Back to Life, Back to (Virtual) Reality
Face-to-Face meetings and live events are essential to business and will always be the best way to connect, learn, and sell. COVID-19 has changed that for the time being and in this unprecedented time we need to adapt. Virtual meetings are the way to the (immediate) future because business moves forward, non-profits need their fundraising events, and product launches will continue to happen. With continued safety parameters in place, producing virtual events is something that we need to embrace as an industry until we return to business as usual. Virtual meetings are not a new phenomenon and they take the same dedication and detail in planning as a “traditional” meeting in order to resonate with your audience. You still need to deliver great content and communicate your messaging in a visually dynamic format that optimizes the vast technological and virtual tools at our disposal. With the right direction, you and your clients have the potential to reach larger audiences and leverage sponsor or internal budgets in ways that yield a high ROI. Below are some ideas to set your virtual meeting light years ahead… Reassign your venue rental fees and food & beverage budgets and use them to upgrade your speakers – or have a celebrity as your auctioneer at your fundraising event. Create Q&A sessions with one-on-one time with the Keynote or other speakers built in — this will make the experience more intimate for your attendees. Deliver the destination to your attendees. The possibilities are endless and you’ll be giving back to the local community where your conferences would have taken place. A specific example is to provide a city tour with a local celebrity. Keep in mind that attendee data is much easier to track online – therefore giving your sponsors or event stakeholders a much more accurate picture of who attended what. Encourage your clients and organizations to consider the virtual meeting format, and open themselves to reconnecting with existing contacts while expanding their potential for new client outreach. And take advantage of this moment when we have a captive on-line audience.[:]
Introducing TOCA Social
One would think it would be enough to cover destination management, sports hospitality, and corporate events without having to lift a finger to expand our services . But as those of you who are familiar with our passion to produce the exceptional, we are proud to introduce our newest division, TOCA Social. Headed by the charismatic wedding and party event planner, Breen Halley Miller, TOCA Social offers full service planning for weddings, engagement parties, anniversaries, birthdays, bridal showers, charities, and all other social-related events. With a Bachelor of Science degree in Communications from the College of Journalism & Communications at the University of Florida, along with eight years of experience in marketing, planning, and communication, Breen brings an extremely well-rounded background to the plate. Her extensive marketing, planning and communication skills have earned her a reputation for combining the practical with the visionary when it comes to helping a client’s dream event come to perfect fruition. With Breen at the helm, TOCA Social’s team of professionals excel in all areas of logistics, planning, and creative flair. From choosing and meeting with each vendor personally to making sure that every detail is delivered, TOCA Social’s mission is to provide clients with the impeccable services that is the bulwark of our reputation at TOCA Events. Though a new division, TOCA Social is getting busy fast! We are finding that destination and LGBT weddings are some of the most popular social events, with clients excited about engaging our services. The word is definitely out that TOCA Social is right at the forefront, taking the romance of your wedding and marrying it with our ability to make your fantasy come true. And because we know that planning such a life-changing event needs a cool head, we provide you with the following comprehensive services that make it all easy: Initial Consultation Full Service Wedding Planning Wedding Day Coordinator LGBT Weddings Destination Weddings Additional Events — Rehearsal, Bridal Shower, Honeymoon Dress Consultation Floral/Decor Invitations & Calligraphy Photography & Videography Gift Baskets/Favors Travel & Ground Transportation Venue Selection Officient Catering License Coordination/Permitting Post-Wedding Coordination Media Package Knowing some of the prime locations around the world is what has put TOCA Events at the top of the list for destination management. Miami, Rio, and now Cuba are currently the most desirable places to hold an event, and we’re right there in the mix, with offices and liasons in these cities. Being on such familiar terms with these cities is a huge benefit, as we have an insider’s view of where to find all that you need to bring your vision to life… from locale to decor, entertainment, catering, transport, accommodations, and more. For more on producing your social event, contact Breen today at: TOCA Social Breen Halley Miller [email protected] www.tocasocial.com
Rio’s Period Venues
Some of the most stunning villas in Rio de Janeiro are the period homes that speak of many pivotal moments in the city’s history. Discovering the former farmhouse where the document abolishing slavery was written, as well as other addresses that contribute to Rio’s story, is a way for us at TOCA Events to share our respect for the past and our love of beauty with our clients. At TOCA we believe in incorporating as much of local culture as we can when we produce an event. Our clients come to us because of our knowledge of a given locale, and our mission includes finding some of the most unique and exquisite places where we can either produce the event itself or provide a meaningful site visit. For us an event doesn’t stop when the music is over. We want our clients to walk away with something that they can take home and share. Rio’s breathtaking architecture gives us so much fodder for event production here that we are never at a loss for creating a memorable experience. As lovers of architecture, we are well aware that Rio produced one of the greatest architects in the world: Oscar Niemeyer. The home he designed for his family in 1951 is just as modern today as it was then, and we marvel at the brilliance of the way it so harmoniously conforms to the terrain. It is not easy to build a structure of any kind on a