Set the conditions for a successful end to the year!

With the summer events of Ascot, Glyndebourne and Wimbledon now over for another year, the quieter month of August provides the perfect time to clear the decks and get ready for the busy final months of the year.

It's not quite back to School, but now is the time to do your homework! Complete your expenses, reconcile your event budgets but most importantly use the next few weeks to do valuable research on new venues, new concepts and generally gen up on the latest trends in the market.

Do you know what venues have opened in the past couple of months? Have you tried and tested the latest restaurants? Have you been on any venue site visits to familiarize yourself on the event space? Have you researched new suppliers? Have you thought about Christmas parties? August is the perfect time to undertake all of these tasks. As soon as September comes, the busy autumn season will be underway and it will be more difficult to try and fit all these things into your busy schedule.

Charlotte Aikman Marketing & Events is constantly researching the market and keeping abreast of the latests trends. If you would like to tap into this knowledge, why not give us a call. We can add value to your business and set you apart from your competition.

E: charlotte@charlotteaikman.com
T: 07958 734383

The perfect venue at the right price...

Now is the time to negotiate....

With the enivitable toll that the current climate is taking on the events market, lots of venues are offering very competitive venue hire and daily delegate fees. So, if you have a key event which you are planning but are finding it hard to locate a cost effective venue for, why not give us a call?

Charlotte Aikman Marketing & Events offers a free venue finding service. Having worked across the globe organising all types of events for over 10 years, we have both the knowledge and the strong relationships with venues in every corner of the globe. We will do all the research until we find you the perfect venue that caters for your specific requirements. We will then negotiate with the venue to get you the best deal possible.

You have nothing to lose, so why not give this stressful and time consuming task to us and see the results for yourself?

Riding out the recession with team spirit!

Would your team benefit from a teambuilding day to boost morale and re-focus?

In these difficult economic times, investing in your employees is crucial. Keeping morale up can be ever more difficult when in more cases than not, budgets are being cut and redundancies are being talked about, yet at the same time expectations of individuals are higher than ever.

Charlotte Aikman Marketing & Events are experts at delivering cost effective events that help to re-focus teams and ensure that you achieve the best from your workforce. Communication within a company is key and we know how to help your employees recognize this.

With marketing budgets being scrutinized, these internal events are often put on the backburner or worse cancelled. However, it is important to recognize the value of such events. If your employees are happy and more importantly focused, you have the best chance of them delivering to the high standards you require. Teambuilding days do not need to be a huge expense. With some careful planning, a day or afternoon of either physical or mental activities can have a hugely positive effect.

If you would like to know more about the different ideas out there, why not give us a call? It could be the best money you spend all year!

T: 01628 891886 / 07958 734383

E: charlotte@charlotteaikman.com

www.charlotteaikman.com

What makes Charlotte Aikman Marketing & Events Special?

We are a small marketing agency with a wealth of experience gained across different sectors organising events across the globe.

We pride ourselves in offering a personal service tailored to your requirements. No job or budget is too small. We will come up with unique and effective ideas that achieve your goals and set you apart from your eager competition. We know how tough this market is.

Based in Marlow, Buckinghamshire yet working on events worldwide, the services we offer are vast. Anything from basic advice on what works and doesn't work, to entire event co-ordination from conception through to delivery. We have built up trusted relationships with a host of suppliers that guarantee value for money without compromising on quality.

Whether you are a private client looking for help in organising a wedding, birthday party or other special occasion or a client looking to organise something a bit different for your company, we can assist you in achieving your goals.

We have the knowledge - why not tap into it?

If you think our services could benefit you or your company, please do not hesitate to contact us to find out more.

T: 07958 734383
E: charlotte@charlotteaikman.com

Entertain your leading ladies!

Is Ascot the event?

Gone are the days when only men hold the senior positions in firms. Despite this fact the leading ladies often get overlooked when it comes to client entertaining. You'll often hear of budgets including many a golf day, rugby ticket or football match, but it's not often you hear of events focused on the fairer sex.



