Sign of the times: Using AI to support the planning of events

Many of us are naturally wary of using AI tools - but rather than taking away our jobs, if we can embrace some of the fantastic tools out there, we can hopefully use it to enhance our jobs…and make our lives a lot easier! Here are some ways that the Coveted team has been thinking about using AI in our everyday event planning:

1. By making predictions for your event needs: AI analyses historical event data to forecast venue size, catering quantities, and staffing needs, reducing waste and preventing overspending. All of our clients are charities and foundations, so we understand the pressure to keep costs low

2. By streamlining venue selection process: There are AI-powered platforms that use machine learning to predict venue options that match your event requirements, speeding up the selection process (try Hire Venue as a starting point)

3. By creating personalised attendee experiences: AI can suggest tailored content, sessions, and networking opportunities based on attendee profiles, enhancing engagement. You could try uploading audience profiles and demographical information to ChatGPT to provide you with content and entertainment ideas, for example

4. By maximising fundraising activities: You can use AI tools to produce and copy edit your prize/lot descriptions for Live and Silent Auctions, or even for doing prospect research and creating biogs for event guests, or making recommendations for prize ideas, based on our guestlist

5. By supporting with on-the-day event tools: You can use AI to helps schedule tasks, set up agendas, and delegate responsibilities for smoother on-the-day event management, even helping with elements such as organising video and photo shot lists.

6. By creating AI-Driven marketing and promotional materials: Many of us already use Canva’s AI-generated content which can help you to produce quick marketing collateral (sponsorship decks, invites, videos) and you could also try using ChatGPT and Jasper AI for similar outcomes. Meta’s AI functionality and analytics can also help you target certain audiences.

7. By enabling you to make strives towards sustainability: Aside from recommending eco-friendly practices, AI can predict exact catering needs and help you to optimise resources to reduce your waste and carbon footprint

Death of the Gala Ball: what we learnt from our annual conversation on the special events landscape

Back in 2016, the Special Events Forum and Hope Street Media started a discussion on whether the traditional gala dinner is no longer the best format for charities to raise money through events. In the past, these events have consistently raised six- or seven-figures for organisations, as well as providing an opportunity to engage both existing and new corporate, individual and celebrity supporters. However with complaints of event fatigue and a highly saturated market, coupled with budget cuts and the high cost ratio, has this type of charity event finally had its day? We picked up the conversation again, hosted at the offices of THRSXTY in Soho, with a panel of representatives from some of the UK's leading charities. 

In recent years, organisations such as Ark, the DEC, Save the Children, Unicef UK and The Prince's Trust have turned to immersive events to bring their work to life. Some have had success with raising significant income through this type of event, whilst others have mainly used the new format to reach other audiences and to present their work in a different way. So is the immersive event here to stay, or is this just a fad? 

Amanda Sinke, representing Right to Play UK, highlighted how doing something immersive didn't have to result in a dramatic shift in format. For Right to Play UK, this meant looking at storytelling and how they could bring to life their powerful and emotive stories from Africa at a ballroom in central London. Others echoed the sentiment and shared examples of how they had sought to bring something creative and interactive to their existing events, rather than change the event altogether. 

Hibba Al-Altrakchi, representing The Prince's Trust, shared the case study of the Trust's longest running gala event and how they took a risk to take the event out of the ballroom altogether and host it on the Belmond British Pullman. 

As well as reflecting the shift in focus, our audience observed that our guests should be at the heart of our plans and that our longterm supporters can help us to make these decisions and tell us what they want and expect from our events. For every organisation this will be different; when asked whether she thought that more charities should be doing something new, Hibba's response was a firm "Yes - but only if the time is right". 

As an agency, 40% of our work centres around the charity fundraising gala - our clients are still seeing great success with events of this nature - but much like those on the Forum, we continue to seek new ways of bringing our work to life at these events and doing more than just showing a charity film or delivering a speech. Just like other fundraising streams, the ever-changing sector demands that we challenge ourselves to do something different, take on our competitors and listen to the voices of our donors. 

We asked our audience to give us an idea of the future of their portfolios by a simple show of hands - it was clear that over half of the organisations represented still continue to grow their events calendars, with only a couple of organisations making a move to reduce theirs. That said, for those charities whose income is largely made up of event funds, new fundraising streams are being explored in an attempt to diversify and future-proof. 

The conversation continues and we look forward to seeing how it progresses. 

