Spring into Summer Fashion Show Event!

The big day finally arrived and I have been crazy busy working around the clock for Joe the past couple of weeks. This past week was insane and the day before the event was filled with a lot of work. Thursday during the day I was running around the valley picking up collateral from all the sponsors and then putting together the gift bags. I have a small car so I needed to drop off a car full of gifts at the Valley Ho and then go on another run!

Then I went home and worked on the will call tickets, VIP tables and cabanas and the sponsors tickets. I had a list from the ticket site we used called myeasytix.com. I had the list of those who had bought tickets or tables online and then I had to write the name of the person and how many tickets they bought on an envelope. We had sold about 200 tickets online and then 17 tables and 8 cabanas so I had my work cut out for me. I had picked up envelopes from the Valley Ho so their name was on the envelopes which was good for branding their name. This project took me a couple hours. Once I finished with the names I had to go back to the Valley Ho to help with setting up.

Once I got to the Valley Ho we had to stuff the gift bags. Joe’s other intern Raquel was there to help out and together her and I put together the bags. Printed on the bags was Fleurt boutiques name and then we stapled on the back a flyer for Isaac Jewelers. We had 300 bags and it was up to Raquel and I to do them all. A few hours later we finished the bags and in them we had multiple things from coupons, mini bottles of vodka, energy drinks and so on and so forth. My favorite item in the bags was a small flowering plant. It had a small for sale sign in it and a flyer on the back for shortsign.com. I thought it was unique and great since mother’s day was coming up. After we stuffed the gift bags we finished with the will call tickets by putting the tickets in the envelopes. We double-checked everything to make sure it was correct and organized them alphabetically and in 3 sections. We had general admission will call tickets, a section that was tables and cabanas and another that was for media passes. We had a lot of media attend which was great for our sponsors and the event!

Once that was finished we had to reorganize the furniture around the pool to make 17 tables. The Valley Ho has great furniture and we arranged the furniture into sections that go around the pool. The pool at the Valley Ho is a circle shape so setting up tables around and having the runway over the water in the center is a great setup for a fashion show. Joe, Raquel and I spent a few hours setting this up. We had to take furniture from the pool area as well as the courtyard area and since they have different pieces of furniture we did not want two set ups that were the same next to each other. Moving furniture was hard and some of the couches were very heavy so at times it was a struggle. During this time a lot was going on. Pacific Events, the production company we use to set up the lighting, sound, and the stage were there setting up as well. There were a lot of people in the pool area and we checked the lighting, the placing of the gobos on a wall at the Valley Ho, the stage was being set up over the water, and Mercedes was driving over their cars. We were trying to figure out the pool lighting. We wanted to try and cover the pool lights with a color gel but we could not get it figured out. The gels were not staying over the Valley Ho’s pool lights so we had to drop that idea and leave the pool lights how they were.

We were at the Valley Ho until 3:45 am setting up as much as we could so it was a very long day of work and tomorrow was going to be even more work! I had to be back the next morning because a lot still needed to be done. When I got the Valley Ho Friday morning Joe and I went to run a few errands and to get coffee! When we got back we placed the Mercedes Benz cars in the front lawn at the Valley Ho and began to set up the will call tables and where you could buy tickets. After that was finished we went to add more to the will call tickets. The models arrived at 3 to get their hair and makeup done and Joe put me in charge of getting the waivers signed by all of them. Once I collected all the waivers we had to draw out a map of the pool and we labeled each table and cabana. With Joe we placed where each person was going to be placed and at what table. The largest table was for one of our top clients and a sponsor of the event Isaac Jewelers. Frank, the owner, had a huge party with him so he got the largest table and one of the best locations. After that was finished I went to Jesse’s office at the Valley Ho to get the table and cabanas reserve signs printed out with the name of the person and the number of the table. This made it easier for the hostess to seat the table.

The pool closed at 5 pm so that was when we really got to set up for the show. We had to rearrange the furniture because people had moved some of them during the day and we wiped down all the tables. Then we did a run through of the show with the DJ, the models and the synchronized swimmers. For the DJ stand we were going to put him on top of the roof of this building in the pool area but it was too complicated with getting all the equipment and getting electricity on the roof so they built him a small stage near the pool so he could see the models for getting the timing of the music to fit with the models and swimmers.

