7 Bad Habits of Event Planners

Are you guilty of any of these seven common bad habits of event planners?

Don’t worry you aren’t the only one.

Over time event planners develop habits that might not lead to the most productive and successful work but recognizing the habits that need improvement is essential to future success.

event planner meeting

Below, we take a look at the 7 most common bad habits:

1) Not Being A Good Listener
It has been said that the devil is in the details. When you don’t take the time to listen to your staff, volunteers, attendees or other vendors you may be missing out on important information. Falling into this bad habit might cause you to end up missing a specific requirement or detail that is critical to the success of your event.

2) Turning Into A Stress Monster When Things Get Tough
There is a big difference between being internally stressed but handling it like a true event professional and being stressed to the point where your co-workers, staff and attendees notice your behavior. This stressed out attitude will trickle down to your staff and before you know it everyone, causing a negative vibe to overtake your event. The key in these situations is to keep yourself cool and composed on the outside, even when you have a million thoughts, ideas and tasks running through your mind.

3) Not Asking For Help
This is a very common mistake committed by new planners wanting to seem eager to grow their career or business, however it needs to be done in the right ways. Taking things one step at a time and making conscious decisions about the amount of work committed to with help to keep from being overwhelmed and burnt out.

4) Moving Too Quickly
As event planners, we all spend time running around keeping our guests happy and the logistics flowing smooth but moving too quickly can be a recipe for disaster. Being clumsy or scattered reflects poorly upon you and your company, and could lead to you injuring yourself or others. Be sure to stop, take a breath, and embrace your event.

5) Working 24/7
Many event planners have the luxury of setting their own hours and sometimes working from home when planning before and after events. This is a fantastic benefit, but it can also be potentially dangerous, leading towards the bad habit of working during all hours of the day and evening. Do your best to set working hours where you commit to getting your work accomplished. Outside of these hours stay focused on your life away from your professional duties.

6) Acting Like An Attendee
No matter the setting, you must always stay professional and keep in mind that you are not one of the attendees, you are the one in charge making the event come together. Mingling with guests is of course okay when appropriate, but never take the interaction or participation to a level where you might make the guest or yourself uncomfortable.

7) Focusing On The Competition More Than Yourself (And Your Event)
You never know the full story behind another person’s business, so you can’t spend too much time obsessing over their every move. Focusing on your business, your events and the experience you provide as a planner should always be your main focus.

Olympics Highlight Event Insurance Importance

StethoscopeOver 100 prominent doctors and professors sent an open letter to the World Health Organization (WHO) on Friday, May 27th, urging for the postponement or cancellation of the 2016 Summer Olympics due to the widespread occurrence of the Zika virus.

Officials stated that the Zika virus has “more serious medical consequences than previously known” and has worsened in the Rio area despite widespread mosquito treatment programs.
“It is unethical to run the risk,” the letter said. “It is therefore imperative that WHO conduct a fresh, evidence-based assessment of Zika and the Games, and its recommendations for travelers.”

Brazil is one of almost 60 countries that have reported continuing transmission of Zika by mosquitoes and with over 500,000 people set to travel from around the world for the Olympic games, there is a considerable threat.

Despite these warnings, it seems organizers of the 2016 Olympic Games are moving forward. The 2016 Olympics are in less than two months, running from August 5 to August 21 and although it seems the games will go on, the recent push for cancellation or postponement highlights the importance of event insurance.

Without sufficient liability protection, the cancellation or postponement of large events such as the Summer Olympics could lead an event organizer, company or individual into bankruptcy! The last Summer Olympics in 2012 cost over 14 BILLION dollars! If the event did not go as planned, the economic outcome would be devastating.

Event insurance is essential whether you’re organizing the Olympics, or organizing public events large and small. Want to learn more about Event Insurance? Find out about your options here.

The True Cost of Cheap Event Insurance

Woman with questions about event insurance
We’ve all seen it:

“Event Insurance For Cheap”

“Lowest Price Event Insurance Out There”

“Save The Most With Us!”

It’s no surprise that there is a race to the bottom with Event Insurance. Most venues are now requiring event organizers to have Event Insurance, and it has in turn become quite the hot commodity.

So why not purchase the cheapest event insurance you can find?

The thing is, not all Event Insurance policies are created equal and more often than not, companies offering cheap event insurance sacrifice quality at the customers expense.

In short, while you may get a great price up front, you’ll end up paying for it in the long run if or when a claim arises and you need to actually use your insurance!

