Kentucky Event Company - Lexington Event Company

09/05/2024

On this International Day of Charity - we want to celebrate all the great non-profit organizations in central Kentucky doing all the things to make this a great place to live, work, and play. If you're looking for the right org to give your dollars today, here are a few we've had the pleasure to work with over the years. There are so many great orgs, but these are at the top of our list 😉

Arbor Youth Services
Bluegrass Greensource
Ed Brown Society
Ephraim McDowell Foundation
The Fayette Education Foundation
Lexington Children's Museum
Lexington Children's Theatre
Lexington Dream Factory
YMCA of Central Kentucky

09/04/2024

We love a good fundraiser!
If you've followed us for very long, you know that our founder & CEO, Kaelyn Query Caldwell, got started in this industry through fundraising events. (Trivia note: the name of her first company was created around that mission)
We love the impact we can make through fundraising events - and we love even more getting to be a small part of the magic behind so many amazing organizations doing the hard work in central Kentucky.
Arbor Youth Services is one of those organizations. We were honored to work with them on their August fundraiser - providing support in project management, logistics, some design, some food & beverage, and more. Thanks to a great crew for helping make it happen!
VENDORS:
Dupree Catering + Events
The Mane on Main
Stems LLC.
Chris Dedman Productions
MSI Production Services
Purdon Rentals
TOPS in Lexington

08/29/2024

A BIG part of our role when working with any client on an event is project management. Not just for our team + tasks, but for the group as a whole. We serve as the one who steers the ship - we lead the meeting cadence, we take meeting notes (and report to the group), we keep tabs on tasks and deadlines, and so much more. Plus, we work to help plan & manage the events (duh).

A good plan is always key for a seamless and streamlined planning process. And a good system in place is the first step of that process. We have the tools, templates, and systems created for you - to help make your event successful.

08/22/2024

As school is back in session, so are events! We are gearing up for a busy Fall season and are excited - especially for our continuing / educational events.
From leadership development to annual meetings, trainings and sales kick offs, continuing education to learning summits - we're working on it all. And we'd love to help you, too!
DM us to chat about your upcoming meeting or conference, and how we can help streamline your planning process!

08/20/2024

A great team makes all the difference.
Thankful for these ladies - plus Glenn, not pictured - and a handful of others who have CRUSHED IT over the last few months with a busy stretch of events. You are the MVP's and make everything run smoothly!
Having a great team can make or break any event - and we have the VERY best!

08/15/2024

Happy National Relaxation Day!
On this peaceful day, we are looking back on events of the past that had a focus on the mind, body, and spirit.
- Wellness retreats
- Corporate retreats with an educational + inspirational focus
- Cooking classes
- Dinner series
- Wellness Fairs
- Team building with a relaxation component
Whether you're hosting something local to you, across the state, or across the country - we can help create a perfect agenda (and setting) for your mind, body, and spirit work. And, even if your event or retreat is not "relaxation" focused, we can help you incorporate some mindful "work" into the itinerary - which has your guests leaving the experience in a much better headspace.
Have you incorporated relaxation into your conference or meeting agenda? How did you do it?! Tell us in the comments.

08/12/2024

Luminosity Gala. 🗼🇫🇷
We were thrilled to help the Ephraim McDowell Health Foundation on their 2024 Luminosity Gala in a couple weeks ago. This Olympics themed event was SO fun!
Olympic logo themed linens, a tapas style plated meal with dishes from various competing countries, and so much more! Good funds raised for a great organization!
Scope included logistics management, on-site management, some project management, design support, staffing, auction support, menu planning, and more.
VENDORS:
Cowan Dining - Centre College
Bayou Bluegrass Catering
Stems LLC. (bulk flowers)
Ginna Nilest Matson (floral design)
Purdon Rentals
Encore Of Lexington
Alpha-Lit Lexington
Xpress Valet

08/07/2024

Fifty Years.
We were honored to help the Frankfort Regional Medical Center team create a special event celebrating 50 years of service to the community. They invited past employees, current employees, and others from their 50-years of business to help toast the last 50 years, and the next 50 years ahead. It was the perfect day - and the perfect venue!
Scope included: full service event planning, management, and design, vendor selection, logistics management, registration, project management, menu planning, and more. 2400~ invited with 500 registered! And - a quick turnaround! We made this happen in 5.5 weeks!!
VENDOR TEAM:
Castle & Key Distillery (venue + bar)
Purdon Rentals
Photos: T. Gilford
Stems LLC.
Lime Leaf Linens

Storybook Balloon Co. (marquee + photobooth)


Audio Visual Techniques
Wild Joy Studios

08/05/2024

It was a packed room last Friday for the annual breakfast supporting The Fayette Education Foundation , in partnership with Fayette County Public Schools.

Our third year of supporting this event both with planning/management support, and sponsorship. It was wonderful to be among over 700 other businesses, community members, and education professionals to hear about what the next school year will bring for both the district, and the foundation.

