July 23, 2025

Gianna's Gems: The Art of Slowing Down - Why Are We All Rushing Through Life?

July 23, 2025/ GIanna Gaudini

Hi there,

Last week, I caught myself speed-walking through the farmers market while simultaneously checking emails and making a phone call. I realized I was treating a simple walk that was intended to bring joy and presence like an Olympic sport of time optimization. When did buying produce become a race against time?

This moment of self-awareness made me pause (literally, right there among the tomatoes and green beans) and ask myself a question that's been haunting me lately: Why are we all rushing through life, and what are we missing when we move at warp speed?

The Why Behind Our Need for Speed

We live in what I call the "optimization obsession era." Our phones buzz with productivity apps promising to help us squeeze seventeen tasks into a ten-minute window. Social media feeds showcase people apparently accomplishing more before 7 AM than most of us do all day. I don’t think any of us are immune to multi-tasking on a zoom call. We've somehow convinced ourselves that being busy equals being important, and moving fast equals moving forward.

But here's what I've discovered through years of event planning and life observation: the most meaningful moments happen in the spaces between the rush.

Gianna’s Gem: Leave white space in your day and in your life - it’s in the space that you can welcome in opportunity, rest, and even fun.

Think about it—when someone asks about your favorite memory from last year, I guarantee it wasn't the day you efficiently completed twenty-three items on your to-do list. It was probably a lingering conversation over dinner, an unexpected laugh with a colleague, or the ten minutes you spent engaging with your child so deeply that you both were smiling, laughing and bonding.

Our culture has created what I call "hurry sickness"—a chronic condition where we feel perpetually behind, constantly chasing an imaginary finish line that keeps moving further away. We rush because we think there's not enough time, but the irony is that rushing actually makes time feel more scarce.

The Hidden Cost of Living in Fast-Forward

The impact of constant rushing extends far beyond simply feeling anxious and distracted. When we operate in perpetual hurry mode, we miss the very experiences that make life rich and meaningful.

Creativity suffocates under pressure. Some of my best event ideas have come during slow hikes through nature or while meditating or doing something new and inspiring like visiting an art gallery or enjoying a tasting menu at a restaurant (designed to be savored) —never while racing between meetings. Guess what? Our brains need white space to make unexpected connections.

Relationships become transactional. When we're always thinking about the next thing, we can't fully engage with the person in front of us. I learned this the hard way when my eight-year-old son asked me a question and I realized I had given him three "uh-huh" responses without actually listening to a word he said. This led to so much guilt over my subpar engagement that I wasted more time ruminating than I would have if I just paused and fully engaged with him for that one minute.

We develop what I call "presence amnesia." We become so focused on getting to the destination that we forget to notice the journey. This is particularly devastating in our work—we plan beautiful events but forget to pause and appreciate the magic we're creating, or to celebrate the win afterwards…AND to actually review how the event went and properly host a post-mortem to optimize for the next event based on the feedback and results.

Decision-making deteriorates. When we're rushing, we default to quick fixes rather than thoughtful solutions. Some of my only regrets happened when I felt pressured to decide immediately rather than taking time to consider all my options, or not taking the time to “sleep on things” and responding before my subconscious had time to appraise the situation and find the best solution. Fortunately these are few and far between these days now that I’m aware of the benefits of leaving space to pause, meditate, reflect, and attract what it is that I want to happen.

The Surprising Benefits of Strategic Speed

Now, before you think I'm completely anti-efficiency, let me acknowledge that there are genuine benefits to moving quickly—when it's intentional rather than habitual. As my clients know, I am the queen of efficiency, but that doesn’t mean I sacrifice being present.

Momentum creates energy. A burst of focused action can break through procrastination and generate positive momentum. I've seen teams come alive during intense eventworking sessions when everyone is moving with purpose toward a shared goal. Also, like energy attracts like, so when you’re in a positive mood, being generous with your time and spirit and winning by lifting others up, you too will continue to win.

Deadlines foster creativity. Constraints can spark innovation. Some of my most creative event solutions emerged under tight timelines because conventional approaches weren't possible.

Quick decision-making prevents overthinking. Sometimes the first instinct is the right one, and analysis paralysis is more dangerous than imperfect action. I love the phrase “no bad data” as sometimes it’s best to go for it, gather the intel, and then use the information gathered through calculated action to optimize and improve rather than ruminate over whether you have the “perfect strategy”

The key distinction is choosing to move quickly versus feeling compelled to rush. One empowers, the other enslaves.

The Event Planning Paradox: What Happens When We Rush Our Guests

This rushing epidemic has infected our events in ways that directly undermine our goals as experience creators. When we pack agendas too tightly or rush attendees through transitions, we're essentially telling them their presence doesn't matter—Could you imagine having a dinner party where you rushed guests from course to course, cutting off conversation, and didn’t give people enough time to even use the bathroom or have casual conversation?

I've witnessed this countless times: speakers who race through content or worse yet, skip the Q&A or breaks to squeeze ii more slides... networking sessions cut short to stay on schedule, and meals treated as fuel stops rather than connection opportunities. Have I mentioned, I really don’t care for ”lunch and learns”? Attendees leave feeling efficient but empty and probably won’t remember much about the event either.

Here's what I've learned about creating space in events:

The most powerful moments happen in the margins. At a recent conference I planned, the most talked-about experience wasn't the keynote speaker—it was the extended 1.5 hour lunch where attendees naturally clustered into deep birds of a feather conversations and could experience experiential demos and self-driving car test drives we had planned for people to engage with on their own time. We had originally planned a 45 min lunch but extended it to an hour and a half when we realized the connections made at our events were the most valuable ROI for attendees, not squeezing in another session that they could simply view on demand.

Transitions can be transformations. Instead of herding people quickly between sessions, I’ve done experiential “portals” that create excitement as people move from one space to the next. I’ve used local school bands to help galvanize thousands of attendees at Google into a general session, and I’ve offered hawked coffee and donuts to people queued up for a keynote to give them delight and a reason to talk to each other and the local vendors as they’re waiting for what’s next. I add in "breathing breaks"—intentional pauses that allow ideas to settle and connections to form and people to get a sense of place in the venue or city they’ve traveled to the event for so they don’t feel rushed and overwhelmed. Sometimes this means scheduling fewer sessions, but the depth of engagement increases dramatically.

Meals become memory-makers. When we treat dining as mere sustenance, we miss opportunities for organic relationship building. I love offering hosted tables where people can meet with product experts or “birds of a feather” to have deeper conversations in a casual and relaxed setting. I also love a Jeffersonian style format to foster a “shared conversation” between executives so they aren't stuck talking just with those next to them. The feedback was overwhelmingly positive—people felt connected rather than programmed and learned more about each other as a result. It also benefited us by inspiring more connections between customers and prospects and out own team that wouldn’t have happened without intentionality.

The Google Approach: The Power of White Space

Google's brand aesthetic isn't minimalist by accident—it's strategic. That clean, uncluttered design you see on their homepage as well as in their event experiences communicates clarity, focus, and ease. When we apply this philosophy to our lives and events, something magical happens: space creates possibility.

In event design, white space might look like:

Generous transitions between sessions
Unstructured time for organic interactions
Visual breathing room in signage and materials
Quiet spaces for reflection and processing
“Create your own adventure” style programming so people can choose what type of experience they want based on their mood and needs

In life design, white space might mean:

Margins in your calendar for unexpected opportunities, rest and fun
Evening routines that transition you from work mode to personal time
Weekend mornings without an agenda
Phone-free time in your home or schedule

Gianna’s Gem: White space isn't empty—it's unlimited potential - a canvas ready for paint!

Space on Our Plates: The Literal and Figurative Art of Less

This concept extends beautifully to how we literally fill our plates and figuratively fill our lives. At events, I've started embracing what I call "curated abundance"—fewer menu items but each one exceptional, rather than overwhelming buffets where quality gets lost in quantity.

The same principle applies to our daily lives. Instead of cramming seventeen activities into a weekend, what if we chose three meaningful experiences and gave each one room to breathe? Instead of accepting every networking opportunity, what if we were more selective and showed up fully present to the ones we choose?

I recently implemented "plate management" in my own life. Just as a beautifully plated dish has white space that makes each element more visually appealing, my calendar now has white space that makes each commitment more meaningful and gives me time to pause and reflect (or make a helpful connection for that person) before rushing to the next.

Practical Magic: How to Cultivate Mindful Presence

The transition from rushing to presence doesn't happen overnight, but it can start with small, intentional shifts:

Create arrival rituals. Before entering any space—whether it's your office, an event venue, or even your own home—take three conscious breaths. This signals your nervous system to shift from transit mode to presence mode.

Practice the "one-thing rule." When engaged in conversation, close your laptop. When eating, put down your phone. When walking, resist the urge to simultaneously check emails. Single-tasking is a radical act in our multitasking world.

Design buffer zones. Build fifteen-minute cushions between meetings, arrive ten minutes early to events, leave for appointments with extra time. These margins eliminate the stress of rushing and create space for unexpected moments of connection.