The Presidents' Club: notes on the scandal

Many of you will have read the FT article (and consequently a number of other pieces) regarding the Presidents’ Club fundraising event. In fact, I know that many of my friends, colleagues or former colleagues saw this content as no fewer than 10 (and counting) sent me the link with a variety of accompanying emojis.

As someone who has delivered charity galas and fundraising dinners for the last 10 years (the entirety of my career) and as someone whose small business serves to deliver these events, this sort of “news” is not a complete surprise and yet it something that has really grabbed people’s attention and has the potential to give the sector a bad name.

I should definitely start this by saying that I think that the behaviour referred to at the Presidents’ Club is completely unacceptable and vile. This behaviour is something I have experienced first-hand and am glad that the issue is being brought to light. 

Here are a few other observations/reflections based on my experience (in no particular order):

1. When the #TimesUp campaign launched and indeed, when Harvey Weinstein was first exposed, my thoughts turned to the experiences I have had where tolerating inappropriate behaviour and harassment was part of the job. Although this behaviour was not always in a work context, I have vivid memories of being encouraged to wear an LBD by (female) bosses and of p*ssed men at golf days and dinner dances asking how much they could bid for me. The classic raffle selling line “£10 for one, £30 for a strip” still rings in my ears.

2. In my experience, many charities or organising committees have willingly “used” their female staff to promote their fundraising activities on the night. I do question whether charities would put male staff in the same position however the reality is that many fundraising and events teams are made up of females. The idea that good looking staff have been hired in especially for the Presidents’ Club event is something else altogether.

3. The concept of staff receiving a written instruction to “dress sexy” is ludicrous, right? But how many hostesses, wait staff and retail workers at bars, restaurants and stores are given similar restrictions and forced to conform to a certain “look”? I hope that this is now an opportunity for charities (and indeed corporates) to reconsider their duty of care to their staff – both females and males – when putting them in a room full of guests who have been plied with alcohol.

4. I do find it interesting that some charities who have benefitted from this particular fundraiser are now returning the money. I don’t yet know how I feel about this or whether I think that the best thing to do. For many of the larger organisations that I have heard referenced, there should probably be due diligence in place that ensures that they are only accepting funds from reputable organisations. That said, it’s one thing for larger organisations to return Presidents’ Club’s “dirty money” but for many organisations gifts of that scale are difficult to turn down or give back.

5. As former chair of the Special Events Forum for the charity sector – now led by the Katy Payne (Parkinson’s UK) and Elizabeth Charles (Action Against Hunger) – we have often discussed the “Death of the Gala Ball”, questioning whether the traditional gala dinner has run its course. This sort of negative publicity threatens to have a significant impact on what is a thriving industry; events fundraising plays a truly valuable part in many organisations’ fundraising and I have worked with at least a few charities whose annual gala makes up the majority of their fundraising income. So, I therefore hope that guests and donors will not be deterred from supporting these events – they really do enable great causes to raise transformative sums and there are many great examples that do this in a way that doesn’t exploit.

6. It’s definitely worth differentiating between in-house charity events and what we in the sector refer to as “beneficiary” or “third party” events. The latter are those hosted by a group/club/company who then give a cheque for funds raised to the charity at the end. In most cases, the charity holds little or no responsibility for the processes or plans for these.

When I started as an events consultant/freelancer, my first client was an education organisation who wanted to move away from the traditional gala dinner to deliver an immersive experience. Whereas there is undoubtedly still a place and an appetite for the gala and I continue to work with lots of charities delivering this kind of event, the immersive project was one that I feel most proud of – not least because of its fundraising outcomes and the creativity that went into the content (produced by Boz Temple-Morris and the Holy Mountain team), but because of the guts that it took for the charity to move away from the regular format in order to focus the evening’s programme on its work, rather than the presentation of the food or the colour of the flowers.

I am ridiculously proud of the work my peers across the charity sector have achieved and continue to achieve. Perhaps this will remind our Directors and Senior Management Teams how important it is to ensure that they have policies and procedures in place to protect themselves and their staff. I hope that this negative publicity doesn’t reflect badly or impact the hundreds – indeed thousands – of organisations striving to deliver meaningful events and raise critical funds for their work. But I also hope it will challenge organisations to think about their fundraising activity and to ensure that every aspect of their events reflect their mission, vision and values. 

Autumn round-up: a colourful few months

Another amazing but knackering few months has passed and as we enter the Christmas season, I'm once again so proud and thankful to have worked on some fantastic events with some bloody brilliant people and organisations. 

