Event Architects To Know – Tessa Lavoie
Discover insider tips from a seasoned corporate event planner on selecting perfect venues, managing budgets, and leveraging technology to create exceptional business events.
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: Tessa Lavoie
Company Name: Strategic Event Management Ltd.
Job Title: CEO
Building a Career in Corporate Events
Every event planner's path is unique, and for Tessa Lavoie, it began with a deep-rooted passion for bringing people together. As the founder of Strategic Event Management Ltd., she's built her reputation on delivering exceptional corporate events that balance creative vision with meticulous execution.
"I realized early on that I thrived in high-pressure environments where collaboration and attention to detail are key," Tessa reflects. Since then, she's had the privilege of working on high-profile events while building a company known for delivering value-driven, impactful experiences.
Her company specializes in corporate events — from conferences and conventions to annual general meetings — where the stakes are high and the details matter. Under her leadership, Strategic Event Management has become known for their ability to handle multiple high-stakes events while maintaining exceptional standards.
Finding the Perfect Space
When it comes to selecting venues, Tessa's approach reveals the complexity behind seemingly simple choices. "Selecting the perfect hotel or venue is both an art and a science," she emphasizes. "It's one of the most critical steps in planning a successful event, yet it's often where I see planners rush their decision-making."
Her comprehensive evaluation process starts with understanding the event's core purpose and desired outcomes. From there, she considers several key factors that can make or break an event's success:
Accessibility and Location
Rather than simply looking at a map, Tessa evaluates the venue's location from multiple angles. "We're not just thinking about how attendees get there," she explains. "We're considering the overall journey - from airport transfers to local amenities and even cultural significance for events with specific community ties."
Location Checklist:
- Proximity to airports and public transit
- Accommodation options for overnight stays
- Cultural significance for events with Indigenous or rural elements
- Connection to the local community
Capacity and Layout
The perfect venue isn't just about having enough square footage. Tessa looks at how people will move through the space, interact with each other, and engage with the event's content. She particularly emphasizes the importance of flexible spaces that can adapt to different session types and unexpected needs.
Amenities and Technical Infrastructure
- On-site AV capabilities
- Wi-Fi reliability
- Catering options and quality
- Breakout room availability
Budget and Value Alignment
- Competitive pricing negotiation
- Hidden cost identification
- Service charge analysis
- Overtime fee considerations
Sustainability and Inclusion
Modern event planning requires thinking beyond the basics. "Today's attendees expect events to reflect their values," Tessa notes. This means evaluating a venue's commitment to sustainability, accessibility, and inclusive practices. She looks for venues that demonstrate real commitment through:
- Concrete sustainability initiatives
- Universal accessibility features
- Flexible catering options for all dietary needs
- Cultural sensitivity in space design and usage
Ambiance and Branding Potential
- Event tone compatibility
- Branding opportunities
- Space customization options
- Atmospheric elements
Strategic Event Planning Process
Building a Foundation for Success
Tessa's initial planning process reflects her commitment to precision and client satisfaction. "The first step is always a detailed discussion with the client to understand not just the logistics but the vision behind the event," she explains. This comprehensive approach unfolds in carefully orchestrated stages:
Understanding Event DNA
Before contacting a single venue, Tessa engages in deep discovery with her clients. These conversations go beyond basic requirements to understand the event's true purpose and desired impact. "I'm not just asking about numbers and dates," she explains. I'm trying to understand what success looks like for this specific event and client."
Event DNA Checklist:
- Event purpose and objectives
- Target audience demographics
- Expected attendance numbers
- Budget parameters and constraints
- Specific technical requirements
- Cultural or brand considerations
These initial discussions help establish:
- Clear event objectives and desired outcomes
- Target audience characteristics and expectations
- Budget parameters and priorities
- Technical and production requirements
Creating the Perfect Match
Mastering the Budget Challenge
"Budget management isn't just about spreadsheets," Tessa explains. "It's about understanding where you can be flexible and where you need to hold firm."
Proactive Budget Management
Tessa's approach to budgeting reflects years of experience navigating unexpected challenges. She starts every project with a comprehensive budget that includes a 10-15% contingency—a practice that has repeatedly proven its worth.
"This isn't about padding the budget," she clarifies. "It's about being prepared for the realities of event planning."
Her financial management strategy includes regular monitoring and adjustment phases, allowing for real-time responses to changing circumstances. This flexible yet controlled approach helps manage common challenges like:
- Unexpected vendor price changes
- Last-minute client requests
- Shifting attendee numbers
- Market fluctuations
Revenue Optimization
For events with revenue components, Tessa implements:
- Early bird pricing strategies
- Tiered sponsorship packages
- Hybrid event models
- Diversified revenue streams
- Value-add opportunities
Leveraging Digital Tools for Maximum Impact
In today's digital age, technology isn't just an add-on - it's a fundamental part of successful event planning. Tessa's approach to technology demonstrates how the right tools can enhance rather than complicate the planning process.
The Digital Backbone
"Technology should solve problems, not create them," Tessa emphasizes. Her carefully curated technology stack supports every phase of event planning while maintaining the human touch that makes events memorable. From initial planning through final execution, each tool serves a specific purpose in the event lifecycle.
For the planning phase, Tessa relies on UseMotion as her team's central nervous system. "It keeps everyone aligned and moving in the same direction," she explains. This core platform is supplemented with specialized tools for financial tracking and asset management, creating a seamless planning experience.
Execution Phase
"During the event, technology needs to be both powerful and reliable," she emphasizes. Technology takes on an even more crucial role during event execution, including:
- Digital registration systems that create smooth check-in experiences
- Real-time engagement tools that keep attendees connected
- Event apps that facilitate networking and information sharing
- Virtual components that expand event reach and accessibility
Building Relationships That Last
Tessa believes that successful events ultimately come down to people. "At its core, event planning is about human connections," she reflects. "Every decision we make should enhance those connections, not detract from them."
Stakeholder Communication
Clear communication serves as the foundation of every successful event. Tessa's approach involves creating multiple touchpoints while maintaining a single source of truth. "People need to feel heard and informed," she explains, "but they also need to know exactly where to go for accurate information."
Her team maintains this balance through:
- Regular stakeholder updates tailored to each group's needs
- Clear escalation paths for urgent issues
- Collaborative decision-making processes
- Transparent progress tracking
Turning Problems into Possibilities
Every event comes with its share of challenges, but it's how you handle them that matters. Tessa's approach to problem-solving reveals the importance of staying calm under pressure while maintaining a solutions-focused mindset.
"The most successful event planners aren't the ones who prevent all problems — they're the ones who handle problems gracefully when they arise," she shares. This philosophy has helped her team navigate everything from minor setbacks to major crisis situations.
Emergency Response in Action
Tessa recalls a particularly challenging situation involving a last-minute venue change. "We had to pivot quickly while keeping everyone calm and confident," she explains. "Success in these moments comes down to having strong relationships and clear protocols in place before you need them."
Her emergency response approach includes:
- Clear communication chains
- Pre-established backup plans
- Strong vendor relationships
- Flexible problem-solving frameworks
Evolving with the Industry
"The fundamentals of great events haven't changed," she notes, "but the tools and expectations certainly have."
Her vision for the future of event planning focuses on the integration of technology with traditional planning expertise. "We're seeing incredible innovations in event technology," she explains, "but the key is using these tools to enhance rather than replace the human elements that make events special."
Ready to transform your event planning process? Discover how HopSkip can help you streamline venue selection and create exceptional events.