Interview with Riley at LW Events
Insights into Event Planning
We had the pleasure of sitting down with Riley, one of our exceptional event coordinators at LW Events. With her extensive experience and passion for event planning, Riley has mastered the art of creating unforgettable experiences. In this interview, she shares her valuable insights, from practical tips to the latest trends shaping the future of event planning.
Q: Can you share a bit about your journey with LW Events and what excites you about event planning?
Riley: When I started working for LW Events in May 2022, I had a sneak peek into the world of event planning. However, after graduating college in 2023 and transitioning to a full-time role, I discovered just how intricate and rewarding the process is. I thoroughly enjoy every aspect of event planning, from collaborating with clients and building relationships with vendors to witnessing events come to life. What excites me the most is the chance to blend creativity with organization, ensuring that every detail aligns perfectly to create memorable events for our clients.
Q: What’s the most common thing people forget when planning an event?
Riley: One of the most commonly overlooked aspects is engaging storytelling. It's crucial to effectively communicate an organization’s mission and the impact that a donor or guest’s contributions have. Additionally, there are numerous minor behind-the-scenes details that can take time to piece together, which people often underestimate.
Q: What has been the most memorable event you’ve coordinated at LW Events?
Riley: The Community Shelter Board (CSB) event stands out for me. Their story stations, created by Mills James, were exceptional. The thought and effort the CSB team put into ensuring guests connected with their mission and had fun were truly impressive. Another memorable event was for St. Vincent Family Services. Although I didn’t attend the event, I admired their story stations, which featured artwork by the kids. Guests could scan QR codes to hear personal stories about the art and its connection to their work.
Q: What’s the most unique theme you’ve ever worked with?
Riley: The Columbus Museum of Art’s event theme "Behind the Lens" was quite unique. They chose photography as their medium this year, which allowed for a wide array of creative expressions throughout the event — everything from photo backdrops to performers and handkerchiefs.
Q: How do you ensure that each event is personalized and unique?
Riley: We focus on aligning event goals with our clients' vision, making sure to incorporate their desires into every detail. This involves working closely with vendors to create customized elements like florals, photo backdrops and linen colors that reflect the event's personality.
Q: What’s your secret to keeping an event running smoothly?
Riley: We create a comprehensive day-of document that outlines all the activities before, during and after the event. This helps us manage all logistics efficiently, ensuring that our clients can focus on enjoying their event without any worries.
Q: What’s your favorite part of the event planning process?
Riley: My favorite part is seeing everything come together on the day of the event. As much of my role involves project management, I love finalizing all the details and witnessing the culmination of our planning efforts. I also enjoy meeting new people, including clients and vendors.
Q: What’s one trend in event planning that you’re excited about?
Riley: I’m excited about the advancements in event planning software, particularly for conferences, like Whova. With my background in IT, I find it fascinating to explore and use various event software tools. Learning and working with new technologies like Whova has been both fun and rewarding.
Q: What’s a simple tip you have for making any event more special?
Riley: Adding personalized touches, such as branded stickers on dessert takeaways, can make a big difference. Incorporating storytelling through the event program and creating story stations are also effective ways to enhance the event’s impact.
Q: How do you manage to keep so many details straight for multiple events?
Riley: We use event trackers for each client to ensure that no details are missed. These trackers help us manage vendor details, create timelines and keep everything organized, which we share with the client to ensure seamless coordination.
Q: What’s the biggest lesson you’ve learned as an event coordinator?
Riley: Flexibility and adaptability are crucial for successful events. Every event is unique, and it takes time and effort to bring each one to fruition. Being prepared to adjust and adapt is key to navigating the complexities of event planning.