With Ascot having taken place this week it seems relevant to debate as to whether this is the key event to entertain your female clients at? Or would it be Chelsea Flower Show? Or Wimbledon? Or even a luxurious spa day? Charlotte Aikman Marketing & Events would be keen to hear your thoughts!


Remember the key factor when entertaining clients is the quality time you spend with them. Would they prefer a ticket to an event which they enjoy but wouldn't otherwise to be likely to attend - Wimbledon for example? Or would they prefer to put their glad rags on and go for a jolly day at Ascot?


If you would like to find out more about where best to entertain your leading ladies, why not given us a call? We have many ideas to share.

T: 07958 734383/charlotte@charlotteaikman.com

2009 Jack Wills Varsity Polo - the best way to have started your summer!

As anticipated, the 2009 Jack Wills Varsity Polo was a raving success with thousands of party goers, despite the very British wet weather! Nothing seemed to dampen the spirits of those that attended.

For the second year in a row, Charlotte Aikman Marketing & Events collaborated with Jack Wills to create an event which is now a secure fixture in many young people's diaries.

As promised, the event was bigger and better than last year and featured JWUnsigned, Silent Disco*, bike polo and much much more. (* more details to follow shortly)




Oxford & Durham, Millfield & Harrow and Harvard & Yale all battled it out on the pitch to give viewers much action to watch.

Below are a few pictures from the fantastic day.....




If you think an event like this could be of value to your company, why not get in touch with us to see what we can create for your needs.

2009 Jack Wills Varsity Polo tickets now onsale

The 2009 Jack Wills Varsity Polo tickets are now available to buy online at http://www.jackwills.com/Community/Polo/Default.aspx

Combined Ticket*

All Inclusive day and Evening Ticket £50 / £70 on the day (if any left)
Last year we sold out so get yours early!

Including

• Best view of the Polo all day
• Bike Polo throughout the day - anyone can take part!
• Assortment of catering tents and bars within JW enclosure
• JW Retail Marquee
• A selection of JW Unsigned Live bands and a signed Headlining Act (TBA) playing all day
• Selection of top London DJ’s (TBA)
• Pimms Bus and Magners area
• JW After Party (for combined ticket holders only)
• Silent Disco (for combined ticket holders only)
• JW Goody Bag

Day Ticket

Day entry only ticket £10 (£15 after 16th May 2009)

Including

• Best view of the Polo all day
• Bike Polo throughout the day - anyone can take part!
• Assortment of catering tents and bars within JW enclosure
• JW Retail Marquee
• Pimms Bus and Magners area

For any further information, please visit the Jack Wills website.

Tips for promoting your events

In this increasingly difficult economic climate, in order to get the most out of your events, it is imperative to know how best to go about promoting them. Here are some useful tips:-

Really understand the purpose of the event and what you are hoping to achieve from it

Is making money the most important aspect? Is it a networking event? Is it purely a marketing event to increase your brand awareness? Is it an educational event?

The money's in your communication

Regular communication by varying means (newsletter, blogging, emails etc) will help to increase your visibility, help people understand how you can add value to their business and give you an opportunity to promote your events. It takes time to build up your mailing list, but it is well worth it and the results will speak for themselves.

Research thoroughly

Research is crucial! There is little point in holding an event unless there is a demand for it. In this environment people will only attend an event if it is beneficial to them in some way.

Focus your PR efforts

Whether it be the internet, radio, magazines or weekly and daily newspapers, it is essential to focus your efforts and understand the deadlines behind getting your event promoted. Ensure you are targeting the right type of magazine. Research the demographics of the readers or listeners before you choose where to advertise.

Strategic partnerships

Do you know of anyone that could help you and in return you can help them in someway? Partnerships can be invaluable, but choosing the right partnership is crucial. Really understand how you can be mutually beneficial to each other and what you expect to gain from the alliance.

I hope these tips are useful. If you require any further advice or information, contact us:-

T: 01628 891 886 / 07958 734383

E: charlotte@charlotteaikman.com

CONFEX 2009 - Let your imagination flow!

Confex is the place to be for all event professionals this week.

"As the leading event for event organisers; it brings together people who organise any kind of event with providers of venues, destinations and event support services both in the UK and across the world."

