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: Stephanie Callie
Job Title: Event Manager
Can you briefly tell us about your background in event planning and how you got started in the industry?
I started my career working at a resort in Florida with a dream to become an event planner. I started at the front desk, then moved to the F&B department, where I'd spend hours and hours making BEO changes and visualizing the day when I would be on the "planner side." After a few years, I transitioned into the events world, planning and managing events ranging from corporate meetings to leadership programs to huge conventions! I'm grateful for each opportunity and the valuable experience and insight gained over the years. Currently, my days are filled with group incentives, all things hotel sourcing, and trade show management.
How do you go about selecting the perfect hotel or venue? What factors weigh most heavily in your decision?
Being a match maker between clients and venues is one of my favorite things! I love learning about different properties and sharing that knowledge to find the perfect fit. Having an understanding of the group and what is important to them is key. Communication is everything from the start. Your hotel partner becomes an extension of your team in bringing the event to life, so it's important to have a collaborative, can-do mindset and communicative partnership.
What does the initial planning phase of securing a venue look like for you? Could you walk us through your initial steps?
Once a top-choice venue is determined, I like to connect with the hotel/venue salesperson over the phone or via video call. I am a big believer in picking up the phone and building relationships that way. It’s so much easier to connect and share information about the group in real-time.
What common financial challenges often arise when organizing an event, what strategies do you use to mitigate them, and how do you avoid them?
I think we can all agree that budget is always top of mind, especially in a world where things are more expensive across the board. My advice is to negotiate concessions of value to your contracts. Be mindful of what your group needs and work from there. As a quick example, a discounted parking pass is not going to add any cost savings to your contract if your group is 100% fly-in.
Do you have any specific strategies or insights for enhancing the attendee experience at your events?
I love having interactive experiences for attendees at events. My favorite is a gifting experience that is unique to the location you’re hosting the event. These can be so impactful and fun! On a different note, at large events, I think it's important to have a space where attendees can go if they need a "brain break" or some quiet space. Well-being and inclusivity are just as important as the content shared at large events when considering the overall attendee experience.
Effective communication is crucial in any planning process. How do you ensure you and your event stakeholders are always on the same page?
Setting a standard of communication from the beginning makes for a great partnership! Developing a relationship based on trust and open communication is key.
How do you facilitate networking opportunities among attendees? Are there any specific tactics or strategies that you recommend?
It's important to consider all personality types when it comes to networking. Some attendees really dislike walking into a room where they don't know anyone and having to network, so creating a casual environment where attendees can have more intimate and intentional conversations helps with this. This could even look like giving attendees opportunities to get to know each other through small breakouts or activities.
What are the typical steps you take in the post-event phase?
I believe that post-event feedback is so important for growth. An event could be “perfect”, but there is still room for a conversation on growth. When I was much younger in my career, feedback used to scare me, but now I see it as an opportunity to improve and grow, so I am always eager to collaborate and discuss future goals together!
What advice would you offer someone just starting their career in the meetings and events industry?
I have two pieces of advice:
1.) Join a professional association and get involved! I am involved with SITE Mountain West and it’s rewarding in so many ways.
2.) Don’t be afraid to connect with others in the industry. Ask questions! You can even ask for someone who inspires you to be your mentor. Most people are more than happy to take a few minutes and share their story in hopes to inspire or encourage you in reaching your goals. Feel free to connect with me as well. I love talking about bigger picture goals and dreams!
This post is part of the HopSkip Planner Spotlight Series, where HopSkip spotlights planners across the industry to bring awareness of how important the meetings/events community is to our world.