slope, and he did so with an elegance that is inherent in all of his work. Made of glass and cement, the home speaks of his love of nature as it settles seamlessly into its surroundings. Another notable home in Rio de Janeiro is the House of Arts and Culture Serpa Juliet. The house was build in 1920 as a gift from husband to wife. Considered the most beautiful home in Rio at that time, it later became the house of culture, named by its owner to honor his mother, Serpa Juliet. People coming to Rio always remark on the seduction of its beaches, the glitter of its nightlife, and the warmth of its people. Add to this the allure of the city’s period venues, as well as its more contemporary offerings. From upscale Rio Branco to the colorful flavelas, there is a plethora of wonderful architecture to behold. Through this one can easily see how the city knits itself together, with so many varied designs creating a fabric that ignites the senses and keeps us intrigued with every new discovery. In celebration of our home here in Rio, along with our constant urge to share what we love with our clients and friends, we are always learning more about the city’s history. We are fascinated by the importance of each monument that has contributed to the intricate and complex path Rio has taken towards becoming the city it is today, and we are proud to be a part of its pulse. For more information on how we can make your Rio event a part of your own history, contact us today at: www.tocaevents.com
The Fine Art of Flower Arrangement
Even the hardest of hearts will open before the presence of beautiful flowers. Touching us in the deepest way, their inherent magic penetrates our psyches, lifting us up on the darkest days and granting us continuing joy on the brightest. It is more than apparent to us at TOCA that flowers help to make the event. Whether you’re hosting a party of thousands, an intimate setting for two, or enjoying time on your own, flowers complete the scene. Flowers create a mood. They affect our emotions without the use of words. They help to create a connection between people and environment. They raise the spirit. You can gather a bunch of wildflowers together and put them in a jar, place a simple bouquet in a vase, or use your imagination to create a combination of colors and textures. No matter what you do, flowers will exercise their power to enchant. When we follow the history of flower arranging, we find that the earliest versions began in ancient Egypt, where cut flowers were placed in vases to enhance a table. To celebrate an event, such as a procession or burial, stylized arrangements were put together to honor the moment. The ancient Greeks and Romans used flowers for their symbolic meaning, creating garlands and wreaths used to award highly regarded poets, orators, and athletes. In Rome, a military victory saw commanders crowned in headpieces made with herbs and flowers woven together. In ancient China, floral arrangements were used profusely in the Han era, which dates back to 207 BC. Looking at carvings, pottery, and embroidery from this period, you will see the extraordinary finesse the Chinese applied to creating their flower decor. With the Byzantine Empire, floral arrangements were often designed in a cone shape. Using flowers such as daisies, carnations, and lilies combined with fruit, cypress branches, pine, and ribbons, floral decoration became as varied as a designer’s imagination allowed. Flower arranging in Europe really took hold around 1000 AD when churches and monasteries were adorned with lush florals. In the Middle Ages, gardens expanded as herbs and wildflowers became more popular and in demand. And just look at Renaissance paintings to enjoy the magnificent vase arrangements that were in fashion, as well as the ample garlands created to decorate walls and ceilings. Ikebana, the Japanese art of flower arrangement, is perhaps the best known for its exquisite detail and simplicity. The disciplined practice of Ikebana emphasizes the importance of shape and line, where the colors of blooms combine uniquely. Here the use of a rock and cactus, along with a minimal use of flowers create a spiritual and meditative message that can calm and widen the soul. Serene, whimsical, or vibrant, a floral arrangement can create any mood required for any occasion. At TOCA, our floral designers are kept on their toes with a wide variety of events to challenge their artistry. Enhancing decor with dried flowers, bark, leaves, moss, and artifacts, they can create a spectacular effect, no matter what the season. Contact Us For more on creating flower arrangements for your event, feel free to contact us at: www.tocaevents.com
How to plan an event
How to plan an event A DAY IN THE LIFE OF AN EVENT COMPANY In this article we show you how to plan an event. Creating an event is a many layered thing. No company knows this better than TOCA. From sports hospitality to experiential activities, corporate incentive settings, sponsor-based fabrications, and more, our mission is to construct a unique and exciting experience for everyone involved. Capturing the Client For the TOCA team, creating an event is all about communication. Our success begins the moment we start building a relationship with our clients. Of paramount importance, we get to the heart of what they wish to achieve and what they hope their attendees will take away once the event is over. If you want to know how to plan an event, pay attention. This the key to penetrating the desires of our clients. We make it our business to set up a comfortable and open dialogue where we can pinpoint the essence and spirit of the event at hand, enabling us to ultimately create the perfect blueprint for a successful experience. Creating the Proposal Once we understand the needs and objectives of our prospective client, we go to work on the proposal. This is where we cover all the necessary elements in how to plan an event, such as: transport security staffing hotels business sessions 3-D imaging and animation break-out components such as small meetings, coaching sessions, and the like activities team building entertainment evening receptions dine arounds where clients can feel the pulse of the city daytime activities spouse programs After determining exactly what is needed, we submit our user-friendly package with descriptions, graphics, and an itemized budget. Shifting Into Gear Once the client signs off on our proposal, we then move on to pre-production mode, shifting into high creative