We talked with Christine Preziosi about event planning and management.

All right, welcome, everybody to our impactful projects and Planning series. I am Jami Yazdani. And in today's session, we're talking with Christine Preziosi, about event planning and management. And so Christine runs Preziosi event productions and event production company based in the Bay Area. It's a full service event studio for nonprofit leaders and community changemakers specializing in creating intentional events, from small intimate gatherings to large scale celebrations. So welcome, Christine. Thanks for for joining us.

Thank you.

Um, so tell us a little bit about your work and your business. You know, what impact are you hoping to create for your clients?

Sure. Well, I started my business pre pandemic, because I saw that events were really burning out all of my friends and colleagues and all the teams that I worked on, I just saw that there was this need, specifically around event seasons or campaigns, to have extra support, to get you through that season. And really think about it in a way that is putting on an event that is intentional, rather than just an oh my goodness, we have to put on this event now. Like it's event season, let's do it. So I'm really trying to create space for my clients to think about their events in a new way. And also work with clients that have done an event maybe year over year and are really ready for something different. Or people that are new into doing events. And maybe they inherited an event and they aren't sure where to go, I can come in either a support to help them think through that process and plan or me and my team can come in and help do the full execution of the event. So from start to finish, we'll be there with you from strategy, and then all the way to your cleanup and thanking your vendors. I really work with my clients, where they're at to my backgrounds in fundraising. So my goal is to be really intentional about the why of the event and make sure that we're taking time to think about it.

Wonderful. So could you describe kind of your typical process? And I know that all events are different. But is there a typical process you tend to follow when planning an event? And are there kind of project management tools or strategies that you would say you use in event planning? Sure,

yeah. Um, event planning as project management was something that I really got, I think when we first connected, it was over project management was kind of newer for me and thinking about it that way. And then I realized, Oh, my goodness, I am a project manager. But I definitely, like I said, I like to work with organizations with where they're at. So I did try and bring in all these different tools that I like to use personally in my business for my clients. But I really like to meet people where they're at and what they're already using. So like, if you're on Slack, we're on Slack, if teams is where you're going to communicate, we're on teams. Most of my work is done in a Google Drive, I have, you know, a template that I work with everyone on. And I usually start with, give me all the information. So if you've done the event before they hand me a folder, hopefully, if not, it's like a series of emails or spreadsheets. And that's really with where I start is taking all that information and consolidating it. And then I ask a lot of questions. So why are we doing this event? Who are we trying to reach? Who's typically shown up before? Is it a fundraiser? Is it a community event? I found that a lot of people think they're running a fundraiser, but really, when it comes down to looking at how much money they're making. So I really encourage my clients to get clear about the why of the event and what your goals are from the start. And then once I have all the information, I'm able to start off by saying, okay, like, can we pull all this information into one centralized place? Do you have an RSVP list on three different spreadsheets, and then some of the RSVP is in your email, and then some is on, you know, you're selling tickets on square. And then also your website, like square is not an event platform. So

thinking about the tools that an organization are already working with. I also do a lot of auction and fundraising platforms. I

think that's a question that our events and a question I get often is like, what's the best platform for those and like anything, it's all dependent on each event and each organization. So that usually comes in with a bunch more questions again, like are you doing a pedal race? Is there a live auction? Is it a hybrid event? Are you going to send out invites just online or Are those? Is there also a printed materials? Like how do we incorporate that design into your event landing page? So yeah, I start with a lot of questions. And then a little bit more about what it looks like working with me. I'm like to think of myself as an extra team member. And people like to think of it that way. When I first started, I thought I was going to come in and support teams, help them get a system going, and then they wouldn't need me. I was pleasantly surprised that that is not the case. Because I get to work with organizations year over year, especially post pandemic now like, we're in year three of planning events, which is really exciting, that I really do feel like my team is now a team with this organization. My team loves to come back and put on these events every year. And the deeper I get with my clients, the more we get to think about that, why and the strategy, I also get to be that thought partner with them where you know, the event happens. And then oftentimes after, there's no debrief, like nobody wants to talk about the event, everyone's exhausted. That's what I found when I worked in house with organizations. So we plan that debrief prior to the event ending. There's a date, I have one tomorrow, very excited about. And we get to spend time to talk about just candidly what happened, how you felt about the event, if there's any feedback immediately, and then we write all that information down, because I think you think you're gonna remember the next year and you never do and having that source of where all that information lives when you're ready to think about the next event is so valuable. So that's really where I like to be with my clients. And whether I'm doing all the logistics for the event, or just being a support to them as a consultation. I like to be that with them through that whole process. That's

really great. Yeah, I love there are two things that you said that I love. And you know, their best practice and project management is starting with the why, right, but also doing the debrief because I do it, particularly when organizations are having events year after year. But even if they're not even if they're doing some capital campaign kind of event they don't plan to do, it's really valuable to document and often, you know, the people who helped with this year's event or this time are not around next time. And so they can't tell you what, what went well, and what didn't. And I do having I'm on, I've been on a fair number of sort of association boards, which are, you know, have a lot of programming and events. And a lot of times, if you haven't documented, it's really easy to kind of make the same mistakes over and over again. But if somewhat, you've taken that time and kind of written down what worked and what didn't work, I think that can really have an impact for the next time people are, are planning an event. And so yeah, that's really great to hear. I do think it's the I find something similar with project management that people imagine that my work with them will just be sort of like schedules and logistics. But I ended up being more of a thought partner and kind of asking some of those more strategic questions. So I'd love to hear a little bit about any kind of trends that you're seeing and event planning for nonprofits, particularly ones that maybe you're excited about, although we can hear the ones you're about to

