On Saturday, October 3, 2026, more than 500 guests put on their best Western wear and gathered at Colorado Youth Outdoors in Fort Collins for NOCOFest Goes West, the fifth annual fundraiser for Avery's Light. The night had live music, food trucks and a lot of heart, and it raised more than $290,000 for individuals with special needs and their families in Northern Colorado.
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At Big Deal Company, we're proud to serve as the event planning and marketing team behind NOCOFest. This year's event was the biggest one yet!

For 2026, NOCOFest moved to a new venue, Colorado Youth Outdoors, and took on a Western theme. The bigger space made room for more guests, more vendors and more fun.

Here's what the evening included:

• Live music from Northwoods to start the night
• The NOCOFest Program, a short look at the families and programs the event supports
• A live auction and paddle raise, funding the programs Avery's Light supports
• DJ OSO keeping the dance floor full until the end of the night
• Food trucks, vendors and walking entertainment, all against a Western backdrop
• More than 30 auction items donated by generous community partners

Why NOCOFest Matters
Avery's Light started after its founding family heard the word "no" far more often than "yes," so they set out to build a place where the answer would always be yes.
"Sometimes what's missing isn't ability – it's opportunity." — Kristen Bland, Founder, Avery's Light
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Today, Avery's Light is Northern Colorado's leading advocate for inclusive recreation, adaptive programming and family resources. Every ticket, every sponsorship and every drink at NOCOFest helps fund that work all year long, through grants, therapy, adaptive recreation and inclusive programs that turn "no" into "yes."

The community showed up in a big way:

• 500+ RSVPs
• 30 sponsors
• 68 vendors
• 30+ auction items
• $290,000+ raised, about 45% more than in 2025

We're also proud of how carefully the money was managed. The total event cost  well under the original estimate, so more of every dollar goes straight to the families Avery's Light serves.

Our job is to make sure people hear about a great event and want to be there. This year's multi-channel campaign brought big results:

• Statewide press. The media release went to outlets across Colorado, and NOCOFest was featured in more than 20 publications and outlets
• Facebook reach grew more than five times. Posts drew 58,276 views during the campaign, up from 10,846 last year.
• Social media sold tickets. Facebook link clicks jumped from 5 to 689 YOY.
• Engagement nearly quintupled. Facebook interactions rose from 274 to 1,308, an increase of 377%.
• A steady presence on Instagram. The account recorded views every single day of the campaign, for 28,204 total views and 613 interactions.

A night like NOCOFest takes months of work. Here's what went into it:

• 9 months of planning
• More than 1,500 emails and 100 meetings
• 3 site visits to the new venue
• 3 lead planners and 9 event support staff
• 19 volunteers on site
• A website refresh and a new ticketing system
• Shared planning files, a communications plan, messaging templates and a media kit for every partner

Our design team also created a new NOCOFest logo, the event program, signage, social media ads and the sponsorship package.
None of this would have worked without the Avery's Light board, the volunteers and an amazing community.

Thank You to Our Sponsors
"Every sponsor at this event is choosing to invest in possibility, helping create more opportunities for individuals with disabilities to participate, belong, and thrive in our community." — Lori Couch, Executive Director, Avery's Light

A heartfelt thank you to the sponsors who made NOCOFest Goes West possible:

• Presenting Sponsor: Carrico Family Foundation
• Power of Possibility Sponsor: Edward Jones
• Inclusion Champion Sponsors: High Country Beverage, Colorado Youth Outdoors, Rope n' Rascals, Primary Event Rentals
• Breaking Barriers Sponsors: Bank of Colorado, LSI
• Ability in Action Sponsors: Centennial Leasing & Sales, PFC, PJL Schmidt, Peterson Toyota, Fusion Lighting & Design
• Belonging Sponsors: Big Deal Company, Front Range Energy, Thompson River Pediatrics, Tracy & Rusty Bailey
• Gift of Hope Sponsors: ENT – now Wings Credit Union, The Genesis Project, Robert & Susan Majerus, CBRE's Fort Collins Office, Scheels, Renaissance Insurance, Springhaus, Woodland Homes, Connecting Point, and Greg Roeder – LIV Sotheby's Realty

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We've loved helping NOCOFest grow, and we're thankful to Avery's Light for trusting us with an event that means so much to so many families. We can't wait to see what's next.

Colorado Gives Day falls on December 8 this year. For many nonprofits, the real campaign starts five weeks earlier.
 
Early giving opens November 1. Every gift made between then and December 8 counts toward an organization’s Colorado Gives Day total. That’s more than a month of momentum instead of a single 24-hour sprint, and most nonprofits plan for it.
 
Last year, Coloradoans set a new record. This year, the nonprofits we work with are getting ready to build on it, starting with day one of early giving.
 
Here’s what you need to know.

​What Is Colorado Gives Day?
Colorado Gives Foundation created Colorado Gives Day in 2010 to grow charitable giving among Colorado residents through the ColoradoGives.org platform. The annual event falls on the second Tuesday in December, which is December 8 this year.
 
The giving window is wider than the name suggests. Early giving begins in November, and a $1 million+ Incentive Fund boosts every donation made during that window. Nonprofits can also compete for cash prizes, made possible by the Colorado Gives Foundation and its new presenting sponsor, PNC Bank.
 
That incentive fund is the secret ingredient. It’s shared in proportion to giving: a nonprofit that receives 10% of total Colorado Gives Day donations receives 10% of the fund. Every gift grows an organization’s share.

The Numbers Behind the Movement
2025 set a new record. 102,835 donors contributed $56,533,062, the largest total in the event’s 16-year history. That topped the $54.8 million raised in 2024.
 
A few more figures from the 2025 results stand out:

• $56.5 million raised through 261,513 donations
• Donors supported an average of 2.37 organizations each
• More than 92% of participating nonprofits received a donation, a total of 4,618 nonprofits
• More than $581 million raised for Colorado nonprofits since 2010

​Fifteen years ago, this story looked very different. In 2010, Colorado ranked near the bottom of the country for charitable giving. Platforms like ColoradoGives.org helped turn that around. A June 2026 Common Sense Institute report found that Coloradoans gave $6.1 billion to local causes in 2025 and contribute 110 million volunteer hours each year. That same report ranks Colorado second in the nation for the share of residents who donate.

