Industry Experts
Experience Creators You Should Know - Tiffany James, Endless Events
Learn some insights, tips, and lessons learned from Tiffany James of Endless Events featured in HopSkip's Experience Creators You Should Know Series
Luke Whalin
Mar 17, 2023
This post is part of our HopSkip Event Experience Creators You Should Know Series, we are thrilled to bring you insights and inspiration from exceptional experience creators across the industry. These talented individuals design unforgettable events and share valuable advice, tips, and lessons learned from their hands-on experiences. By featuring these extraordinary creators, we aim to foster a sense of camaraderie and empower others to unleash their creativity in designing memorable event experiences. This series exemplifies our commitment to celebrating the shared spirit of innovation and passion for crafting unforgettable moments that inspire connection and lasting memories. We can't wait to introduce you to each inspiring creator and share their unique perspectives, enabling you to learn and grow alongside them. Stay tuned for fascinating stories, remarkable wisdom, and a true celebration of the art of event experience creation!
Name: Tiffany James
Company Name: Endless Events
Job Title: Sr. Event Manager
Years of Experience: 15
How did you get your start in the events industry? What made you pursue this role?
I was working in hospitality as an executive assistant and was often asked to plan and coordinate our internal executive meetings, which I enjoyed. At one point as I was assisting the team in setting up an event in the convention services space, I realized I wanted to be a professional meeting and event planner.
How would you describe your role or responsibilities as a professional event planner?
My ultimate responsibility is to take the client's vision and objective for their event program and bring it to life. As a professional event planner, my day-to-day consists of wearing multiple hats. In my role, I manage everything from contract negotiations, venue selection, event theme and strategy, menu selection & budget, and vendor selection to audio-visual services, experiential, onsite registration, decorative services, etc.
How do you compare planning your first in-person event post-pandemic, to planning meetings/events pre- Covid? What was different and unique? What was similar?
What challenges have you faced in your work as a meeting and event planner, when working with suppliers or sourcing a venue and how did you overcome them?
The biggest difference in my pre and post-Covid in-person events would have to be attendance. Pre-Covid events definitely saw higher attendance than post-Covid events. A unique difference is the added safety and sanitation protocols, with PPE (personal protective equipment) being a requirement for hosting post-Covid events. Something similar I've seen would be the value placed on production. While different production elements and tools are implemented to support hybrid or virtual meetings, the emphasis on value and quality still remain.
As a meeting and event planner, you face a number of challenges almost every step of the way when working on an event. One challenge I have faced in the past, is negotiating venue contracts. Fortunately, my experience working in hotels has since afforded me the education and experience to approach negotiations with first-hand knowledge. This ensures that my clients will receive the best options and offers for their program. Being results-oriented and being able to relate to my event partners has contributed to my success so far in overcoming most challenges I've faced throughout my career.
How do you determine which vendors are best suited for your stakeholder's needs while also finding those providing competitive services at affordable rates?
If I am not working with a vendor partner that I already have a relationship with, which I typically try to do, I request bids from at least three other vendors. This way I can perform a side-by-side comparison. I also consider vendors based on reputation and recommendations. It is not always about the lowest or "most affordable" rates when it comes to determining the best partner for your program.
Are there any key lessons or insights that have shaped your approach to event planning over the years?
I am a proponent of continuing education. It is essential for staying abreast of the latest developments, tools, insights, etc. within the industry. It is also important to network within peer communities - there is rarely a challenge that hasn't already been faced and conquered by another planner who is willing to share their experience with you. These tips have helped me tremendously over the years.
Be as accurate and informative as you can with your RFP so the venue doesn't have to guess your needs. Be realistic with your expectations when it comes to turnaround time, and when possible, ask for an ETA. Also, I believe kindness in general, will get you pretty far with people.
I now pay special attention to safety and sanitation procedures. I also review floor plan spacing capabilities for seating, single-serve or social distancing meal service options, and outdoor spaces for casual networking or smaller meetings.
What is the biggest area of improvement that you think hotels can make when either responding to your RFPs or during the contract phase of your event?
Due to the pandemic, our events community had to evolve, adapt, and grow. Many planners started to embrace new technologies as a result of the pandemic. What new tech are you using today in your planning process as a result?
Since education and relationships are two major pillars in the meetings and events industry, any suggestions on how other planners can learn and network with their peers across the industry?
One area of improvement I think should be mentioned is transparency. Hotels should disclose any information regarding construction, reduced services, closed outlets or any matter that could impact a guest's stay in advance of contract signing where this information is known.
Thanks to my colleagues and technology Einsteins at Endless Events, I've been exposed to many new tech tools which were developed during or post pandemic. The Hopin platform and Interprefy (live translation) are tools I've had the opportunity to recently learn and use for event programs.
Yes! There are so many great industry associations to be involved with, such as Meeting Professionals International (MPI), Professional Convention Management Association (PCMA), Events Industry Council (EIC), and International Live Events Association (ILEA). Once you tap into any of these groups the resources are endless!