Planning Perfection

Whether it’s a birthday party, conference or large-scale holiday celebration, events are most enjoyable with the proper amount of planning done behind the scenes. In West Virginia, dedicated professionals go above and beyond to ensure every event is not only safe and secure but also full of enjoyment for all who attend.

Amber Huber, owner of Enchanted Events LLC, says that as an event planner, spending the time to connect with clients and understand their needs is one of the most important aspects of putting together a great event. She explains that while on calls with clients, her team conducts a questionnaire to help them determine the logistics of each event by asking questions that better help them provide tips, recommendations and ideas to the host.

“Encouraging the event leader to make their event personal to them and their guests is essential, but planning the day with a great flow to allow for enjoyment of the event is crucial to success,” Huber says.

For example, when planning an event, a host may provide food trucks, activities involving TikTok trends or engaging photo opportunities to make the gathering more interactive for the guests. However, Huber encourages hosts to hire professional vendors who have the skill set to ensure the activity runs smoothly.

Huber says her team has also developed an efficient approach to helping clients achieve their vision while staying within their financial means. This process involves encouraging clients to take the time to build a comprehensive budget that includes all their desired features for the event.

“After hundreds of events, it has provided us with a level of resourcefulness that makes it possible to guide clients to options that will help them stay within their budget, but we also recommend they take time to build a budget with all of the event components to have a realistic understanding of the cost of the various event options,” she says. “Generally, we find that budgeting allows them to decide what is important and makes their event meaningful to them.”

While planning the details is crucial, ensuring the safety of attendees is equally important, particularly for large events that host a substantial number of people. Proactive threat mitigation is one of the main steps in ensuring events run smoothly and safely. Assessing potential risks and preparing for incidents begins well before an event takes place. This involves using metrics to predict and manage crowd behavior.

“We maintain awareness through the different resources and systems we have, looking for any type of threat,” Jack Luikart, director of the West Virginia Fusion Center, says. “As part of that, we would be looking at the metrics—the time of day it’s going to be happening, number of people that are going to be there or what in the area could be affected.”

For events like Bridge Day, where safety is a major priority, the Fusion Center conducts a thorough threat assessment. This includes addressing questions such as the purpose of the event, who is conducting it and whether there is an identifiable threat. They also ensure that, in the case of an emergency, communication lines are open, and law enforcement can respond efficiently. Large events often involve collaboration with organizations such as the National Park Service, the FBI or local police departments to assess and meet security needs.

Technology also plays a key role in keeping attendees safe. Tools such as drones, advanced communication systems and metal detectors or handheld wands are regularly used to ensure public safety.

“We go to the extreme to ensure that the citizens’ rights are protected while also maintaining the security of an event,” Luikart says. “But there is technology there that, should a crime be committed, we can help to identify the people that need to be identified and to mitigate that as well as identify the individuals who would be involved.”

Rob Cunningham, cabinet secretary for the WV Department of Homeland Security, explains that vendors participating in events are also subject to safety measures. Since vendors often pay for their spot, they must meet certain safety requirements to qualify.

“Part of the contract for booking the spot is you have to meet the fire code—there’s just a whole laundry list of things you have to do to be able to participate. The safety plan is all part of that agreement,” Cunningham says.

Law enforcement prioritizes keeping attendees and vendors informed in case of emergencies. At any sign of a breach in safety, efforts are made to evacuate the area quickly and efficiently.

From logistical considerations and safety measures to unique activities, every detail of planning an event plays a role in shaping the experience. Careful coordination ensures the day is enjoyable and stress-free for everyone involved.