​Giving Trends Worth Watching
The totals tell one story. The trends underneath tell a more useful one.
 
Giving is growing across the board. In 2025, ColoradoGives.org processed $87 million in donations. Dollars donated rose 27%, the number of donors grew 19%, and the number of nonprofits receiving gifts rose 12%. Coloradoans are giving more, and more of them are giving.
 
Generosity is holding up under pressure. That growth came as rising costs pushed Colorado to the fourth-most-expensive state in the nation. Budgets are tight, and donors keep showing up anyway.
 
Monthly giving is gaining momentum. Beyond one-time gifts, Colorado Gives Foundation matched $250,000 in monthly donations last year to support nonprofits year-round. A recurring gift keeps working long after December.
 
Businesses are joining in. Ninety-nine businesses raised $496,988. Kelly Dunkin, president and CEO of the Colorado Gives Foundation, points out that giving back boosts both brand recognition and employee engagement.
 
Human services lead the way. Most donations go to human services organizations such as food banks, emergency shelters, and mental health care. Education, the arts, animal rescue, and youth programs follow close behind.

Why Colorado Gives Day Sets Nonprofits Up for Success
Year-end giving is crowded. Inboxes fill up. Every organization competes for attention in the same few weeks. Colorado Gives Day cuts through that noise in a few ways.
 
It turns one day into five weeks. Early giving lets nonprofits build a full campaign instead of betting everything on a single Tuesday. Donors who give in November create early momentum, and that momentum tends to draw others in. Organizations also have time to share progress, thank supporters along the way, and make a strong final push on December 8.
 
It gives the season a clear deadline. A shared date across the state creates urgency that a single nonprofit would struggle to build alone. That’s why many of the nonprofits we work with center their year-end campaigns on Colorado Gives Day.
 
It stretches every dollar. The incentive fund and prizes add value to every gift. That gives donors a compelling reason to give through ColoradoGives.org.
 
It removes friction. Donors can give by credit card, bank transfer, PayPal, Apple Pay, or Google Pay. They can also give through an IRA, a donor-advised fund, a wire transfer, or gifts of stock, and support several organizations in a single checkout.
 
It costs nothing to join. The platform is free for nonprofits, and more organizations now use it for their own events throughout the year.
 
The strongest campaigns treat December 8 as a finish line, not a starting line. They plan the story, the asks, and the thank-yous well before November 1. It’s the kind of fundraising support we provide for nonprofits across Northern Colorado.
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Local Nonprofits We’re Cheering For
Meals on Wheels of Greeley and Weld County. Since April 1, 1970, this organization has delivered hot, nutritious meals to neighbors who can’t prepare food for themselves. Today, more than 200 volunteers deliver about 57,000 meals a year to roughly 500 clients. Each delivery includes a friendly visit and a check-in, which helps older adults stay healthy and independent at home. Support Meals on Wheels on ColoradoGives.org.

SAINT Volunteer Transportation. SAINT has served the community since 1983. Volunteer drivers use their own vehicles to provide free, door-to-door rides within Loveland and Fort Collins. The mission is to help older adults and people with disabilities stay independent and connected to their community. A ride to the doctor or the grocery store can make the difference between staying home and losing independence. Support SAINT on ColoradoGives.org.

Both organizations help neighbors stay independent, connected, and safe at home. That kind of work deserves a strong December, and a strong November, too!

How to Make Your Gift Go Further

1. Give early. Gifts made starting November 1 count the same as gifts made on December 8, and early momentum helps your favorite nonprofit build its campaign.
2. Spread the love. You can support several organizations in one checkout.
3. Consider monthly giving. Recurring gifts give nonprofits steady funding they can plan around.
4. Think beyond your credit card. Gifts of stock, IRA distributions, and donor-advised funds are all options. Ask your financial advisor which one fits your situation.
5. Share it. A fundraising page or a quick social post can bring new supporters to a cause you love.

Frequently Asked Questions
When is Colorado Gives Day 2026?
Colorado Gives Day is Tuesday, December 8, 2026. Early giving opens November 1, and every gift from then through December 8 counts toward a nonprofit’s total.

Do early gifts count toward the incentive fund?
Yes. Gifts made during early giving are boosted by the incentive fund, the same as gifts made on December 8.

What is the Colorado Gives Day Incentive Fund?
It’s a pool of more than $1 million, based on recent years, shared among participating nonprofits in proportion to the donations each one receives.

How can I donate?
Visit ColoradoGives.org and search for the organizations you want to support. You can give by credit card, bank transfer, PayPal, Apple Pay, Google Pay, IRA, donor-advised fund, wire transfer, or stock.

Can my business participate?
Yes. Businesses can rally their teams, sponsor the event, or raise money for causes their employees care about.
 
Planning a year-end campaign? Big Deal Company helps nonprofits plan, write, and run fundraising efforts that connect with donors. Start the conversation at 970-613-1455 or bigdealcompany.com/contact-us

Download our free printable below for hot tips on how to navigate the new Meta One adds.

​Guests might forget the centerpieces, speakers, or menu, but they remember
how the event made them feel, who they met, and the moments that stood out.

BIG DEAL Company has compiled a comprehensive list --- download it for free below!

​Every year, we plan employee retreats and opportunities to give back for employees of companies all over the country. Giveback activities are a great way to foster coworker connection while supporting local nonprofits and community organizations.
 
Philanthropic activities like assembling hygiene kits, filling backpacks with school supplies, or volunteering at a food bank or building homes can give a traditional company retreat a long-lasting impact.
 
Below is a list of 15 employee giveback activities that can occupy 30 minutes or an entire day.
 
