Planning, Permits & Pyro

Colorful fireworks bursting in the night sky against a backdrop of stars.

Years ago I was asked to plan an evening event that was something different. I did a bit of research and discovered that, at that time, hiring a pyrotechnic company to bring a fireworks show on property was not outside the realm of possibilities. I know there are fireworks shows all over town on the Fourth of July, every night at Disney, and throughout the summer after minor league baseball games, however, for this particular organization, this would be a first.

When I started delving into the planning process for the event, as anticipated, I discovered there are many factors to consider. Space was one of them. I actually couldn’t believe the amount of space needed for a safe fireworks show. One company does a fantastic job of explaining the space demands based on the type of show you want to have. 1 On their website is a graph of how many feet away the audience needs to be for the height or “break” of the fireworks chosen. Super helpful. There needs to be space for people to sit, space to setup the fireworks launch area, and space for the things that go up to come down.

Permits are the next priority on everyone’s mind (or at least should be), however, I found that, at least in Illinois, one is not required. Responsibly, the company I was researching requires a permit with approval from the authority having jurisdiction over the location where the show is to be held. Smart. Now the trick, which governing body is it. City? County? State? Another task on the checklist.

The most efficient way to get things rolling is to partner with a company who will make time to visit your location. This way they can consult with you on the type of show you are hoping to have, see what the property looks like and what constraints they’re working with, discuss your budget, and make recommendations based on the information gathered. I would not want to go back and forth over email, sending aerial maps, measurements, photos, and descriptions to someone, and end up with mismatched expectations.

I would also ask the company for their recommendation of safety precautions we would need to put in place for the audience as the host organization. The pyrotechnic folks should definitely have their own for the equipment, fireworks, and staff, but if they’ve been doing this long enough, they also know what types of safeguards we should have for those attending the event. I would imagine we would rope off areas indicating where people can and can’t be, perhaps have emergency personnel standing by, and ask that people leave their pets at home.

Then, this becomes another outdoor event. First, as always, identify the goals and objectives; what are you trying to accomplish with the event? As mentioned, plenty of space will be needed for people to sit to view the fireworks, whether they choose to bring lawn chairs or blankets; and additional space far enough away where the pyrotechnic company will make the magic happen. Parking needs to be considered whether it is on-site, or off with a shuttle bus plan in place. Someone always has to go to the bathroom so porta potties need to be rented, as well as light trees, safety barriers, and possibly staging, lights, cameras, and production equipment if there is to be any sort of entertainment or music to accompany the fireworks show.

Based on the goals and objectives, food trucks might need to be engaged and picnic tables, trash cans, and water stations rented. Entertainers or performers, inflatables or carnival games, or even an ice cream man might be part of the festivities. And once again, because I live outside Chicago, I always need to plan a second event… the dreaded weather contingency plan. Truly, we always end up planning two events simultaneously. We can’t possibly wait until we see what the weather is going to be and THEN start to plan. Alternative dates, contracts, etc. all need to be in place well in advance of knowing what mother nature is going to throw our way. Then there are volunteers to find who will help with a myriad of responsibilities.

If you’re not part of a community of event professionals yet, find one. Connecting with other planners who have done the types of events you are trying to do, who have experience and learnings to share, is invaluable; especially in the case of the unusual requests such as planning a fireworks event.

We didn’t end up going with the fireworks show after all, but I can’t wait for the next opportunity to do so!

Have you planned a fireworks show? What was one thing you learned that we should know? Share it here or send me an email!

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1.J&M Displays, Inc. 2024. jandmdisplays.com

Clean Up in Aisle Nine

Blurred image of grocery store aisles filled with various canned and bottled food products.

When I mention confetti, or even glitter, some event planners immediately cringe. It took me a while to get past my tic anytime someone mentioned confetti when I was the in-house planner at a large facility. However, when planning a celebration, it’s hard to stay away from exploding streamer cannons, bright lights, and loud music, am I right?

I was reminiscing with a friend the other day about some of the crazy events we planned when working with middle schoolers. This demographic is up for anything and those working with them are just as wild and creative as they are.