Embrace strategic slowness. Deliberately move slower in certain contexts—walk leisurely to the coffee shop, take your time reviewing proposals, sit quietly before beginning presentations. This isn't inefficiency; it's intentional presence.

Ask different questions. Instead of "How can I get this done faster?" try "How can I make this experience more meaningful?" Instead of "What's next on my list?" ask "What am I noticing right now?"

The Ripple Effect of Slowing Down

When we choose presence over speed, the impact extends far beyond our personal experience. Attendees at our events feel more valued when we're not rushing them through experiences. Colleagues feel more heard when we're fully present in meetings. Family members feel more connected when we're genuinely available during our time together.

I've discovered that slowing down doesn't mean accomplishing less—it means accomplishing things that matter more. The events I plan with generous time margins consistently receive higher satisfaction scores. The relationships I nurture with presence rather than efficiency grow deeper and more fulfilling.

The most profound shift happens when we stop asking "How can I fit more in?" and start asking "How can I be more present with what I've already chosen?"

What I'm Practicing This Week

I'm implementing what I call "micro-moments of mindfulness"—three-second pauses throughout the day where I simply notice what I'm experiencing right now. The taste of my coffee, the feeling of sunlight through the window, the sound of laughter from another room, how my body feels when I take a deep breath. These tiny moments don't add time to my day, but they add depth to my experience of time.

Your Invitation

This week, I invite you to experiment with just one area of strategic slowing down. Maybe it's taking a longer route to work that allows for a more peaceful transition. Perhaps it's scheduling one fewer meeting each day to create breathing room. Or simply practicing eating one meal without multitasking.

Notice what happens when you give yourself permission to be present rather than productive, to be mindful rather than busy.

Remember: In a world obsessed with speed, choosing slowness is a revolutionary act of self-care and conscious living.

The most magical moments of life—whether in our events or our everyday experiences—happen not when we're rushing toward the next thing, but when we're fully awake to this thing, right here, right now.

What I’m Loving this week: For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Vagus Nerve Deck: 75 Exercises to Reset Your Nervous System. I’ve always been obsessed with brain science (and was a former bio minor at UCSD!) Only recently however, have I realized just how important “vagal tone” is for regulating the nervous system which is critical for high-stress careers in events, startups, (or both!) I have been reading and practicing vagus nerve exercises and fin them just as critical to my wellbeing and vitality as my physical exercise and sleep routine. I love this deck

The vagus nerve, plays a special role in our autonomic nervous system (ANS). The ANS regulates many bodily processes, including our stress response. When we encounter an external threat, our stress response kicks in, triggering a cascade of physiological changes to help us adapt and protect ourselves. Like a helpful friend, the vagus nerve steps in to restore balance. It exerts anti-inflammatory effects, promotes relaxation, and supports immune system regulation. With the exercises in Vagus Nerve Deck, you’ll learn to harness this power and foster resilience in the face of life's challenges. Enjoy!

Gianna's Gems is a weekly exploration of ideas that transform the ordinary into the extraordinary. If you found this valuable, please share it with someone who might need permission to slow down.

XX,

Gianna

P.S. Want to pick my brain? Book a session with me here 👉 intro.co/giannagaudini (check out the feedback from others who have worked with me as well in the reviews!)

July 15, 2025

Gianna's Gems: Sexy Property Spotlight - Four Seasons Westlake Village

July 15, 2025/ GIanna Gaudini

Due to overwhelming requests from my instagram travel feed, I'm now dedicating at least one Gianna's Gems feature per month to luxury properties ideally suited for corporate events and bleisure (business-leisure) travel. Properties interested in being featured can inquire with me directly.

I had the pleasure of spending my birthday weekend in the golden sun of Los Angeles as a guest of the Four Seasons Westlake Village. It was a trip I had been looking forward to for months and couldn’t have come at a better time with the whirlwind news of the Windsurf acquisition and much needed R&R. I tend to suffer from disappoint due to high expectations, but in this case, the property exceeded my expectations and I am already manifesting the perfect wellness program to bring to the property so I can partner with them this year!

The Bottom Line: Four Seasons Westlake Village isn't just a hotel—it's a wellness-forward corporate sanctuary that seamlessly blends California's laid-back luxury with serious business capabilities, all while delivering an experience so elevated it feels like a private estate retreat. Imagine a Canyon Ranch meeting the luxury and world-class service and amenities of a Four Seasons and is even family friendly (they have an arcade and soccer field!) and there’s not much left not to love.

A Visionary Legacy Nearly Two Decades in the Making

Since opening in 2006, the Four Seasons Westlake Village and its on-site Center for Health & Wellbeing has been pioneering the integration of luxury hospitality with comprehensive wellness—nearly 20 years before it became a mainstream concept. The property was born from the visionary partnership of David H. Murdock, chairman and owner of Dole Food Company, Inc. geneticist Andrew Conrad, PhD. and Wellpoint, Inc., who recognized that the future of hospitality lay in addressing the whole person, not just providing a place to sleep.

Murdock developed the Dole headquarters campus in Westlake Village and later hired Jack Nicklaus to build the golf course at what would become Sherwood Country Club. The Dole campus would come to include the Four Seasons Westlake Village and wellness and longevity center that became the focus of his endeavors in later years. This wasn't just a hotel development—it was designed as a destination where people would travel specifically for the Center For Health & Wellbeing (Formerly Center for Health and Longevity).

The Four Seasons Hotel in Westlake Village, California was created in November 2006 with the purpose of providing those in search of a healthier lifestyle all the medical, nutritional and physical resources they needed to promote a longer life span. So smart!

Why This Property Makes Me Swoon

Nearly two decades later, this prescient vision has created something extraordinary: a property that seamlessly blends California's laid-back luxury with serious business capabilities and revolutionary wellness infrastructure. This isn't your typical business hotel—it's a transformative destination where deal-making happens against a backdrop of waterfalls and botanical gardens, originally designed to support guests traveling from around the world for comprehensive health and longevity programs.

What light me up about this property is how effortlessly it marries serious business infrastructure with California's wellness culture. The Grand Ballroom spans an impressive 11,600 square feet, easily accommodating large corporate gatherings, while the property offers a total of 77,533 square feet of meeting space with 11 breakout rooms. But here's where it gets interesting—the resort features such unusual elements as a fully soundproof television broadcast studio, making it perfect for companies needing to broadcast events or conduct high-level virtual presentations (although I heard it’s also perfect for afterparties!).

The Highlights

Event Spaces That Wow: The Grand Ballroom can accommodate up to 1000 guests, making it ideal for major corporate events, product launches, or company celebrations. The real magic happens with the seamless indoor-outdoor flow—guests can gather in the regal Grand Ballroom or choose from breathtaking outdoor spaces including the spectacular Waterfall Lawn and scenic Activity Lawn featuring dramatic views of the Santa Monica Mountains.

Wellness Revolution: The Center for Health & Wellbeing is the first of its kind – a luxury wellbeing destination offering one-on-one consultations, group workshops and daily classes with on-site accredited health experts. For companies prioritizing wellness, or wanting to offer longevity summits for executives, this isn't just amenity—it's a competitive advantage. The $50 million wellness center houses hydrotherapy pools, steam rooms, state-of-the-art diagnostic facilities including MRI and CT body scanning equipment and 28 spa treatment rooms.

Culinary Excellence: The Wellness Kitchen offers hands-on cooking experiences with expert wellness chefs and registered dieticians, perfect for team-building events with a healthy twist. Guests can dine at five distinct venues, including Coin & Candor (California brasserie), ONYX (Japanese restaurant), Prosperous Penny (late-night bar), Stir (coffee and pastries) and The Cove (poolside Mediterranean dining). Fun Fact: I canceled my dinner reservation off property on Day 2 of my stay so I could eat at Coin and Candor a second night…the food was that good!

Accommodation Luxury: All 269 guest rooms, including 27 luxurious suites, feature high ceilings, magnificent chandeliers, floor-to-ceiling windows, and finely crafted custom mahogany furniture. These aren't just rooms—they're retreats designed for the discerning business traveler who demands both comfort and sophistication. I stayed in a luxury suite which was beautifully appointed, had more storage space than I could even use, a beautiful parlor that was large enough for me to practice yoga in the morning, and views of the hills. The bed was soft and dreamy and the deep tub relaxing and sumptuous.

Recreation That Impresses: The property features three pools, including the adults-only Serenity Pool, an indoor pool, and the expansive grand pool: The Cove. For active groups, there's a 16,000 square foot fitness center and a comprehensive Center for Health and Wellbeing offering guided hikes, interactive cooking classes and complimentary daily wellness activities.