What are giveback activities for employee retreats?
Giveback activities are team-building experiences that allow employees to contribute time, skills, donations, or resources to a nonprofit or community organization.
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Unlike traditional team-building exercises, philanthropic activities give employees a shared goal that extends beyond the company. Teams can collaborate on a hands-on project, volunteer together, or create items that will directly benefit people, animals, or organizations in their community.
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Sometimes, it’s a chance to get out of the office and volunteer in your own community. Other times, it’s part of a larger employee retreat that can involve travel and overnight stays.

15 Employee Retreat Giveback Ideas
 
1. Assemble hygiene kits
Hygiene kits are a practical, hands-on project that works particularly well for corporate retreats. Many nonprofits use these regularly, including childcare facilities, foster care agencies, domestic violence shelters, and homeless shelters.
Depending on the nonprofit's needs, employees can assemble kits containing:

• Toothbrushes and toothpaste
• Shampoo and conditioner
• Soap or body wash
• Deodorant
• Hand sanitizer
• Lip balm
• Socks
• Feminine hygiene products
• Tissues
• Small snacks

Divide employees into small groups to compete to see who can complete the most kits accurately. You can even divide the competition into smaller challenges, like greatest accuracy, fastest assembly, and most kits assembled.
Colorado nonprofits with this need: Grace Upon Grace Project, Justice Necessary, Weld Elves, Gift of Love

2. Create pet adoption kits
Partner with an animal shelter or rescue organization to assemble "welcome home" kits for newly adopted pets, or kits with necessities for animals that have just arrived at the shelter.
Possible supplies include:

• Pet food
• Treats
• Toys
• Leashes or collars
• Food and water bowls
• Blankets
• Waste bags
• Grooming supplies

This could be combined with another activity such as the no-sew fleece blankets project below (#4).
Colorado nonprofit with this need: NOCO Humane

3. Assemble school supply backpacks
School supply drives can become an interactive team-building activity when employees work together to assemble complete backpacks for students in need.
Depending on the grade level, supplies might include notebooks, folders, pencils, crayons, colored pencils, glue sticks, scissors, calculators, and other requested classroom materials.
Team-building idea: Give each group a checklist and have them work together to prepare a specific number of complete backpacks. See if your employees can beat their own record year-over-year.
Colorado nonprofits with this need: Hope House Colorado, WellPower

4. Make no-sew fleece blankets
No-sew blankets are an easy philanthropic activity for groups that want something hands-on but don't have extensive crafting experience.
Employees work in pairs or small groups to cut and tie fleece blankets that can be donated to local organizations such as animal shelters, homeless shelters, hospitals, senior organizations, and foster-care programs.
Colorado nonprofit with this need: Project Linus, NOCO Humane, UCLive (UCHealth)

5. Assemble care packages for seniors
Create care packages that brighten the days of older adults in your community.
Possible items include:

• Cozy socks
• Puzzle books
• Tea or coffee
• Snacks
• Lotion
• Small games
• Books or magazines
• Handwritten cards

Bonus: Add a handwritten note to make this activity more meaningful for both volunteer and recipient.
Colorado nonprofits with this need: Samaritan House Fort Collins (Catholic Charities of Denver), Gift of Love

6. Volunteer at a community garden
For an outdoor excursion, consider partnering with a community garden, school garden, or other local organization.
Your team could assemble gardening kits containing seeds, gloves, hand tools, and plant markers, or volunteer directly by planting, weeding, mulching, or preparing garden beds.
Colorado nonprofit with this need: The Family Center/La Familia

​7. Spend the day at an animal shelter
Give your team a chance to step away from the office and make a difference for animals in need by spending the day volunteering at a local animal shelter. Depending on the shelter's needs and volunteer requirements, your team might help clean kennels, prepare food, organize donations, create enrichment activities, assist with adoption events, or spend time socializing animals.
 
Working together on hands-on tasks encourages communication and collaboration while giving employees the rewarding experience of directly supporting their community. For a retreat, consider partnering with a local shelter in advance to arrange a group volunteer day tailored to your team's size and the organization's current needs.
 
Colorado nonprofit with this need: NOCO Humane, Animal Friends Alliance
 
8. Donation drive
Instead of simply asking employees to bring donations, build the donation drive into your retreat.
Choose a local nonprofit's current wish list and divide employees into teams. Give each team a category of needed items and challenge them to collect or purchase the supplies.
You can add an additional component by giving teams a hypothetical budget and asking them to determine how they can provide the greatest number of requested items. Or, combine this activity with a kit-building challenge to sort and package donations.
Colorado nonprofits with this need: Outdoor Lab Foundation, Bee’s Blessing Box, Homeward Alliance, Colorado Health Network, The Family Center/La Familia

9. Assemble disaster relief kits
Help your team prepare supplies that can be distributed during emergencies.
Depending on your nonprofit partner's needs, kits might contain emergency food, flashlights, batteries, first-aid supplies, blankets, hygiene products, or other essential items.
Work with an established relief organization before planning this project. Organizations can identify which supplies are genuinely needed and help prevent unnecessary or unusable donations.
Colorado nonprofit with this need: Kynd Kits – Project Helping

10. Write meaningful cards
Card-writing is an inexpensive and low-lift but meaningful activity for an employee retreat.
Employees can write encouraging messages for people served by local organizations, including:

• Seniors
• Veterans
• Children
• Hospital patients
• Foster youth
• Teachers
• First responders
• People experiencing homelessness

Provide a few prompts for employees who aren't sure what to write. Encourage employees to be authentic and personal.
Colorado organizations with this need: Caring Cards (Volunteers of America Northern Colorado), UCLive (UCHealth), Craig Hospital
11. Volunteer at a food bank or food delivery service
 
Turn your employee retreat into a hands-on opportunity to fight hunger in your community. Teams can spend a few hours sorting and packing food at a food bank, preparing meals in a community kitchen, or delivering nutritious meals directly to people who need them.
 