Because I work most often with faith-based organizations, budgets are one of the largest constraints. This causes us to come up with many unique ideas. For weeks ahead of one event, a leader had students hole-punching and ripping up construction paper to fill several large boxes with confetti.” He then strung the boxes on the ceiling to create a make-shift confetti-drop zone. Let me tell you, the amount of tiny pieces of paper in those boxes was unbelievable. It took days to clean up the immediate mess, and for years later, confetti blew out of the vents every time the heat kicked on.

Without any heads up to the event planning team, this same leader had another wonderful idea. Let’s have students bob for prizes in a large tub of mayonnaise. Yes, you heard me correctly, mayonnaise. One little darling with beautiful, long, red hair wasn’t going to let a little mayonnaise stop her; she was determined to win a prize. After finding an item amongst the muck, she pulled her head out, whipped her hair up and over her head like a swimsuit model, and realized she was a hot mess. Mortified, she then ran, mayonnaise-a-flyin’, through that room, across the hall, through another room, and into a bathroom to clean up.

Needless to say, the stage, carpet, hallways, door handles, bathroom paper towel dispensers, trashcan, countertop, mirror, and stalls were collateral damage. Talk about clean up. Mayonnaise smells after a day or two, and not in a nice way. More like a “where did someone hide that sardine” kind of way. The students had a lot of fun, but with a little heads up, we could have laid down plastic, had towels available, prepared the bathrooms better, and given them all free t-shirts. Another one for the lessons-learned file.

We all know glitter is in a category of its own. I can’t imagine what a glitter factory looks like. Just a spec of it lingers for all of eternity. Don’t get me wrong, I love glitter. I have glitter shoes, glitter skirts, glitter shirts, a glitter jumper, and even glitter pants. But, cleaning up this stuff is an act of futility. Most venues ban it from even entering their doors. However, most events where children are involved often include glitter. It sticks to glue like white on rice and makes beautiful, colorful patterns on paper for them to bring home to mom.

All this to say, as event planners, we get to help create various, special moments for our clients. Some are more messy than others. When planning an event like this, be sure you ask about the costs. When using a confetti cannon, depending on the venue and size of the cannon, you may have to pay a pyrotechnic company to come in and shoot them off. And I have paid thousands of dollars in clean up fees over the years. Knowing up front what the costs are for the party atmosphere, will help you and your client make the right decisions for the event.

Do you have a confetti clean up story? Share it here or send me an email. I’d love to hear it.

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From Food Courts to Fame

A group of people participating in a flash mob performance in a public space, with one performer wearing a pink suit and green face paint, showcasing energetic dance moves.

I was listening to the radio the other day, and an event concept came up that I had not heard of or seen in a really long time. It had its day and was actually quite entertaining for a while. Groups of talented and coordinated people would come together to surprise unsuspecting bystanders with their witty performances. Have you guessed what I’m referencing? Yep, the Flash Mob.

There was a period of time when I felt like every evening on the news or on some social media feed, there was another video of one of these groups performing in a school, a mall, a train station, or a city park. Actors, performers, dancers, and singers of all ages and stages of life would surprise unsuspecting audiences with quick, smart, energetic productions that caught them off guard, caught their attention, and left them with a little joy in their hearts.

During this time, my daughter was in a theater group, and one evening, after a rehearsal, while 90% of the cast was having dinner, an accidental flash mob broke out. The kids were enjoying some time together outside of their grueling “tech week,” finally getting some food and fuel into their little bodies, and getting a bit slap-happy. Someone started singing one of their full-company numbers. It didn’t take long for the rest of the cast to jump in. Before we knew it, they were serenading the diners at Chili’s. Everyone had a good laugh, received a roaring round of applause, finished their burgers, and headed home.

However, today, now that this was on my mind, I couldn’t help but wonder if there was an actual process for planning an event of this nature. I was surprised to find that there are organizations that help people coordinate these events. I was even more surprised to find that there is an extensive menu of types of flash mobs one can purchase.

As with any event, there are steps to take to ensure the best possible outcome. The websites I reviewed didn’t use the same language, but essentially, one of the first things you want to do is establish the goals and objectives. Why do you want to perform a flash mob? What purpose is it serving? Another step is to find the right venue and do some reconnaissance to determine the optimal day of the week and time of day for the performance. Then, you’ll need to brainstorm an original idea. What type of show will accomplish your mission and have the biggest impact on the people in this particular location?