Who This Property Serves Best

Corporate Executives seeking a venue that combines serious business capabilities with unparalleled luxury and wellness focus

Fortune 500 Companies planning major events, product launches, or executive retreats where the venue itself becomes part of the brand experience

Tech Companies and forward-thinking organizations that prioritize employee wellness and want to showcase their commitment to work-life balance

International Corporations needing sophisticated broadcast capabilities and proximity to both Los Angeles business districts and entertainment industry connections

Pharmaceutical and Healthcare Companies that can leverage the unique wellness facilities for educational events or product demonstrations

Leadership Organizations And Retreats: Think events for YPO and Hampton groups, Chief, Vistage, and other organizations who want a turnkey wellness luxury experience for members.

Comparable Properties & What Makes This Unique

While you might compare it to other luxury California resorts like The Resort at Pelican Hill or Montage Laguna Beach, Four Seasons Westlake Village stands apart with its unique corporate-wellness fusion. Unlike traditional business hotels that treat wellness as an afterthought, this property was designed from the ground up to integrate health and business seamlessly.

The television broadcast studio is a game-changer for companies or studios needing professional-grade production capabilities. Meeting rooms are wired to the television production studio for satellite broadcasts, offering capabilities you simply won't find at typical luxury hotels.

Why I'm Absolutely Obsessed

What makes me passionate about recommending Four Seasons Westlake Village is how it redefines what corporate hospitality can be. This isn't about choosing between business functionality and wellness luxury—here, you get both without compromise. The property understands that today's most successful companies recognize employee wellbeing as a business imperative, not just a nice-to-have.

The location is strategically brilliant—close enough to Los Angeles for convenience, yet far enough away to feel like a true escape. Just 15 minutes from Malibu and 45-60 minutes from LAX and Burbank, it offers easy accessibility while providing the kind of inspiring environment where breakthrough thinking happens naturally.

For companies ready to invest in experiences that truly reflect their values and ambitions, Four Seasons Westlake Village isn't just a venue choice—it's a statement about who you are and where you're headed. I’d be honored to connect anyone with a direct introduction to the incredible team there - just respond “connect me” to this email.

What I’m Loving this week: For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Dolly Parton's return to Vegas is magic!

The country legend just announced "Dolly: Live in Las Vegas" - a six-show residency at The Colosseum at Caesars Palace this December, and tickets sold out in just 90 minutes. This marks her first extended Vegas run in over 30 years and her return to regular performing since her "Pure & Simple" tour wrapped up in 2016 - nearly a decade ago.

Still going strong at age 79, Dolly remains one of music's most iconic figures with an estimated 100 million album sales, a successful film career, and her very own theme park Dollywood. She's one of an elite group of individuals to receive at least one nomination from all four major annual American entertainment award organizations; Emmy, GRAMMY, Oscar, and Tony. From "Jolene" to "9 to 5" to "I Will Always Love You," her catalog of hits spans generations and genres, making her truly one of America's most enduring entertainers.

And what’s even more magic? The chance to book her for a private corporate event. EVA, a company I advise, and one of my favorite platforms for booking entertainment has the exclusive ability to book Dolly for private corporate events. If your brand is aligned with Dolly and you’d like a connect, message me by responding directly to this email.

XX,

Gianna

P.S. Want to pick my brain? Book a session with me here 👉 intro.co/giannagaudini (check out the feedback from others who have worked with me as well in the reviews!)

July 03, 2025

The Fun Formula: Play is Your Unexpected Secret for Success

July 03, 2025/ GIanna Gaudini

Hi there!

Hope you all had a lovely long weekend celebrating America’s birthday. I spent four glorious days up at my family’s cabin at Lake Tahoe where ever since I was a girl, we never installed a TV so that we’d instead read, play games, and spend time outdoors. This trip was no different and it was so refreshing to spend so little time on a screen and countless hours laughing playing silly games like Apples to Apples, bike riding and enjoying playful conversations with friends.

If you’re feeling revived and energetic after the Fourth of July holiday and hoping to keep the magical energy rolling, let me tell you something that might just change how you approach every single day...

The Science of Joy: What Happens When We Play

When we engage in genuine fun, our brains become absolute magic-makers. Here's what's happening behind the scenes:

Dopamine floods our system, creating that energizing feeling of reward and motivation. This isn't just about feeling good in the moment—dopamine actually enhances our ability to learn, remember, and make creative connections. It's like upgrading your brain's operating system every time you laugh.

Endorphins cascade through our bodies, those delightful natural painkillers that don't just make us feel amazing—they boost our immune system and increase our resilience. Fun literally makes us stronger, both mentally and physically.

Cortisol drops dramatically. When stress hormones decrease, everything improves—our decision-making, our creativity, our ability to see opportunities that stressed minds miss entirely.

Oxytocin levels rise, deepening our connections with others and making us more magnetic. You know that person who walks into a room and everyone gravitates toward them? These people seem to “sparkle”. They're probably running on high levels of this "bonding hormone."

The Sparkle Effect: Why Playful People Attract Success

There's something undeniably magnetic about people who know how to have fun. They possess what I call "The Sparkle"—that effervescent quality that draws opportunities, connections, and serendipitous moments like a magnet.

When you're genuinely enjoying yourself, you radiate a frequency that's absolutely irresistible. You become more approachable, more memorable, and more likely to be included in conversations and opportunities that could change your trajectory. People want to be around joy—it's contagious and transformative.

Think about the last networking event you attended. Who do you remember? Probably not the person who handed out business cards with robotic efficiency, but the one who made you laugh, who seemed genuinely delighted to be there, who turned a potentially awkward interaction into a moment of connection.

Fun at Work: The Ultimate Performance Enhancer

In professional settings, fun isn't frivolous—it's fuel. Teams that incorporate play and humor into their work culture consistently outperform their more serious counterparts. Why? Because fun breaks down barriers, encourages risk-taking, and creates psychological safety where innovation thrives. It boosts morale and trust which are keys to any successful team and business. When work feels like play, people don't just perform—they excel.

Fun also increases what psychologists call "cognitive flexibility"—your brain's ability to switch between different concepts and think about multiple things simultaneously. This mental agility is crucial for problem-solving and adapting to change.

Example: When I worked at Google, we had a famous 20% time policy, where employees could spend one day a week on passion projects. I remember using my 20% time to start a “Marketing Event Academy” where my team members and I took turns each week teaching something about event planning that we knew to the rest of the team. And then I took it a step further and started posting the recorded sessions and slide decks on a Google Website to share with the entire company so more people could share the knowledge. It was a passion project, but brought me so much joy and also boosted the morale and bonding between my team members.

Transforming Events: The Alchemy of Atmosphere

As someone who's witnessed countless events, I can tell you that the ones that incorporate “authentic fun” are the ones that create lasting impact. When people are enjoying themselves, several magical things happen:

Guard drops, connections deepen. Laughter is the universal key that unlocks authentic relationship-building. People share more, listen better, and form stronger bonds when they're having fun together.
Memory formation intensifies. Our brains are wired to remember positive emotional experiences more vividly. An event that makes people laugh, play, or feel joy will be remembered long after the serious, information-heavy ones are forgotten.
Energy becomes exponential. Fun is self-generating—the more people enjoy themselves, the more enjoyable the experience becomes for everyone. It's like creating a positive feedback loop that elevates the entire gathering.
Openness to new ideas increases. When we're having fun, we're more receptive to new concepts, more willing to step outside our comfort zones, and more likely to say "yes" to opportunities that might otherwise seem too risky.

The key to building “fun” into events is "participation without pressure"—creating multiple ways for different personality types to engage authentically. This ensures the fun feels genuine rather than forced, which is crucial for corporate settings where people might be more guarded.

Below are a few examples designed to create real human connection while naturally generating brain chemistry benefits. They're also practical enough to implement without major budget or planning overhead.

Corporate Events:

Need to assign tables? I once used “unique mathematical numbers” for the table numbering (i.e. pie or the golden number) and gave each Executive Guest a card with a definition on it about that number. They had to figure out what number the definition described to find their table. This led to playful (nerdy) competition, conversation between the guests and fun during a typically mundane part of the event.
Two-minute story exchanges for authentic networking - use something that might lead to joy, like what was your worst job early in your career? Or what was the strangest food you’ve ever eaten?
Scavenger hunts for charity - at Google, I once built a teambuilding activity where each team had a Christmas list from a family in need, and we all shopped for the items and then wrapped them together
Playful food moments often offer joy - s’mores making, displaying donuts hung from branches, or a cake-bite wall all bring delight

Social Events:

I recently hired a unique entertainment vendor, The Haikuists for a social event where they used typewriters to create custom haikus for guests (learn more on my Gianna Recommends page).
Memory lane remixes that add learning to nostalgia - I once planned a surprise 40th birthday for my husband where I bought out a Yoga Studio we loved, and had all of his friends and family as “the class”, our favorite instructor leading, and a “playlist” of all of our favorite songs together. It was not expensive, but a priceless and personal experience for him.
Hide a card with a conversation starter or joke underneath people’s salad plates.
For a recent 50th birthday, I added envelopes to everyone’s place setting and people opened them and either had to give a toast, or read a piece of trivia about the Birthday Boy. It kept everyone on their toes and was engaging and funny.

