At Collective Spaces – The Loft, we recently hosted the highly successful CLLCTIVGIVE Finale, celebrating CLLCTIVLY’s 24-hour crowdfunding campaign supporting Baltimore’s Black-led social change organizations. The event was a resounding success, thanks in large part to the leadership of Ayo Figueroa, the event producer behind the scenes. We sat down with Ayo to discuss the best practices that helped make the event run seamlessly.
Interviewer: Ayo, thank you for joining us. Your leadership was a huge part of the event’s success. Can you tell us about the first steps you took to ensure everything went smoothly?
Ayo Figueroa: Thank you! The first step was collaboration. We held multiple walk-throughs with vendors before the event. These meetings were essential to align on the design, confirm the layout, and ensure that the space’s requirements were fully understood by everyone involved. This pre-event preparation was key to setting a foundation for success.
Interviewer: How did you manage the logistical challenges of Collective Spaces, especially being on the 5th floor with a small elevator?
Ayo Figueroa: That was definitely a challenge, but with proper planning, we were able to manage it. I extended the booking time to give vendors and staff additional load-in and breakdown windows. This extra time allowed everyone to move equipment and décor without feeling rushed. It’s crucial to account for these kinds of factors to prevent unnecessary stress on the day of the event.
Interviewer: Your attention to detail was evident, especially in the way you handled our 30-day checklist. How important was that for the success of the event?
Ayo Figueroa: Extremely important. I always make sure to thoroughly review venue checklists to ensure nothing is overlooked. The checklist provided clarity on the space’s capabilities and limitations, which helped us consider all aspects of the contract. It’s like preparing a roadmap for the event—it reduces confusion and helps anticipate needs.
Interviewer: Speaking of resources, we noticed you made great use of the venue’s existing lounge furniture. How did you approach that?
Ayo Figueroa: Cost efficiency was a priority, so instead of renting additional furniture, we reconfigured what was already available at The Loft. This allowed us to create a stylish yet budget-friendly environment. I also used the flex space as a green room for staff and talent, which was another way to maximize the space without extra costs.
Interviewer: Security and guest experience were top-notch. Can you share more about how you approached these aspects?
Ayo Figueroa: Guest experience and safety are always key concerns. In addition to the provided security, we hired extra personnel to monitor exits, manage crowd control, and ensure alcohol stayed within the venue. We also arranged valet services and temporarily closed the street for easy parking and traffic management. There were also photo touch points from the valet all the way to the fifth floor from the outdoor entertainment to the photo backdrop and “black carpet.” These details created a seamless, enjoyable experience for our guests.
Interviewer: Cleanliness was also a major factor in keeping things running smoothly. How did you handle that?
Ayo Figueroa: Cleanliness was definitely a priority. We hired a cleaning crew for both pre- and post-event tasks, and they also served as bathroom attendants during the event. To further aid in maintaining the cleanliness of the space, we brought in additional trashcans throughout the venue. This simple addition made it easier for guests to dispose of waste, which helped keep the venue looking polished throughout the night.
Interviewer: Finally, the multiple bar stations were a nice touch. What was the reasoning behind that?
Ayo Figueroa: We wanted to minimize guest wait times, so placing multiple bars throughout the venue was a strategic decision. It allowed people to easily access refreshments without crowding one area. The flow of the event is just as important as the décor, so keeping guests comfortable and happy is always a priority.
Interviewer: Ayo, your planning and execution were absolutely flawless. Thank you for sharing these insights. Any final words of advice for future event planners?
Ayo Figueroa: Thank you! My biggest advice is to focus on preparation and communication. Ensure that everyone involved, from vendors to venue staff, are aligned on expectations. Every event is a collaborative effort, and the more detailed your planning is, the smoother it will go. Always adapt to the space you’re working with and think creatively—there’s always a solution.
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Conclusion:
Ayo Figueroa’s thoughtful approach to event planning, from logistical foresight to maximizing the guest experience, highlights the best practices that can ensure a successful event. By focusing on collaboration, detail, and guest comfort—including simple but effective additions like bathroom attendants—Ayo ensured that CLLCTIVLY’s CLLCTIVGIVE Finale was both seamless and memorable. If you’re planning an event at The Loft, these strategies can help you create a flawless experience for your guests.
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