Of course, you need to choose a song and build a team. Then, as odd as it sounds, your team has to practice. Even though it’s a spontaneous performance, like any performance, it still needs to be rehearsed to be any good. Make sure everyone knows their role and when and where to show up. Then, it’s show time! And, don’t forget to record the performance.

Outside of the spontaneous dinner theater at Chili’s, I don’t think I’ve been involved with a flash mob. However, if anyone were to require this service, I’d be ready.

Have you ever planned a flash mob? Share your story here or send me an email!

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References
1.ChoreoConcept. The Ultimate Guide to Creating a Flash Mob. August 19. 2021. https://www.choreonconcept.com/guide-to-creating-a-flash-mob/
2.Flash Mob America. Step-by-Step Guide to Organizing the Perfect Flash Mob. January 29, 2025. https://flashmobamerica.com/step-by-step-guide-to-organizing-the-perfect-flash-mob/

Beer, Brides & Baumstamm?

A couple walking hand in hand along a dirt path, dressed in traditional German attire, with the woman holding a bouquet of flowers.

While traveling in Munich, my husband and I did a bit of sightseeing. As with most trips, we walk quite a bit and visit bustling downtowns, old castles, and ornate churches. While traversing through the square, we saw what appeared to be a Junggesellenabscheid (bachelorette party). Here, groups of ladies dress up in weird outfits and one in particular (the bride) sells candy and other items from a vendor’s tray like you’d see someone selling hotdogs and beer from at a Cubs game. It is one of a few bizarre German prewedding traditions. This got me thinking about other German wedding traditions so I did a little research on the flight home.

For the most part, modern German weddings have evolved to look a lot like most American ones. Ladies no longer wear black dresses, they have adopted the traditional white ones. They also no longer wear a penny inside their wedding shoes as they finally decided after decades of sore feet, it wasn’t worth it. Brides carry bouquets, toss them at unmarried women during the reception, and have a first dance with their new husbands now just like we do.

Where things get a little odd is when you look at some of the traditions the Germans still keep. One I found most interesting is the polterabend.1 Before the wedding day, usually the night before but definitely sometime within the week before, family and friends of the bride and groom are invited to a party where they break porcelain and china dishes as a symbol of good luck for the couple. Per the legend, the smaller the pieces (and therefore the more numerous) the luckier the marriage will be. Once the smashing is over, the upcoming bride and groom must work together to clean up the mess, symbolizing the need to work together in their impending marriage.

Another tradition I felt was a bit out of place was the baumstamm sagen.2 After the wedding ceremony the newly married couple head outside and work together to saw a log in half. This is the first obstacle the couple must overcome. Once done, they can head onto their reception to celebrate. I’m not sure who decided this felt like a wedding tradition, however, being of German descent myself and knowing the stock of our people, a physical challenge of this nature doesn’t surprise me.

The last one I want to mention is the schleiertanz (the veil dance).2 Knowing how sentimental most brides are about their dress, their veil, their shoes, and more, I am surprised this exists. At some point during the reception, the bride and groom dance while guests hold the bride’s veil over their heads. Unmarried guests attempt to steal the veil and tear it into pieces. According to legend, the lady with the largest piece will be the next bride. I can’t imagine what this looks like to an outsider let alone what it must feel like to the bride!

I share all of this to say, as an event planner, when working with clients who have cultural traditions, be sure to do your research, ask plenty of clarifying questions, and seek the advice of a planner who may have worked with them before. These are important to your client and it’s critical that you get them right. In the case of the log, you will want to know how thick the log needs to be, what type of saw needs to be used, and when to shuffle the guests outside for the ceremonial cutting. In the case of the veil dance, you’ll want to know if the bride wants her actual veil used, what type of lace will tear the easiest, and at what point during the evening this dance needs to be scheduled.

And backing up to the dish throwing bonanza, you’ll want to find out if there are certain dishes that need to be used, like if only plates get thrown but not bowls? The Germans seem to have a lot of superstitions and I’d hate to have the soon-to-be couple and their families throwing something that would curse them for years to come. I mean, what if hurling a saucer means seven years bad luck? These are things a planner needs to know. Plus, we’re talking Germany. Beer is going to be a factor in every event you’re planning, so you’ll want to understand from the family if they have a brewery of their own, a preferred ale they’d like served, and what size stein they want to use.