Taking place at Earls Court until Thursday, the venue is packed full new ideas, keen suppliers and generally any information you could possibly want when planning your event.

For more information, including a list of all exhibitors and seminars, please visit the Confex website.

http://www.international-confex.com

2009 Jack Wills Varsity Polo

Following the success of last years' event, planning is now underway for the 2009 Jack Wills Varsity polo.

We've taken all the best bits from last year, added your suggestions and mixed in some new stuff! We are truly confident that it's going to be another fantastic success!

Once again, Charlotte Aikman Marketing & Events will be collaborating with Jack Wills. The varsity polo is the perfect backdrop for the evermore popular brand which goes hand in hand with long summer days, glasses of Pimms and a rocking party!

Tickets for the 2009 event will be going on sale in March (via the Jack Wills website - www.jackwills.com), so keep your eyes peeled for them! We really did sell out of the party tickets last year so please please please book early to be part of the big party!

To remind you of the fun that we all had last year, please take a look at the Varsity polo 2008 video by clicking below.



Feel free to drop me a line or give me a call for any further information about the event.

If you are a business or brand, perhaps you like what you see and think that you could benefit from something like this. Clearly this sort of sporting event come party formula is a winner and can be adapted to the needs of your business. It doesn't have to cost the earth and the last two years have undoubtedly contributed to the strength of Jack Wills as a brand.

T: 01628 891 886 / 07958 734383
E: charlotte@charlotteaikman.com

Top hospitality events for February

Maintaining strong client relationships is key during tough economic times.

Below are the top hospitality events to take your clients to in February:-

Cirque Du Soleil, The Royal Albert Hall, London
Showcasing Quidam the new and highly commended production from Cirque du Soleil. This new production is mind blowing with artists combining acrobatic, gymnastic and performance art.
The word Quidam is a Latin word for a nameless passer-by living in our anonymous society. This production is based on a young girl that fumes; she has already seen everything there is to see, and her world has lost all meaning. Her anger shatters her little world, and she finds herself in the universe of Quidam.

6 Nations Rugby
Sat 14th Feb
France v Scotland, Stade de France
Wales v England, Millennium Stadium

Sun 15th Feb
Italy v Ireland, Stadio Flaminio

Fri 27th Feb
France v Wales, Stade de France

Sat 28th Feb
Scotland v Italy, Murrayfield
Ireland v England, Croke Park

For more information on tickets and hospitality packages, please contact us:
T: 01628 891 886 / 07958 734383
E: charlotte@charlotteaikman.com

Recent Event - 2008 Jack Wills Christmas Party

1920's Jeeves and Wooster British Themed Event

Before I start to focus on marketing plans for 2009, I want to post a few pictures from our final event of 2008

The Jack Wills Christmas Party

The event took place in 'The Theatre' at The Institute of Contemporary Arts. A blank space, the theatre is a perfect location to have any themed party. With black walls and an excellent in-built AV system, you can fully transform this space into any theme that you might wish for.

Jack Wills, the 'University Outfitter' for the traditional preppy British crowd, decided to host a party that would capture the essence of this truly trendy and evermore popular brand. The ICA was transformed using a pallette of rich reds, sultry blacks and sparkling silvers, against a backdrop that captured the PG Wodehouse inspired theme - all we really lacked was Stephen Fry and Hugh Laurie!

The simple use of silver feathers, a few baubles and some red branches set upon a plain black tablecloth - the results are astounding!










Instead of numbering tables, relevant names were given to each table - Jeeves, Wooster, Stilton and Bassett to name a few. Other theming included British flags, feather bowers, union jack covered chaise longues, stuffed pheasants and hat stands with bowler hats.

The food and drinks were also inkeeping with the theme and 1920's era. Amongst many other things, guests were served Tom Collins cocktails, a quince and stilton tart for starter, a shoulder of lamb for main course and a chocolate and hazelnut desert.

After the meal and speeches guests danced the night away with tunes played by DJ Dan Browne.







I highly recommend the ICA - the space is as versatile as you can get and the venue is in an ideal location on The Mall. If you would like to find out more about the venue or indeed discuss any future parties you may be planning, please do get in touch.

