Tag Archives: special events

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:


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.

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

4 Stylish Options For Event Organizers To Keep Their Valuables Safe

There are many lessons to be learned in the event planning industry but an
important lesson in particular is that there is no “safe” place for your bag. Event days can get busy, and unfortunately, locking down your bag is not always the top priority when there is an event to run.

So where do you stash your stuff on event days? How about on your body! Here are a few stylish ways to keep your must-haves within your reach and out of harm’s way:

Hip Sister Waist Purse ($29 – $45 each)

via Hipssister

Essentially a stretchy, wide-fabric band that fits snugly around the hips. It comes complete with zippered, almost invisible pockets, large enough to fit an Iphone, a few credit cards and a bit of cash. Hip Sister Waist Purses ($29 – $45 each) come in many solid colors, prints and varying widths – there’s even one that can be worn as a mini skirt around the pool – so they’re bound to work with just about any event uniform you find yourself working in.

Jared Leto Hip Pack ($28)

via Jaredletomerch.com

Jared Leto is not afraid to raise some eyebrows as he’s recently by showing up everywhere wearing what most people would call, a fanny pack. There is a difference however as he’s wise enough to call his bag a Hip Pack and sell it on jaredleto.com. While Leto’s bag may not win you a ton of style points, it is a functional bag for planners everywhere.

Speakeasy Supply Co. ($52) and Sholdit Infinity Pocket Scarves ($50)

SpeakeasySupplyCo SholdIt
Designed for international nomad types wishing to discreetly secure their passport, phones (and perhaps a flask), the Speakeasy Supply Infinity Pocket Scarf and the scarves by Sholdit are, as you might imagine, stylish infinity scarves with hidden pockets. Simply tuck your goodies into the scarf, zip closed, wrap around your neck and voila! You’re ready to go about your business, hands-free!

Gucci Waist Bag ($590)

Gucci Belt Bag
The dual-pocket Gucci waist bag has been around for years and is popular with many event planners in the fashion world. Though the Gucci classic is pricey, when you think about the number of days you’ll wear it, this built-for-the-long-haul number becomes something of a bargain.

Short Film “The Time We’re In” Picked Up For 2015 Cannes Film Festival

After being successfully funded via Kickstarter, the short film “The Time We’re In” has been accepted to be a part of the 2015 Cannes Film Festival’ Short Film Corner.

The Short Film Corner proposes films from all over the world, most previously unseen, as well as the films included in the Official Cannes Film Festival Competition, the Cinéfondation, the Director’s Fortnight and Critic’s Week. The festival offers the chosen participants a place to network with all the biggest industry players: institutions, financiers and the most important international reps in the film business.

“The Time We’re In” follows the story of Gabriel and his wife Nadia as they learn of her recent cancer diagnosis. As Gabriel struggles with the news, he sets off on an internalized mental quest to help Nadia by any means possible… even learning to defy physics and warp reality by literally learning how to stop time. “The Time We’re In” is told in a stylistic non-linear fashion (à la “Memento”) with a slant toward a dramatic character piece. The sci-fi elements are important to the story but not the primary focus. The story’s central theme centers on the question; “what lengths would you go to save the one you love?”

Learn more about this special short film on their official website.

10 Things You Didn’t Know About Mardi Gras and New Orleans

Happy Mardi Gras! (French for Fat Tuesday) Beads, music, booze, parades and skin are all a large part of the New Orleans’ tradition but there is so much more to know about this festival deeply rooted in tradition.

Below are 10 things you didn’t know about Mardi Gras:

1. It’s Not Just About The French Quarter

None of the major Mardi Gras parades have entered the Vieux Carré, better known as The French Quarter, since the 1970s because it’s too cramped. Instead, over a dozen parades roll along tree-lined St. Charles Avenue, flanked by the city’s grandest colonial mansions.

2. Mardi Gras Wasn’t Always A Holiday

Mardi Gras became a holiday in 1582, when Pope Gregory XIII placed it on his Gregorian calender the day before Ash Wednesday. It first appeared in North America in the late 17th century with the LeMoyne brothers’ claim on Louisiana. That’s right folks, Mardi Gras at its core is a religious holiday.

3. There Are No Strict Open Container Laws During Mardi Gras (Or Ever In Louisiana)

Visitors to New Orleans are free to walk around outside while enjoying an alcoholic
beverage during Mardi Gras. In fact, many of the bars in New Orleans will provide “go-cups” for patrons who want to take their drink with them.

4. Gather Up The Krewe

New Orleans has Krewes (pronounced “crews”; the singular is a Krewe, pronounced “crew”). A Krewe is a group that puts on a Mardi Gras parade and/or a ball, according to New Orleans Online. When it is not Mardi Gras season, Krewes are involved in civic and charitable activities. Higher-profile and more expensive Krewes, such as Bacchus or
Proteus, have bigger and more elaborate parades closer to Fat Tuesday. The two most high-profile New Orleans Krewes, Zulu and Rex, have their parades on Mardi Gras day
itself. Lower-profile Krewes have parades further out from Mardi Gras day, and are often tongue-in-cheek. The Mystic Krewe of Barkus parade, for example, features dogs and their owners.

5. You Can Get More Than Just Beads From Mardi Gras Floats

Mardi Gras is famous for beads being tossed from floats, but did you know there are much better ‘throws’ — the name given to the items flung from floats to eager spectators. A hand-decorated shoe is one of the most sought-after Mardi Gras treasures as each unique shoe is fashioned with glitter, feathers, bells and rhinestones. The shoes can take days for a Krewe Muse to make, making them a coveted catch. Another highly sought after throw is the Zulu coconut.