Thanks to Central Bank Center, Audio Visual Techniques, Hardwood & Oak, and Impressions Marketing for their help in making this event a success!!

08/01/2024

Whether you're looking for a back-to-school event, an end-of-Summer celebration, a team building or networking event, or just an opportunity to celebrate your team members and/or your customers/clients - we can help!
Let us be your one-stop-shop for creating a memorable (And stress-free) celebration or event.

07/30/2024

Today we are celebrating our vendor friends! THANK YOU for all of your support over the years - we quite literally couldn't do it without you. Not only do you fully understand our "crazy" but you help us create extraordinary events for our mutual clients.
Happy - we appreciate all of you, and all you do for the industry.

07/25/2024

Project Management
Similar to other areas of business - events need a "lead". A project manager, a person in charge - someone to keep the ship steering in the right direction.
And, that project manager likely needs a team of people behind them helping make the ship "go". Here at we use a number of methods to keep our projects (events) moving forward:
1) Project management tools - we have a number of tools in place to help keep everyone accountable, keep things on task/track, and to keep everything visible to all stakeholders.
2) Regular check-ins - we like to meet with our clients monthly during the planning process, and then weekly/bi-weekly as the event date draws near. Even if there isn't a big agenda, we feel this keeps everyone in the loop and on task. Plus, if an issue does arise, it can be addressed quickly and efficiently.
3) The right people - we assign roles to our team members so they can "own" that area of the event. Registration, for example, would have a dedicated manager from our team to oversee that process, answer guest/attendee questions, send regular ticketing reports and updates, and more. This goes for each area of the event - so that nothing is missed.
What steps do you have in place to ensure that your event planning is efficient and effective?

07/17/2024

It's still festival season.... and we are doing a poll: What is your go-to festival food? Favorite festival dish. Best food to eat at a festival..... go!
And for fun (since it's ) - tell us your fave fest food in the comments with an emoji!

07/15/2024

⚡️JOB ALERT! ⚡️
Looking for part time work? Look no further! We are looking for an enthusiastic person to join our team as an assistant venue manager. This person will work with the venue manager for our Lawrenceburg location. Hours are based on the event schedule.
Visit www.kentuckyeventco.com/team for the information, and to apply!

07/11/2024

Vendor Spotlight: LIGHTER THAN AIR 🎈

We’ve worked with Fran and the team from Lighter Than-Air on so many different events. From entryways, to filler decor, wayfinding, to statement displays, and so much in between! Colors, and themes, and shapes - the sky is the limit! The LTA team can create any vision you can imagine.

Check them out for your event balloon needs!

07/09/2024

Site Visits.
Site visits and venue tours are a necessary part of the planning process. But this isn't a one-time deal. You should schedule a site visit at the beginning of the process, before a contract is signed and ESPECIALLY if you've never hosted an event at this location before. Additionally, you'll schedule at LEAST one more site visit as a "final walk through" of the space a couple of weeks in advance of the event date. This allows you to review final details, tie up loose ends, etc.
We also highly recommend a visit or two during the planning process, as schedules and the venue allow. Why? Because you'll need to review for things like:
- Access (For vendors, attendees, staff, etc.)
- Load in (via dock or front door or loading area?)
- Parking / Valet / Shuttle
- Signage / Way finding
- Service Format (based on the venue layout)
- Lighting / Audio/Visual, and other needs
- Additional rentals, etc.
and so much more!
How many site visits do you normally schedule for your events?!

07/01/2024

After a long first half of the 2024 event season - our team is taking a time out!
We will be back in action starting July 8th. Client portals are still accessible during this time. See y'all soon!

06/26/2024

Racing to Three!
This "Raceway" themed birthday party turned out so cute! From the race-track balloon entry, to the signage, and the "body shop" paint pit stop for kids to paint up their own race car. It's so fun going from serious conference, to seriously silly parties.
VENDOR LOVE:
Martine's Pastries
Lighter Than-Air
Purdon Rentals
Kate McStay Photography
Wild Joy Studios
The Cookie Social
Connor Query Art

06/20/2024

Cheers to the first (official) day of Summer! Event season is in full swing, and we are loving the refreshing cocktails and zero-proof mocktails we've been serving up at events. Tune in next week for our Summer Cocktail series!
Cocktail by Type A Catering // Photo by The Malicotes

06/18/2024

Happy National Picnic Day!
We love any excuse for an outdoor event - and these warmer temps make us excited to get outside! We love a picnic event because it can easily be dressed up or dressed down to suit your audience, theme, reason for gathering, and more!
What are your favorite picnic menu items to serve in the Summer? Tell us in the comments below!

