Encore-Worthy Venues

A blurred outdoor concert scene with string lights hanging above a crowd of people enjoying the event.

Concerts. There is a genre of concert for just about everyone. There are almost as many types of venues for concerts as there are genres of music. Because summer is winding down, schools are back in session, and my orchestra rehearsals have resumed, I have concerts on the brain.

If you’ve read my blog for any length of time you know that I play the oboe with a local civic orchestra. Our concerts are played in an old chapel of a very old university on a very small campus. It’s dusty, has bad acoustics, and whatever the temperature and humidity levels are outside, they are the same inside (see my blog Music to Their Eyes). It’s what we have access to and we make due, but that’s not the only venue where you can hold a concert.

I have seen some of the most fascinating concerts at an arena. What can be done with the size and scope of technology: video, sound, lighting, and pyrotechnics, is mind-blowing and emotion-evoking. You can build some of the most amazing set designs and depending on where your seats are, the acoustics are pretty good. I did a site visit at an arena to see if it was a good fit for a huge celebration for a large multi-site church(see my blog An Arena-Sized Event). It didn’t end up being large enough for what we were planning at the time, but it gave me great insight into what it takes to pull off a successful event in an arena.

In the summertime, in towns all around including my own, there are concerts in the park every week when the weather is nice. Some are small bands and some are orchestral; a string group, a brass band, a wind ensemble, and such. These are pretty low-production events meaning there’s usually just enough light for the musicians to see, just enough sound to project into the park, and just enough cover to keep the center of the group dry should a stray shower come along. Some people bring cheese, crackers, and wine to nosh on while being entertained. Some bring their kids to play on the jungle gym while the parents listen to the music and chat with friends. Others bring a blanket and possibly a book, or nothing at all, and enjoy a night out.

The type of concerts I have yet to plan to the scale I envy are outdoor ones like at festivals or fairs. Yes, I did plan an outdoor concert in a tulip field which required us to build a stage with all of the production equipment and haul in everything we needed to create the show (see my blog Out Standing in a Field). But to the level of Lollapalooza? Not yet. That would be exciting. I got my feet wet with this first one, but multiple stages, multiple bands, multiple days, thousands of fans, buses upon buses, and the details and logistics that would make your head spin? This planner’s dream.

You can plan a concert in just about any venue. It all depends on the goals and objectives of the event, who is playing, and what the groups needs are. In my musical career, in addition to the venues above, there have been concerts in gymnasiums, theaters, school music rooms, convention centers, and proper music halls. Each venue served a purpose for the specific event, each one had an upside or two, and each one had its challenges. If you’ve never planned a concert before, depending on the type of music, I’d highly recommend speaking with a musician, conductor, band member, worship leader, or another planner who has planned one like your event before. There will always be some insight that can be gleaned from their expertise.

Have you planned a concert in an unusual venue? Share your story here
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From Livestock to Lemonade

Ticket booth at a county fair with a ferris wheel in the background

Every summer in our area we have a county fair. It’s an eclectic combination of activities and food at a very unusual venue. The thought of planning this five day event makes me sweat. Not because of the amount of work, the number of contracts involved, the liability, or the sheer number of people in attendance. It’s the fact that I would literally be sweating for two weeks straight: at least the five days of the event, what I suspect is five days of setup, and probably 2-3 days of tear down. I am of the age where I generate my own heat from the inside out. Give me an ice cold convention center any day. The fairgrounds where the fair is held is an odd compilation of outdoor spaces, roof-only spaces, might-as-well-be-outside indoor spaces, cavernous echoing spaces, and trailers. And, the fair is held in July in Illinois, just when summer hits its stride.

Heat aside, the five day event itself has daily ongoing activities as well as several scheduled sub-events. Things like inflatables, carnival rides, funnel cakes, food trucks, a petting zoo, and beer tents are available all the time. You can also visit cows, sheep, goats, pigs, donkeys, horses, rabbits, and chickens at your leisure. And, as if this wasn’t enough fun, there is a recurring magic show and pig races all day long throughout the week.

