A celebratory event is a great way to show your employees how much you value them.  It’s also an investment in engagement and culture building, so it makes sense to spend your resources (including time and budget) wisely by making thoughtful event planning decisions.

Elettra recently worked with the Vancouver Airport Authority to produce just such an event. The first annual YVR Stars celebration was a cocktail party and awards show to honour the airport workers and volunteers who go above and beyond for customers. The event was a great success and inspired us to offer insight into how smart decision-making can lead to a top-notch corporate event. Here are four tips to take your appreciation event from ho-hum to stellar:

1)   Let your guests be your guide.

Start your event planning by mapping out everything you know about your guests. From this, create a guest profile to guide the planning process. Check your all decision against that profile. This includes everything from your venue location (is it convenient and easy for your guests to get to?), to the food and beverages you’ll serve (have you considered a variety of dietary needs?).

At YVR Stars, the nature our guest list – which included shift workers, 9-5 office workers, and volunteers – shaped the event. We chose a time that made sense for all workers and ensured it was drop-in style so that shift workers could stop by on a break. We even created plan for getting the invitation to guests who don’t work at a desk and therefore might not be able to receive an invitation via company email.

2)   Set the mood.

Have you ever been to an event that was billed as a celebration, but somehow just felt flat? Well, the truth is, mood doesn’t create itself.

Oftentimes lighting gets overlooked or even cut out entirely due to budget, but it really is critical for setting the tone. House lighting will never deliver on a party atmosphere, but proper lighting design adds drama, sparkle, and even the opportunity to brand the event through use of coloured lighting.

You might not think about the connection between food and mood, but have you ever been standing at an event for 30 minutes before a server finally appears with a tray, but then can’t even make it ten steps from back-of-house before his/her tray is empty? A hungry guest is one that doesn’t feel valued. When planning an occasion, collaboration with your caterer doesn’t stop at selecting a menu. Work with them to ensure that the food is tasty (you can even ask to do an advanced tasting), plentiful, and ready to go the moment your first guest walks through the door.

Of course setting the mood doesn’t stop there.  Décor and entertainment are also important. Don’t just hire a DJ, actually work with her/him to develop a playlist that suits your guest profile. For YVR Stars we injected some fun with a Tap Snap photo booth. Décor-wise, you can see from the photos what some colour can do.

3)   Say it out loud.

Though treating your guests to food and drink is a great start, showing your appreciation is about saying it out loud. In the case of YVR Stars we accomplished this through an awards show presentation. The program provided an opportunity to share and celebrate the stories of workers who went to great lengths in the name of customer care. This was backed up with a thoughtful gift in recognition of their efforts. We also spread the love around the room, incorporating reflections on everyone’s efforts and gave away many stellar door prizes that were a fit for our guest profile.

4)   Bring in the experts.

Creating a successful event is not about ticking off a to-do list. It takes strategic vision, technical know-how, strong supplier relationships, and, most importantly, time. If your company could benefit from this assistance, then it’s a good idea to call in an expert. Look for an experienced event planner, someone who views challenges as an opportunity for creativity. A good planner will act as your partner, providing smart counsel and making sure every last detail is considered. Together you’ll make event magic happen.

Elettra Communications has a combined 35 years' experience creating successful events of all shapes and sizes. We've done it all, from award shows and galas, to fashion shows, launches, and corporate celebrations. Our services include:

• Event feasibility studies and budgeting
• Venue selection
• Event planning and execution
• Collateral production
• Show scripting and direction
• Entertainment programming

Contact us for a complimentary one-hour brainstorming session at info@elettra.ca.

Next up in our book club is Steven Fink’s Crisis Communications: The Definitive Guide to Managing The Message - a follow up to Crisis Management: Planning for the Inevitable. 

Fink is well positioned to be an authority on the subject of crisis management and crisis communications having dealt with more than his fair share of difficult situations on behalf of clients.  He has provided counsel for some of the world's most prestigious companies in crisis management and crisis communications, strategic public relations, corporate communications, and high level, confidential issues relating to economic espionage.

Whereas Crisis Management deals primarily with the reality of the unfolding crisis and how to manage it, Crisis Communications focuses on the perception of the event and, most especially, the perception of how it is being managed.

The book doesn’t make any groundbreaking revelations on the dos and don’ts of developing a crisis communications strategy, however, what makes it an entertaining and enjoyable read are the real life examples of well known companies who have hit the mark in their crisis communications…or missed it completely.

