Our very own Senior Account Manager, Melanie Neff, is a seasoned public relations, social media and digital marketing pro with a special talent for successful event planning. Over the past eight years, Melanie has worked with numerous luxury and hospitality brands across the United States, Mexico, the Caribbean and Latin America. She recently embarked on a whirl-wind event tour with our client BTMI (Barbados Tourism & Marketing Inc.), the Ministry of Tourism and International Transportation of Barbados.

The first incredible event took place in Panama at the Palacio Simón Bolívar, to highlight the shared legacy of Panama and Barbados. The event titled, Cultura Fiesta: From Barbados to Panama had over 250 attendees including media, influencers, dignitaries, ambassadors, celebrities, travel contacts and friends of Barbados. During the celebration, Barbados showcased local cuisine by Chef Creig Greenidge and Chef Javon Cummins. On Panama’s side, the destination showcased dishes by Gabriel Grimaldo. As the Birthplace of Rum, Barbados also showcased award winning mixologists, Shane McClean and Philip “Casanova” Antoine. Attendees had the chance to enjoy entertainment by Soca artiste Peter Ram, DJ AON Skilz and Steel Pannist Zige Walcott. Last but certainly not least, both Barbados and Panama delighted guests with a fashion show by Bajan designer Pauline Bellamy and Panamanian designer Alex Adames.

Melanie immediately made her way to São Paulo, Brazil for another exciting evening filled with rum-infused cocktails, culinary delights and Barbadian culture. Barbados’ new Minister of Tourism and International Transport, Hon. Ian Gooding Edghill and the Ambassador of Barbados to Brazil, Tonika Sealy-Thompson, hosted the celebration to share the experience of Barbados’ rich heritage. This event featured Bajan mixologist and artist Sheena Rose.

While the end results were spectacular for both events, it was made possible by an incredible amount of planning, attention to detail and expert communication with both the client and outside vendors.

We sat down with Mel, our recently appointed Bajan event queen, to share some of her expert tips and “do’s and don'ts” for creating and hosting the perfect event.

Mel, please tell us the Top 5 priorities as you start to plan an event?

Before I start planning any event it is important to define the event's purpose and goals. This will help you to determine the target audience, venue, budget, and other critical elements.
Create a timeline and project list to make sure all involved are keeping track of what needs to be completed.
Define the run of show and flow of the event to match with the event goals and purpose.
Define the guest list and RSVP above the desired number to assure attendee goals are achieved.
Always have a contingency plan in case something unexpected happens. Have backup options for the venue, equipment, catering, and other critical elements to ensure the event runs smoothly.

On your most recent events for Barbados, can you share what stood out to you as successes during both events?

For Panama, I was very excited to see such a great turnout of media contacts from Forbes to television stations like NexTV. As the name of the event stated, Cultura Fiesta: From Barbados to Panama the event was a beautiful showcase of Barbados and Panama through their shared history, as part of the pre-show we had a viewing of the documentary Panama Dream by Barbadian Filmmaker, Alison Saunders. The event flowed seamlessly and attendees really enjoyed the talent showcase from Barbados.

In Brazil, the event was intimate (50 pax) which allowed for more personalized interaction between Barbados representatives and the attendees. The small group size enables more one-on-one conversations, which can help build stronger relationships with attendees. The event attendee count was reached, from media to trade to influencers, Barbados had the chance to connect with top tier media like GQ, Harper's Bazaar, Falando de Viagem and much more.

What are some tips for event planning in a foreign country vs. the U.S.?

Research the country: Before planning your event, research the country's culture, customs and traditions. Understanding the local culture and customs can help you plan an event that is well-received by the attendees.

Understand the language: If you don’t speak the local language, consider hiring a translator or interpreter to help with communication during the event.

Choose the right venue and make sure you have a point of contact locally that can assist with in person meetings and last minute requests.

Work with local vendors, they provide valuable insights and best event practices.

Strong communication is key. Communicate effectively with your team and local vendors to ensure that everyone is on the same page.

This event involved foreign dignitaries. How important is it to know your demographic? And did this present any additional challenges?

When working with dignitaries and ministers it is important to know specific protocols for each country as well as develop important talking points for each market.

Anything you would like to add in terms of ensuring a successful event, be it large or small?

When planning any event I recommend paying attention to every little detail. Keep the attendee experience at the forefront of your planning to design a memorable event experience. Anticipate and identify potential risks and develop a plan to mitigate them. This includes everything from weather-related risks to technology failures.

After the event, measure its success based on your goals and objectives. Use attendee feedback, metrics such as attendance and engagement, and other factors to evaluate the success of the event and identify areas for improvement.

Debrief with the team to review the event, identify areas for improvement, and discuss lessons learned. This can help you refine your event planning process and improve future events.

My last piece of advice is enjoy the process and surround yourself with a strong diligent event team.

Successful Event Planning Insight from CIIC PR Pro: Melanie Neff