Some of our work is highlighted below along with details behind each event - goals, challenges, process and the vendor teams. We can't wait to add your event to the list.
Due to the pandemic, the Mayor of D.C., Muriel Bowser, wanted to honor graduating students and faculty. DC Public Schools (DCPS) contacted us about two month out from the first day of graduations to help them pull together five days worth of back to back ceremonies at Audi Field. We’ve worked with DCPS many times so we know how they work and what they like, but it was also important to take care of the thousands of students, faculty and guests we’d be working with after the tumultuous past year. And, with COVID protocols in place.
An aggressive timeline. With roughly one month to plan, we had to onboard 17 schools, coordinate Team meetings with their internal staff, attend site visits, map out alphabetic seating in the stadium, familiarize ourselves with the run of show for each school and apply it to Audi Field and then relay it all in a cohesive manner which our vendor teams could understand.
Eighteen clients. In addition to our main client, we had seventeen end clients which were individual high schools. Within each high school, was a team of graduation regulars who knew the nuances of their schools ceremony that we had to translate to Audi Field. We managed to set-up individual calls with each team at least twice via an app and then shared our screen in Teams to show them diagrams of the field, guidelines, etc.
Extreme heat and humidity. We worked onsite at Audi Field for four days in June and one day in August. August is typically hot and humid, but the week in June was really intense. We kept students and faculty in lower concourses until it was absolutely necessary for them to be out in the elements. Four bottles of water was available for each student and guest and we had EMT services onsite to assist with anyone who overheated.
The graduations were seamless from one to the next and students and faculty were elated with the facilities and ease with how these all came together to honor their students. We’ll be back next year to help DCPS do this again!
AV – The Media Works
EMT – GW Medical Faculty Associates
Plants – Plants Alive!
Photography – Stephen Bobb
Staging – RCI Systems
Translators – ContextGlobal, Transperfect
Venue – Audi Field
Water – U.S. Office Solutions
Whittle School & Studios was ready to announce the launch of their Brooklyn campus. After many events with this client, we had to maintain the same high standards while working a short turn around remotely, as the event took place at the Brooklyn Museum in NYC.
A venue and vendors, outside of DC. We traveled to Brooklyn a few times for site visits and vendor meetings to best prepare us for event day. Working with new vendors in unfamiliar places is always challenging, but we sourced sister companies and got referrals for a fantastic team of vendors. We also traveled with the design and build company as they are intimately familiar with the client’s aesthetic and we were able to re-purpose custom pieces we created for their DC campus and from their DC launch event at Mellon Auditorium.
A short turnaround. We had just around a month to put together a vendor team, travel to Brooklyn and pull together another successful launch event for our client. We got referrals for local vendors in NYC and also looked into sister companies from vendors we work with in DC. This saved a lot of time and research which gave us the extra time to work on design and run of show.
As short turnarounds have become our specialty, the client was once again enamored with the event we put together for them, all while based in another city. We look forward to working with them as they launch additional campuses across the globe!
AV and Lighting – Frost Productions
Catering – Great Performances
Design & Builds – Social Supply
Drape – Drape Kings
Floral – Ephemera
Parking – GGMC Parking
Photography – Matt Sprague Photography
Registration Staff – PTL Staffing
Valet – Advanced Parking Concepts
Venue – Brooklyn Museum
Videography – Fischer
The DC Public Education Fund hosts a VIP after party following their annual awards ceremony. We needed to offer a new venue and evening that guests and sponsors would be excited about. We introduced new benefits for sponsors and incorporated them at La Vie, the year’s new venue.
Creating new sponsor benefits to keep them involved. We worked with the client to come up with some new benefits for their highest level sponsors. Those sponsors received exclusive access to the VIP after party, as well as private vignette lounge seating with personal waiter and bartender, champagne tubs, oysters and caviar.
Getting guests out of the ceremony in a timely fashion to move around the corner for the reception. Our staff was stationed at venue exits of the ceremony that took place beforehand. Those guests with specific color wristbands (who were also emailed ahead of time of their route), were directed to La Vie. We also positioned staff outside the two venues to help lead guests.
Our client loved the change of venue and was so excited to introduce it to guests. They received rave reviews all night for F&B, decor and ease of moving from one venue to the next.
Catering/Lighting/Venue – La Vie
Desserts – Occasions
Floral – Flowers at 38
Furniture – Social Supply
Photography – Eli Turner
The DC Public Education Fund hosts an annual awards ceremony. After a two year venue change, we looked into new space at Warner Theatre. Given the complexities of a new venue, we had to relay logistics information to not only vendors, but guests as well, who had become accustomed to the previous spaces.
New venue. The client was apprehensive about moving the event to a new venue after so many years at the same two spaces. We brought in art deco inspired decor to work with Warner’s existing look and used Occasions Caterers (a favorite and one their guests are used to), to bring back familiarity.
Little space for guest check-in during cold weather. The vestibule entrance at Warner is very small. We added extra check-in staff than we normally provide in order to expedite guests as quickly as possible and get them in out of the cold.