The book contains detailed analysis of recent high profile catastrophes such as the BP oil spill in the Gulf of Mexico, the crisis at Pennsylvania State University in 2011, and the unintended acceleration glitch that rocked Toyota in 2010.  Fink uses these examples to reinforce the importance of being prepared and having a carefully thought out crisis communications strategy in place.  These case studies also highlight many examples of what not to do should your company find itself at the centre of media circus.

Here are a couple of key takeaways from the book….and if you’d like to know more about crisis communications for your organization then please give us a shout!

Perception always trumps reality

Throughout the book Fink comes back to this one single point.  It doesn’t matter if your company has not done anything wrong, if it is perceived otherwise in the court of public opinion, then that perception is what people will remember. And that perception may ultimately affect your business and the value of your brand.

If a crisis is being managed well, the goal of effective crisis management is to form the public’s perception to match the reality. In the end, crisis communications, or the lack thereof, is all the public remembers.

“Remember: even if you know you’re right, if the perception is that you’re wrong, you ARE wrong.  Or, at least, you’re wrong in the eyes and minds of those who matter.”

Reservoirs of good will

Things are chaotic enough during a crisis that you need every advantage you can muster.  It is therefore a good idea to take stock of how your company is perceived on a normal day.  Are you considered trustworthy?  Are you communicative with your publics?  If there is something you need to address then do it now. 

It is important that your publics think good things about you before crisis hits.  This is what Fink calls “reservoirs of goodwill”. 

“Part of your proactive crisis management and crisis communications strategies should be to measure the depth of your goodwill reservoir and see what you can do to increase it.  The more goodwill you have in the bank or reservoir, the more your public will tend to trust you and believe you when your crisis hits, and the more you can draw on it to tide you over.”

This is the second post in our ongoing series, "Two Minutes With”. We're getting to know a little more about the Elettra team, our clients, and our partners/suppliers. Today we chat with our friend and partner, Lisa Edward, Art Director/Owner of  Studio Chartreuse.

​Favourite publication:Paper Mag

Favourite social media sites or blogs: Design Milk, My Modern Met, and Dwell

Favourite quote: You miss 100% of the shots you don't take. —Wayne Gretzky

Role model: Barbara Kruger

Favourite place to visit: Cannon Beach Oregon is my favourite beach along the Oregon coast. Tons of fond memories from family vacations here throughout the years. Cannon Beach is one of those places you wished were part of your everyday walk. Incredible rocky coast with miles of sand to walk while you listen to the waves crashing…

Favourite restaurant or food: Spicy and ethnic are my go-to’s: La Mezcaleria has an amazing atmosphere and the most amazing Mescal Margaritas! Kin Kau is a new one in my neighbourhood. The combination of excellent spicy Thai food with a relaxing modern interior is the perfect combination for me.

Favourite author: Stephen King (specifically ‘The Shining’)

Morning beverage of choice: Bulletproof Coffee - gives me so much more energy throughout the day without making me jittery

Favourite spot in Vancouver: Too many to list, but one of my ‘new favourite spots’ is the new Convention Centre. I can’t get enough of the stylized 3D stack of lumber walls throughout. Did you know that there are over two acres of wood feature walls!

Oxford comma: Yay or nay? Depends on which font I’m using ;)

Favourite font: Univers Condensed, Gotham Black, HelveticaNeue-UltraLight.

What are you most proud of in your career? Being one of three women who completed the design of the Scitech Technology Center in Al Khobar Saudi Arabia.

Why do you choose to live in Vancouver? It is such a beautiful city with oceans, mountains and is the exact perfect speed for me. Not too fast, and not too slow. I worked six months in Toronto and realized that even though I often work late, I definitely relate better to the west coast speed of things.

Fun fact about you: I’m quite the computer geek and love all things technology. Whether it’s installing a better Wordpress plugin for my clients site, or setting up a VOIP telephone system so I can work internationally with clients in different countries - I love learning so much and it gives me a great sense of achievement when I’ve mastered something I knew nothing about a few hours ago.

Spring Advertising hosted their annual Boink Day today to raise funds for the Greater Vancouver Food Bank, and people were eager to jump into action.

The Spring Advertising team was there showing off their pogo stick skills and encouraging people to join them in boinking for a good cause.

