availability and distance between an artists shows is paramount, so it’s important that artists spend as little as possible getting from one show to the next. It would be a poor decision to play a show in Seattle and then Oklahoma City the next night. Even major label bands will avoid these types of routings due to charges in bus overdrives or an additional fee payed to a driver for after hours hauls. Large bands will also have crew, and if that crew is sitting in a luxury bus because it has two days off before their show halfway across the country – the artist and management are losing money paying for a crew that can’t work. That’s bad news for the band, but leverage for you!

So how do you take advantage of spot dates? We take a look at the artist we are interested in hiring and see if we can spot dates where the artist is traveling out of in route to another destination. Confusing? Let’ me give you an example…

Let’s say you want to Bruno Mars for your next corporate event, but you don’t want to pay primo rates. After all, Bruno Mars can likely sell out arenas and gross millions in one night. But let’s say he’s playing Indianapolis, IN on June 1st and then he’s playing Nashville, TN on June 4th. Ticketmaster and his website show he has two days off (June 2nd and 3rd).

Now there’s a possibility he’s playing a private event those dates. Or perhaps he’s flying out to LA on those dates to film a cameo spot in the new Lord of the Rings Netflix series. Who knows, the guy is talented! But there is also the chance that the booking agent just couldn’t find a live show opportunity on those dates.  And this is where you can jump in and try to work a deal!

You as a purchaser can recognize this gap in dates, and reach out to the agent to see if Bruno is interested in filling June 2 or 3 to play your corporate gala in Louisville, KY. If they are interested in this, there’s an opportunity to have some serious leverage in negotiating his performance fee. Why? Because talent buyers have some leverage when we have the opportunity.  The booking agent can choose to stay at their normal price, or they can pass along a discount if they know their crews, truck drivers, and musicians are working instead of sitting in a hotel parking lot waiting for the next show.

You can use a website like pollstar.com to review past and present artist tour dates, including their tickets sold. This is often helpful in determining where the artist performs well in terms of ticketing. You can even reverse engineer these numbers and get close to figuring out how much an artist is grossing! But we’ll save that trick for another day…

King Sixteen is a turn-key talent buying and event management agency specializing in brand launches, corporate events, catering, and staffing.

Partnerships that matter. Experiences that last.

We are a collective of event producers that work directly with national brands seeking to activate in unique markets across the United States.

Clients

Brands we have worked with

Let’s do something amazing together…

Email: info@kingsixteen.com

Phone: +1 707 653 KING

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