How Joy Magnetizes Opportunity

Here's where it gets really interesting: When you're operating from a place of joy and playfulness, you're vibrating at a frequency that naturally attracts what you desire. This isn't just spiritual philosophy—it's observable psychology.

When you feel good, you:

Notice more opportunities (your brain's reticular activating system is primed for positivity)
Take more beneficial risks (confidence is higher, fear is lower)
Attract people who want to help you succeed (joy is magnetic)
Maintain persistence longer (fun activities don't feel like work)
Think more creatively (relaxed minds make novel connections)

Your Fun Formula Action Plan

Ready to inject more joy into your success journey? Here's my Gianna’s Gems pro tips for how to start:

In Life: Schedule play like you schedule meetings. Whether it's dancing in your kitchen, playing an instrument just for fun, playing with a pet, doing something artistic, cooking a new dish, or having a game night with friends, make fun non-negotiable. I journal every day and one of the questions I ask myself is “how will I bake some fun into the day”. It help give you something to intentionally look forward to, even if it just takes five minutes (which is often all I have time for, but it still makes every day more magical!)
At Work: Bring lightness to your interactions. Share appropriate humor, celebrate small wins loudly, and look for ways to make routine tasks more enjoyable and lift others up with you.
In Events: Think beyond the agenda. How can you create moments of surprise, delight, or playful interaction? Sometimes the most important connections happen during the "fun" breaks, not the formal presentations. I’ll never forget when we opened up a giant internal conference in Las Vegas with an “Elvis performance” and at the very end, our CEO at the time swapped out with one of the Elvis impersonators in full costume creating an audible gasp from everyone. It lightened the mood by showing more playful side of him before we dove into all the gravitas of annual planning and strategy.
Daily Practice: Start each day by doing something that makes you smile. End each day by reflecting on moments that brought you joy. This trains your brain to notice and create more fun. Listen to a fun dance playlist while brushing your teeth, challenge your child to “crawl like a cat or slither like a snake” instead of walking to do their chores to engage them and lift you up with laughter as well. It’s easy to make every day routines more fun by adding elements of play and lightness to them without adding any extra time and little extra effort.

The Ripple Effect

When you embrace fun as a success strategy, you don't just transform your own experience—you become a catalyst for others. You give people permission to enjoy themselves, to be more authentic, to take themselves a little less seriously. You become the person others want to collaborate with, celebrate with, and champion. I always try to bring levity and joy to my 1:1’s and team meetings and find people are so much more collaborative and engaged - even if we have a lot to cover.

Success doesn't have to be 100% serious. In fact, the most sustainable, fulfilling success often comes wrapped in joy, laughter, and genuine delight.

So here's your invitation: What if you decided that having fun wasn't something you'd do after you became successful, but the very vehicle that would take you there? The universe will conspire in your favor, especially when you're smiling. Try it.

Keep sparkling,

Gianna

What I’m Loving this week: For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Hotel I love: The Estate, Yountville: Nestled in the heart of charming downtown Yountville in the renowned Napa Valley wine region, Estate Yountville is a romantic and luxurious lifestyle destination set on a picturesque 22-acre village-within-a-village. I recently had the opportunity to do a buyout of their Vintage House Hotel for a very special milestone birthday and it was exected flawlessly and joyfully by their incredible team partnering with my own. I loved their willingness to meet our requests for custom menus, signage, and deliver above and beyond service to all the guests. There are photos of the beautiful event on my event portfolio if you’d like a glimpse.

At The Estate Yountville, they’ve reimagined the Wine Country experience into an approachable and inviting getaway. Voted the most beautiful boutique hotel in Napa Valley, Vintage House on the North end of the Estate captures the intimate charm and serenity of Yountville. On the South end of the Estate, the modern and lively Hotel Villagio, which sits adjacent to their private vineyard, welcomes you with its bright patio and lobby bar. AND…they have a Veuve Clicquot themed spa that is decked out in orange loveliness, and even offers pool-side Veuve Clicquot foot and scalp massages! Together, these two retreats invite you to take part in the quintessential Napa Valley escape. Let me know if you’d like help sourcing this venue for your next event - I couldn’t recommend the team and property more highly.

P.S. Want to pick my brain?

Book me here 👉 intro.co/giannagaudini (check out the feedback from others who have worked with me as well in the reviews!)

June 20, 2025

Gianna's Gems: The Ultimate Guide to Planning Your Inaugural Customer Conference

June 20, 2025/ GIanna Gaudini

When community becomes currency and customers become your biggest champions

Hi there,

There must be something in the air…I’m getting so many requests for building inaugural event strategy (which I love because that’s my sweet spot!). Maybe it’s Marc Cuban’s prediction that’s going viral:

"Within the next 3 years, there will be so much AI, in particular AI video, people won’t know if what they see or hear is real. Which will lead to an explosion of f2f engagement, events and jobs.”

Which Leads to the Golden Question: Why Host a Customer Conference?

Your customers are more than revenue numbers—they're your biggest advocates, your product development partners, and your most valuable source of authentic testimonials. A well-executed customer conference transforms these relationships from transactional to transformational.

Your conference becomes the physical manifestation of your community. It's where feature requests turn into collaborative discussions, where customer success stories inspire prospects, and where your team gains invaluable face-to-face feedback that no survey can capture. More importantly, it positions your company as a thought leader and creates an annual touchpoint that customers anticipate and plan around and that activates your internal team to launch products for.

Think of it as relationship ROI—you're investing in deepening connections that compound over time. Customers who attend your conference typically have higher lifetime value, lower churn rates, and become vocal advocates who drive organic growth through word-of-mouth marketing.

The Readiness Litmus Test: When You're Ready (And When You're NOT) Ready to Host your Own Conference

You're Ready When:

Customer Base Maturity: You have at bare minimum of 500-1000 active customers with 50+ who would genuinely be excited to attend. Your customer success team can identify your superfans without hesitation.
Internal / External Resources: You can dedicate 4-10 full-time team members + budget to bring in agency/contractor support for conference planning for 6-12 months without compromising core business operations.
Budget: You have executive buy-in and a realistic budget of $500K minimum.
Customer and Industry Content: Your customers have compelling success stories, your product team has exciting developments to share, and your industry has enough depth for meaningful educational sessions.
Operational Stability: Your product is stable, your customer support is strong, and you're not in the middle of major organizational changes or funding crises that could risk event cancelation - much less embarrassing and costly to pull out of a tradeshow you’re sponsoring than to have to email hundreds of attendees and refund them if ticketing/sponsorship plans are in place..

Pump the Brakes When:

Premature Product and Community: You're still figuring out product-market fit, or your customer base is too small or geographically scattered. If you can't confidently fill 200+ seats with engaged customers, wait.
Resource Constraints: You're bootstrapped to the bone, just raised a Series A and need every dollar for growth, or your team is already stretched thin on core deliverables.
Timing Troubles: You're planning a major product pivot, dealing with significant customer churn, or facing internal instability. Conferences amplify your current state—make sure it's one you want to broadcast.
Unrealistic Expectations: You expect the conference to be immediately profitable or solve fundamental business challenges. First conferences are investments in relationships, typically not revenue generators in the first few years (trust me, this was true event when I was building Google Cloud Next!).

Customer Conference Pros and Potential Drawbacks

If you’re falling into the “Green Light” category above, get excited because there are some extremely compelling upsides to hosting your own conference:

Customer Loyalty Amplification: Face-to-face interactions create emotional connections that digital touchpoints simply cannot replicate. Attendees become your most vocal advocates.
Product Development Gold: Direct customer feedback in a concentrated setting accelerates product roadmap decisions and validates development priorities.
Revenue Acceleration: While not immediately profitable, conferences typically drive 20-30% higher customer lifetime value and significantly de-risk contract renewals among attendees.
Brand Authority: Positions your company as an industry leader and creates content and case studies that fuel marketing efforts year-round.
Audience Control: Like hosting your own wedding, you get to control the audience, meaning you can control the perfect mix of customers, prospects, press, and friendlies that will benefit your marketing and sales efforts (but make sure you know what you’re doing here!)

However, hosting your event must be done with strategic mastery and an experienced team to avoid these potential downsides:

Financial Risk: First-year conferences rarely break even. Plan on budgeting for a 6-figure investment with intangible returns that materialize over 12-18 months.
Execution Complexity: Event planning and owned conferences require a specialized skill. Underestimate the logistics and you risk damaging customer relationships or embarrassing yourself as a brand instead of strengthening both.
Resource Cost: The resources dedicated to conference planning could be invested in product development, sales, or other growth initiatives with more predictable returns. There’s always a tradeoff so make sure this is the best use of everyone’s time and that you’re repurposing as much of the work done on the content as possible.
Expectation Management: Once you host a conference, customers/company executives will expect it annually. Consider committing to a recurring investment and a memorable name and logo lockup that will build its own recognition over years to come (i.e. Dreamforce, AWS re:invent, Google I/O).