Whilst this was a Christmas party we are constantly planning and executing similar events such as charity dinners, product launches or just an in-house team-building event and would welcome the chance to show you how we can make a difference to your company.

Tel: 01628 891886 / 07958 734383
E: charlotte@charlotteaikman.com

Christmas Party Tip No 6!

"On the sixth day of Christmas my true love sent to me, six geese a-laying, five golden rings, four calling birds, three French hens, two turtle doves and a partridge in a pear tree!"


Our sixth tip to ensure a successful Christmas party relates to the seating plan!

Christmas parties are all about having fun and talking to people you perhaps don't get the chance to on a day-to-day basis. Therefore, it is essential that you have a well thought out table plan. It can often make or break a dinner! You can ensure success by:

• Allocating a host for each table - make sure this is someone that can get the table going!
  
• Mixing up departments so that department colleagues don't sit next to each other
• Trying to have a fairly even number of males and females
  
• Ensuring each table has a mix of staff from the most senior to the junior
• Perhaps asking people to move two places to their left/right after the main course

How do people find out which table they are sitting on?

• Traditional seating plan on an easel. However, if you have a lot of people this can often cause a hold-up when people are called for dinner because everyone tries to crowd around the easel to find their table number.
• Seated-at cards. Instead of the easel, you can produce business card size cards which have the persons name on and their table number. Guests pick these up at a registration desk when they first arrive. There are a couple of advantages to doing it this way:-
• You can see how many people are still left to arrive
• It avoids people crowding round an easel
• Last minute changes can be made a lot easier

We hope that you are finding our Christmas tips useful! Watch out for our next tip coming soon...

T: 01628 891886 / 07958 734383
E: charlotte@charlotteaikman.com
W: www.charlotteaikman.com

Christmas Party Tip No 5!

"On the fifth day of Christmas my true love sent to me five golden rings, four calling birds, three French hens, two turtle doves and a partridge in a pear tree!"





Our fifth Christmas tip is regarding flowers!

With flower arrangements getting ever more expensive, it is worth noting the following:-

• Florists are busier than ever, especially at Christmas, therefore it is essential that you book your florist well in advance.
• If your budget is tight, try to choose flowers that are in season - this will make it considerably cheaper than those that have to be shipped in from far and wide.
• Low table centrepieces are 99% of the time cheaper than high ones.
• If your budget is tight, try to use vases that the florist has in stock.
  
• Try to book a florist local to your event - this will save on excessive transport costs.
• Remember that these days there are many ways in which to make your arrangements stand out - your florist will be able to advise you of all the ideas. Coloured water, fruit, ribbon and other props are just the start....
• Discuss an appropriate pick up time with your florist and the venue. Often the space will be booked out back-to-back for another event, so it is essential that the pickup time is pre-arranged.
• If you are having tall flower arrangements, ensure that the stem of the vase is thin enough to allow guests to see each other from across the table.
  
• Ask your florist to do a mock-up of the arrangement for you to see before the event. This will ensure that no viewing obstructions (as per the point above) occur. It will also help you to plan all the other creative elements of the event (table linen, glassware etc).
• Take a photo of the mock-up flower arrangement. Should you have any problems with the flowers on the night, you will have this photo to compare against.

Charlotte Aikman Marketing and Events has an extensive list of reliable suppliers that deliver to the highest standard. If you are struggling to find a someone to help with your needs, why not give us a call to see where we can help and what we advise.

T: 01628 891 886 / 07958 734383
E: charlotte@charlotteaikman.com
W: www.charlotteaikman.com

Christmas Party Tip No 4!

"On the fourth day of Christmas, my true love sent to me Four calling birds, Three French hens, Two turtle doves, and a partridge in a pear tree!"





Our fourth tip is all about the entertainment!

Unless you are having a very formal dinner, relaxed and fun entertainment usually works best.

A magician....
Why not try having a magician who can mingle amongst guests during drinks? If you find a good magician who works with their audience well, it is a relatively inexpensive yet novel way of entertaining people.

Later on you will probably want to have some sort of music so that people can dance - a live band or a dj?