These activities are especially effective for team building because employees work side by side toward a tangible goal while seeing the impact of their work firsthand.
Colorado nonprofits with this need: Project Angel Heart, Food Bank of the Rockies, Gift of Love, Food Bank for Larimer County, FoCo Cafe, Meals on Wheels of Fort Collins, Meals on Wheels of Loveland and Berthoud, Meals on Wheels of Greeley and Weld County, Vindeket Foods, Salvation Army Fort Collins
 
12. Visit a senior care facility
 Give employees the opportunity to make a personal connection by spending time with older adults at a senior living or care community. Organize a game afternoon, lead an arts-and-crafts activity, play music, read together, help with a seasonal celebration, or simply sit and visit with residents.
 
These activities can be especially meaningful for seniors who experience social isolation, while giving employees a chance to practice conversation, empathy, and connection.
 
Colorado organizations with this need: Holly Creek, Clermont Park, The Argyle, The Haven, Rocky Mountain PACE, Volunteers of America Northern Colorado, A Little Help Northern Colorado

13. Create care/comfort packages
Give your employees a hands-on way to show care by assembling comfort packages for people going through challenging circumstances. Teams can work together to fill reusable bags or boxes with practical necessities, snacks, personal-care items, cozy accessories, activities, and handwritten notes.
 
This type of project is easy to customize for a particular community need and can be completed at your retreat venue, making it a convenient team-building activity. Several Colorado nonprofits have specific care-package or kit-building programs, so your team can build around an organization's actual needs rather than collecting donations that may not be useful.
 
Colorado nonprofits with this need: Make Mental Health Matter, Colorado Coalition for the Homeless, Caring Embrace, Family Promise of Colorado Springs, Samaritan House Fort Collins, United Way of Weld County
 
14. Clean up a park or natural area
Turn your employee retreat into an outdoor service project by helping clean up and care for a local park, trail, or natural area. Depending on the organization's needs, employees might pick up litter, remove weeds, spread mulch, plant native species, or help with other maintenance projects.
For a team-building challenge, divide employees into small groups and see which team can collect the most litter or complete the most designated tasks. Be sure to coordinate with the organization beforehand so your team has the appropriate supplies, permits, and instructions.
Colorado organizations with this need: City of Fort Collins Natural Areas, City of Fort Collins Parks

15. Volunteer to build or repair homes
Give employees the opportunity to work together on a hands-on project that helps create safe, affordable housing. Depending on the organization and project, employees may help with construction, painting, landscaping, home repairs, preparing building materials, or other tasks.
Construction experience is not required. Most organizations provide volunteers with the tools and instruction they need. For larger companies, a sponsored build day can combine volunteering with a financial contribution to the organization's mission.
Colorado organizations with this need: Fort Collins Habitat for Humanity, Habitat for Humanity of Metro Denver, Habitat for Humanity of Colorado
How do you choose a giveback or teambuilding activity for a corporate retreat?
 
The best activities will depend on:

• Group size
• Retreat location
• Time available for the activity
• Budget
• Weather
• Employee interests
• Nonprofit needs

 
The best philanthropic activity is one that provides something the nonprofit can genuinely use.
 
Why include philanthropy in a teambuilding event or employee retreat?
Philanthropic team-building activities give employees an opportunity to collaborate around a purpose beyond their normal workplace responsibilities.
A well-designed activity encourages:

• Communication
• Collaboration
• Problem-solving
• Creativity
• Leadership
• Relationship building
• Community involvement

It also gives employees a shared experience and memory after the retreat ends.
Looking for creative ways to incorporate philanthropy into your next employee retreat? BIG DEAL Company can help you design an experience that brings your team together while creating meaningful community impact.

Employee Retreat Giveback FAQ
What are good volunteer activities for a corporate retreat?
Good corporate retreat volunteer activities include assembling hygiene kits, packing food, building school supply backpacks, creating care packages, cleaning up parks, volunteering at animal shelters, working in community gardens, and sorting donations for local nonprofits.

What are some easy charity projects for a company retreat?
Easy charity projects include card-writing campaigns, hygiene-kit assembly, school supply kits, birthday kits, children's activity kits, senior care packages, and no-sew fleece blankets. These projects require relatively little specialized training and can often be completed at the retreat venue.

How can team building and philanthropy be combined?
Team building and philanthropy can be combined by giving employees a shared community-focused project that requires communication, collaboration, and problem-solving. Kit-building challenges, group volunteer projects, donation drives, and hands-on service projects are examples.

What can employees make for a nonprofit?
Employees can make or assemble hygiene kits, school supply backpacks, birthday kits, children's activity kits, care packages, emergency kits, pet adoption kits, comfort kits, gardening kits, and no-sew blankets. The specific project should be based on the nonprofit's current needs and donation policies.

How much does a corporate volunteer activity cost?
​The cost of a corporate volunteer activity varies widely. Some activities, such as volunteering at a nonprofit or writing cards, may require little more than employee time and transportation. Other projects require a budget for donated supplies, kits, food, transportation, or venue logistics – all things that our BIG DEAL team can help with.

A conference can look flawless on paper. Great venue? Check. Speakers booked? Check. Lunch ordered? Check. Name badges ready? Check. Then the doors open.

Suddenly, 300 people are waiting in the registration line, no one can find Breakout Room C, the coffee station is backing up, the keynote speaker needs an adapter that isn’t available, and half the attendees are checking their email instead of connecting. Planning a conference involves much more than just booking rooms and creating an agenda. The small details that go smoothly often go unnoticed, but when they go wrong, people remember them.

At BIG DEAL Company, we’ve organized multi-day conferences, corporate meetings, trade shows, retreats, and events throughout Colorado and across the country. Here are 10 conference planning mistakes we believe need more attention. Think of this as a conference planning checklist for the details that don't always make it onto the checklist. 

