Even small meetings and corporate events require extensive planning and preparation in order to ensure that all the details will go off without a hitch. But what goes into the planning of a business seminar for 1,000 attendees or more?
There are special considerations and certain challenges that planners and service professionals must overcome in order to accommodate groups of this magnitude.
by Kristin Zeller
One expert at running large scale events is Roberts Event Group, Inc., which pro- vides special event design and produc- tion, destination management, trans- portation, conference planning and entertainment in the Philadelphia area to local, regional, national and global associations, corporations, non-profit and government organizations.
“Roberts Event Group is a fully staffed, full service events and meetings agency,” says Joey Roberts, the company’s CEO. “From concept to execution, we do it all. Roberts Event Group has a proven track record of accomplishing the often diffi- cult and seemingly impossible task of planning and executing large events with a resoundingly positive result.”
Roberts notes both his staff’s apprecia- tion of the uniqueness and detail of each event, along with their experience when it comes to helping ensure a high level of execution. “Our diverse back- grounds in hospitality, communication, theater, meeting management and the visual arts give us a definite edge in understanding and visualizing an event’s potential. These backgrounds, matched with years of experience, a tireless work ethic and our commitment to nothing less than the best, have allowed us to rise to the top.”
Roberts points out some of the factors involved in making sure that a large- scale event runs smoothly. “There is safe- ty and crowd control, the logistics of how people will get in and out of an event site, understanding the rules and regulations of the venue to alleviate issues with vendors, a rain contingency
plan if the event is outdoors, venue size and potential guest count, planning entertainment and food that works for a wide variety of people, an emergency plan and more.”
Such details are especially crucial, as they are magnified for functions taking place on a large scale. Some highlights of big events that Roberts Event Group has organized include: the Philadelphia International Festival of the Arts (PIFA) Street Fair, in which they acted as the associate producer of the entire event, securing most of the talent and enter- tainment as well as coordinating all logistics of setup and design.
Roberts has also worked in a similar capacity for Center City District and city- wide events including such projects as the “Make it a Night” promotion, a lunchtime concert series, and the Center City Beach Party. They have also been part of the Welcome America celebra- tion for 15 years.
According to Roberts, “Roberts Event Group can provide all of the services necessary to plan a large event - or even a small one - including staffing and day- of services.”
One of the major pieces of the puzzle not to be overlooked when coordinating large events is the menu, which one of the region’s most popular caterers, Max & Me Catering, knows very well.
Serving food at over 3,000 events each year, Max & Me has exclusive catering status at the National Constitution Center, Independence Visitor Center, Carpenter’s Hall, and the Please Touch Museum at Memorial Hall.
“Max & Me Catering offers superior cui- sine for elegant affairs at a wide array of prestigious venues,”
notes Kelley
Maddox, director of catering and facility rentals for Max & Me.
“The award-winning culinary team, led by Chef-Partner Jean-Marie Lacroix, cre- ates innovative menus of refined cuisine in artful presentations. Even in a ban- quet setting for up to 2,000 guests, each
Mid-Atlantic EVENTS Magazine 41
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