Making VIP’s feel special. We did hard seating for sponsors and sat them in the balcony level which has fantastic views of the stage. These seats are also coupled together and with each is a small table. On these tables, we had Occasions pre-plate a charcuterie and cheese board along with iced champagne and glasses. Throughout the show, sponsors were able to place drink and hors d’oeuvres orders with their private waiter.
Our client was excited once again to host their event at a new venue. It was the perfect space for their group and they found it easy to transition with us from one venue to the next.
Catering – Occasions
DJ – DJ Stylz
Floral – Blue Vanda Design
Lighting/Venue – Warner Theatre
Photography – Eli Turner
Production – Nouveau Productions
Translators – Transperfect
Videography – Fischer
The DC Public Education Fund hosts an annual awards ceremony with post reception. This was our first year at POV. We aimed to continue our track record and create a fun evening for educators and sponsors where they could unwind.
Transferring 350 guests using a shuttle service of four motor coaches. We knew each motor coach would have to take at least two trips to get every guests to the reception a few blocks away. We didn’t ask guests to move after the ceremony in order to let the first waive of guests leave and not leave anyone standing out in the cold. As events tend to go, it was no problem having half the guests grab another cocktail until their bus was ready!
Keeping 350 guests patient as they waited in line at the W to take the single elevator to the rooftop. There is only one dedicated elevator that goes to the rooftop of the hotel. We had 350 guests to move who mostly all arrived at the same time. While checking them in and confirming they had their VIP bracelets the hotel cranked up the lobby music and passed glasses of champagne to everyone in line.
Our client was excited once again to host their event at a new venue. It was the perfect space for their group and they found it easy to transition with us from one venue to the next.
Catering/Lighting/Venue – W Hotel/POV
DJ – DJ Stylz
Floral – Blue Vanda Design
Photography – Eli Turner
Plants – Plants Alive!
Transportation – RMA Limo
Videography – Fischer
The U.S. Presidential Scholars Foundation hosts an annual medallion ceremony where they present medals to past alumni. The client hadn’t worked with a planner before and knew one was needed to host this special event.
Client based out of state. The client was based in Colorado and we worked with them long distance while planning the event from DC. They were only able to attend one site visit prior to the event, so we were their support here. We sourced all of their venues and with exception of the program, created the event start to finish – attending tastings, sound checks, etc. in their place.
Tight timeline. We had two hours for a cocktail reception, three-course seated dinner for 150 and medallion ceremony, before all guests had to move to the concert hall for the Presidential Scholar performances. We shortened cocktail hour to just 30 minutes and kept time cards for speakers to notify them as their time was ending.
Our client loved the support and professionalism we brought to their event, so much so they hire us whenever they are in DC! The awardees were also impressed with the venue and schedule of events to honor them.
AV/Catering/Lighting/Venue – Kennedy Center
Floral – Sidra Forman
Linens –DC Rental
Photography – Eli Turner
The G30 Project reached out with just two months to plan a launch event announcing the opening of a DC campus. The event was to reflect the client’s discerning expectations for flawless execution and an unparalleled guest experience.
An aggressive timeline. With only three weeks to plan the event, it was key that we secured our vendor team and communicated to them the scale of the event and expectations of the client.
A client who resides out of state. We met with the client just a handful of times and assured them that we could pull the event off while they worked from their headquarters in NYC.
Extensive custom builds. Everything about this event was thought about down to the finest detail. AV was housed withing custom cabinetry to be inconspicuous. Carpeting was laid down in the foyer and great hall, almost wall to wall, to soften the space and hide electrical cords. And once laid down with equipment on top, adjusting wiring underneath couldn’t be done. Boxwood walls were staged in the foyer to hid the marble walls and created a hallway for guests to enter. The stage backdrop, which consisted of an acrylic wall with art was created and flown in from NYC, then pieced to together with stand offs once onsite.
An historic venue with restrictions. We are used to working in such venues, but the intricacy of the builds and expectations of the client, we suggested full installation of the event a day before, and the client agreed. All of the AV equipment was designed to be housed inside custom cabinetry and once inside the building, we found the cases weren’t housing the equipment as planned. The cases had to be removed from the building and adjusted outside. Had we not set-up the day before, this wouldn’t have been possible.
The event was a thrilling success as our client unveiled the world’s first global K-12 school. The CEO and our client declared the event “tremendous, inspiring and blemish free”.
AV – EMT Productions
Catering – Occasions
Design & Builds – Social Supply
Drape and Carpet – Fabrications
Floral – Flowers at 38
Lighting – Frost Lighting
Photography – Stephen Bobb
Valet – MJ Valet
Venue – Mellon Auditorium
The DC Public Education Fund was planning a summit for donors followed by a 10th Anniversary Gala of their organization. It was important that while the day was long, donors walked feeling taken care of, inspired and knowing how important their support of the Ed Fund was.
A long day for guests. An early morning, all day summit followed by a gala celebrating late into the evening meant we had to keep our guests awake, alert and looking forward to what was ahead in the schedule. We did this with incorporating some surprises throughout the day. The general session kicked off with a local high school marching band entering the auditorium from the back, and getting guests up on their feet. Lunch was presented in bento boxes and everyone sat at long communal, cafeteria style tables. Local students were the entertainment at the gala dinner highlighting their exceptional voices and instrumental skills.