A live band....
A live band is fantastic, but when booking look carefully at the amount of time they will actually play. Usually bands take a break half way through so you need to ensure you have some other form of music during this time. Often the band will put some music on, but double-check. It is also worth asking them to send you a CD of them playing and their playlist before you sign on the dotted line. This way you can ensure that they cover the eras most suited to your group of people.

A tribute band....
There are some fantastic tribute bands around, but there are also some not so great ones! I would definitely suggest using a recommendation if you would like one. They are a great way of carrying a party theme through all elements of the event though.

A dj....
There are many dj's around so as with as with the bands, it is worth going with a recommendation. Generally dj's play a wider variety of music than live bands (but not always of course!) but it is worth stressing the type of music/era that you will want at the party.

Dj's are normally happy to take requests on the night, which is often good for a big group of people with varied taste. You can normally please everyone that way!

There are many more exciting forms of entertainment around. If you would like any supplier recommendations or just some more novel ideas, why not give us a call to see what we can come up with?

T:01628 891886 / 07958 734383
e: charlotte@charlotteaikman.com
www.charlotteaikman.com

Christmas Party Tip No 3!

"On the third day of Christmas my true love sent to me three french hens, two turtle doves and a partridge in a pear tree!"






Here goes our third tip - choosing the food!

Once you have decided on whether or not to have a sit down meal or to go with a more simple (and cost effective) drinks and canapes, you need to think about choosing the actual food.

If it's informal drinks and canapes, I recommend you do the following:

• Have substantial canapes or bowl food - this will help soak up at least some of that alcohol!
• If you are having canapes - split them between hot and cold ones
  
• Ensure you have a good selection of vegetarian, meat and fish so that you cater for all eventualities! Anyone who has any particular dietary requirement out of the ordinary will hopefully have told you beforehand so that you can cater for this in advance. The last thing you want on the evening is to find out you have a kosher dietary request!
• Perhaps spread out the food - have some canapes in the first hour and then some a little later on. Or if you are having desert canapes, bring them out a bit later.
• Make certain that any canapes you have are easy for people to eat - if you do a tasting you can check all this then. At the very least ensure there are some napkins around for people to wipe their hands. This sounds obvious, but it's very often forgotten.
• Depending on your budget, I would allocate between 4 and 6 canapes per person. This normally averages out between those men who take a lot to fill up, and the ladies that don't eat as much!
  
• If you decide to go for more substantial bowl food, thai curries always go down well. Alternatively you could keep the food in-keeping with any overall theme you may have.

If the chosen option is a sit down meal:

• Always do a tasting beforehand! You will then be able to check the presentation, portion size and of course the taste.
• Avoid pork - this will ensure you don't offend anyone who has certain religious beliefs.
• Remember to always have a vegetarian option. I try and make this as interesting as possible so that it doesn't look like a second best option.
• Depending on the particular group of people I usually avoid fish for the main course because there are many non-fish eaters out there.
  
• Chicken and beef are the favourite dishes for the majority of people.
• Collate your dietary requirements list well in advance so that you can warn the caterers of any particular allergies or requests.
• Try to choose a balanced meal and not make it too heavy - your caterers will be able to advise you on this.
• If there are any speeches, advise the host that these should be after main course and before desert or during coffee. Do not do them at the start of the meal. If the speaker overruns, the main course could be ruined.

There are many more ways in which you can make your evening extra special. If you would like any advice on any of the above or more, please do not hesitate to give us a call.

Charlotte Aikman Marketing & Events
T: 07958 734383
E: charlotte@charlotteaikman.com

Christmas Party Tip No 2!

"On the second day of Christmas my true love sent to me two turtle doves and a partridge in a pear tree!"






Our second tip to ensuring a successful party is to make it as fun (and quirky) as possible. Nobody wants a formal evening for their Christmas Party!

Maybe try having a theme so people can dress up and enter into the spirit. However, the trick here is to remember not to make the theme too difficult because people often get put off if they have to dress up and can't think what to come as! If full dressing up seems too much, you can always do a simple colour theme - "a touch of gold" or a "hint of red" etc. The options are endless!

Sometimes the best way to come up with ideas that everyone will buy into is to have a party committee which represents someone from each department.