So how can you tell the difference between a quality low price event insurance and a low-quality cheap event insurance? Here are some important traits you should look for:

Coverage

Quality coverage might cost a little more, but you will likely have the option to purchase a policy with higher limits and additional coverage options that will let you tailor your event insurance to cover your event properly. Special Event Insurance offers limits up to $2 million per occurrence with a $2 million annual aggregate, as well as additional optional coverages such as, Damage to Premises, Liquor Liability, Hired & Non-Owned Auto Liability,

Event Insurance Policy Features

Cheap Event Insurance might offer great prices but lack in valuable features or qualifications. Cheap Event Insurance companies may be “non-admitted” and that could mean trouble for customers It is essential to clarify whether with any insurance company you speak with as if they are non-admitted, it means the insurance company does not necessarily comply with state insurance regulations and if the insurance company becomes insolvent, there is no guarantee that your claim will be paid! A quality Event Insurance policy will be through an “Admitted” insurance carrier.

R.V. Nuccio & Associates Insurance Brokers, Inc. has been exclusively developing and managing insurance product lines for A+ rated admitted carriers for over 25 years.

Claims Processing

To help cut costs and get you a lower rate, cheap Event Insurance companies might not be able to offer comprehensive or quality claims services. These companies may use outside adjusters, or lack a solid 24/7 support. In these cases, customers end up in limbo while a claim drags on forever.

On the other hand, quality Event Insurance comes with highly trained and experienced claims professionals. For many customers, it is worth the money in the long run, because claims are settled quickly and there is less hassle.

Attention, Convenience, and Customer Service

Cheap Event Insurance is solely focused on price, not as much on customer service or convenience. This type of event insurance company may seem fine at the start but customers just trying and get a question answered, get some personalized attention, or service a policy, will think again after being frustrated with the lack of service.

Quality Event insurance is there for you when and where you need them, with personalized service, 24/7 support, and convenient online access to documents, billing, and policy information. above all, quality event insurance saves you time and money by giving you what you want, when you want it.

Big savings may sound great from the outset, but remember, even when it comes to insurance for your event, you get what you pay for, And sometimes the savings up front really mean bigger costs and hassle down the road. So do your research before you buy, and know that the price you’re getting includes all the coverage, services, options, and extra you want to make it worth your while.

Special Event Insurance from R.V. Nuccio & Associates, Inc. offers quality, affordable event insurance policies underwritten by Fireman’s Fund, a company of Allianz, one of the largest insurance providers in the world. The insurance carrier is admitted in all 50 states and customers have access to their policies online 24/7. Premiums start as low as $50.

Free Public Domain Image Resources For Websites and Marketing Materials

This is the final blog in a series of three blogs helping to provide simple guidelines and best practices that can be followed to not only help find and use images from external sources in a manner that respects copyright laws, but also help you to potentially avoid finding yourself in a lawsuit over an improperly used photo, artwork piece, or content excerpt.

Here are some great resources where you can find and download photographs and artwork that is in the Public Domain and in some cases, does not require attribution. It should be noted that even though public domain photos don’t require that you name the author, we still encourage you to follow the same basic image citation format of citing author, license, and source. (a/o 10/2015)

What Is Fair Use?

This is the second in a series of three blogs helping to provide simple guidelines and best practices that can be followed to not only help find and use images from
external sources in a manner that respects copyright laws, but also help you to
potentially avoid finding yourself in a lawsuit over an improperly used photo,
artwork piece, or content excerpt.

Fair Use

Fair Use helps to reduce a tension between copyright law and the First Amendment’s guarantee of freedom of expression. Fair use is decided by courts on a case-by-case basis after balancing the four factors listed in section 107 of the Copyright Act which are as follows:

  1. The purpose and character of the use of copyrighted work
    o Transformative quality – Is the new work the same as the copyrighted work, or have you transformed the original work, using it in a new and different way?
    o Commercial or noncommercial – Will you make money from the new work, or is it intended for nonprofit, educational, or personal purposes? Commercial uses can still be fair uses, but courts are more likely to find fair use where the use is for noncommercial purposes.
  2. The nature of the copyrighted work
    o A particular use is likely to be considered fair when the copied work is factual, not creative.
  3. The amount and substantiality of the portion used in relation to the copyrighted work as a whole
    o How much of the copyrighted work did you use in the new work? Copying nearly all of the original work, or copying its heart, may weigh against fair use. But how much is too much depends on the purpose of the second use.
  4. The effect of the use upon the potential market for or value of the copyrighted work
    o If you use the copied work in a way that substitutes for the original in the market that will weigh against fair use. Uses of copyrighted material that serve a different audience or purpose are more likely to be considered fair.

A Guide to Proper Image Use and Content Use on Your Website or Marketing Materials

This is the first in a series of three blogs helping to provide simple guidelines and best practices that can be followed to not only help find and use images from
external sources in a manner that respects copyright laws, but also help you to
potentially avoid finding yourself in a lawsuit over an improperly used photo,
artwork piece, or content excerpt.