Around 5:45 Raquel and I went to get all the gift bags and placed them on the tables and cabanas. Once that was done we had 30 minutes to get ready and change into hour dresses and heels. We then got our radios and headed to will call because people were showing up an hour before the gates were open! Will call was insane from 7:30-8:45. I was supervising Raquel and answering as much questions I could at the will call table but my main job at this time was to seat the VIP tables. When a table came I escorted them to their location and welcomed them to the event. It was very complicated because at times I was calling Joe to see if he was allowing someone in or if I should give them a ticket when they were not on the will call list, walking a group to their table, and answering Joe or Raquel when being called. It was very hard talking to the VIP tables and hearing someone else talking in your ear! Thankfully we had radios because I would get called when seating a table to come back for another group. I then would call Raquel to tell them that I was on my way. Around 8:30 the hotel told us that we could not sell any more tickets because we had already gone over capacity. We were allowed to give people their tickets if they bought them prior. Things calmed down at the will call table once the show started. I missed the beginning of the show but I made it to see most of it. At the beginning I heard in the radio that the lighting was not bright enough but it got fixed very quickly! The fashion show was great and the synchronized swimmers were amazing! Overall I learned a lot, worked really hard that last week and the last 2 days and had a lot of fun at this event!

If you want to check out a video of the show it is on Cashak tv. Here is the link; http://cashak.tv/fashion-shows/spring-into-summer-2009/

Writing an Injury and release form.

I have been working around the clock for Joe this week and tonight he called me and asked my to research and write an injury waiver/ liability release form for the models and the synchronized swim team to sign. Since the runway is made of plexi glass over the pool it is dangerous and if the runway gets wet from the pool water a model could slip and hurt themselves. Joe wanted me to research liability and injury waivers so that he is protected and will keep himself from getting sued. I researched many different forms and formed a liability/ injury waiver form from collaborating a few different examples. Joe will look over the form and Im sure by tomorrow I may have to revise it so it is perfect! It is really important to protect the J Group from being sued so this assignment to be taken seriously and I needed to have credible research.

The last meeting before the Event!

We had our biggest and last meeting and walk through at the Valley Ho April 30th. We met with the GM and a sales representative from the hotel, and our representative from the production company Pacific Events that we hired for staging and lighting. At this meeting we went over everything. Many details were brought up and we walked through and placed where the bars, beer tubs, VIP tables, DJ booth, jewelry booth, and makeup artist booth was going to be placed. We also went over where the registration table will be and where you go to buy tickets and get a wristband if you are 21 or older. Other things we covered was where the cars will be placed, the lighting for the cars, the lighting for the media wall, staging, and gobos to place the names of sponsors. We also went over set up and take down times and how many generators needed to get power for the lighting and sound. We also went over the two entrances, one for VIP and press passes, and the other for general admissions. There will be a raffle and the winner gets a $10,000 dollar watch, which will be announced before the show starts around 9:30 PM. We went over the schedule for when the models hair and makeup will be getting done as well as the time when we are getting a few models together for a photo shoot with jewelry from our Jewelry sponsors and a Mercedes Benz car, which are also sponsors of the event. Along with that we have two rooms being held and used for the models to get their hair and makeup done and another room for the synchronized swim team.
At this meeting I presented myself professionally and as asked by Joe I took a lot of notes. He asked to me to write done as much as possible and to make a checklist for him of all the things that we needed to check off in order for this event to run smoothly. This list is filled with a lot of details and a schedule that I will check multiple times before and during the event. The staging will be set up the night before and we will be checking the lighting at that time to make sure that it is good for the event. The tables and most of the chairs will also be pre-set the night before as well. The pool will be open the day of the event for hotel guests. Since the pool is open we scheduled about an hour and a half to replace all the furniture so that it is placed in the right areas and so that it looks clean and does not interfere with the flow of traffic. From this meeting I have gotten a good preview of what my responsibilities will be. For this event we will have radios so reaching Joe, Lhena, or one of the hotel workers will be much easier. By attending this meeting I learned a lot about event planning, the hotel operations, and how attention to detail is very important. Also from this meeting I learned a lot about how you have to work with so many people in order to make an event successful. It is crucial that everyone is on the same page and that they all communicate with each other. This week I know I will be working a lot of hours but I am very excited to show Joe what I can do for him and how I have grown as a person and a professional.

My overall experience!

Overall I have enjoyed my internship experience with the J Group Media. I feel like I have grown as a professional and have gained experience in this industry. I have become more outspoken, more confident in my capabilities, and have a lot more knowledge and experience about the industry. I have made more contacts as far as networking goes and am working on many things as far as skills for entering the business world. Even though I have grown more confident and am more out spoken I still need to work on these skills. I also need to work on my negotiating skills. I have gained a lot of business and real world knowledge from working with the J Group Media. I like what I am doing and I think I will continue in this line of work. I have learned a lot and I have gained friends with with those who I work with at the J Group. This internship has gone by quickly and I cant believe it is almost over. I am really glad that my internship will end with our largest event, the Spring into Summer fashion show. This is a great event to attend and I am very excited to see my ideas come to life! It is very exciting and a lot of work. I feel like I have been working around the clock and I know next week will be even more work. Even though I have been working a lot I am very excited for this event!! All in all I am satisfied and very glad I choose to do my internship with the J Group! It will be sad to leave yet exciting to see where life leads me!

