All posts by : ATW-Admin

The sun is out, and it feels like, finally, summer is here! And with that, people are well underway planning their summer parties, whether that be with family and friends or colleagues.

I am working on some fabulous summer parties at the moment, and what I have noticed is the level of care the client is taking in how the event makes the attendees feel and experience. This is especially relevant in the corporate world as post-Covid there is a real need to bring people together, but this has its challenges. People are often working in a hybrid model and don’t see each other as much or as regularly as they used to. They are perhaps not interacting and collaborating as much and just don’t know each other as well. The post-work drinks culture has dwindled, the having a catch up making a cuppa is not as accessible, and for new starters especially, this can be tough.

So, this means that the summer party is a big deal as it’s not only an opportunity for the staff to be thanked and rewarded, but it’s a great opportunity for them to mix, mingle and get to know each other. I am seeing a trend in activity-based parties, so not just offering drinks and food but something to unite the people there. Such things as workshops or gaming (Jenga, giant Connect 4 or chess) are popular as this allows the more introverted people to take part and get to know others in a safer capacity and gives opportunity for everyone to join in equally.

We all have that time when it was really uncomfortable or felt awkward at an event and my job is to do everything I can to work with my client to avoid that by having things in place that can bring people together.

As I mentioned, games are big news – think of a sports day but with booze and laughter – and can be such a brilliant ice breaker watching the CEO do an egg and spoon race! Alongside this, awards are popular and give people a chance to recognise what others do and celebrate the wins and get some tongue-in-cheek awards on the go too!

The weather is always a factor and we can never rely on a sunny day, so I always make sure a lot of the activities can be done inside or we have a good contingency plan in place (read my blog on that here)! Venues that offer both inside and outside space are always great and for those that can, full and exclusive hire always works so well as it gives free reign and opportunity for guests to really bed in for the day, and often night!

As with all my events, sustainability is an important element and I ensure I always have an eye on making the event as sustainable as possible – eliminating any unnecessary waste as much as I can and using like-minded suppliers and venues.

Are you planning a summer party and could do with a helping hand? Do get in touch if I can help!

We have all heard about having a contingency plan – a back-up or another option if things don’t quite go to plan. As an event professional, I always have one, but I don’t have to use it often as most things that are ambiguous or uncertain are ironed out in the preparation.

However, there are just some things that are out of the control of even the most organised event planner! Examples include, diverse weather, extra attendees that weren’t expected (it happens!), staff illness/shortage and a supplier letting you down. As I have learnt, no matter how many times you cross the Ts and dot the Is, something out of your hands can go wrong.

And this is where your contingency plan comes in. Drawing on my many years of experience, I have faced most challenges and have learnt how to deal with them along the way. And this imperative insight goes into building my contingency plan for each event. I ask the very important question, what is the worst that could happen? and try and plan for every eventuality.

Some things I always think about:

The British Weather

Arguably the most unpredictable element of an event, especially one that is outside, or has outside elements. Luckily, most venues think along the same lines and have a back-up option if the weather turns, but I ensure that I walk though plan b thoroughly to understand how that event would look and feel if we have to change last minute. I also prepare my clients for this eventuality and make sure they are on board and aware.

No Shows

I would never name names, but I have sadly experienced suppliers letting me down at the last minute, which is really stressful. Luckily, I have built up a trusted list of suppliers so that happens very rarely, but I will never forget the sick feeling in my stomach years ago when someone let me down quite badly! Life happens, and I understand that people are ill or something impacts their commitment so I now have a list of trusted people I can call on last minute if needed to deliver. These are people who have worked with me in the past, know me and we have a mutual trust.

Moving Elements

By this I mean perhaps we have planned for a certain amount of people and more / less turn up. A few is fine, and normal, and this is catered for, but when it is a considerable number this can be problematic. Of course, the issue does lie with the client for not briefing me properly and setting expectations, but in the event, we need to ensure people enjoy their experience. This is why trusted suppliers are key. Great suppliers are amazing problem solvers and often have brought surplus stock or, together, we can come up with a solution.