Material That Requires Permission

As a general rule, you should always secure permission for the following:

  • A single quotation or several shorter quotes from a book.
  • A single quotation of more than 50 words from a newspaper, magazine, or
    journal.
  • Artwork, photographs, or forms, whether or not from a published source.
    – Sometimes more than one permission is required for a photograph (Permission from the photographer and also from the creator of the underlying work shown in the photograph).
  • Charts, tables, graphs, and other representations where you are using the entire representation.
  • Material which includes all or part of a poem or song lyric (even as little as one line), or the title of a song.
  • Computer representations, such as the capture of Internet or other online screen shots. (For small and insignificant portions, “fair use” may apply. Be sure to see the description of “fair use” in our next post).
  • If a website invites or authorizes copying and there is nothing to indicate it
    contains material which is original to others and therefore would require
    permission from the original source, then you do not need to get permission.

In addition to the general rules above and the best practices we will be discussing further, there are additional permissions and releases that may need to be obtained. For example, a release may be required for photographs or reproductions of specific brand-name products and for use of trade names and logos. To be safe, you may want to contact the company behind a photo before using it. For photos of people, especially private citizens as opposed to public officials and public figures, you will need to obtain a model release. This is particularly necessary if such material will be used in part of the promotion of your website or work.

Below, we have provided simple guidelines and best practices that can be followed to not only help find and use images and other materials from external sources in a manner that respects copyright laws, but also provide tips to potentially avoid finding yourself in a lawsuit over an improperly used photo, excerpt, or piece of artwork.

Website DOs

  • Use images legally by:
    – Using images you already own or originated yourself
    – Using Public Domain images (Creative Commons (CC) or Public Domain license)
    – Purchase images from stock image sites
    – Using legally downloaded royalty-free photos and following their license guidelines
  • When citing others’ images and artwork, be sure to include the author name, license type, and source (e.g. Bob Smith, CC-BY, via flickr or Public Domain, via Wikimedia Commons)
  • Be sure to link to an image’s source page

Marketing Material DOs

  • Use images legally by:
    – Using images you already own or originated yourself
    – Purchase images from stock image sites
    – Using legally downloaded royalty-free photos and following their license guidelines
  • Use high-resolution images – at least 300 dpi.

Website DON’Ts

  • Use an image you found on Google Images
    – Many people credit “Google Images” for their photos but this is a big no-no. Google Images did not create that image, nor does it host it. Google Images helps you find images, but it is not the best tool for finding images to use, as not all of those images are licensed to be used by other people.
  • Use an image with a watermark.
    – All photos are legally copyrighted to the owner even if they are not watermarked or attributed.
  • Use an “Attribution” image and not attribute the author.
    – Many Creative Commons images come with an “Attribution” license, which means that you can use the image, but only if you credit the author. Crediting an author requires both a name and a URL.
  • Use an image that you found on a random website.
    – The only instance where you can use this type of image is IF it comes with a Creative Commons license that allows for commercial use.

Marketing Material DON’Ts

  • Use quotations or excerpts without permission from the author or originator of the content and without properly sourcing said author or content originator
  • Use an image with a watermark.
    – All photos are legally copyrighted to the owner even if they are not watermarked or attributed.
  • Use an image you found on Google Images
    – Many people credit “Google Images” for their photos but this is a big no-no. Google Images did not create that image, nor does it host it. Google Images helps you find images, but it is not the best tool for finding images to use, as not all of those images are licensed to be used by other people.
  • Use photographs or artwork without written permission from the originator of said photograph or artwork
  • Use images off the internet in print.
    – The quality of images on websites is not good enough as it is usually 72 dpi (dots per inch) and will show up pixelated on your flyer.

What is Hired & Non-Owned Auto Coverage?

By: R.V. Nuccio
R.V. Nuccio & Associates, Inc.

What is Hired & Non-Owned Auto Liability Coverage?

Hired Auto Coverage means auto liability coverage for claims resulting from rented/hired auto/van/charter bus used for your event to transport employees, volunteers or individuals and Non-Owned Auto Coverage means auto liability coverage for claims resulting from employees or volunteers driving their autos while completing business for your event. In short, Hired and Non-Owned Automobile Liability Insurance protects the insured group against third-party lawsuits arising from the use of automobiles which are not owned or are rented, chartered or hired by the insured, such as a chartered bus.

Why Would My Group Need Hired & Non-Owned Auto Liability Coverage?