Spring into Summer Fashion Show!

The big event we have been working on is almost here and I am very excited! For the past few months we have been planning for our big fashion show event called Spring into Summer. This fashion show is held at Hotel Valley Ho and the runway is a plexi glass runway made over water. This will be the 3rd annual show and is on Friday May 8th from 7:30-10:30. It is hosted by my internship site the J Group along with Ford/Robert Black models, Schumacher Mercedes-Benz and the fashion designs are by Fleurt boutique.
The University of Arizona Synchronized Swim Team will be performing along with the models and the music will be spun by DJ P.Body. Also Mercedes will unveil the all new E Class Coupe for the first time in Arizona. This event is a great cocktail event and the after party is located at Dirty Pretty. Other sponsors for this event include; Hotel Valley Ho, Mercedes Benz, Arizona Foothills Magazine, Carat Smart Diamonds, Toni & Guy, Arizona Makeup Professionals, Isaac Jewelers, and the ticket proceeds will be given to the Junior Achievement Foundations.
For months we have been planning and getting sponsors put together for this event. We have selected models from Ford, we have the hair and makeup as well as the clothing lined up and the schedule for hair, makeup and models already set. The runway set up and take down is also already scheduled. I helped out with this event last year and as far as the set up for tickets and the main entrance location will be slightly changed from last year. We analyzed it and the line to get in to the pool area where the show is located was way to long and people were getting impatient. This year we are going to use two entrances. One entrance will be for general admissions and the other entrance will be the VIP’s and press passes. This way it will help with the flow of traffic. Also this year we are going for a higher-class attendee and clientele. The flyers for the show this year are more high fashion and classy than the previous year. We are having another walk through meeting tomorrow afternoon at the Valley Ho Hotel to go over the layout of where the DJ will be located, bars, and the entrances, etc. I will write more to let you know how our walk through goes! I would love it if you could come and support the J Group and come to this great event! It is something fun, unique and a great way to see the newest fashion trends for the summer season!

Ticket information for the Event:

This event will be held at The Hotel Valley Ho – 6850 East Main Street, Scottsdale, AZ 85251.
(480) 248-2000

Friday, May 8th from 7:30-10:30pm.

$25 pre-purchased general admission tickets required and can be purchased online at WWW.JGROUPMEDIA.COM or charged by phone at 877-840-0457.

VIP tables and cabanas are available and encouraged. VIP Pool Side tables $300 (includes 4 tickets) and Cabanas $350 (includes 6 tickets).

Hotel Research

Joe has me do a lot of research. Research is very important when you are in this industry. Joe asked me to research and make a list of some of the top hotels in the Scottsdale area and he asked me to get the contact information for the head of concierge to all of the 20 hotels. One of the boutiques J group represents made a flyer to hand out to concierges at top resorts. It is a concierge package that gives the concierge a coupon to hand out to guests who are looking for a good place to shop. The coupon is for 10% off your purchase at the store. The reason why we have these coupons is to hopefully bring in more tourists and more business into the boutique. My next step that I will take with this project is to make an appointment for the end of this week and on to next week to meet with the head of concierge to leave the coupons at their desk for them to recommend this boutique and to hand out the coupons to their guests. Hopefully this will be a win win situation for both the concierge and the boutique. It will also give me good chance to network with the top hotels in the Scottsdale area and a good chance to work on my communication and meeting skills.

Action Plan

After my internship my action plan is to hold off on applying for a job. Currently I am very happy with my job at the W hotel in Scottsdale. The people I work with are great and the money is also very good right now. I am interested in the hospitality industry so I am trying to make stronger connections at the W hotel and build up my resume and experience working with in the hotel. My plan is to introduce myself to Katie Bradshear, the head of the marketing department for the W hotel. When meet with Katie I am planning on asking to job shadow her for a few days and then possibly sending her my resume. I am interested in going into the marketing department because they are still involved in the special events at the hotel but are not in charge of them. From being involved in events I have figured out that I do not want to be in charge or head of an event planning company. I think for me it would be too stressful of a job for me to be really happy.

Over the summer I know I will work on revising my resume again and applying to places around the valley. I am planning on looking more avidly for another job outside the W hotel in the fall. At the moment I am planning a few vacations over the summer so I do not want to find anything too seriously till I am ready for settle into a job.