Measuring Success: The ROI Metrics That Actually Matter

Gianna’s Gem: When it comes to Hosted Customer Conferences, I recommend focusing on a few key metrics and weighting them in terms of importance to help prioritization.

Forget vanity metrics like social media mentions. Focus on these strategic indicators:

Customer Health Metrics:

Net Revenue Retention among attendees vs. non-attendees (6-12 months post-event)
Customer churn reduction percentage for conference participants
Expansion revenue (cross-sell, upsell) generated from attendee accounts within 12 months
Customer advisory board participation

Product Development Acceleration:

Number of product improvements implemented based on conference feedback
Time-to-market reduction for features validated during customer sessions
Customer satisfaction scores for new features developed from conference insights

Sales & Marketing Leverage:

Cost per lead for prospects who attended vs. other channels
Conversion rates from conference-generated leads over 12-month period
Customer advocacy metrics (referrals, case study participation, speaking opportunities)

Brand and Strategic Relationship Indicators:

Executive-level relationship establishment (C-suite), Press/influencers in attendance
Press and Analyst articles/reviews
Customer testimonials generated
NPS score above 80 (remember, word of mouth from promoters is extremely valuable)

Success Strategies: The Tactical Playbook Outline

It’s impossible to share all my knowledge with you in one post, but below is an overview of what you want to think about as you start building the strategy for your inaugural event.

Optimal Conference Length & Format

Sweet Spot: 1 - 1.5 days maximum for inaugural conferences (keep in mind how much content you will need to fill up that many days, and effort/resources involved in each session). Best practice: Day 1 focuses on keynotes, product announcements, education and inspiration, Day 2 on hands-on workshops and networking, an Un-Conference, or an Executive Track. Avoid conference fatigue while maximizing value density.
Content Framework: 70% customer-led or unconference content (case studies, panel discussions, peer learning), 20% company / product updates and roadmap sharing, 10% partner/sponsor/external content. Remember: Customers attend to learn from peers, not to be sold to. They want to see and learn from others like them, and care less about a paid speaker they could find on YouTube.

Sponsorship Strategy Without Soul-Selling

Partner Integration: Limit sponsors to 3-5 strategic partners who genuinely add value to your customer experience. Think complementary partners who will attract your target audience and help drive registrations, not competitors.
Revenue Realism: Sponsorships should cover 20 - 30% of costs maximum, focusing on value exchange rather than pure revenue generation. I.e. consider what else your sponsors offer you other than revenue: credibility, audience generation, content generation, for example.
Sponsor Activation: Integrate sponsors into educational content or experiences rather than giving them isolated sales pitches and booths. I like strategically planning my food/beverage so that I offer about 50% of what I’m planning to sponsors as MPOs (i.e. coffee shop/break, branded coffee/tea stations, popcorn and gelato pop ups, smoothie bars, beer garden).

Ticket Pricing Psychology

In most cases, I wouldn’t recommend charging for your inaugural conference as driving attendance is one of the biggest challenges without additional cost as a hurdle. However, it CAN help you drive more qualified RSVP’s and also reduce attrition, but the key is a super strategic plan that’s thought out well in advance.

Price Strategy: Charge enough to ensure commitment ($200-$500 for customers, $800+ for prospects) but not so much that it excludes smaller customers. Consider tiered pricing based on company size.
Early Bird Advantage: Offer 30-40% early bird discounts to drive early commitment and help with planning logistics. Create urgency with limited early bird quantities offered ideally 6 months in advance.
Customer Appreciation: Consider complimentary tickets for your top 10-20 customers as relationship investments, —perceived value matters, plus that will also ensure you have the right audience at your event (you can also leverage these champions for customer testimonials onsite and other opportunities).
What’s the Draw: Make sure you market the ROI attendees will get for attending. It helps to lock in key speakers, sponsors and attendee company logos before marketing more broadly and have a clear value proposition. Another strategy is to create a letter to add to your website intended for people to use for approval to attend.

Attendance Optimization and Venue/Location

From venue size to attrition, attendance planning is another exercise in strategic planning. Below are a few key tips to keep in mind:

Target Range: Aim for 100-300 attendees for your inaugural conference. Small enough for intimate networking, large enough for diverse perspectives and viable economics.
Audience Mix: 70% existing customers, 20% qualified prospects, 10% partners and industry influencers. Maintain the customer-centric focus while creating networking value.
Registration Strategy: Open registration 4-6 months before the event with a strong email campaign, personal outreach from customer success teams, and executive-level invitations for key accounts.
Geographic Strategy: Choose a location within 1 hour drive for 60% of your customer base. Focus on cities/regions where the majority of your customers or target industry is located (and you may need to split the conference between two regions at smaller sizes)
Venue Considerations: Hotels and conference centers offer turnkey convenience but lack personality. Unique venues (museums, historic buildings, corporate campuses) create memorable experiences that generate social sharing and lasting impressions, but be aware - they often require more cost to bring in infrastructure and outside catering/AV.

So…How Far in Advance Should We Start Planning?

That is the golden question. Gianna’s Gem: Do not attempt to host your own Customer Conference unless you have ample time for strategic planning, audience acquisition, and locking a venue. Here’s an example timeline:

6-12 Months Out: Secure venue, establish budget, and assemble planning team. Begin customer research on preferred topics and speakers. Secure hotel room blocks and negotiate group rates if needed.
6 Months Out: Secure keynote speakers, launch sponsorship outreach, and create preliminary agenda. Begin marketing content creation.
4-6 Months Out: Open registration, announce speaker lineup, and launch promotional campaigns.
3 Months Out: Finalize logistics, conduct content read-throughs and send attendee communication sequences.
1 Month Out: Shift focus to experience optimization, staff training, and contingency planning. Create detailed run-of-show documents and backup plans.
2 weeks - Pre-Cons, Rehearsals

Gianna’s Gem: Your inaugural customer conference is not a marketing event—it's a relationship investment that pays dividends in customer loyalty, product insights, and brand authority. Success isn't just measured in immediate revenue but in the strength of connections formed and the strategic intelligence gathered.

The companies that nail their first customer conference create an annual tradition that becomes a competitive moat. The ones that rush into it without proper preparation risk damaging the very relationships they're trying to strengthen.

Your customers are ready to celebrate your shared success—make sure you're ready to host them properly.

What's your biggest concern about planning your first customer conference? The logistics, the budget, or the customer expectations? Send me a note or reach out for a strategy session.

What I’m Loving this week: For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

I attended an event at The Battery last month featuring Dr. Ishan Shivanand, born a monk and now an author, doctor and a globally recognized expert in mental health and meditation. He was extremely captivating, moving, witty, and moved me so much, I had him sign my book and have started attending his nightly meditation sessions, even sharing a couple with my son. If you’re interested in his book, The Practice of Immortality, a Monk’s Guide toDiscovering Your Unlimited Potential for Health, Happiness, and Positivity, I highly recommend it. You can learn more at Yoga Of Immortals. He also hosts a nightly ten-minute meditation (the next one starts on June 22nd). Reach out if you’d like me to share the link or put you in touch.

XX,

Gianna

P.S. Want to pick my brain?

Book me here 👉 intro.co/giannagaudini (check out the feedback from others who have worked with me as well in the reviews!)

June 09, 2025

Trust - The Foundational Key to Success in Events (and Life)

June 09, 2025/ GIanna Gaudini

Hi there!

Let's talk about trust. It's the invisible currency that makes the world go round, the secret sauce that transforms ordinary partnerships into extraordinary collaborations, and what separates the amateurs from the pros in every single industry.

Trust isn't just a nice-to-have – it's the non-negotiable foundation upon which every successful relationship is built. Whether we're talking brands and customers, agencies and corporate partners, event teams, families and friends, or that most important relationship of all (the one with yourself), trust is your golden ticket to a life of seamless success.

Your executives need to trust that you’re guiding them in the program’s best interest without micromanaging and making decisions by committee. Your team needs to trust you’re their “shit umbrella” and have their back so they can keep focused on their respective roles and responsibilities. And you? You need to trust that everyone will deliver on their role so the whole event comes together beautifully, overseeing things as a leader and inspiring people to come together operating as #OneTeam with a shared goal.

I’m just coming off a beautiful milestone birthday celebration where my client trusted me so much that they didn’t even request a week-of meeting or event day walkthrough. I had provided them consistent updates, handled all of their guest communication while they enjoyed a month-long vacation the month before their big bash,. They were so relaxed on the day of the event, they arrived later than planned since they were relaxing at home watching tennis in the morning trusting that I had everything covered!

I understood their goals, their budget, and what they hoped to get out of the event, and they told me they loved how I made it simple for them to make decisions. They never second-guessed my recommendations, and the result? A flawless celebration that looked like it belonged in a magazine with the client overjoyed, guests raving about the seamless experience, and my team and vendors all one-team working together in harmony with smiles on our faces since we could all do our jobs (well) and deliver joy.

This is why I start every pre-con (pre-conference) with a compliment to the team involved, and appreciation for everyone’s efforts, why I ask what’s keeping everyone up at night, and then resolve it in advance so we enter the event feeling secure, confident, and ready to be able to “add magic” rather than fight fires.