Whether you realize it or not, you may occasionally find yourself in situations where Hired & Non-Owned Automobile coverage is needed. Errands and rental situations are some of the most common occurrences to come up, whether it be sending a volunteer to pick up supplies for an event, or renting a vehicle for transportation of the group. In the event of an auto accident during these activities and your group is sued, coverage kicks in.

I Still Have More Questions About Hired & Non-Owned Auto Liability Coverage, Who Can I Contact?

Please call our office at (800) 364-2433 and a friendly member of our customer service team will be happy to assist you with any additional questions you may have.

Soap Box Derby – A Risky Event

Soap Box Derbies have become increasingly popular events to hold but with these kinds of events, it is important to know just how dangerous they can be.

For those unfamiliar with what a Soap Box Derby is, it is a youth soap box car racing program that has been run since 1934 in the United States. Soap box cars competing in these events are unpowered, relying completely upon gravity to race down a hill.

Serious injuries, and even deaths have occurred at these types of events so if you are considering holding a Soap Box Derby, you should be aware of just how risky they are.

10 Ways To Survive Any Music Festival

With camping music festivals like Coachella, Bonnaroo, Stagecoach, and other new ones emerging every year, it seems like everyone has festival fever!

If you’re headed to one of these music festivals this year, we would like to share some tips to help you through any camping music festival:

A photo posted by @coachella on

1. When It Comes To Your Feet, Think Practical!

When people start planning their trip to a music festivals, especially women, a common first thought is what they will wear. With this thought, many forget they are preparing for a camping weekend, not a fashion show. Shoes are one of the biggest things to consider when preparing for your music festival adventure.

Everyone has heard the importance of choosing comfort over style, but often, that
advice goes ignored at festivals. Comfortable and durable shoes are essential for any
music festival because with all the walking and standing over multiple days, you have to be prepared.

2. Mother Nature Could Ruin Your Festival Experience.

Be prepared for all weather conditions, from scorching hot to freezing cold, wind to rain and everything between! We highly recommend bringing ponchos, umbrellas, raincoats, handheld fans, sunglasses, sunscreen, etc. Even if you don’t end up using any of it, it’s nice to know you have the supplies back at camp if the weather turns ugly.

3. A Shower Can Improve Your Day Drastically.

Some festivals provide access to showers for a small fee. Even though the lines can be long, after a hot, sweaty and dusty day, there is nothing like feeling clean and refreshed after a shower.

When it comes to showering at a festival, it is best to go when everyone else is on his or her way to the festival for a popular band. If you are not as interested in seeing said band, you can enjoy a shower with little to no wait.

4. Side Bags & Lots Of Pockets Are A Must!

It is common sense to not bring a large, bulky purse into a festival, but when it comes to purses in general, sometimes no purse at all is a better option. When you want to keep your hands free, a side bag is a great alternative. Wearing shorts or pants with many pockets so you can fit your phone, money and any other essentials in them
comfortably is also a great option. The less you have to carry around, the better!

5. Music Festivals Are Marathons, Not Sprints.

Festival days are long and filled with drinking, dancing, walking and little sleep, so
bringing a little something to give you extra energy isn’t a bad idea. Consider bringing
instant coffee or energy drinks. Other things to consider: When sleeping in your tent at night, bring something like a yoga mat or cushion (or for an extra comfy camping
experience, an air mattress) to sleep on. Bringing ear plugs (and even a sleep mask) can also vastly improve your sleeping experience.

6. Leave The Valuables At Home.

There is a time and a place to bring out your best clothes, shoes and jewelry, but a
camping music festival, is not the place. Keep anything you don’t want to get filthy, broken or lost at home.

7. Divide Up Your Money For Each Day.

Don’t bring all of your cash into the festival. Instead, we recommend dividing up a set amount for each day and keeping the rest tucked away safely at your campsite. There are many things on which to spend your money, so don’t blow all your cash on the first day.

8. Stick Together With Your Group.

Festivals can be overwhelming with the high volumes of people and spotty cell phone 
service. Plan designated group meeting spots in case someone gets separated from the group.

9. Plan, Plan, And Plan Some More.

It’s impossible to see every band playing at the festival, so it’s important to plan out each day and the bands you want to see. There is a high chance two bands you want to see could be playing at the same time, so choose which you want to see more. Many of the stages take a significant amount of time to walk to, so make sure to leave time to get to each performance. Also, if you are camping off-site, be sure to take advantages of taxis and car services like Uber & Lyft.

10. Don’t Stay Thirsty, Stay Hydrated!

Although this one may be obvious, it’s important to stay hydrated the whole time. There is a great amount of drinking that goes on during music festivals, so be sure to bring a water bottle inside the grounds. You don’t want to end up with a case of heat stroke or
dehydration!