There are other traditions I didn’t even get into. I personally don’t plan weddings (see my blog Why Not Weddings), but for those who do, doing your homework, asking questions, and know that fulfilling the bride’s dreams are critical for your success.

Have you planned a wedding with cultural traditions? Share one thing you learned.
You can leave it here or email me.

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1.I am Expat, German Wedding Traditions. Emily Proctor. April 26, 2024. https://www.iamexpat.de/expat-info/german-expat-news/german-wedding-traditions
2.Simple Germany, German Wedding Traditions & Customs. Jen Palacios. May 27, 2024. https://www.simplegermany.com/german-wedding-traditions/

Talk Birdy to Me

A hummingbird perched on a metal gate, with its wings partially spread, surrounded by a blurred green background.
Photo Credit: Chris Baer

I’ve mentioned before that my husband and I visit a park nearby on a pretty regular basis. It’s a botanical garden-meets-military museum kind of place. I know it sounds odd, but it’s actually very unique, and the scenery changes weekly. The park is closed in January, but outside of that, we do try to visit year round. The foliage is obviously better looking in certain months than others, but I can tell you for sure, every season holds something new for us to see.

When we visit, we generally wander the trails with no particular agenda other than to see what the gardens look like this week and stay out of the way of engagement, wedding, Quincinera, and family photos. My husband is a wonderful amateur (should be pro) photographer and he takes pictures of flowers, bees, frogs, and birds. The park actually runs regular events throughout the warmer months for it’s members and visitors where they can sign up for a guided tours of the grounds. We frequently run into a group who is particularly focused on the different kinds of birds found in their tree tops.

I can imagine the bird-watching here is engaging as there is quite a variety at this park. Some species of birds we encounter almost every week, no matter what. Let me tell you about my friends, the red-winged black birds. If you’ve never had the pleasure, for several months in the late-spring, early-summer in Illinois, these overprotective birds dive-bomb visitors who come within a half-mile of their nests. Not that you could ever reach their nests, but they want to make sure you don’t. The park people can’t do anything about them other than to post signs about “aggressive birds ahead”. And this, only after several complaints of those of us walking around the pond having our hair grabbed by these insensitive avians.

I digress. As I was saying, the park holds “bird-watching events” throughout the warmer months where they take small groups of people and their binoculars to different areas of the grounds to see what types of winged beauties they can see or hear, and determine what type of flying wonder it is. Even though these events are on a small scale I imagine they are just as fun as the intense, serious ones.

As I sat in the summer sun recently, I looked up what goes into planning a bird-watching event (also called “birding”). There is a lot more infrastructure in place in many areas around the country than I anticipated. Several places have established bird-watching trails, many states have bird guides which offer guests a detailed list of which species of birds are in what part of their state at any given time of year, and some even offer bird-watching tours.

However, when planning your own birding event, you will want to consider these things1:

  • Choose the right destination. Do your research to ensure there will be birds to see and strategize your routes and locations ahead of time so when you’re there, you’re time is spent bird-watching.
  • Watch the weather and dress appropriately. Make sure you have good shoes, the right clothing and gear for the weather, and pack lightly.
  • Be prepared. When hiking off the beaten path, it’s wise to carry a small first-aid kit, water, snacks, emergency blanket, medications, bee sting pen, etc.. just in case anything were to happen. If you are prepared, the likelihood of you needing these things is slim. Guaranteed if you don’t have them you wish will wish you did.
  • Take advantage of the resources available. Do connect with the local bird-watching authorities where you are planning to go and see what type of services and supplies they offer. You might find a birding trail guide, a list of the bird species and best times of year to go, and other helpful tips to make your trip a success.

Taking a little time to prepare for your birding event, as with any event, will help to ensure its eventual success. If planning this outing for a larger group or for a corporate client, be sure to get out your handy-dandy event planning checklist and do some risk assessments, travel and hospitality planning, and the rest.

Have you planned a birding event? Share your story with us here or send me an email!

Leave a comment and share this blog with your friends and family members as well as on your social media!

1.Holbrook Travel Blog. The Holbrook Explorer. Ten Tips for Planning Your Birding Trip. April 20, 2017. Holbrooktravel.com. https://www.holbrooktravel.com/blog/birding/ten-tips-planning-your-birding-trip

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