Some of the scheduled events include things like bull riding and cowgirls, barrel racing, and demolition derbies in the outdoor arena and grandstands. Every night there are performances on the main stage, and on the last two days you can stroll through the car show and participate in a livestock auction in case you were looking to bring home a cow as a momento.1

Just thinking about the basic logistics, you’d need lots of parking for not only guests, but all of the animal trailers, carnival ride semis, feed storage, and general fair equipment. Porta potties, handwashing stations, trash cans (and larger dumpsters to empty these into), picnic tables, and tents are all things that would need to be rented if they’re not already stored somewhere. Electrical hookups to keep cold things cold and hot things hot as well as run generators and light trees are a must. Ticket booths, wristbands, credit card machines, cash boxes, fencing, signage, and lots and lots of people whether they’re paid or volunteer are essential to make the event run smoothly.

Then you have to think about the more important aspects of an event of this nature such as safety and security, medical standby, veterinarian standby, liability waivers, contracts, and traffic enforcement to let groups of cars off and on the main road from the fairgrounds. Animal feeding and pen cleaning schedules, maintenance of restrooms, porta potties, food outlets, eating areas, and beer garden all need to be considered. Safety inspections for the demolition derby, bull riding, grandstands, staging and rigging will need to be performed-most likely by a fire marshal or safety officer, and AV and lighting for musical performances, talent trailers, emcees, and backline gear need to be confirmed.

Certainly there is marketing and advertising, website maintenance, vendor screening and selection, and talent scouting happening well in advance of the event. Travel and lodging accommodations for outside guests may need to be reserved. And, the county fair is where 4-H Club projects are submitted and judged. Several students are entering animal projects they have been working on for months for exhibition and competition. There is a manual outlining in great detail what they can and can’t do, wear, or enter, as well as livestock care and health requirements they have to adhere to. This is a really big moment in the lives of these students as there are several types of trophies, awards, and ribbons they are competing for this week.2 There is most likely space for these items to be on display, an area for judges to either wait or to use for deliberation, and possibly a hospitality room for those who have entered the 4-H competition.

The fair in general is not my personal cup of tea, however, it is estimated that between 60,000-78,000 people over the years have attended the Kane County Fair each year over the five day event. That’s a lot of guests to host no matter what type of event you’re having. I can only imagine the size of the planning team as well as how large the team becomes during the event itself. Then, multiply that out for a larger county or even for a state fair. Kudos to you, fair planners! If I were tapped to assist with county fair planning, I would definitely be calling someone who’s done it before for some much-needed guidance.

The Kane County Fair in particular, the one near my home, celebrated 156 years in 2025. It began in 1868 and settled at it’s current location in 1955. This is a family-friendly event which many people look forward to it every year because it’s a low-cost event, and with a few exceptions, once you’re inside, everything except food is included in your ticket price.3

After doing some research, I have a newfound appreciation for what goes into planning a county fair. How about you?

Have you worked on a county fair in any capacity? What is one takeaway you can share with us? Add it as a comment below or send me an email!

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Check out free planner resources at tracybaer.com.

1.Kane County Fair, Fair Information. 2025. https://www.kanecountyfair.com/Fair-Information
2.Kane County Fair, 4-H Information. 2025. https://www.kanecountyfair.com/4H-Information.
3.Shaw Local. Kane County Fair Celebrates 156 Years of Summer Fun. June 30, 2025. https://www.shawlocal.com/kc-magazine/art-and-entertainment/2025/06/30/kane-county-fair-celebrates-156-years-of-summer-fun/

Comfy with the Rut

Close-up of a muddy tire stuck in wet ground, surrounded by grass.

I was recently at an event for meeting planners and suppliers. One of the industry’s thought leaders made a comment I’m not sure he even was aware of, but it made me think about some of the events my clients are requesting. Some organizations get comfortable with the rut. They are so used to doing an event the same way for so long that it’s on autopilot: a certain number of general sessions, breakout sessions, meal breaks, and networking socials. Then, rinse and repeat. Every year the same. Nobody wants to rock the boat.

Anyone who even tries to move the event out of the rut faces opposition. “We’ve always done it this way.” is one of my favorite sayings. Not. An organization that is so stagnant that it’s comfortable in the rut is one that has an expiration date. If new people aren’t getting involved because the content is no longer relevant, registration is still done on paper, and the youngest attendee is on Medicare, there’s no way it has any longevity.