6. Alligator and Turtle Are Available Delicacies To Eat

There is no shortage of alligator dishes to check out while in New Orleans, from fried
alligator to alligator po’boys, even an alligator cheesecake is available at Jacques-Imo’s. When it comes to turtle entrees, the turtle soup at Commander’s Palace is a New Orleans culinary classic.

7. Bull On Parade

Boeuf Gras, the fatted bull, serves as a symbol of the last meat before the Lent Fast and plays a central role in Rex parade celebrations. A real bull named “Old Jeff” walked the route in flowered garlands at the first Rex parade in 1871. The use of real bulls stopped in 1900 but the symbol of Boeuf Gras was resurrected in 1959 in papier-mâché form. Today, Rex krewe members toss small toy Boeuf Gras throws from their floats.

8. Mardi Gras Is A Global Party

New Orleans is not the only city to celebrate Mardi Gras, Brazil and Italy hold world-famous parties, but other countries also have distinct pre-Lent traditions. Belgium’s carnival, held in the town of Binche, has a history dating back to the 14th century!

9. There Is An Official King and Queen of Mardi Gras

The official King of Mardi Gras is Rex – that is, a member of the Krewe of Rex who is given the title “Rex” and chosen to symbolically reign over the festivities. He is also assigned a “consort” – a young lady who symbolically serves as the “Queen” of Mardi Gras.

10. Mardi Gras Is Not Just One Day Of Celebration

Mardi Gras is known as the culmination of the season of Carnival. From the Latin for “farewell to flesh,” the Carnival season is meant to be the last chance for individuals to eat meat and party before having to give up and abstain from such for Lent. Carnival begins on the Day of Epiphany – January 6th, and lasts until Fat Tuesday, the day before Ash

How Event Volunteer Programs Can Help Event Organizers

From community festivals to large conferences, many special events rely on
volunteer support, making volunteer management an essential skill for event organizers.

So what goes into designing, recruiting, and managing event volunteers? Check out our tips and tricks below.
event volunteers holding hands

Design Your Event Volunteer Program

Choose Job Duties Wisely
Fact: Not all jobs can be done by volunteers. Volunteers should be trusted with positions such as greeters, room monitors, and information desk personnel, rather than positions that involve long-term event involvement.

Volunteers Love Perks
While volunteer positions are typically established to fill an event need, it’s important to understand what type of incentive the volunteers may desire. Are they looking for special access? A great giveaway? Free passes to the event? Asking volunteers why they are
interested in your event can help you provide the right incentives for your event volunteer program.

Make Sure You Know The Laws
As an event organizer, you must be very careful and make sure that your event volunteer program conforms to all the labor laws. Always refer to the US Department of Labor
website if you have any questions as to what your volunteers should, and should not be doing.

Volunteers Are Not A Crutch For Your Budget
The importance of volunteers cannot be understated but it is important to make sure your event has the budget to support essential, skilled full-time staff. Don’t let volunteers
become a swap for full-time staff to maintain the budget of an event.

Recruit Event Volunteers

Set Your Volunteer Selection Criteria
When recruiting event volunteers, it is important to state your selection criteria up-front and include practical requirements such as language and equipment skills. Selection rules will be especially important for positions that are likely to be very popular.

Volunteer Perks
Let’s face it, most volunteers are participating at your event because they would like
something in return: merchandise, special access, internship credit, etc. State what your incentives are from the get-go so no event volunteer is surprised or disappointed.

Make Connections With The Community
If your event needs a continuous amount of volunteers, consider partnering with groups in the community. Look for groups whose mission is in line with your event goals.

Match Each Volunteers Skills Accordingly
It is crucial that the volunteer job skills match the volunteer job. Be prepared for
individuals who may want to participate at your event that have special needs, or physical limitations. Just as with an employment position, it is important to be inclusive, rather than exclusive, and avoid discrimination.

Managing Event Volunteers

Volunteer Position Descriptions
Just because an event volunteer is not being paid for their services doesn’t mean they do not need a description of their duties. Be sure to clearly inform event volunteers of their role, who they report to, and what hours they are expected to work.

Event Volunteer Code of Conduct
In addition to a description of duties, you as the event organizer should also include a code of conduct and bill of rights. A typical volunteer code of conduct includes, the expectation to arrive on time, demonstration of a positive attitude, respect to co-workers, reporting risks and injuries, and of course, to have fun. You should also make it clear to volunteers that they have obligations as well, including a fair, safe, healthy work environment free from harassment.

Plan For The Best But Expect The Worst
“Every one of my event volunteers showed up and did exactly what was expected of them.” – said no event organizer ever.
There is always a chance of volunteers not showing up, or following through on their
responsibilities. To help reduce the risk of this happening, make it clear what the
repercussions are for volunteers who no-show. This could include withholding any
incentive intended to be given or in some cases, charging a volunteer for benefits that may have already been received. In addition to a plan for no-shows, there should be a plan of action to deal with difficult volunteers who may need to be assisted or removed from the program.

Training for the big event
An orientation for volunteers prior to your event is a critical step to helping make sure that all runs smoothly during your event. The orientation should provide background on the event, and demonstrate any tasks an event volunteer may be doing. The orientation is a great opportunity to review and provide any special equipment that might be needed such as t-shirts, badges or safety equipment.

After The Event: Give A Million Thanks!
Happy event volunteers return and more than likely volunteer again for others. So remember, you can never say thank you and recognize volunteers enough! In addition to saying thanks, provide evaluations and seek feedback from volunteers to find out how you can improve next year.

Volunteers can be a great resource for event organizers and an invaluable part of helping to make an event run smoothly, with the proper training.

Have you had positive experience using volunteers? Tweet us @InsuringEvents