1. Choosing the Venue Before You Know How the Event Needs to Work
It’s exciting to find a beautiful venue, but what looks good isn’t always what works best.
Before signing a contract, think beyond capacity. How will 400 people get from the keynote to three breakout sessions? Where will they grab coffee? Is there enough space outside meeting rooms for conversations? Where will exhibitors load in? How far are the restrooms from the meeting space?
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Even something as basic as elevator capacity can cause problems when hundreds of people need to change floors at once. Start with the attendee experience and your event goals, then choose a venue that fits those needs.
If you’re beginning the venue search, BIG DEAL Company’s guide to planning conferences and retreats with a national event planner offers a look at some of the considerations that go into larger events.

2. Filling Every Minute of the Agenda
A schedule that runs nonstop from 8:00 a.m. to 5:00 p.m. might seem impressive, but people need time to process what they learn, check their messages, take breaks, grab coffee, and network. Often, the best moments at a conference happen outside the planned sessions.

Rather than asking, “What else can we fit in?” try asking, “Where can people have time to breathe?” Schedule 20- or 30-minute breaks, optional activities, longer lunches, or open networking times on purpose. Treat open time as an important part of the program, not just empty space to fill.

3. Planning for Attendance Instead of Engagement

Having 500 people show up isn’t the same as having 500 people engaged. Today, attendee engagement is one of the most important ways to measure an event’s success. Cvent’s 2026 venue sourcing research found that 63% of planners see attendee engagement as a top success factor.

So let’s ask: what do we want attendees to do while they’re here?
Meet three new people? Participate in a discussion? Visit exhibitors? Learn a new skill? Connect with company leadership?

Once you know what you want people to do, plan the event to encourage that. A conference shouldn’t just give people a place to sit—it should give them reasons to get involved.
Read more about current venue sourcing and attendee engagement trends from Cvent.

4. Putting Networking on the Agenda and Assuming It Will Happen
“Networking: 4:00–5:00 p.m.”  Great. But now what?
Putting 200 strangers in a ballroom with drinks doesn’t guarantee real connections. Give people reasons to talk. Add conversation prompts to cocktail tables, group attendees by industry or interest, offer small-group discussions, and set up comfortable lounge areas away from the noise. Try these ideas to make networking memorable.

• Conversation prompt cards: Place unexpected, work-related questions on tables that go beyond “What do you do?” Try prompts like, “What’s one problem you wish someone here could help you solve?”
• Interest-based meeting spots: Create designated areas for different industries, job roles, interests, or conference topics so attendees can easily find people with something in common.
• Networking challenges: Give attendees a simple mission, such as meeting someone from another industry, finding someone with a complementary skill, or making three new connections before lunch.
• Small-group rotations: Instead of one large networking reception, periodically put attendees into groups of four to six people. Smaller groups make it much harder to stand quietly on the sidelines.
• Conversation-friendly spaces: Add lounge seating, cocktail tables, quieter corners, and places to set down a drink or plate. The physical environment can make networking significantly easier.
• Build networking into an activity: Use trivia, collaborative challenges, tasting experiences, workshops, games, or other activities that give strangers something to do together. Conversation tends to happen more naturally when “networking” isn't the only objective.

5. Forgetting About the Five-Minute Experience
Conference planners naturally focus on the big things: keynote speakers, meals, entertainment, audiovisual production, and breakout sessions. But attendees experience dozens of tiny moments throughout the day.

• Where do I put my coat?
• Can I charge my phone?
• Where can I refill my water bottle?
• Where can I take a phone call?
• Is there somewhere quiet to sit?
• Where do I put my coffee when I’m trying to shake someone’s hand?

Each of these things might seem small on its own, but together, they affect how comfortable and organized your event feels.
Before the event, walk through the conference as an attendee and look for small issues that could cause problems.

6. Treating Accessibility as a Checklist
Accessibility shouldn’t be something you address after the floor plan and agenda are finished. Think about it from the beginning.

Consider aisle width, seating options, captioning, accessible entrances, signage, dietary needs, sensory stimulation, registration forms, transportation, and quiet spaces. One especially useful idea is to include accessibility questions during registration rather than waiting for attendees to contact you individually.
Accessibility improvements often help everyone. For example, a quiet room can support someone with sensory needs and also give an executive a place to relax before presenting.

7. Forgetting to Plan the Transitions
Here’s one of the least glamorous parts of conference planning and one of the most important:
What happens between things?

• If a keynote ends at 10:00 and breakout sessions begin at 10:05, can everyone realistically get there?
• What happens when 350 people leave the ballroom at once?
• Will they all encounter the coffee station?
• The sponsor displays?
• The restrooms?
• A narrow hallway?

Good conference planning also considers the spaces and moments between scheduled activities.
Sometimes, simply moving a coffee station or adding five minutes to the schedule can do more for attendees than adding another activity.

8. Making Food About the Menu Instead of the Schedule
Yes, the food should be good. But conference catering is also logistics. If 500 attendees have a 45-minute lunch break, how quickly can they actually be served? If everyone gets coffee at the same time, how many stations do you need? Are vegetarian, vegan, gluten-free, and allergy-friendly options clearly identified?

Here’s something planners sometimes miss:

Where will the food be placed? Even a beautiful buffet can cause problems if the line blocks an entrance or makes people walk against the natural flow of the room. Consider food as part of your floor plan and schedule, not just as a catering order.

9. Having a Plan B That’s Really Just “We’ll Figure It Out”
What happens when the microphone stops working? A speaker’s flight is canceled. The outdoor reception gets hit with a Colorado thunderstorm. The Wi-Fi struggles. A vendor is late.

No one enjoys planning for problems, but professional event planning means deciding what to do before something goes wrong. Make backup plans for your biggest risks and choose who can make quick decisions.

Even better, decide in advance what will trigger your backup plan. For example, instead of saying, “If the weather is bad, we’ll move inside,” set a time and process: “At 1:00 p.m., the event lead and venue manager will check the forecast. If severe weather is likely, the reception moves indoors.”

This way, you have a clear decision process instead of a last-minute debate.

10. Trying to Make the Internal Team Do Everything
Your employees may be highly organized and capable. That doesn’t mean they should spend conference day looking for extension cords, texting the caterer, checking speaker arrivals, answering attendee questions, and figuring out why the presentation won’t display correctly.