hear. Yeah, I think events are unique to the individual running them. Like I had a call yesterday with a team and I asked them there was a desire for a theme this year. And I was kind of gate I was reaching out to the team. And I thought a lot of them are gonna say no, and everyone was super into it. So that was really exciting. But I think it's just deciding, it really goes back to that why like, I think that when I started I know that I inherited some events. When I was in house that had been going on for a very long time. And thinking about what they looked like or could look like wasn't even an option. Like we did not have space to think about that. Now, after the pandemic, things have changed, and I think that I'm I'm starting to see with my clients where it's like, Okay, well we did this because, you know, we moved from a seated dinner to a standing reception because we couldn't, we didn't want to put people at tables together. And now some of them are going back to the seated because their community craves that right and they're changing it to like a family style and the tables are long instead of round and people are not doing assigned seats or I think it some people are going back to that model to have like a seat at dinner with assigned seats because they did a fundraiser and it didn't raise any money when they did a standing reception. So everything get really is unique to everyone. But I think the trend is having purpose and really spending Time to be intentional about the why like that is something that I think we were craving. Five years ago, everyone was craving it. And now with programs back and running, and teams getting staffed fully, we have the space to really think about it. And that's very exciting for me. Everyone that I've been talking to lately, is craving that space to think about their events differently. One of the other trends that I see that I really love is just thinking about the expenses. And what we're spending money on. Events can be extremely wasteful. And that is something that I've struggled with personally is, you know, if we're doing a big gala, and we have a nice theme, or we have amazing branding, and we want to get it out there, what are we creating? And is it necessary? I love flowers, and I love having those in centerpieces, but that's a conversation that we've been thinking or talking about a lot. Two is, do you need to spend money on a centerpiece? Do you really mean is that something that's going to enhance your event, and I've been to plenty events where they just don't have them anymore. And that's totally fine, right? I think you can do something nice. And that's intentional, like I went to an event and they had a specific dessert that was meant something to the organization. And I thought that was very sweet. It was a little take home for everyone or I did another event and it was all about the future of food. And we thought about okay, instead of, you know, we're gonna give everyone a gift and have something connected to the mission, that's going to be really exciting for guests when they leave rather than just, you know, putting a piece of chocolate on a plate to have it. So it's more just thinking about, yeah, the why. And if there is no wine, then get rid of it, and no one's gonna miss it. And I think it goes back to what you said too, about like, you know, the that staff sometimes don't come back, and then they do something that the team hated the year before. So really thinking about it, like, if you're dreading it, you probably shouldn't do it. Events are supposed to be fun, like I got a business because I enjoy getting people together. I love getting people that are passionate and share the same values in the same room, I think that's where magic happens. That's where organizations are created. That's where they grow. That's where we make change in our industry. And if everyone is dreading it, when they get there or exhausted by the time they get there, then they're not able to speak to their mission. And there's no point right in my, in my eyes. I want my clients to feel like they're coming to something that they're excited about. And they also have the space to talk to the people that are there. Because that's truly like the best part of, of the event. And yeah, it says the biggest trend for me. And what I'm focusing on, is getting my people into a space where they don't have to do any of the logistics worry about anything that they have, and they get to talk to their people enjoy a meal. And the people that I've talked to are realizing that now though, development directors and an executive directors, they like no, I should sit down and have a meal and enjoy it. So that's really exciting for me. Well, I

do think it when you're not stressed about events, it can help everybody have a better time. But yeah, if you're running around, you know, like a chicken with your head cut off and worried about whether this is going to be served and did the speaker calm and all of that you're not able to give that attention. And often people are paying attention. I think we don't, you know, kind of think about that sometimes, but people are kind of watching some of the staff and kind of taking their cues from that. And so yeah, the whole point is to get people together and, and have a good time and hopefully do some good for an organization. But you can't do that if you can't even sit down and breather. Yeah, if you're running around, so yeah, that's great. Yeah, I do think it's, it's interesting to see kind of how events because I do think there were some changes sort of immediately following COVID, obviously, but then, you know, some of the things. Yeah, the stand up stuff is, is fine, but it is nice to sit and and chat was with folks. I also think it depends on your audience, if you have a bunch of people who like to mix and mingle, but a lot of times people want to sit and talk, you know, kind of have some conversations with people they know. And so that's great. Yeah, so what's the best way for folks to reach out to you?

Sure, and my website is probably the best way to do it. So it's Preziosi event productions, and you can there's a contact link on there and my email is also on there. LinkedIn is also fun. I do check my messages. which was a nice way if you have a question or you want to talk about something specific, feel free to reach out that way.

Wonderful. Well, thanks so much for your time. This has been a fun conversation and I always love to see the connections between sort of Yeah, event management and project management and when I'm teaching project management people often kind of have this realization like Oh, I could use this. So let me plan my months and I'm events is a is a project is wonderful. So thanks so much for your time. All right, everybody. Thank you for participating in our impactful projects and Planning series. You can always find the recordings of these events, and information about upcoming events at YazdaniConsulting.com/IPP Thank you