In my industry, collaboration is key and without it, I just wouldn’t have a business. As a solo business owner, there is only technically one employee at Lucy Claire Events, but I far from do things on my own.

Being collaborative in my business and on my business really has allowed it to grow and be where I am today. Over the years, I have nurtured some incredible relationships that have been imperative to my success.

Firstly, my list of suppliers and fellow event professionals. These are everything, and through many years of organising and hosting events, I have experienced working with numerous venues, caterers, entertainment suppliers, event staff and fellow event professionals. From experiencing them first-hand, I have gone on to work with them many times and therefore have a fabulous list of go-to people for specific events.

When I first start working with a client, and I get to understand their needs, I am already building the team in my head that is going to deliver their event as I have so many incredible people to draw from and know who would suit what type of request and event. For example, there is a big rise in demand for sustainable suppliers in anything from food and drink to overall venue, so if this is high on my clients’ wish list, I already have a tried-and-tested list of people I know and trust as well as numerous venues that could cater for their needs.

Alternatively, I also have clients wishing to go all out with their events – such as a special birthday or anniversary – and I have those go-to venues and suppliers who create that wow factor through venue, catering, entertainment and service.

It boils down to longevity and experience and understanding what clients want and what they don’t want, as well as managing what is realistic. It is my job to manage expectations and to ensure that what I am promising to a client I can deliver, and that each touch point they experience with my brand is at a premium standard throughout.

This, at times, can mean having honest conversations and setting realistic expectations for clients as well as laying out the watchouts. This is also the relationship I have with my suppliers. We are all very transparent and honest about what can be delivered and when as we all share that professional work ethic. I have deliberately been very choosy about who I work with as, at the end of the day, they are representing me, and my brand and they have to be thoroughly aligned with my vision and standards.

As well as collaboration in my business, I also collaborate on my business in terms of outsourcing where I need to. As all business owners will know, you just can’t do everything on your own, nor should you, so delegation is key. For me, it has been so crucial to my success as it has allowed the areas of my business that I don’t have the time or inclination to focus on keep ticking over while I focus on my main objectives of providing high quality events.

As I have mentioned before, there has been a rise in retreats with a demand for more varied options for a team away day or a friends/family get together. Going on a retreat in an amazing location really can be the perfect solution as it offers something for everyone and allows options in both work and leisure. What has been a big request from companies is the need for space to work and be creative as well as space to relax and reward, and retreats offer just that. Many of the gorgeous spaces I have worked with have incredible spaces to brainstorm, review and plan and then have other on-site activities to facilitate team bonding, wellness and relaxation. A perfect mixture, and an appealing option to employees and managers alike.

There are some really special venues out there, most in the countryside, which adds to the overall experience as gone are the days of sitting in a uninspiring, stuffy conference room (thankfully!). People are, rightly, demanding more stimulation and reward, especially in light of the past two years.

This summer, I have two retreats for a client, one for their London office taking place at Center Parcs Woburn Forest for 500 people, and then the other for 200 people from their Manchester office taking place at Darwin Lake Village in the Peak District. I love organising retreats and curating an itinerary specifically for the clients’ needs and goals for the time. Some are more work-focussed, others more relaxation, and getting the balance for both is a wonderful and rewarding challenge.

I have visited a large number of venues on my events travels over the years, and there really are some very special ones out there. Here are 5 of my favourites:

Bibury Farm Barns

This family-run farm nestled in the Cotswolds is where we hosted Connect Ventures in autumn last year. They absolutely loved this place thanks to the luxurious accommodation across their 5 converted barns that can house up to 38 people and its stunning setting. Being in the heart of the Cotswolds, there are so many places and a variety of activities to explore, together with world-class caterers being on the doorstep to come in and provide you with a top notch interactive dining experience.

The Lakes By YOO

This is a very special spot! Again, in the Cotswolds, The Lakes By YOO is a 850-acre sustainable estate with interior design-led homes looking out onto absolutely stunning lakes. With a mix of cabins, apartments and luxury houses to choose from this is a perfect place to really get away from it all, with the huge focus on sustainability a big pull for clients.

