Event Architects To Know in 2024 - Abigail Everhart, Everhart Events
Abigail Everhart, of Everhart Events, discusses how she builds and plans meetings and events in the evolving hospitality landscape of 2024.
Luke Whalin
Apr 3, 2024
Welcome to the HopSkip Planner Spotlight Series, where we highlight event professionals making waves across the events industry to share lessons learned and raise awareness of their invaluable contributions.
Name: Abigail Everhart
Company Name: Everhart Events
Job Title: Founder and Director
Can you briefly tell us about your background in event planning and how you got started in the industry?
I've been in the event industry for eight years now! I got my start in restaurants, transitioned to corporate startups, and then began my own company back in 2022. I found a love for it once I saw how exhilarating it was to create an entire experience from scratch!
How do you go about selecting the perfect hotel or venue? What factors weigh most heavily in your decision?
Selecting a hotel or venue is incredibly situational. The main factors that are consistent with each event are the location of the venue or hotel, the amenities of each, and pricing. One venue or hotel could be much cheaper than another but lacks the extra necessities to run the event or experience smoothly. If a venue or hotel is cheaper than most, it's for a reason!
What does the initial planning phase of securing a venue look like for you? Could you walk us through your initial steps?
What common financial challenges often arise when organizing an event, what strategies do you use to mitigate them, and how do you avoid them?
The initial steps are more intricate than one would think. The sheer research in the beginning can take a long time. You need to take into consideration all of the criteria that your event needs for a successful gathering. The location of a venue, how close it is to public transportation (or parking), whether it is big enough for the guest count, will you need to hire outside catering, what is their vendor policy (Certificates of Insurance, load-in and load-out time, etc.) & so much more! Once I find a few venues that seem to check off all the boxes (or most), I immediately schedule a site visit to dive deeper.
I think the most common financial challenge is managing the expectations of a client's event in comparison to their budget. I love it when a client has extravagant ideas and hopes for their event, but it gets very tough when the budget doesn’t reflect their wants. Unfortunately, especially in NYC, everything is expensive, so managing expectations with a smaller budget can be tricky. I prioritize the expectations early on, so there are no surprises!
How do you leverage technology to boost efficiency during the planning, execution, and post-event stages? What does your “event tech stack” look like? (For example, using Survey Monkey for surveying attendees post-event)
I’m a Google Suite lady through and through! I love being able to share my process with my clients and allow them to interact with me in real time via Google Sheets, Google Docs, Google Forms, etc. When it comes to registration for events, I prefer CVENT as it is a classic and well-known platform. I also really enjoy working with Allseated (now Prismm) for floor plan creation!
Do you use frameworks, templates, or other tools/documents to help you stay organized and manage the event planning process?
I do! I’m very keen on templates for contracts, event logistic breakdowns for clients, run of shows and so much more. I’ve learned that it gets incredibly tedious if you’re constantly starting from scratch on every project you take on!
Do you have any specific strategies or insights for enhancing the attendee experience at your events?
Every event is different, but as event planners, it’s all in the details. It goes a long way if you provide that thoughtful touch to your gathering, such as - personalized gift bags, knowing the flow of the event from beginning to end for the attendees so you are on top of the experience, adding surprise and delight moments throughout the event, etc.
Effective communication is crucial in any planning process. How do you ensure you and your event stakeholders are always on the same page?
Open communication is KEY. This is a huge reason why I prefer to use Google Suite, which allows all of the key players in the event to collaborate and stay on the same page. It’s also very important to me to continue to confirm with vendors and clients the exact logistics of the event all the way up to the day. This is incredibly important, so there is less opportunity for any miscommunication!
How do you facilitate networking opportunities among attendees? Are there any specific tactics or strategies that you recommend?
What's your go-to plan for handling emergencies or unexpected situations during an event?
Can you share an example of a significant challenge you faced while planning an event conference and how you overcame it?
Networking is the name of the game. It can be very nerve-wracking for some to put themselves out there. One “game” I like to utilize when hosting a networking event is when guests check-in, we give them the name of another attendee at the event, and the goal is to find that person and chat with them by the end of the evening. This gives them an opportunity to go out and chat with guests and also provides less pressure as the other person doesn’t know that you have them.
My go-to plan is to stay as calm as possible and avoid the client knowing anything is astray. There will always be hiccups and unexpected situations during an event, but a characteristic of a seasoned and experienced event planner is handling that situation without the client knowing and taking on any anxiety. They hired us as the problem solver, and we will do exactly that!
One of the biggest challenges I’ve faced was handling the transportation for 300 guests to and from a venue all at once. This was a mix of coach buses, personal cars, and taxis. The project required an incredible amount of attention to detail, and the influx of moving parts needed for this role was very overwhelming. I utilized my fellow team members to help during the craziness and called on the transportation company we were working with to be early to the venue so we weren’t waiting around. This made a HUGE difference. Don’t be afraid to call on those who can help!
What are the typical steps you take in the post-event phase?
The typical steps I take in the post-event phase are to schedule a meeting with the client to chat through the event and how they feel it went, update the budget breakdown with all of the final numbers as well and compare the guest count to what we planned, what was ordered, etc. Having a post-event meeting with the client is an opportunity to chat about where any improvements are needed, what they enjoyed and what they may not have enjoyed etc. Feedback is super important!
What key performance indicators (KPIs) do you use to evaluate the success of an event?
The main KPIs I use to evaluate an event are the guest count, how much F&B we had left or not to help understand ordering, as well as how enjoyable the event was to guests and the client.
What advice would you offer someone just starting their career in the meetings and events industry?
Network! This industry is very word-of-mouth, and just getting your name out there can make all the difference. When I first began, I researched all of the top event planners in NYC and reached out to offer up my help for free just to get my foot in the door. Only 1 planner responded, but she allowed me to join her and pick her brain on all things events. Now, you don’t need to offer your help for free, but expressing your interest in the industry and wanting to learn more from seasoned planners goes a long way!