Ever wonder what goes into creating a seamlessly executed event for Creating Keepsakes magazine?
Well, the planning is one thing and then there’s the actual execution. Meeting after meeting on marketing, classes, treats, and location, location, location! Every aspect of the event involves a meeting of some sort with event coordinators who thoughtfully consider every aspect of the event to make sure your experience is enjoyable and educational.
All the planning and hard work is well worth it when we see the looks on the students’ faces as they enter the ballroom for the first time, look into their goodie bags, or complete a class project, ready for more learning.
To give you a little insight, here are a few questions we’ve heard asked that I thought you might like to know the answers for.
How do we decide what treats or snacks to put into the Candy Bar?
We follow the Scrappers basic food group when deciding on what treats to stock: chocolate, sweet and salty, with some healthy items thrown in for color and ambiance.
How to decide where we hold an event?
Well, the official answer is filled with statistics on subscriptions, demographics, results based on past events and other none too interesting facts. I like to think that we decide on where to go based on the perks provided by the hotel/facility or after event vacation options.
How do we know which companies to invite to our events?
With such a fun industry to work in, the possibilities are endless. But when we have to narrow it down, decisions are made based on the companies that are willing to share their fun, new products and teach — some great techniques to our students.
How long does it take to put together a class kit and goody bag?
This question can be a little complicated. But here is the short answer. A standard class kit contains cardstock, patterned paper, ribbon, embellishments, stickers, and more. To give you an idea, I’ll describe the process using one of our card classes that has six cards.
Once the card designs are determined, the product needs to be ordered from different manufacturers. Once all the product is received, checked in, and cataloged the kitting begins. Each card needs a base and patterned paper cut and then ribbon, floss and twine need to be measured and cut, embellishments counted and bagged, stickers added, and so on. We then repeat these steps five more times for a total of six cards.
With the kits complete we determine the steps for each card, take photos at various stages, and use them to create PowerPoint presentations, handouts, web images, and viola, a card class has been created! The goodie bags are a whole different matter, but only the best for the best and that is what we think about when collating bags.
How early does the planning of an event start?
We generally start planning for the next event during the current event, what worked, what didn’t, were their snags, what could we have done better, which treats did we run low on first? That sort of thing. Event planning in general begins about a year before the actual events occur, scoping out locations, visiting sites, current trends in the industry, and so forth.
With all that goes into the events at CK, it’s easy to be overwhelmed with the intricate workings of it all, but no need for you to worry. Our events are designed with you in mind so sit back, relax, and enjoy the hundreds of hours that it took preparing an event just for you! Whether you plan on attending a Creating Keepsakes Convention, one of the four Scrap & Play events, the CKU Reunion this fall, or cruise with Paper Crafts, there is sure to be something perfect for you!
Annette Hardy, CK instructor
P.S. Don’t forget Free Font Friday! Download the CK Limerick font for free.