Despite the typical Rain-couver weather, passersby were happy to join in or donate to help the Food Bank.The team provided music, tips, and of course, pogo sticks to anyone interested in hopping on.

For every boink, Spring donates $0.10 to the Greater Vancouver Food Bank and for those skilled enough to boink long enough, Spring offered treats from Happy Planet and Fatburger.

Included in the great turnout from today were visitors from Vancity Buzz and Breakfast Television. Check out what Vancity Buzz had to say about the event or watch our friends from Breakfast Television give boinking a try!

If you missed out on the boinking festivities today, it isn’t too late to help out. Visit the Boink Day website to donate.

Daylight Saving Time is this weekend, wand the switch often comes with negative side affects for the population including headaches, lost productivity, and a spike in traffic accidents. What many don’t realize is the profound effect that the time change has on Alzheimer’s and dementia sufferers, for whom a regular schedule is critical to quality of life. Coreena Robertson, Communications and Wellness Director at Fraserview Care Lodge and creator of Boomerang LIFE  products, gave an interview with Richmond Review (see here) on how the time change affects seniors with Alzheimer's or dementia. The time change causes confusion and can increase behaviours known as “sundowning,” which includes acting out, general aggression, a tendency to wander away, and increased feelings of depression and anxiety.

You can also listen to Coreena this Sunday (March 8th) on CKNW. Below are Coreena's tips for helping a loved one with Alzheimer's or dementia adjust to Daylight Saving Time:

• Make the transition gradual. The sudden loss of a full hour is difficult to cope with. To address this, on the first day of Daylight Saving Time, allow your loved one to sleep for 45 minutes past their usual wake up time. On subsequent days, gradually move wake up time ahead by 15-minute intervals until the desired wake-up time is reached.
• Engage with your loved one. Take extra time to engage your loved one in the days following the time change. This is especially important around meal times, when what their body is telling them may not match what the clock says. Turn on their favourite TV show or play a game to help focus their attention.
• Relax into sleep. As the name suggests, “sundowning” happens in the early evening. To keep sundowning behaviour at bay, choose an activity to engage them with, but make it something calming such as listening to soft music and or sipping a warm beverage together. This will also help your loved one prepare for going to bed an hour earlier than usual.
• Be present. Meet your loved one in the moment they are experiencing, everyday. Join them in their journey by validating what they are saying. Don’t try to correct their ‘stories’.

Andrew Peller Import Agency is pleased to announce the Canadian national expansion of its fine wine and premium spirits import, warehousing, and brand building service.The company, formerly Grady Wine Marketing, will nowmarket and sell internationally recognized brands to provincial liquor monopolies, private retailers, restaurants, hotels, and clubs across English Canada. The expansion will enable the Agency to build on its track record of success in Western Canada, while leveraging the significant national resources of its parent company, Andrew Peller Limited, a leading producer and marketer of quality wines in Canada. 

“Andrew Peller Import Agency offers customers the personality and style of an entrepreneurial agency combined with the brand recognition and resources of a large company,” says Alex Bakker, National Director, Andrew Peller Import Agency. “With this national expansion, we are now the leading partner to help premium international wine and spirits brands access the English Canada market.”

To service the vast national market, the Agency has created dedicated regional sales teams with in-depth local knowledge. The company also plans to replicate the winning “go- to-market” strategy that made it so successful in Western Canada. The strategy is based on strong market coverage, concentrated channel marketing, powerful business intelligence, and an experienced and professional sales team.

“Over the past several years, our growth has been more than double that of the Canadian import wine market, and that has enabled us to drive additional market share for our partners,” continues Bakker. “It’s a winning solution for our customers. We look forward to giving them exceptional service right across English Canada.”

2015 has been off to an exciting start at Elettra Communications with big projects and new business wins. We would like to extend a warm welcome to our new clients:

• Plaza Premium – the global leader in premium airport services, including independent luxury lounges open to airport users irrespective of airline or class of travel.

• Trail Appliances – BC’s leading retailer of home appliances. Trail helps you choose appliances to fit your space, lifestyle, and budget.

• Andrew Peller Import Agency - Canadian importer, warehouser, and marketing agent of fine wines and premium spirits from around the world.

• Boomerang LIFE– makers of intellectually stimulating products for seniors' with Alzheimer’s and dementia.

• Prema Chai – makers of authentic ready-to-drink Chai tea.

Welcome to Elettra. We are looking forward to working with you all!

