Our Recipe for Event Planning Success
At TOCA we believe that the driving force behind every successful production comes from our inherent passion for its planning and creation. Having been in the event production business for many years, we are constantly excited by the prospect of a new project, from creating the perfect concept, to planning, building, and finally seeing the idea come to fruition. With the satisfaction of our clients and those who have participated in the event being our ultimate reward, we are always ready for the next challenge. Whether it is sports hospitality, business sessions, corporate or private parties, or anything in between, the elements that go into making each event a success are the same. Here are some of the precepts that we feel are critical for achieving the best possible results for everyone involved: Listening The art of listening is key when it comes to satisfying our clients. We need to know what they are looking for in an event, and most importantly what they hope to achieve as an end result. Sometimes our clients are not able to fully articulate exactly what they are looking for, so it is up to us to listen carefully and fill in the blanks. Listening implies good “people skills,” and at TOCA we pride ourselves on going the extra mile to understand just what our clients want so that we can successfully communicate their vision to all of our vendors who will help us consolidate the perfect outcome. Listening is also essential when it comes to working with our team. For us, every person working at TOCA is a peer, which creates an atmosphere of respect and an openness to new ideas. A good listener usually means that communication is open, and it is in this spirit that we uphold and honor the strengths of each one of our team members. Flexibility As TOCA Events grows, our productions become bigger and bigger, which also means they become more complex. Here is where it is essential to be flexible, with the ability to manage whatever surprises may come our way. This may be a change of vision or last minute changes from our client, a glitch in a schedule or performance, or any other exigency that might come up before, during, or even directly after an event. Flexibility implies resourcefulness, which means that we always have to be ready and able to provide a quick creative fix if the occasion arises. Big productions also mean we have to manage many teams at the same time. Here flexibility provides us with the ability to handle the many responsibilities that large events require, including staying calm when problems arise so that we can think and act quickly to resolve them. A Positive Attitude We know that the feel of a company trickles down from the top. If we as owners are positive, enthusiastic, and calm, our team will be as well. It is up to us to maintain the right mood at all times, regardless of what kind of pressure we may be under during the production process. Because of our experience level in event production, we are very rarely are up against situations that we cannot resolve with grace and ingenuity. And as multi-tasking pros, we love a good challenge, and find that this attitude is contagious amongst our TOCA team as well! Choosing the Right Team Any good manager knows that having the right team means everything. We have an incredible network of trusted pros that we can count on to help make every event into a star production. And of course having the right team means we can delegate without having to worry that the job won’t be done to perfection. Our core team works like a well-oiled machine, which is what makes a TOCA Event so recognizable. 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