Ask yourself what you really want your team to do during the conference. If they should be building relationships, talking with employees, meeting sponsors, or joining sessions, they shouldn’t also be handling all the behind-the-scenes work.
That’s one of the biggest differences between organizing an event internally and bringing in an experienced event planning partner.

If you’re considering outside help, here are five questions to ask before hiring a planner for a multi-day conference.

The Best Conferences Feel Easier Than They Were to Plan
Attendees don’t need to know that someone spent 20 minutes deciding where the coffee station should go. They shouldn’t notice there was a backup laptop behind the stage, a lunch schedule change, or a plan for a delayed speaker. They just know the conference felt easy. That’s usually the sign of great event planning.

The BIG DEAL Company team manages conferences, corporate meetings, retreats, trade shows, and special events from Northern Colorado to destinations across the country. If you’re planning an event with many people, lots of details, or little room for mistakes, connect with BIG DEAL Company to see how an experienced team can make things much easier.

Frequently Asked Questions

1. How far in advance should you start planning a conference?
For a large or multi-day conference, planning can easily begin nine to 12 months in advance, and sometimes earlier. Venue availability, hotel room blocks, speakers, entertainment, transportation, and vendor availability can all affect the timeline. Starting early also gives you more flexibility instead of forcing you to choose from whatever is still available.

2. What is the most commonly overlooked part of conference planning?Attendee flow is one of the easiest things to overlook. Planners often focus on what happens inside each room without considering what happens when hundreds of attendees leave those rooms at the same time. Hallways, elevators, restrooms, food stations, registration areas, and transitions between sessions all deserve attention.

3. How can you make a corporate conference more engaging?
Start by identifying what you want attendees to do, not simply what you want them to hear. Build in opportunities for conversation, participation, movement, networking, smaller group discussions, and downtime. Engagement doesn’t always require more entertainment or technology. Sometimes it requires fewer presentations and more opportunities to participate.

4. When should you hire a professional conference planner?
Consider bringing in a professional planner when the event involves multiple days, several vendors, hundreds of attendees, travel logistics, speakers, sponsors, exhibitors, complicated audiovisual needs, or an internal team that needs to participate in the conference rather than run it. An experienced planner can also be valuable much earlier in the process, particularly during venue sourcing, budgeting, contract review, and event design.

Fall makes party planning easy. With cooler weather, colorful leaves, seasonal foods, football, Halloween, harvest time, and cozy get-togethers, there’s no shortage of inspiration. And you have more choices than just pumpkins and orange tablecloths. They give people a chance to connect face to face. Research from Freeman and The Harris Poll found that 95% of professionals trust a brand more after attending its in-person events, and 82% think meeting in person is the best way to build strong professional relationships.

This makes fall a great time for businesses, nonprofits, and organizations to bring people together before the holiday rush. A well-planned event can strengthen relationships, celebrate employees, thank clients, raise awareness, or just let people enjoy each other's company.

No matter what you’re planning, whether it’s a company event, fundraiser, neighborhood party, birthday, client gathering, or just a get-together with friends, a strong theme ties everything together. It helps you choose décor, food, entertainment, activities, and even invitations.
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Here are 10 fall event themes, ranging from laid-back and cozy to stylish and unexpected.

1. Modern Harvest Dinner: Think harvest party, but with a fresh twist.
Skip filling every spot with pumpkins and go for a more refined look. Use natural textures, seasonal greenery, wood accents, candles, dried grasses, and just a few well-placed gourds. Right now, fall decorating trends favor natural materials, richer colors, and details that enhance a space instead of taking it over.

Décor Ideas:
Use long farm tables, linen runners, amber glassware, wood serving boards, dried florals, apples, pears, mini pumpkins, and plenty of candlelight.

Activity Ideas:
Host a wine or cider tasting, serve a farm-to-table dinner, or have guests write what they’re thankful for on cards to add to the décor.
This theme works well for corporate dinners, client appreciation events, fundraisers, rehearsal dinners, or Friendsgiving.

2. Fall Festival, Grown-Up Edition: Take all the best parts of a classic fall festival and tailor them for adults.
Set up different areas for guests to explore during the event, instead of having everyone sit at a table the whole time.

Décor Ideas:
String lights, picnic tables, plaid blankets, barrels, wooden signs, mums, lanterns, fire pits, and cozy lounge areas.

Activity Ideas:
Cornhole tournaments, pumpkin bowling, live music, food trucks, local beer or cider tastings, lawn games, and a fire pit with gourmet s’mores.
If it’s a company event, encourage some friendly competition between departments. Bragging rights don’t cost a thing and can be a big motivator.

3. Murder Mystery in the Mountains: Fall is a great time to add some intrigue.
Plan an event inspired by an old mountain lodge, a historic hotel, or a remote cabin where something mysterious has happened, and anyone could be the culprit.

Décor Ideas:
Vintage luggage, old books, brass candlesticks, lanterns, antique frames, dark florals, maps, keys, and handwritten clues.

Activity Ideas:
You can hire a murder mystery company or set up teams to collect clues during the night. Ask guests to dress up and give them character roles ahead of time.
This theme is great for company parties, birthdays, retreats, Halloween events, and fundraisers.

4. Après Autumn: Who says you have to wait for snow to enjoy après-ski vibes?Bring in the relaxed feel of a mountain lodge and host an “Après Autumn” event with cozy seating, warm drinks, mountain-inspired food, and outdoor fun.

Décor Ideas:
Plaid blankets, faux fur, lanterns, wood accents, mountain greenery, fire pits, string lights, and comfortable lounge furniture.

Activity Ideas:
Set up a hot chocolate or coffee bar, offer outdoor games, bring in acoustic music, create a build-your-own trail mix station, or host a cocktail hour by the fire.
Want more Colorado-inspired event ideas? Check out the BIG DEAL Company blog for venues, planning tips, and inspiration.

5. Fall Field Day: Not every company event has to be another cocktail party.
A Fall Field Day gets people moving and working together, making networking and team building feel more natural.