gear where each of our departments addresses their respective area of expertise. Keeping in mind the necessary calls to action that are essential to our client’s campaign, this is where the collaborative process is at its highest pitch. It is at this point that our team comes together to create the final design, with suggestions and revisions resulting from the synergy of TOCA’s collective creative vision. The Critical Path Mapping the progress of our productions and staying true to our critical path is where all of the details combine with the bigger picture. Having carefully defined each of the many and diverse moving parts that make up an event, we are now ready to mobilize onsite production and organization, which includes our vendors, set designers, stage direction for business meetings, entertainment talent …and so much more. The Psychology Behind a Great Event Creating a great event has to do with psychology. At TOCA, our passion is to put everyone involved deep inside an exceptional experience, no matter what the content. Once we understand what our client hopes to achieve, we direct all of our moving parts into action to fully and effectively fulfill that vision. And with a cross-cultural team that includes creative minds and designers from the United States, Brazil, Asia, and Europe, we are proud of a staff that is sensitive to the nuances of varying cultures. This ensures that every event is created with a tone that is always right. The Arc and Balance of the TOCA Touch Because every TOCA event is custom designed, we take the time to configure the perfect arc and balance between business-related activities and diversion. And of course, we are always in service to our client’s image, making sure that the messaging, branding, and scripting is all of one piece. Working closely with our clients’ leadership, our job is to make their vision a reality, always with the unique and exciting TOCA touch. Contact Us For more information, take a look at our website at: www.tocaevents.com/contact-us
Tips On Hosting Your Indoor Tea Party, TOCA Event Style
TOCA Events is used to giving parties. From a mere handful of people to thousands of guests, we create everything from intimate breakfasts to over-the-top bashes, and we love every minute of helping to spread the joy wherever we can. In this spirit, we are always ready to help our readers construct their own festive moments and today we want to talk about the simplest of events: the tea party. Bringing People Together A tea party is a great way to bring friends or business associates together in a cozy setting that is conducive to socializing. Whether buffet style or a sit down affair, you can create a special ambiance with a great setting, delicious foods, and well-thought-out décor. The Right Table As party specialists, TOCA Events always starts out with a good working list of what is needed. First, we look at the room. Is it ample enough to accommodate a table where everyone can sit around it, or should it be used just for food and beverages? If you choose buffet style, move the table against a wall if space is short, otherwise place it so that it is accessible from all sides. Decor Choose a tablecloth and matching linen napkins. A solid color is always a good choice, making the perfect background for beautiful china and well-chosen florals. Select flowers without strong scents, and if there is not enough room for vases or a centerpiece, scatter petals around the table instead. You can also use seasonal elements such as an autumn leaf displays, pine cones and branches, or freshly picked wildflowers surrounding your serving plates. The Sit Down Party For a sit-down tea party, our TOCA Event party planners observe the classic setting with plates centered for each guest and linens folded in either a rectangle, square, or triangle, placed to the left with the open edge on the right side. If there isn’t enough space, put each napkin in the center of the plate. Be sure not to overcrowd your table with cutlery or décor. Cutlery Your cutlery depends on what type of foods you are serving. Place a small spoon on the right side of each plate for tea. If sticky foods are on the menu, place a small fork on the right and one or more knives between the plate and spoon, with the blades facing the plate. If spreads and jams are involved there should be a serving spoon for each one. Cups and Saucers Teacups and saucers go to the right of the teaspoon and a tiny bowl should also be offered for used teabags, tea leaves, and used lemon wedges. Water glasses go above the knives or the tea cup if there are no knives. If you are serving other beverages such as champagne, mimosas, or lemonade, then include the appropriate glass to the right of the water glass. Place the dessert plate or bowl above the main plate, including a small dessert spoon and/or fork horizontally between the two plates. The Buffet For a good buffet, arrange the room elsewhere so people can sit or stand comfortably. Use chairs and sofas to create areas that invite conversation, and provide small tables so that guests can easily put their plates and drinks down. For the buffet table, place the tea service at one or both ends of the table. Make sure you have several tea options on hand, including caffeinated and herbal teas. At TOCA we prefer loose-leaf teas that are freshly brewed in their own teapots Remove the leaves before serving or provide a strainer. Include a bowl of raw sugar granules or cubes along with a honey pot and server and lemon wedges or lemon halves wrapped in gauze for easy squeezing. And don’t forget small pitchers with cream and milk. Placing Your Foods A tea party usually calls for finger foods. Place savory and sweet foods in the middle of the table. These can include small sandwiches without crusts, deviled eggs, scones, small cakes, cookies, and the like. Our TOCA Event party designers love to use three layered cake stands instead of trays, placing scones on top, tea sandwiches and savory snacks in the middle, and sweets on the bottom. Cold drinks can go on a side table and can include water, iced tea, lemonade, white wine, champagne, and sherry. Entertainment Choose your music well, as this is key to creating just the right atmosphere. If you can hire musicians, find a harpist or guitarist or a classical or soft jazz trio. Otherwise, make or find a good playlist that sets the tone while helping guests relax and enjoy! For more information on hosting a party, contact us today at: www.tocaevents.com