An example from this past weekend? I was so relaxed at our seamless registration desk, that when a guest told me she’d forgotten her lipstick and couldn’t find a store in the small town of Yountville that sold it, I told her not to fear. I pulled up Doordash on my phone, asked for her color preferences, and had two colors of lipstick delivered to the front desk within the hour. I even covered the cost for her so she wouldn’t have to bother with that. She was so thrilled, she kept telling me it was the most magical thing that had happened to her that day. When everyone is working in harmony, the team has the mind space and desire to go above and beyond, and create magic. A far cry from how a team operates under stress with no room to say “yes” to additional requests or think creatively and with a kind, giving mindset.

Compare this to events where trust is lacking – where vendors are constantly questioned, where team members hide information, where everyone's covering their own backs instead of working toward the shared vision. Those events feel tense, disjointed, and frankly, exhausting for everyone involved.

Gianna’s Gem: Planning events without trust is like conducting an orchestra where nobody can see the conductor. It's pure chaos!

Why Brands Must Earn Customer Trust (And Keep It Sacred)

Picture this: You walk into your favorite boutique, and without even looking at price tags, you know everything you pick up will be worth every penny. That's trust. When customers trust your brand, they become more than buyers – they become believers, advocates, your personal cheerleading squad.

Take Patagonia, for instance. They've built such unwavering trust by consistently delivering on their environmental promises that customers will literally tattoo their logo on their bodies. When Patagonia says "Don't buy this jacket" in an ad promoting sustainability, people trust that they mean it – and ironically, it makes them want to buy it even more.

Or consider how Glossier built an empire by trusting their customers to be part of the conversation. They didn't just sell beauty products; they created a community where every customer felt heard, valued, and trusted to shape the brand's future.

When trust exists between brand and customer, magic happens. Customer acquisition costs plummet because word-of-mouth becomes your best marketing channel. Retention skyrockets because people stick with brands they trust. And here's the kicker – trusted brands can charge premium prices because customers know they're getting premium value.

The Agency-Corporate Dance: Trust Goes Both Ways

Now, since this newsletter caters to event and business professionals, let's talk about the beautiful dance between agencies and their corporate partners. These relationships bloom when trust is present, and I've watched it crash and burn spectacularly when it's not. And while trust takes weeks…months…years to earn, it can be lost forever in one minute.

When an agency trusts their corporate client, they bring their A-game creativity without fear. They pitch bold, innovative ideas because they know their partner will give them fair consideration. They show up, go above and beyond and even flex on things like pricing and timelines because they want the client to win. They feel skin in the game as a trusted partner. Meanwhile, when corporations trust their agency, they give them the creative freedom to work magic instead of micromanaging every pixel and comma, and they hire them without a lengthy RFP process because they know the agency will deliver.

I typically give agencies the trust to give a creative pitch their all without micromanaging the process and putting too many constraints on them. For a recent program, I gave my agency complete creative control for an experiential activation. The result? A 40% increase in social impressions. Why? Because trust allowed the agency to take calculated risks that a fear-based relationship never could have supported.

On the flip side, I've witnessed agencies bend over backwards for corporate clients who questioned every decision, demanded endless revisions, and never quite believed in the expertise they were paying for. The result was always the same: diminished morale, mediocre work, unachievable timelines, budget overage, and everyone walking away frustrated and never wanting to work together again.

The Most Important Relationship: Trusting Yourself

There’s one relationship that I’ve only really started to excel at with age (I’m no spring chicken!) and that’s self trust. None of this external trust matters if you don't trust yourself first. And I'm talking about really trusting yourself, especially when it comes to listening to your body, tuning into how you feel around people, in your gut, and trusting your intuition. (ps, meditating helps hone this intuition!)

Your body is your most honest advisor. When you walk into a meeting and your stomach tightens, that's your body saying "pay attention." When you feel energized after a phone call with a potential client or collaborator, that's your body giving you the green light. When you're pushing through exhaustion or sickness instead of resting, and rewarded it for it by your clients, that's your body begging you to trust its wisdom.

I learned this lesson the hard way when I ignored my body's signals during a particularly intense event. I was running on fumes, working despite a 103 fever, and telling myself I'd rest "after this project." My body was practically screaming for me to slow down, but I didn't trust what it was telling me. The result? I ended up recovering for two weeks, missing an important social event I was looking forward to. Now I trust my body like I trust my best friend – because that's exactly what it is. When it says I need a chamomile tea instead of another espresso, I listen. When it says this client meeting feels off, I pay attention. When it says I need to meditate rather than doing a HIIT workout, I honor that wisdom. And it’s had a 100% success rate for me. Trust the body.

The Time, Money, and Seamlessness Factor

Working with people you trust isn't just emotionally satisfying – it's financially brilliant. Trust eliminates the need for excessive RFPs and iterations, check-ins, and protective measures that eat up time and resources.

When you trust your team, you spend less time on status meetings and more time creating and celebrating. When your clients trust you, they approve concepts faster instead of requesting endless revisions. When vendors trust each other, projects flow like silk instead of grinding to a halt over miscommunications.

I once calculated that working with trusted partners cut project timelines by an average of 30% compared to working with new or unreliable vendors. That's not just efficiency – that's pure profit, darling.

When Trust is Broken: The Road to Redemption

We’ve all had it happen– sometimes trust breaks. Maybe a vendor doesn't deliver as promised. Maybe a client changes the scope without adjusting the budget. Maybe you hear someone talking negatively about a person they pretend to be friendly with in group settings.

Broken trust isn't the end of the world, but it is a crossroads. You can either let it destroy the relationship, or you can use it as an opportunity to build something even stronger.

The key is radical honesty and swift action. Acknowledge what doesn’t feel right without making excuses. Take full responsibility for your part. Communicate clearly about how you'll prevent it from happening again. And then – this is crucial – follow through on every single promise you make during the rebuilding process.

And if the other party isn’t willing to own up and take ameliorative action, know when to walk away. Life is too short to engage in relationships that aren’t productive and built on a foundation of trust.

Trusting the Process and the Universe

Finally, there's the ultimate trust exercise: trusting the process and the universe itself.

This means trusting that the right opportunities will present themselves at the right time. It means trusting that setbacks are setups for comebacks. It means trusting that you don't have to control every variable to create something magnificent.

When you trust the process, you stop forcing outcomes and start allowing them. You pitch for your dream client and trust that if it's meant to be, it will be – and if it's not, something better is coming. You launch your passion project and trust that the right people will find it. You take calculated risks and trust that your skills and intuition will guide you to success.

Trusting the universe doesn't mean being passive – it means being actively aligned with your values, your vision, and your inner wisdom while staying open to possibilities you might not have imagined.

The Trust Imperative

At the end of the day, trust is everything. It's the difference between transactions and relationships, between surviving and thriving, between working harder and working smarter.

In your business relationships, be trustworthy first. Show up consistently, communicate clearly, and deliver on your promises. The trust you build today becomes the foundation for tomorrow's opportunities.

In your personal relationship with yourself, listen to what your body and intuition are telling you. They've never steered you wrong – you've just forgotten how to trust their guidance.

And in your relationship with life itself, trust that you're exactly where you need to be, learning exactly what you need to learn, becoming exactly who you're meant to become.

Because here's the ultimate truth: when you operate from a place of trust – in others, in yourself, and in the process – you don't just succeed. You soar.

What I’m Loving this week: For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Agency I trust and Love: One of my favorite experiential agencies, MAS, has been an agency partner to me for over a decade supporting me with Google’s Think Events, where they supported me in building a custom app (that actually won an award for best B2B event app), Executive Summits, and even Google Cloud Next, plus supporters me with the most prestigious events for SoftBank, and now Developer Events at Windsurf. Most importantly, they are not only extremely talented tastemakers, but they’re so consistently good at what they do that I often find they’ve answered my questions before I even need to ask them. And…I genuinely enjoy hanging out with them as people, as an extension of my own team.

In their own words, “At MAS, we create moments that move people, shift perception, and spark lasting connection. It’s not about one-off moments, it’s about earning a place in your audience’s story. Brands trust us to lead with heart and imagination and we deliver more than engagement...we deliver impact. Because when people feel seen and valued, trust follows, and that’s where real brand love begins”. If you’d like an introduction, please reach out to me as I can’t rave highly enough about them as partners.

XX,

Gianna

P.S. Want to pick my brain?

Book me here 👉 intro.co/giannagaudini (check out the feedback from others who have worked with me as well in the reviews!)

June 05, 2025

Gianna's Gem: Seven Sacred Types of Rest and Why YOU & Attendees Need Them (Copy)

June 05, 2025/ GIanna Gaudini

rust: The Golden Thread That Weaves Success

A Gianna's Gem on the Foundation of All Great Relationships

Let's talk about something that's more precious than any diamond– trust. It's the invisible currency that makes the world go round, the secret sauce that transforms ordinary partnerships into extraordinary collaborations, and what separates the amateurs from the pros in every single industry.