A short time frame to transfer guests from the conference to the gala, meant speakers couldn’t run over. We worked with speakers and the AV team to make sure presentations were ready to go and we cued speakers earlier than planned whenever we could.
Our client was so happy that the long day of educating came with new donors and ended with entertaining and ushering in a new executive director. They were thrilled with their first anniversary event and look forward to the next big milestone.
AV and Lighting – John Farr Lighting
Catering – Occasions
Design & Builds – Social Supply
Drape – Fabrications
Floral – Amaryllis
Photography – Eli Turner
Valet – MJ Valet
Venue – Renwick Gallery
The DC Public Education Fund was planning a summit for donors followed by a 10th Anniversary Gala of their organization. It was important that while the day was long, donors walked away feeling taken care of, inspired and knowing how important their support of the Ed Fund was.
A long day for guests. An early morning, all day summit followed by a gala celebrating late into the evening meant we had to keep our guests awake, alert and looking forward to what was ahead in the schedule. We did this with incorporating some surprises throughout the day. The general session kicked off with a local high school marching band entering the auditorium from the back, and getting guests up on their feet. Lunch was presented in bento boxes and everyone sat at long communal, cafeteria style tables.
Our client was so happy that the long day of educating came with new donors and that their first summit was so well received.
AV and Lighting – John Farr Lighting
Catering – Occasions
Design & Builds – Social Supply
Floral – Amaryllis
Photography – Eli Turner
Valet – MJ Valet
Venue – Dunbar High School
The DC Public Education Fund hosts an annual awards ceremony to honor DC Public School educators. Having worked with the same planner for almost a decade, the Ed Fund wanted a new planning partner who could work seamlessly with their team and elevate the evening’s events.
Over 75 sponsors. For most non-profit events, sponsors are the ones who make it happen. We managed over 75 sponsors – emailing invoices, donor packets, gathering logos and marketing slides and making sure benefits were fulfilled. Most importantly we were available at any time to answer questions and to let them know how important they were to the client and event.
Hard seating and ticketing. We managed all of the hard seating for 2,500 guests which included ticketing. A few weeks out from the event as RSVP’s came in, we worked in a cloud based app to seat guests and sponsors. We created the seating diagram from scratch to coordinate with the Kennedy Center seating map. We then individually labeled and stuffed every ticket by hand!
Our client took a chance on us after working with the same planner for years. They felt like they were able to let go of the reigns fairly quickly and were comforted in knowing our team would be taking care of the event, but most importantly, their sponsors/donors and teachers. They were so happy that they asked us to plan their anniversary gala just a few months later.
AV/Lighting/Venue – Kennedy Center
Photography – Eli Turner
Production – Nouveau Productions
The DC Public Education Fund hosts an annual awards ceremony to honor DC Public School educators. Prior to the ceremony is a reception for the 2,500 guests. In years past the client felt like the event dragged on after sitting through the ceremony and that guests weren’t excited. We changed things up by hosting the reception first and bringing new ideas to the F&B menu.
Short reception time frame. Feeding 2,500 guests in an hour and a half is no small feat. Guests were greeted on the ground level at the elevators by our team to quickly get them to the rooftop. Once on the top floor, guests were greeted with passed hors d’oeuvres and wine, and directed to the bars and stations. We worked with the Kennedy Center’s culinary team to come up with unique yet familiar menu. We placed bars and food throughout the rooftop atriums and foyers to allow for the most movement.
Tight F&B budget. Working with the culinary team at the Kennedy Center we came up with a hearty menu that worked with the client’s budget. We limited the bar to wine and beer which also saved us some.
Guests were so excited (as was the client), to see a fresh menu and new approach to the reception. They enjoyed being able to relax and indulge before learning who the year’s award winners were.
AV/Catering/Lighting/Venue – Kennedy Center
DJ – DJ Stylz
Floral – Flowers at 38
Photography – Eli Turner
Production – Nouveau Productions
We traveled with IUOE for years and this particular annual meeting took us to the island of Maui. Given the island’s distance from the client in DC, they employed us to make sure the week’s events were flawless and that their 600 guests enjoyed each evening after a full day of meetings.
A venue and vendors, located on an island. We traveled to Maui for a site visit and met with vendors while we were there. We assembled a solid team based of the venue’s referrals, as well as working with sister companies of those we work with here in DC. Many production items and rentals had to be flown in from California and Oahu, so we set our planning timeline back some in order to accommodate flights and shipping containers with enough time for delivery in case of delays.
Maui was really a treat for everyone involved and the guests were surprised and delighted at every turn of the week’s events. The client was so grateful for our late nights given the time difference in Maui, and the dedication to creating a week their employees and families would never forget.
Catering/Lighting/Venue – Westin Maui Resort & Spa
Floral – Ociana
Furniture – Rio Event Design
Linens – La Tavola
Photography – Ethan Yang Photography
Rentals – Hawaiian Style Event Rentals
Staging – Staging Solutions