The one with Patsy, darling! 
I have to admit I hadn't watched any of Joanna Lumley's travel documentaries until she spoke about them at this event on 15 September and I've since binge-watched whatever I could get hold of. Hosted within the beautiful surroundings of The Ned (where the service was first class), Ms Lumley was our special guest for BAFTA's Academy Circle and all of our guests left as serious fans.

We ate seabass and lemon tart (at Chef's recommendation) and drank Le Croix Belle from The Ned's beautiful cut glassware.   

The one that smashed all targets
On 19 October, the AKT Gala moved to Cafe de Paris for an evening bursting with entertainment, hosted by Gok Wan. The Gala exceeded all expectations, with the auction including the opportunity to enjoy dinner at Sir Ian McKellan's home. As always, the dance floor was packed until the early hours... 

We ate smoked chicken and papaya on blini, pan roasted Gressingham duck breast, strawberry feuillete with cognac cream.

The one with David Attenborough
On 23 October, what more can be said about this incredible evening generously hosted by Hotel Cafe Royal, one of my favourite places in London. Sir David had all 80 of our guests eating out of the palm of his hand during a Q&A hosted by his friend and former colleague Alastair Fothergill.

At an intimate supper afterwards, we ate venison loin with twice baked sweet potato souffle and braised red cabbage, followed by blackberry and apple pie with calvados cream. We drank Comtes de Taittinger and the wonderful Louis XIII. 

The one showcasing amazing emerging talent
On 25 October, the sixth annual Breakthrough Brits took place at Burberry's flagship store and we were delighted to host an informal supper afterwards at Thomas's Cafe. The event celebrates breakthrough talent in film, games and television. 

We ate cherry ponzo seared tuna, Hereford beef with Jerusalem artichoke puree, ricotta gnuddi with spiced winter tomato. We drank nothing but Nyetimber.

The one with breakfast with Doctor Foster
I binge-watched the two seasons of Doctor Foster in the two weeks prior to this breakfast on 1 November with the amazing Suranne Jones. Dressed in a jumpsuit and Converse, the former Coronation Street star had the whole room (both BAFTA and Quintessentially members) hooked as she spoke about her career to date, her production company and her plans for the future. She truly is a superwoman!

We ate mini bagels and pastries and drank Buck's Fizz and strong coffee. 

The one filled with colour
On 22 November, we worked with Richard House Children's Hospice to deliver their Rainbow Ball, where the dress code was strictly "anything but black". Our friends at Bloomsbury Ballroom hosted the event with The London Cabaret Club providing a breathtaking array of entertainment, from a contortionist to an aerial dancer. We beat all targets to raise over £350,000.

We drank Laurent-Perrier and ate heavy hors d'ouevres, cut out the starter, opted for a duck main (although we had over 40 guests request a vegetarian meal on the night - we will avoid in future!) and a rainbow-inspired white chocolate bombe. 

The one celebrating our teachers
And before we move into the Christmas period, we closed the season with an inspiring day at Teach 2017, bringing together school leaders and teachers from Birmingham and further afield for a day of learning and sharing of best practice. Our keynote speech from Ofsted Chief Inspector, Amanda Spielman, and our panel discussion on collaboration guaranteed lively debate, with our breakout sessions providing valuable professional development opportunities focusing on teacher wellbeing, behaviour management and coaching for excellence.

We ate sandwiches and drank copious amounts of tea and coffees - it is a free conference after all...

Spring round-up: raising millions and launching campaigns

Traditionally, January is a quiet month in the world of events - the desk tidying, paper sorting, thumb twiddling month. Some of my best holidays have combatted the Winter blues. For some reason, 2017 started differently and over the last two months, the team has delivered nine events in as many weeks. 

We started with two drinks receptions, one to promote the work of our client and the other with Eddie Redmayne launching a fundraising campaign to the film, television and games industries. At the end of January, we enjoyed working with new suppliers Free Love Group and the wonderfully creative Mark Valentine to bring the work of the Education Partnerships Group to life in London. 

Ahead of the British Academy Film Awards at the Royal Albert Hall, the following week we ran the third annual Film Gala for BAFTA, with patrons Colin Firth and Emily Blunt. This year we took the event income from £250K to £400K through a brand-new VIP experience. February also saw us running two international education conferences (in Africa and Switzerland) and a whole staff away day for 150 delegates, working with etc venues.  

March has brought a Q&A with the fabulous stars of Netflix's The Crown, as part of the ongoing Academy Circle series. And to finish, over 60 pieces of student artwork went on display earlier this week at Saatchi Gallery raising money to fund enrichment programmes at Ark Schools.