Why Brands Must Earn Customer Trust (And Keep It Sacred)

The Agency-Corporate Dance: Trust Goes Both Ways

Even more shocking…I heard from one of my very favorite agencies recently that a client of theirs at a top brand had gone into a budget (in a collaborative Google sheet) and altered the numbers and then blamed the agency for going over budget. The agency was understandably burned, and as a result now locks down all of their Google sheets. I was appalled to hear this, but secretly proud of the agency for canceling their client, even though the client was a big brand name and one of their original successes. And you know what - by clearing space for new business, the agency landed my business for an impressive brand, and another top AI company’s business that will be arguably a better fit for them in the long run.

Event Teams: The Trust Orchestra

Planning events without trust is like conducting an orchestra where nobody can see the conductor. It's pure chaos!

In event planning, trust isn't just nice – it's a must havel. Your executives need ot trust that the team is guiding them in the program’s best interest and trust the process without micromanaging it or trying to make decisions by committee. Your team needs ot trust you’re their “shit umbrella” and have their back so they can keep focused on their respective roles and responsibilities. And you? You need to trust that everyone will deliver their piece of the puzzle so the whole picture comes together beautifully, overseeing things as a leader but leading by inspiring people to come together operating as #OneTeam with a shared goal rather than through fear with people ready to blame others for any misstep.

I’m just coming off a beautiful milestone birthday celebration where my client trusted my team and I so much they didn’t even request a week-of meeting or event day walkthrough. They showed up, knew I had everything more than covered, and trusted me completely. They never never hovered, second-guessed, or changed their minds seventeen times. And you know what? The result was a flawless celebration that looked like it belonged in a magazine with the client overjoyed, present and able to relax and enjoy every moment. Compare that to events where trust is lacking – where vendors are constantly questioned, where team members hide information, where everyone's covering their own backs instead of working toward the shared vision. Those events feel tense, disjointed, and frankly, exhausting for everyone involved. And…they usually end up failing!

This is why I start every pre-con (pre-conference) with a compliment to the team involved, why I make sure to triple check what’s keeping everyone up at night, from my client to every team member and vendor, and make sure they all know we are going into the event feeling secure, confident, and aligned, and that they all know how much I appreciate them and am there to be their fearless and supportive leader.

The Most Important Relationship: Trusting Yourself

Now I trust my body like I trust my best friend – because that's exactly what it is. When it says I need a chamomile tea instead of another espresso, I listen. When it says this client meeting feels off, I pay attention. When it says I need to meditate rather than doing a HIIT workout, I honor that wisdom. And it’s had a 100% success rate for me. Trust the body.

The Time, Money, and Seamlessness Factor

When you trust your team, you spend less time on status meetings and more time creating and celebrtaing. When your clients trust you, they approve concepts faster instead of requesting endless revisions. When vendors trust each other, projects flow like silk instead of grinding to a halt over miscommunications.

When Trust is Broken: The Road to Redemption

Broken trust isn't the end of the world, but it is a crossroads. You can either let it destroy the relationship, or you can use it as an opportunity to build something even stronger.

Trusting the Process and the Universe

Finally, there's the ultimate trust exercise: trusting the process and the universe itself.

The Trust Imperative

At the end of the day, trust is everything. It's the difference between transactions and relationships, between surviving and thriving, between working harder and working smarter.

In your personal relationship with yourself, listen to what your body and intuition are telling you. They've never steered you wrong – you've just forgotten how to trust their guidance.

And in your relationship with life itself, trust that you're exactly where you need to be, learning exactly what you need to learn, becoming exactly who you're meant to become.

Because here's the ultimate truth: when you operate from a place of trust – in others, in yourself, and in the process – you don't just succeed. You soar.

XX,

Gianna

What I’m Loving this week: For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Need to pick my brain? Book me here 👉 intro.co/giannagaudini (check out the feedback from others who have worked with me as well in the reviews!)

May 26, 2025

Gianna's Gem: Seven Sacred Types of Rest and Why YOU & Attendees Need Them

May 26, 2025/ GIanna Gaudini

Hi there,

Last week, I found myself completely exhausted after what should have been an energizing high profile event. A-List celebrities, engaged VIP attendees, flawless execution in a magical setting—yet I felt utterly drained after the event wrapped. Sound familiar?

Fortunately, this wasn’t the first time I’ve experienced the post-event “partum”, and remembered Dr. Saundra Dalton-Smith's revolutionary insight that “we're not just tired from lack of sleep…we're suffering from a rest deficit across seven distinct areas of our lives”. For this week’s Gianna’s Gem, I wanted to share these insights with you, in hopes it will reach you right as you need it most.

This insight completely revolutionized how I approach event design as well. Because here's what I discovered: when we understand the seven types of rest our attendees desperately need, we can create experiences that don't just inform or entertain—they genuinely restore and rejuvenate.

The Seven Sacred Types of Rest (And Why We're Getting It All Wrong)

Physical Rest isn't just about sleep. Yes, we need those precious 7-9 hours, but we also need active physical rest—gentle stretching, mindful breathing, meditation to destress the mind, and restorative movement that releases the tension we carry in our bodies.

I used to think a successful event meant keeping people engaged every single minute. Now? I intentionally build in what I call "restore and rejuvenate breaks." At a recent leadership retreat, instead of cramming in another speaker or expedition, we had a certified breathing guru lead a 10-minute gentle belly breathing session where attendees could snuggle up in comfortable rest pods, and allow their bodies to regulate and restore. The energy shift was palpable—shoulders dropped, breathing deepened, and the afternoon sessions had noticeably higher engagement and smiling, relaxed attendees.

Mental Rest is about giving our overworked minds permission to stop processing, analyzing, and problem-solving. Our brains are like smartphones constantly running apps in the background—eventually, we need to restart so they don’t crash.

Event magic happens when you create mental spaciousness. At Google events, I started scheduling what we called "wandering time" through a “Google sandbox” —short breaks where attendees could explore interactive installations without any agenda or pressure to network. No structured activities, no objectives—just permission to let their minds wander, to get inspired, and enjoy beauty and art mixed with creative technology. The feedback was incredible: "I had my best ideas during those quiet moments” which led to better networking and engagement in the subsequent sessions.

Emotional Rest means creating safe spaces where people can authentically be themselves without performing, pleasing, or managing others' emotions. It's the relief of dropping the mask we wear to navigate social and professional situations.

I love incorporating "share circles" into events—small groups of 4-12 people where participants share one genuine challenge they're facing, without advice-giving or problem-solving. Just witnessing and being witnessed. The vulnerability and connection that emerges creates a foundation of trust that transforms the entire event experience.

Spiritual Rest isn't necessarily religious—it's about connecting to something larger than ourselves, finding meaning and purpose beyond the daily grind. It's about remembering why we do what we do. For me, I find it in nature, especially when witnessing a sunset, a perfectly unfolding flower, or redwood trees that have lived for hundreds of years and risen from nothing to huge beautiful living things.

For corporate events, I try to find ways to incorporate aspects that will inspire “curiosity or awe”, be it a startlingly beautiful musical composition, art installation, nature walk, or group challenge that raises endorphins. At leadership offsites, I sometimes build in a "purpose pause"—a moment where we connect the work being discussed to its deeper impact. At a recent tech conference, instead of diving straight into product features, we began with a video montage of customers sharing how the technology had genuinely improved their lives and their communities.

Social Rest is the difference between energy-draining interactions and energy-giving ones. It's about curating relationships and social experiences that restore rather than deplete us. I have a journal topic that prompts me to “what did I do to give back or help someone today”. This simple practice energizes me as much as it prompts me to remember to give (even a compliment or outreach to a friend who I know could use it) even when I feel most depleted. My theory is this signals to your brain that you have abundance (of time, energy, resources) which actually recharges me.

Not all networking is created equal. Consider designing "meaningful connection opportunities” instead of traditional networking sessions. Think small groups organized around shared interests or challenges, with conversation starters that go beyond "What do you do?" Questions like "What are you most excited about right now?" or "What's one thing you've learned recently?" create connections that energize rather than exhaust.

Sensory Rest is about giving our overstimulated senses a break from the constant input of lights, sounds, textures, and digital stimulation that bombard us daily. Try meditation for starters - it is an incredible way to pause and reset your nervous system so you can clear the chaos and instantly feel rejuvenated and more insightful and focused. I didn’t believe it until I tried it, and it works.

Most events are sensory assault courses—bright lights, loud music, constant chatter, overwhelming visuals and sponsors nagging you to check out their swag. I've started creating "sensory sanctuaries"—quiet spaces with soft lighting, natural textures, perhaps the gentle sound of water or instrumental music. Similarly, I try to offer different areas for watching the keynote - ancillary viewing theaters in “living room” style lounges for those who need less stimulation and the ability to feel relaxed while viewing so much intense content.

