WTTC: How did you end up in the event industry?

RR: I completely fell into event planning. I graduated college with a B.S. in Human Resource Management and found myself moving to Washington, DC by way of New Jersey. I needed a temp job to get myself started and my first gig was with an association that needed assistance planning their annual meeting. After that, I grabbed any opportunity I could find to be involved. I’ve worked as a server in catering, as a chocolate fountain attendance, as a roving espresso barista. I’ve also done day-of wedding coordination for probably 200 brides. I’ve worked hard to learn the in’s and out’s of the industry.

WTTC: What have you learned over the years that you didn’t really understand when you first started organizing events?

RR: That there’s so much more to event planning than just getting the pieces pulled together. Event planning is far more than logistics – you’re a therapist for a nervous bride; you’re first-line emergency care for an ill guest; you’re the contingency planner. In those weeks and days leading up to an event, you wear multiple hats and you need to be resourceful with all of them.

WTTC: What is the best piece of career advice you’ve ever received?

RR: “It’s all in who you know.” And there is no better place to live that mantra then Washington, DC – from building strategic relationship with vendors; to scheduled regular face time with clients; to creating impactful, positive relationships with everyone you meet. People work with who they know.

WTTC: Tell us about your “best” event ever. What made it special?

RR: I started my event planning career in the late 90’s with an association that was flush with staffers. Flash forward a few years and most of my colleagues had moved on and I was left holding the reigns for the organization’s largest annual fundraiser. I produced that gala from start to finish. From selling sponsorships to deciding on logistics to printing the name badges and place cards. Walking into the ballroom with my walkie-talkie in-hand having coordinated every portion of the nigh and having it be a smashing success … that was the best night ever. And it’s why I’ll never work in any other industry.

WTTC: Who are some of the groups that you’ve worked with?

RR: The bulk of my planning experience has been with associations, corporations and non-profits. I’ve had the opportunity to work in the social market also…weddings, mostly.

WTTC: What’s the largest event you’ve produced?

RR: I was fortunate enough to assist with production of the Audi Driving Experience around the time I set out on my own and started Behind the Scenes Events. We saw several hundreds of guests at every stop. It added up to several thousand of guests over the eight city tour.

WTTC: How do you stay ahead of the curve with respect to event style and design?

RR: I used to read every industry magazine I could get my hands on. And while I still wait for those glossies to find their way to me in the mail, I scour the blogs. It’s insane how fast pictures and descriptions of events become available. And it’s crazy how creative people are. I also love to spend time on the weekends browsing local boutiques – both furniture design stores and clothiers. The inspiration for event design can come from anywhere.

WTTC: What types of venues do you prefer to use?

RR: The more unique, the better. Washington, DC is filled with special venues. From the museums, private homes, rooftops overlooking the beautiful monuments, modern office spaces, outdoor spaces … the opportunities to create memorable events is endless.

WTTC: What are your main considerations when deciding whether a venue is appropriate for your event?

RR: Capacity, availability, venue accessibility to public transportation (near a Metro stop, parking garage, on-street parking), audio/visual capabilities, what other groups are in the building at the same time and their potential impact on the flow/movement of guests, comfort factor (ability to adjust heating and cooling, comfortable chairs, wi-fi access) and most importantly…what entertainment value the space offers. Does it have a ‘wow’ factor? I love having guests walk away not only complimenting the event, but the location we found to host it in.

WTTC: Any common mistakes planners make when picking a space?

RR: I know that some events lend themselves best to hotels but I often think planners fall back on ballrooms far too often. A little time and creativity should be given to the venue decision so that you can offer your guests that extra ‘pop’.

WTTC: Are there any standout or popular trends you’ve been seeing at events?

RR: We’re seeing an increase in smaller, more intimate affairs for fundraising purposes. With the reduction in large corporate donations, clients are looking to maximize personal relationships. And of course, everyone is keeping their eye to the environment. Clients are looking to reduce, reuse, recycle and stay local as much as possible.

WTTC: If I was to give you an unlimited budget, what would your fantasy event look like?

RR: I have to be honest, I’m recently engaged so all of my focus is on my own wedding lately. If I had an unlimited budget…my rehearsal dinner would be on the rooftop of The Hay-Adams Hotel, overlooking The White House. The service and views are simply exceptional. Wedding ceremony at The National Cathedral. Or in their Bishop’s Garden. The size of the church, the architecture and its stained glass windows are simply awe-inspiring. The wedding reception would be held at The Meridian House off of 16th Street – it’s a private estate built in 1909. Valet for guests and then a quick walk through the home to the courtyard, filled with statuesque linden trees, hanging globes and fragrant florals, for the reception. It overlooks the cityscape…a quiet, elegant oasis above the honks and horns of city life. A tasting dinner with wine accompaniments featuring Volt Executive Chef, Bryan Voltaggio of Top Chef fame, inside the home with tables decorated with calla lilies by our favorite designer/florist. Wedding and groom’s cake from Chef Duff and the crew at Charm City Cakes. A plate full of salt caramel truffles passed, compliments of J. Chocolatier. All followed by an endless night of dancing to a live band crooning hits. Guests enjoying after dinner spirits and espresso bar to keep them lively. Ha! I could do a lot.

WTTC: What type of events are you currently planning?

RR: Behind the Scenes Events is scheduled to produce around 85 events in 2010. We have several corporate and non-profit fundraising galas coming up, golf tournaments, private dinners, weddings, conferences and topic-focused seminars. I’m always excited to hear what the next client has in mind.

WTTC: What makes DC a great event city?

RR: Gosh, the list of what I love about DC is really endless. We have everything here that’s ‘big city’ without the big city feel. A rich and vibrant history. Monuments and attractions that bring us millions of tourists a year. An exceptionally active business community. Great restaurants and nightlife. Park land and multi-use trails that extend from Virginia to Maryland. I can’t imagine anywhere else I would want to live, work and play.

To learn more about the events, venues and trends that are shaping Washington DC society, visit Roxanne’s Behind the Scenes Events blog.