We hope you found this useful. Our third tip of Christmas will follow soon....

Christmas Party Tip No 1!

"On the first day of Christmas my true love sent to me a partridge in a pear tree!"

No seriously, with only 6 weeks remaining, I am starting to feel the Christmas vibe so I thought I would enter into the festive spirit and give you a couple of pointers each week so as to make that Christmas party or event the one to remember!

So, here goes with your first top tip...

Hopefully by now your planning will be well underway, but, as the saying goes, it is never too late! Therefore, ensure you have got those festive invites out and everyone is talking about it over coffee! Alternatively, another good way to enthuse people is by sending out an update email or putting a flash bulletin out on the intranet.

So, you've had your "partridge in a pear tree", now make sure you look out for my second tip of Christmas - "two turtle doves" and all that!

Theming an event

Are you struggling to come up with a theme for your event? Whether it be for your Christmas party or another event, here are a few ideas.....

Country specific theme-I recently organised a Brazilian themed event, which allowed for lots of creativity, but was surprisingly easy to achieve. For entertainment we had Vincent and Flavia (celebrities from Strictly Come Dancing) and The London School of Samba.




Madame Butterfly - where East meets West …an Oriental inspired garden theme incorporating elegant blossom trees, pergolas, colourful butterflies and a taste of the exotic.

Contemporary Christmas - use silver, navy and white to give it a contemporary and stylish feel!

Diamonds and Pearls - A decadent and shimmering atmosphere with a multitude of pea lights and gems intertwined throughout. This theme could also be incorporated with a black and white theme (see A Touch of Colour below).

A touch of Colour - Often the simplest themes are the most successful. Whether it is the classic and elegant black and white mix or something a little sassier such as shocking pink, a colour scheme always works. The colour can be incorporated into everything – invitations, dress code, drinks, décor, and lighting ensuring continuity throughout.

Grease is the Word- For all Pink Ladies and T Birds, this retro theme would work particularly well at the All Lanes bowling venues which already incorporate a diner and full American cocktail bar.

James Bond, 007 - this is easy for both the organiser to theme and the guests to come suitably attired!

Vintage Hollywood - The glamour of 1950s Hollywood which could also be tied in with an Oscars theme, should your event be taking place in February/March which is close to the Oscars ceremony. Guests can make their entrance up a red carpet, with snapping paparazzi, and enter a world of glitz, elegance and untouchable glamour.

Other ideas include:

• Gangsters and Molls
• Fire and Ice
• 1920s High Society
• Cool Britannia/Best of British

These are just a few ideas, there are many many more! If you would like some inspiration, why not contact us?

Charlotte Aikman
charlotte@charlotteaikman.com
07958 734383
www.charlotteaikman.com

Get smart with your events during tough economic times

There are many ways in which you can make sure your events still go ahead in these tough times. Here are just a few tips:-

• Plan well in advance - ensure the money for the event is allocated in your marketing budget at the beginning of the year
• Understand the event goals - before planning your event make sure you really understand the specific goals for the event so that you can plan it with these clearly in mind
  
• Choose your suppliers carefully and negotiate where possible - this is when longstanding relationships can really help you to achieve what you need to without breaking your budget
• Know your budget - decide which areas of your budget would benefit most from money being spent on them
  
• Be extra creative - think of all the theming you can do yourself without hiring a company to do it
  
• Use different communication tools - instead of printing paper invitations, why not send an email or web-based invitation?
• Target your invitation list - look very carefully at each name on the invitation list to ensure you are only inviting those that will add value or benefit from the event
  
• Food & beverage - instead of having a champagne reception why not have sparkling wine or wine and beer? Instead of having 6 canapes per person, why not reduce it to 3 per person?
• Gifts - cut down on any freebies or gifts which you give at events. These are an unnecessary luxury in tight budgets
  
• Use public transport - when travelling to event related meetings, try using buses, tubes or trains instead of jumping in taxis!
  

There are so many ways in which you can use your budget creatively! If you would like any further advice, why not contact us?

E: charlotte@charlotteaikman.com
T: 07958 734 383
www.charlotteaikman.com