Today, Harbour Centre celebrated the upcoming Chinese New Year with a dragon dancer. The dancer started at noon in SFU, pranced its way through the food court, and then moved through the shops, eating lettuce and collecting money along the way. Outside, a sampling team handed out cuisine from food court vendors and fortune cookies.

Happy Chinese New Year!

alumni UBC is calling on members of the University of British Columbia (UBC) community who are making a positive change in the world to tell their stories as part of its “your evolution” program.The program isan innovative, online story-sharing platform that uses the strength of the UBC network to enable alumni, faculty, staff and partners to connect and support fellow alumni working on projects they are passionate about. UBC graduates, students, faculty, staff, volunteers, and donors who are involved in a socially beneficial project are urged to upload their stories up until March 1 to www.yourevolution.ubc.ca. Ten projects will be shortlisted by March 9 and the public will be asked to vote for their favourite. While only one prize will be awarded, all entrants will receive valuable exposure for their projects via the website and social media.

The winner will receive a “social entrepreneur support kit” including:

• Professional photography session or the production of a video to help its cause
• Mentoring session with UBC President, Professor Arvind Gupta
• Access to a consultation with a UBC faculty member in an area most relevant to the project’s needs (e.g. business, law, engineering, computer science).

For further information and to enter your project, visit www.yourevolution.ubc.ca.

With Seahawks fever taking over Vancouver in advance of Sunday’s Super Bowl, Harbour Centre raised a 12th man flag on top of its iconic Lookout tower this morning.

The blue flag with the white number 12 will fly through Sunday when Seattle takes on the Patriots at the NFL championship game in Arizona.

Harbour Centre was inspired by the 12th man flag that was raised on Thursday on top of the Seattle Space Needle as that city rallies for its team in the Super Bowl.

The best places to view the flag are north east of Canada Place and Crab Park.

We are told from a young age to “dot the i’s and cross the t’s”. The practical application for this expression has never been so clear in my mind until working on my first major event as an Account Coordinator.

On Tuesday, January 13, Vancouver International Airport (YVR) held the grand opening for the new A-B Pier Connector. This event unveiled a new space in the Domestic Terminal, including “new gates, an expedited baggage system, seismic upgrades and a bunch of new places for travellers to eat and shop.” The event also the featured the unveiling of a stunning work of art by First Nations artist Marianne Nicolson.

Here is what I learned while working on this event:

1)    Once the event date is set, create an event plan, including detailed budget, timeline, and event details. The more bases you cover leading up to the event, the more prepared you are to ensure the event is a success on the day.

2)    If there are technical requirements, do a run through. You don’t want to be on the other side of the building only to realize your walkie-talkies don’t work during a big unveil. For the YVR event, I watched the project leads test each tech detail before the big day.

3)    It matters how the room is arranged. When planning your layout, think about where you want most of the crowd to be and place something important there, such as food. Also think of where people should be looking; if there is a speaker, don’t use round tables so people have to uncomfortably crane their necks.

4)    Treat a speech as a highlights reel. Ensure speakers know their allocated time frame and give the key points only.

5)    A smile goes a long way. At the end of the day, everyone would rather work with positive people. Treat every challenge as an opportunity to do your best for the client, treat every guest like they are important, and receive feedback and compliments graciously.

One of the most exciting parts of event planning is that you can see your hard work unfold in front of your eyes. You can watch the crowd react, and witness the client’s expressions. It is rewarding work and I look forward to being a part of more events. 

Whistler Brewing Company president Bruce Dean was featured in Business in Vancouver’s Life Lessons column over the Christmas holidays. Whistler Brewing Company celebrated its’ 25th anniversary at the end of last year and the article gives a valuable insight into the evolution of the brand and the importance of adapting to changing situations and taking calculated risks.

Well worth a read!

One of the exciting parts of starting Elettra seven years ago (yes, seven years already!) was naming it. Many people ask us where the name came from.

We had two criteria that guided our naming process: we wanted a name that had a story and that was tied to communications history.

Elettra was the name of the steam yacht that housed inventor Guglielmo Marconi’s private floating laboratory.  Marconi, the Italian inventor known for his pioneering work on long-distance radio transmission, did much of his research from the Elettra. It played an important part in the evolution of his work, especially in short wave wireless communication

In fact, the vessel had such a profound impact on his life that Marconi eventually named his daughter Elettra as well.

Well, when you find a good name it’s hard not to put it to good use.