Décor Ideas:
Team pennants, colorful bandanas, chalkboard scoreboards, picnic tables, hay bales, and simple fall florals.

Activity Ideas:
Create teams for relay races, giant Jenga, cornhole, trivia, scavenger hunts, tug-of-war, pumpkin rolling, or even some silly office-themed games.
Wrap up with food, drinks, and fun awards—not just for first place, but for things like Best Team Spirit or Most Questionable Strategy.

6. Dark Academia Dinner Party: If you want something totally different from classic fall décor, try the moody side of the season.
Dark Academia blends old libraries, vintage university vibes, candlelit dinners, literature, and historic architecture for a sophisticated fall theme.

Décor Ideas:
Stacks of old books, taper candles, dark green or burgundy linens, brass accessories, vintage frames, botanical prints, old maps, and handwritten place cards.
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Activity Ideas:
You could host literary trivia, a mystery game, dramatic readings, a whiskey tasting, or even a 'secret society' scavenger hunt.
This theme is perfect for historic venues, museums, libraries, old hotels, or any space with dramatic architecture.

​7. Campfire Social: Sometimes, simple is best.
A Campfire Social sets up a relaxed, casual space where people can unwind and really connect.

Décor Ideas:
Fire pits, Adirondack chairs, blankets, lanterns, thermoses, string lights, enamel mugs, picnic tables, and outdoor lounge furniture.

Activity Ideas:
Set up a gourmet s’mores bar, invite an acoustic musician, serve chili or soup flights, play camp-themed trivia, or organize yard games.
If it’s a company event, skip the forced networking and set up a few smaller seating areas. Comfortable spots to gather usually spark conversation on their own.

8. Vintage Halloween: Halloween doesn’t have to be all about inflatable ghosts and plastic skeletons.
A vintage Halloween party brings a sense of nostalgia, style, and just the right amount of spookiness.

Décor Ideas:
Black taper candles, vintage Halloween illustrations, old apothecary bottles, antique frames, black lace, pumpkins, dried flowers, candelabras, and warm amber lighting.

Activity Ideas:
Host a costume contest with unique categories, offer tarot card readings, show classic scary movies, play Halloween trivia, set up a photo booth, or create a themed cocktail or mocktail station.
Looking for visual inspiration before you decorate? Follow BIG DEAL Company on Pinterest for event décor, theme ideas, and entertaining tips you can save for your next party.

9. Game Day Tailgate: Fall and football go hand in hand, so why not embrace it?A tailgate-themed event can be as casual or as polished as you want, depending on your guests.

Décor Ideas:
Team colors, pennants, turf-inspired table runners, stadium-style food stations, picnic tables, coolers, string lights, and oversized screens.

Activity Ideas:
Football toss competitions, cornhole, squares, trivia, prediction boards, tailgate food competitions, or a chili cook-off.
Not everyone follows football, so include games and activities that don’t require knowing who’s playing quarterback. The goal is to make the event welcoming even for guests who came strictly for the snacks.

10. Autumn After Dark: Instead of building the theme around pumpkins or leaves, build it around what happens when the sun goes down.
This theme is perfect for outdoor events in September or October, when the evenings are cool but still pleasant.

Décor Ideas:
Use lots of twinkle lights, lantern pathways, lit-up trees, candles, glowing centerpieces, fire pits, and cozy lounge areas. Stick to a simple color palette and let the lighting set the mood.

Activity Ideas:
Bring in live music, create an outdoor movie area, offer telescope stargazing, set up fire pits, host a nighttime scavenger hunt, or create an illuminated photo area.
This theme works well for fundraisers, client appreciation events, milestone celebrations, and company parties. It feels seasonal without being linked to any one holiday.
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The best fall theme is the one your guests will love.
A theme should make planning simpler, not add a long shopping list. First, think about how you want your guests to feel. Do you want them laughing and competing, relaxing by a fire, dressing up, exploring, networking, or enjoying a beautiful meal together?

Once you know the experience you want, pick a theme that fits. Focus on a few key details—lighting, décor, food, entertainment, and one or two memorable activities. You don’t need everything to match the theme. Sometimes, less is more.
Looking for more ideas? Follow BIG DEAL Company on Pinterest for inspiration you can save all year, and check out the BIG DEAL Company Blog for more event planning tips.
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If your fall event has gone from 'This could be fun' to 'Who’s going to organize all of this?' BIG DEAL Company is here to help. From creative ideas and venue selection to vendors, logistics, décor, entertainment, and event-day coordination, our team can turn your vision into an event you’ll actually enjoy.

​Frequently Asked Questions
1. How far in advance should I start planning a fall event?
For a larger corporate event, fundraiser, or private celebration, several months of lead time gives you more choices for venues, entertainment, rentals, and vendors. Smaller gatherings can often come together faster, but popular September, October, and November dates can fill quickly. BIG DEAL Company also recommends planning holiday events early so you have more options rather than choosing from what’s left.

2. How can I decorate for fall without making everything orange?
Use texture and natural materials instead of relying entirely on traditional fall colors. Wood, greenery, dried grasses, linen, wool, brass, amber glass, candlelight, burgundy, olive, chocolate brown, and muted gold can create a distinctly autumnal atmosphere without turning the room into a pumpkin patch. Natural materials and deeper, muted colors are also showing up prominently in current seasonal décor.

3. How do I choose the right fall theme for a corporate event?
Start with your goal, not the décor. If you want employees interacting, consider Fall Field Day or a Fall Festival. If you’re entertaining clients, a Modern Harvest Dinner or Autumn After Dark may fit better. For team building, a Murder Mystery or activity-focused event gives guests a reason to work together. The theme should support what you want people to experience, not simply make the room look seasonal.
 
Ready to make your fall event a BIG DEAL? Check out more ideas from BIG DEAL Company and see how creativity, good planning, and the right team can turn an ordinary gathering into something people remember long after winter starts.