Eventually, attendees get tired of the rut. Planners get tired of the rut. And, if there is anyone with half a brain at the helm, the organization’s leadership gets tired of the rut. One day, someone has to find a step ladder, climb out of the rut, and realize there’s a different way of doing things.

Planners, this one’s for you. Often, we are in the best position to make suggestions to a host organization as to how their event can be improved. Listen to their goals and objectives and evaluate if what they’re asking you to plan still hits the target. For a planner to do this well, you have to stay connected to the industry; a source of news and innovations for your planning repertoire. Become a member of a meeting professional’s association or attend industry events. Talk with other meeting professionals who are planning events similar to yours, or whose events are where you think yours should be (for more, see my blog Community over Competition).

If, as the meeting professional, you start to feel your client is in a rut, then guaranteed, the next ones to fall in will be the attendees. Being able to recognize what a rut looks or feels like will help you advise your client smartly. Be confident making recommendations that are fresh and innovative, fit within their budget, and meet their goals and objectives. You may face opposition at the beginning, but since when have we meeting professionals ever retreated at the first sign of that?

Timing is everything, however. You can only be successful in suggesting changes when done at the appropriate time in the planning process. If you recognize a rut the week before the event, you’ve already passed the point of no return. Danger! Do not approach!

So if you are working with a client and things seem to be going “too easy,” it might be because you’ve done the same thing so often before you’ve worn a rut. Be sure to stay alert and question the status quo. Your clients will thank you in the long run when their events continue to meet the needs of their attendees and their organizations continue to flourish.

Do you have a way to recognize a rut? Share it here or send me an email!

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Murder, Merlot, and Mayhem

Silhouette of a detective holding a magnifying glass, standing in a doorway with contrasting light and shadow.

There are very few dinner theater venues functioning anymore. It’s not like years gone by where people would dress up, hire a babysitter, and head out for a night of live entertainment and a meal. Now it’s dinner THEN the theater, or an orchestra concert, or a walk around IKEA. My husband and I went to a dinner party with some friends where we anticipated food and games as that was the MO for this group, however, one evening we found ourselves solving a murder mystery.

One of my favorite books for years during my college days was Agatha Christie’s “And Then There Were None” also known as “Ten Little Indians.” I read it over and over, and these days, I can occasionally find a black-and-white movie version with the same title and formerly famous actors on different streaming services. Alfred Hitchcock movies and Jeffery Deaver novels also capture my attention for hours. I love the who-done-it. I love trying to figure out which character commits the crime, and how, before anyone else. Even though I read the books and see the movies multiple times, I still enjoy a good fake murder mystery.

When we arrived at our friend’s home this evening, we were surprised to find that we had been assigned a character, persona, and back story that all integrated into the theme for the evening. There were specific foods selected, particular music playing, and clues hidden for us to find. For certain, one of us was going to commit a murder in the next couple of hours. Not even the murderer knew this when they woke up this morning. Sadly, one or more of us were going to find ourselves victims of fanciful crimes.

There are boxed games, online websites with digital downloads, and organizations all devoted to helping a host create the ideal murder mystery experience to entertain their guests. There are even recommended costumes if you really want to go all-in. After reviewing several websites and relying on my event planning expertise, I came up with a few tips for planning a successful in-home murder.

Know your audience. This is key for any successful event. If you are hosting a group of introverts, this type of event will be the worst evening of their lives. Asking a group of people who generally like to be wallflowers to now be the center of attention, intentionally mingle with and speak to (potentially) strangers, and perhaps don a hat or feather boa, could scar them for the foreseeable future. And, it will guarantee they will never return for dinner again.

Keep the game moving. As the host, understand the game and be prepared to keep the action going. Games provide clues for guests to find throughout the evening. If you’ve made one too hard to find, perhaps you might accidentally “trip” over and expose it. If the play gets stagnant, people may start to drift from the game and talk about work, or their upcoming vacation, or how lame the game is, and you’ll quickly see the first couple say goodnight.

