At Wood & Co, we understand that a successful event requires more than just great ideas—it takes thoughtful planning, a clear vision, and attention to detail. Drawing from her wealth of event planning expertise, Carly Sullivan, our Director of Strategic Events & Projects, shares her top insights into the pillars of effective event execution: clear communication, early site selection, and a commitment to sustainability.
Communication: The Foundation of Every Event
As Carly often says, “Clear communication is the glue that holds it all together!” Whether it’s coordinating internally with your team or externally with attendees, ensuring everyone is on the same page is crucial.
- Externally: Attendees should have easy access to all event details—dates, registration steps, venue information, and schedules—well in advance. Carly recommends leveraging tools like event websites, social media, email campaigns, and mobile apps to keep the audience informed and engaged. Clear and consistent communication with the venue and service providers ensures any updates, logistics, or special requirements are handled seamlessly, preventing last-minute surprises.
- Internally: Carly also emphasizes the importance of regular check-ins with clients and collaborators to align on goals, objectives, and expectations. “A master timeline is my secret weapon,” she says. “It ensures no detail gets overlooked and keeps everyone accountable to deadlines.” Maintaining open lines of communication with the venue and service providers is equally critical to confirm arrangements, address contingencies, and foster a smooth collaboration from start to finish.
When communication flows smoothly, the entire event benefits from fewer surprises and a better experience for all.
Site Selection: The Early Bird Gets the Venue
One of Carly’s golden rules? Start site selection early. Securing the right venue can set the tone for your event, and early booking increases your chances of landing your preferred location while giving you plenty of time to iron out the details.
“Waiting too long can be a planning nightmare,” Carly warns. “Booking early reduces stress and also opens up more creative possibilities to make the event truly shine.” Whether it’s a sleek hotel, a unique outdoor space, or a traditional conference center, starting the process early allows for better planning and often more favorable rates.
Sustainability: Events That Make a Difference
Carly is passionate about incorporating sustainability—when possible—into every event she plans. “Sustainability isn’t just a goal for us; it’s woven into the fabric of Wood & Co.’s culture. We believe that offering sustainable practices isn’t just a nice-to-have—it’s a necessity for creating lasting impact and fostering a better future.” she explains.
Some of Carly’s favorite sustainable ideas include:
- Plastic-Free Hotel Key Cards: An eco-friendly alternative to single-use plastic.
- Recyclable Signage: Fully recyclable materials to minimize post-event waste.
- Recycled Lanyards: Conference lanyards made from recycled bottles or other sustainable materials.
- Carbon Offsetting Sponsorships: Partnering with sponsors such as Cool Effect to offset the event’s carbon footprint is a sure way to demonstrate your commitment to sustainability, engage environmentally conscious attendees, and leave a positive impact long after the event concludes.
By incorporating these practices, Carly helps events align with today’s values of environmental responsibility, creating a positive legacy that resonates with attendees and partners alike.
Let’s Create Something Unforgettable Together
📞 Reach out today to plan an event that’s expertly managed, unforgettable, and aligned with your values. Utilizing our team at Wood & Co. will help you stand out for all the right reasons!