Somewhere between the signed venue contract and the opening keynote, a lot of multi-day conferences quietly go sideways. Not because the planner did anything wrong, but because the RFP process rewarded a polished proposal over a proven system.
 
If you’re comparing planners and event planning companies for a multi-day, multi-year conference contract, the gap between a smooth three days and a stressful planning window rarely shows up in the pitch deck. It shows up in five specific questions.

1.   How many multi-day, multi-year conferences have they actually run?
Ask for the number, not the adjective. “Extensive experience” means nothing on its own – a track record does.
 
BIG DEAL Company has planned 20+ annual company conferences nationwide for a single client, every one on budget, with zero missed deadlines and zero major incidents – covering venue selection, budgeting, speaker coordination, and local-experience design, plus a multi-year trade show booth presence in Las Vegas.

2.   Will they run the full arc on-site, or just the parts before the doors open?
Plenty of planners are strong on the front end – venue, contracts, budget – and then hand you off once the event actually starts. A multi-day conference needs someone in the room for all of it.
 
For a multi-day, cross-departmental conference, our team handled full-service management end-to-end: project management, vendor coordination, the master schedule, staffing, and live on-site production – while turning scattered department-level material into one cohesive agenda.

3.   Can they operate as a standing partner, not a one-time hire?
A multi-year RFP isn’t really about one event. It’s about the relationship that has to hold up across every event after this one.
 
We serve as a standing event team for a Colorado media and events client – not a one-off vendor – contracted for 6+ events annually with a dedicated event lead. For another client, an 8+  year relationship now covers all-company conferences for a 400-employee organization.

4.   Do they handle destination logistics – housing, vendor rates, and everything in between?
Multi-day usually means travel. Hotel blocks, group rates, ground transportation, and a program that has to work from arrival to departure, not just for the main session.
 
We’ve sourced and secured destination venues for multiple full-scale conferences, managed group housing and rate negotiation across every vendor and the venue itself, and built the full multi-day program – meals, local experiences, and programming included.

5.   Do they bring marketing and communications firepower, or just logistics?
A conference is also a public-facing brand moment. Registration, sponsor acquisition, press, content – none of that runs itself.
 
For the region's largest manufacturing conference, we managed ticketing, registration, marketing, staffing, volunteer coordination, and trade show floor design for 50 booths and 400+ guests. For an ongoing awards-and-conference partnership, we have handled 9 large events a year – logistics, ticketing, contracts, and budgeting, start to finish.

A conference planner books the room. A conference partner protects the days you can’t get back if something breaks.

If you’re evaluating proposals for a multi-day or multi-year conference contract, we’ve run this exact playbook across Colorado, Wyoming, and destination locations nationwide. Reach out to see our past conference work and find out if we’re the right fit before you finalize your proposal.
 

Frequently Asked Questions
What's the difference between an event planner and a conference planner?
An event planner typically manages a single occasion from start to finish. A conference planner manages a recurring, multi-day program — parallel sessions, multiple speakers, sponsors, and often a multi-year contract behind it, not just one date on the calendar.

How far in advance should we hire a planner for a multi-day conference?
Most planning teams bring in a planner 9 to 12 months before their first multi-day conference. For a standing, multi-year contract, the earlier the better — an experienced planner adds value at the RFP and site-selection stage, not just after the contract is signed.

Does BIG DEAL Company handle standing, multi-year conference contracts?
Yes. We currently serve as the standing event team for a Colorado media and events client (6+ events a year) and have held an 8+ year conference planning partnership with a regional credit union for its 400-employee all-company events.

What states does BIG DEAL Company serve?
We're based in Northern Colorado and serve clients across Colorado, Wyoming, and destination locations — including a nationwide, multi-year conference program spanning 20+ annual events across the country.

What does a full-service conference planner actually handle?
Venue and vendor sourcing, contract negotiation, budgeting, speaker and entertainment coordination, sponsorship and fundraising, registration and ticketing, event staffing, marketing and PR, on-site production, and permitting — ideally from one accountable team instead of five separate vendors.

Taking people to a new place can help them think in new ways.
Colorado’s mountain towns are perfect for corporate meetings, retreats, conferences, leadership events, and incentive trips.

Take your meeting or conference to the Colorado mountains.
Download our free tip sheet below.

This past weekend, Big Deal Company was proud to help plan and support Danny Trejo, Live!, a special two-day community event presented as a gift to the community by the High Plains Library District at the UNC University Center in Greeley.
 
Best known for unforgettable roles in films including Machete, Desperado, Heat, From Dusk Till Dawn, and Con Air, Danny Trejo brought much more than Hollywood stories to the stage. During hour-long conversations on both Saturday and Sunday, Trejo spoke openly about his past, his struggles with addiction, his time behind bars, his unexpected path to acting, and the importance of helping others.

One message especially resonated with the audience:
“Everything good that has happened to me has been as a result of helping someone else.” - Danny Trejo
 
The community connected deeply with Trejo’s humor, honesty, resilience, and commitment to giving back. Saturday’s program also included a VIP Meet & Greet experience, giving guests the opportunity to meet Trejo, receive a signed book and gift from High Plains Library District, and take a photo with the star.

Planning a Celebrity Event Takes More Than a Run of Show​
Celebrity events bring a unique set of considerations. Big Deal Company worked behind the scenes to help High Plains Library District prepare for the many moving pieces involved in welcoming a high-profile guest and a large community audience.
From event logistics, guest flow and VIP experiences to security considerations, contingency planning, staffing and on-site execution, our team worked through multiple scenarios in advance so everyone involved could focus on creating a memorable experience for attendees.

That same detail-driven approach is at the center of our work with celebrity appearances, large community events, festivals, conferences and public gatherings throughout Colorado. Big events often have dozens of variables happening at once. Our job is to anticipate them, create a plan — and have another plan ready when something changes.
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Danny Trejo, Live was a powerful reminder of what can happen when thoughtful celebrity event planning and community programming come together: people gather, stories are shared, connections are made, and an experience becomes something attendees will remember long after the stage lights go down.