06/12/2024

That's it. That's the advice.
In all seriousness - contracts are a crucial part to the planning process. A contract or agreement outlines the expectations on both ends, the terms, the conditions and so much more. It's GREAT to support small business (you won't find anyone leading that charge more than us) - but supporting small does not mean leaving yourself open to frustration, extra headache, or legal liability.
Want to use a vendor who doesn't have a contract? We don't love it - but we understand sometimes there is no way around it. At a MINIMUM an email needs to be sent (timestamps, ya know) outlining the general details. What should be included in the contract? A lot. But here is what you should definitely look for:

- Details of the engagement (date, time, location, etc. - whatever is applicable to your event)
- Contact info for YOU and YOUR VENDOR (don't get us started)
- Payment Information (amount due, due dates, available payment methods, fees/charges, etc.)
- Cancellation Clause - for you and for the vendor
- Inclusions - what are they providing (product or service), we need detail here!

Any other specifics relevant to your event should be included. The more information the better, in our opinion. It doesn't always happen that lack of a contract (or a good contract) results in issue - but why risk it? If you want to hear horror stories.... give us a call and we can share ALL the examples of why contracts matter. 😉

06/07/2024

Throwback to these flame thrower donuts for !
These sweet treats were a fun interactive station at for a multi-day annual meeting we produced last year.
Another reminder that you can have FUN with your food!

06/05/2024

Sixty.
We love a good celebration.... and really any excuse for a taco bar. Maggie's 6-0 milestone birthday was no exception. This was so fun to help plan and execute, and working with Sandra to bring together all of the people and things that Maggie loves made it that much sweeter!
100 guests, full service planning + guest communications/management, and more.
VENDORS:
- On The Rox
- Thompson Catering & Special Events
- Stems LLC.
- Riptide Productions
- The Cookie Social
- Nanny Bees Bakery
- My Whole Heart Photography

06/03/2024

Tune in now for an interview with our CEO, Kaelyn Query Caldwell as she chats with the Northern Kentucky Chamber of Commerce as todays NKY Spotlight business.
We've enjoyed connecting more in the NKY area and have already worked with so many wonderful businesses and individuals.
You can tune in here: https://podcasters.spotify.com/pod/show/nkychamber/

05/29/2024

Grand (re)Opening!
We were thrilled to help produce the ribbon cutting & grand (re) opening event for Extended Stave Events & Extended Stave Warehousing (former site of the Barn at McCall Springs) in Lawrenceburg.
This was a dual event - first a VIP invitation reception for the ribbon cutting ceremony with Governor Andy Beshear, and then an Open House for the public to come and explore the space.
Thank you to the vendors who helped make this possible:
- The Malicotes
- Type A Catering
- Lime Leaf Linens
- Williams Advertising
- Ben Lacy, guitar virtuoso
- Purdon Rentals
- Stems LLC.
- Bourbon Bonbons
If you are in need of a space to host your next event, celebration, or gathering - check out !

05/24/2024

After Action Review.
We always push the agenda of an after-action review. Even if you don't plan to produce THIS event again - if you think your org or group will produce any event in the future, a post-event debrief is needed.
This helps gain clarity from all stakeholders on what was a success, and what needs more work. It allows for better planning in the future. We wrote a blog post about the review process, what items should be reviewed, and who should be involved.

https://lexingtoneventco.com/blog/2024/5/24/post-event-review

Debrief. After-Action Review. Postmortem. There are many names for this task - but what doesn’t vary is our urging to complete this task post-event. If you plan to host this event on a recurring basis - or your group/organization plans to host events in the future - a post-event review is a mus

05/22/2024

Princess Bride. 👑 🎭
We were thrilled to sponsor and support the event in April. This is such a fun event and one you must check out!
Thanks to + for the support, as well!

05/20/2024

We love our return/recurring clients - but there is something special about getting to work with a new client for the first time. You get to learn about their culture, what makes them tick, their operations, and most importantly - their people.
We enjoyed working with Paula and her team on the ribbon cutting for their new regional distribution center. Thanks for allowing us to be a part of your journey!

05/03/2024

Centennial Celebration.

100 years of Delta Tau Delta at the University of Kentucky. We helped create their 90th anniversary alumni event and were honored to work with them again on their 100th, earlier this month.

Events:
- Keeneland Tailgate
- Open House
- Welcome Reception
- Centennial Celebration Gala
Events saw 50-300 people per event.

Scope included site selection, full service planning, project management, securing vendors, registration, food & beverage planning, and more. 2.5 years of planning and we were thrilled to finally welcome guests back to Lexington!

Thanks to these vendors for helping make this event a success!
- Keeneland
- Williams Advertising, LLC
- Stems, LLC
- DaRae & Friends Catering
- Seasons Catering
- MSI Production Services
- Central Bank Center
- Hardwood & Oak KY
- Thorough-Graphics
- Belle's Cocktail Lounge

05/01/2024

Rain, rain, go away!
What's a good event plan if it doesn't include a back up? (And sometimes, a backup for the backup!)
While we round out the rainy season, we felt it was a good time to remind you of four things you need to have planned to protect yourself from bad weather.
https://lexingtoneventco.com/blog/2024/4/27/rain-plan

Don’t rain on our parade! We don’t typically like to say the “R” word… especially not right before an event. Call it superstition, but we just don’t want to jinx it! That said, we are also realistic and know that even if the forecast is calling for perfect weather - you HAVE to have a {r...