Serve portable foods. If the game requires your guests to get up from the table to mingle with each other or move about your home, be sure that the food can move with them. Heavy appetizers or meals cut into carrying portions will be appreciated by your guests more so than than a spaghetti dinner. I’ve even seen plates with a cut-out to hold a drink so someone can carry both their meal and their beverage in one hand while freeing up their other one to eat or talk with, or in this case, play the game.

Have fun. Don’t take the game so seriously that nobody is enjoying themselves. It is a game after all. Things may go awry, people may try to cheat, or someone may make the wrong accusation before the night is up. Laugh it off, call them out, and keep going. Be sure that the murder mystery fits the timeframe you told your guests they’d be at your house so they’re not wondering if they’re going to end up paying the babysitter time-and-a-half for staying over. Nothing ruins the fun like paying the sitter your salary for the week.

The next time it’s your turn to host the regular Friday night gathering of friends, consider a murder mystery event. My guess is nobody will see it coming, including the murderer themselves.

Have you hosted a murder mystery event? What is one thing you recommend? Share it here or send me an email!

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The Sky Showdown

A vibrant drone light display forming the shape of a butterfly, with colorful LED lights illuminating the dark sky above an urban skyline.

I think fireworks are cool. I love the sparkle and pizzazz of the bright shimmery showers of light against the dark sky. I especially love the ones that look like glitter sprinkling down on the celebration as if a life-sized Tinkerbell waved her wand and showered us with pixie dust. However, these days there’s a new sheriff in town. The drone show. Have you seen these? They’ve opened for the Olympics, been part of the Superbowl half-time show, celebrated historical moments in time, highlighted holidays, and even participated in celebrity gender reveals.

The mere thought of these entertainment marvels just a few years ago was the dream of sci-fi movies. Tiny radio-controlled bots in the sky which moved in sync with each other to music to create images and icons across the sky was absurd. Yet, here we are in 2025 with drone shows making an appearance at even Milwaukee Wisconsin’s Summerfest. Who woulda thunk?

According to Grizzly Drones, innovations in drone design, battery life, and flight control systems, coupled with advances in drone flight software, are what has made more sophisticated drone shows possible. There are even statistics in the Guinness Book of World Records for the largest number of drones used in a single show. Grizzly Drones did their first ever drone light show in downtown Los Angeles in 2023 for 4th of July.1

So, are drone light shows edging out fireworks shows? If you ask Verge Aero, the answer is no. They’re like peanut butter and jelly. The precision of drones allows the designers to choreograph stunning visuals and tell stories that evoke emotions, while being eco-friendly and quieter than fireworks. Fireworks use explosive chemistry to produce vibrant colors and dramatic effects. They also produce the satisfying “boom” that audiences crave. However, they can fall victim to wind and humidity, and generate smoke which can disturb wildlife and pets. Fireworks and drones can work well together to create a fantastic show, and to confuse matters even more, there are now pyro drones – drones that carry fireworks.2

There are several benefits to using drones for a show over fireworks. Drones can be used in areas with a high fire risk or who have burn bans, like California. They can also be used in places with noise ordinances that a permit can’t overcome. If the event you are planning is doing their best to be eco-friendly and has a Sustainability Plan, drones are the way to go. They are electric-powered, produce fewer emissions, and have no physical waste product.2

If you are looking for a way to monetize a drone light show to add to your event, package it in a sponsorship. These zippy little things can be programmed to create just about any 2D or 3D shape desired like an organization’s logo or product. Talk about a great way to get your drone show paid for!

I haven’t had the opportunity to plan an event that incorporated a drone show, but the more I see them, the more I really want to. Seeing the look on the faces of attendees when they spy certain logos, products, figures, or even themselves in the lighted wonders would be priceless.

Have you had the opportunity to plan a drone show yet? Share a tidbit here with the rest of us or send me an email about your experience.

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1.Grizzly Entertainment. Drone Light Shows – History and Evolution. April 15, 2024. https://grizzlyglobal.net/drone-light-shows/drone-light-shows-history-and-evolution/
2.Verge Aero. Drones replacing fireworks? The future of aerial entertainment. 2025. https://www.verge.aero/news/drones-replacing-fireworks