Wasing Park

This is one of my absolute favourites! Sustainability being high on the agenda here, Wasing is only offered on an exclusive hire which makes your retreat even more special. I worked with an American client to host a Founders Retreat for 55 founders of a variety of start-up companies from all over the world here last year. We had guests not only staying in the beautiful bedrooms onsite, but also 25 luxury glamping bell tents that we set up in one of the fields providing lovely ‘green’ views as they woke each morning. Alongside the client’s business presentations, we organised some amazing workshops and activities for guests including an African drumming session, a moonlit walk, and a wild swimming and sauna session each morning followed by candlelit yoga….

Crumplebury Farm

Another wonderful sustainable venue, Crumplebury in Herefordshire really is a delight for the senses and offers a state of the art, modern events venue with 11 bedrooms, a celebrated restaurant with produce grown on-site, all set in 1500 acres of rolling Herefordshire countryside. The variety of grounds onsite provides many options for team offsites, retreats and client entertaining, and with their super attention to detail guests are always ensured a fabulous time.

Gambledown Farm

I’ve only recently come across this absolute hidden gem in the Hampshire countryside, but can see the wonderful opportunities available here for retreats. A working farm providing meat and other ingredients that guests can have for their stay, Gambledown provides a complete escape from the hustle and bustle. Offering comfy home-from-home accommodation across three barn conversions, together with a large studio ideal for meetings, dinners, yoga classes, and anything that needs to be inside really!  With acres of land for country walks, trail running and outdoor fitness, this is the perfect spot for a retreat (wellness, fitness, team or otherwise), or a small team offsite – the options are endless. In a quiet corner of the farm, with stunning views across the Test Valley and the Salisbury Plains, are the five African style safari tents providing the complete exclusive glamping experience.

If you follow me on social, you’ll see that things are pretty busy here at Lucy Claire Events with a number of festive celebrations underway alongside lots of 2023 event planning.

All great and really exciting but, as you can imagine, there are a lot of things flying about and it is very easy to get overwhelmed. Over the years, I have learnt how to manage my workload in hectic times, and this has very much come from learned mistakes throughout my business growth – there have definitely been a few tears with me surrounded by paper in the past!

As an event organiser, I have to be organised – I mean, the clue’s in the title! But there’s being organised and then organised for events. Here’s how I work, and I hope some of these tips help you in your world in some way.

Have lists about lists!

Anyone that knows me knows I love a list and every day starts with one otherwise I can easily lose my way. Each evening, I write my list for the next day with my priorities at the top with deadlines, so I ensure my time is spent on the most relevant things. These are often date-dependent for events but with large events, such as retreats, often venues need securing months ahead.

Give each event a separate folder

Sounds obvious, but I know people that don’t do this which makes me feel slightly nervous! Whenever a new event kicks off, I start a folder and document everything in there from the initial chat notes to images, contracts, venue packs – everything. Even if the event doesn’t happen for whatever reason, the folder stays as the client may want to revisit in the future.

Don’t overload your diary

I need to take more notice of this one, but a big thing is to not cram my diary so full that I don’t have time for my admin. So, emails, marketing, time to look at trends and new venues and what is going on in my local area. It’s very hard to make time at times, especially when there is so much on, but it is imperative to my future success that I do. I have learnt the hard way in years gone by that to drop the ball on admin and marketing really does impact the bottom line of my business in the future months!

Organise your contacts

In events, contacts are everything and I am lucky enough to have many incredible venues, suppliers and colleagues in mine. I make sure I document and store all contacts, so they are easily accessible as and when needed as I never know what type of enquiry may land in the inbox that I need to draw on that little black book!

Make sure wellbeing is paramount

Working in events can mean long hours, no food, little sleep and a lot of travelling, which all together can be a recipe for burn out and illness, so I try as much as I can to manage this. I’m not the best, but I go out each morning with my dogs and then when I can (given the short days) the afternoons too before it gets dark and eat well. I plan my busy periods and make sure I book rest time in for afterwards to re-charge and reflect. It’s so vitally important.