Creative Rest involves experiencing beauty and wonder without the pressure to produce or perform. It's about consuming rather than creating, appreciating rather than analyzing. More and more difficult in today’s world when if we didn’t post it on Instagram, did it exist?

I'll never forget a marketing leadership event where, instead of another case study presentation, I took everyone to a private art collection for a tour. No discussion questions, no takeaways to identify—just permission to let beauty and inspiration wash over them. Afterwards at lunch, I broke the ice by asking everyone which piece of art they appreciated most and why. It was a really authentic way of understanding what moved people and why and led to a really deep connection with our leadership team before we dug into annual planning.

How to Recognize Your Rest Deficit (The Symptoms We Ignore)

We've become so normalized to exhaustion that we've forgotten what genuine energy feels like. Here are the signs I've learned to watch for in myself and my event participants:

Physical Rest Deficit: You're tired even after sleeping, experience frequent headaches or muscle tension, or find yourself reaching for caffeine constantly.
Mental Rest Deficit: You can't turn off your thoughts at night, feel overwhelmed by simple decisions, or find your mind constantly racing even during relaxation attempts.
Emotional Rest Deficit: You feel like you're always "on," performing for others, or you're irritable and reactive in situations that normally wouldn't bother you.
Spiritual Rest Deficit: Work feels meaningless, you've lost connection to your values, or you're going through the motions without passion or purpose.
Social Rest Deficit: Social interactions feel exhausting rather than energizing, you're avoiding social situations, or you feel lonely even when surrounded by people.
Sensory Rest Deficit: You're easily overwhelmed by noise or crowds, crave quiet spaces, or feel constantly stimulated without relief.
Creative Rest Deficit: Everything feels mundane, you've lost appreciation for beauty, or you feel blocked and uninspired in areas where you used to feel creative flow.

Building Rest into Your Events - The Game-Changing Implementation

The magic happens when we intentionally design rest into our events rather than treating it as dead time between "real" content. Here's how I've transformed my approach:

Create Rest Stations: Designate specific areas for different types of rest. A quiet corner with comfortable seating for mental rest, a movement space for physical rest, a beauty installation for creative rest. At a recent corporate retreat, we set up seven different rest stations throughout the venue. Participants naturally gravitated to what they needed most, and the energy remained high throughout the entire three-day program.

Schedule Sacred Pauses: Build rest directly into your agenda. Not just coffee breaks, but intentional rest moments. "We're going to take 10 minutes for mental rest—feel free to step outside, find a quiet corner, or simply sit with your eyes closed." Permission to rest transforms guilt into gratitude.

Design Transitions That Restore: Instead of rushing from session to session, create transitions that naturally provide different types of rest. A walking meditation between indoor sessions provides physical and mental rest. A gratitude circle before lunch offers emotional and spiritual rest. A prompt for attendees to “check and charge” their phones during meals can help them and also encourage them to connect rather than drain their energy.

Offer Choice and Flexibility: Not everyone needs the same type of rest at the same time. Provide options during break periods—a movement class for physical rest, a meditation corner for mental rest, small discussion groups for social rest, or a quiet gallery walk for creative and sensory rest.

End Events with Restoration: Instead of the typical rushed goodbye, create closing experiences that send people home truly renewed. I've started ending events with what I call "integration circles"—small groups where participants share one insight they want to carry forward and one thing they're grateful for from the experience. I’ve also asked attendees to write down one reminder they’d like us to mail them six months from now (and we do it!)

The Ripple Effect of Restorative Events

When we design events that truly restore attendees, remarkable things happen:

Higher Engagement: Rested brains are creative brains. People participate more fully when they're not running on empty.
Better Retention: Information integrates more deeply when the mind has space to process rather than constantly consuming new input.
Genuine Connection: When people feel restored rather than depleted, they show up more authentically in interactions with others.
Positive Word-of-Mouth: Attendees don't just remember your content—they remember how they felt. Events that restore create raving fans.
Sustainable Impact: Instead of the typical post-event crash, participants maintain energy and enthusiasm for implementing what they've learned.

Your Rest Challenge

The most powerful feedback I've received wasn't about our keynote speaker or gourmet meals. It was from an executive who wrote: "For the first time in months, I left a conference feeling more energized than when I arrived. I didn't know that was possible."

That's the ultimate power of understanding rest. It transforms events from energy-draining obligations into energy-giving experiences that people actively seek out for metamorphosis and catharsis.

Start small. At your next meeting or event, ask yourself: "What type of rest might my attendees need most right now?" Then build in one intentional rest moment. Watch what happens.

Remember, in a world that's constantly demanding more—more productivity, more engagement, more everything—offering genuine rest isn't just nice to have, it's revolutionary. It's how we create experiences that don't just inform or entertain, but truly transform.

Your attendees are tired. Not just sleepy—soul tired. When you become the person who offers them genuine restoration, you don't just plan events, you create sanctuaries.

What I’m Loving this week: For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Outstanding Brand Activation: I absolutely loved the playful brand activation my client, Windsurf, pulled off last Sunday as the official sponsor of Bay 2 Breakers 2025 in San Francisco. Highlights included Flow Mile, a length of the course from Alamo Square to the Panhandle, that was decked out with Windsurf flags, tents, sails, surfboards and massive rubber ducks, where runners ran through bubbles and took pictures with the ducks, Windsurf leadership participating and clad in rubber ducky costumes. The experience and delight that it created reminded me fondly of my early days at Google where we always created a playful, quirky brand vibe at our events that embodied the startup-culture of Silicon Valley. As a distance runner and long time SF resident, it held a special place in my heart to see the fans engaged with Windsurf. You can read more and check out photos here.

keep shining (and resting),

Gianna

P.S. Want to pick my brain?

Book me here 👉 intro.co/giannagaudini (check out the feedback from others who have worked with me as well in the reviews!)

May 17, 2025

Gianna’s Gems How Can I Make This Moment More Magical? - The Question That Transforms Everything

May 17, 2025/ GIanna Gaudini

Hi there,

Sorry for the brief hiatus…I’ve been BUSY…making magic. While some of it is confidential, I do want to carry that theme into this week’s Gem since it’s become a part of my daily routine to ask this magical question.

When Will Smith shared his philosophy of asking "How can I make this moment more magical?" it struck me like lightning. While I've only recently begun applying this question to my daily life, I realized I've instinctively used this approach in my event planning for years using different phrases to capture it: pain point-elimination, surprise and delight ,making the ordinary extraordinary…This question isn't just about adding sparkle, even though I love sparkle—it's about intentional presence and the commitment to elevating every experience from ordinary to extraordinary. It's about seeing potential for delight in every interaction.

The Magic Multiplier in Daily Life

When I began consciously asking myself this question throughout my day, the transformation was immediate. My morning coffee ritual went from functional caffeine delivery to a moment of mindful appreciation. I started using my favorite grandmother's china cup instead of a travel mug to remind me of her legacy, playing my favorite jazz pieces when I had a 5 minute break instead of rushing to cram in more email responses, even thinking about how I could amplify joy and delight in the the little amount of time I get to spend with my eight year old son each day.

The magic happens in these small choices:

Instead of texting a quick "happy birthday," I now send voice messages with a funny story I shared with this person in my life, or perhaps I send them a handwritten note or bouquet if I know they’d appreciate it, which leads to laughter, joy (as much for me as them), and deeper connection with the appreciation and positive memories which actually increase hormones serotonin and oxytocin in our brains. Call it selfish altruism, but it does make the world a better and more enjoyable place in which to exist!

Rather than standard dinner conversations about "how was your day," I've started asking questions like "what surprised you today?" or "what made you smile?" I took it a step further and rather than peppering my son with questions, encouraged each family member to take turns asking a question which actually empowered my son to ask questions to mu husband and I that were thought provoking and also helpful to give us perspective on what kinds of things an eight year old wants to know. Similarly, I bring out kid-themed conversation cards whenever my son has friends over for dinner. The boys love reading and answering the questions (and picking them at random). The stories that emerge from authentic interactions like this create intimacy that might otherwise remain buried beneath routine.

I turn things I have to do into things that bring joy both for myself and to others. For example, I love a “gratitude run”. I start off by running and for the full length of the first son gon my playlist, I run through everything I’m grateful for. By that point, I’m grinning, which leads me to the next part of my run which is I intentionally lock eyes and smile at everyone I pass on the street or trail. There’s a scientific fact called “mirror neurons” which cause people to “mirror” the energy and facial expression/body language of those they see, so I inevitably get people smiling. Sometimes, if running with my son, we count how many people we can get to smile during our run. It’s such a beautiful way to make the run pass quickly, improve our mood, and hopefully give someone else a positive start to their morning.

Event Magic: Creating Unforgettable Experiences

This question becomes extremely powerful when applied to events and experiences - look no further than Disney. As event professionals, we're not just logistics coordinators—we're memory architects creating metamorphosis and catharsis for those who attend our events. That’s powerful..

The Attendee Journey Transformation

Gianna’s Gem: Think about approaching every touchpoint with the question: "How can I make this moment more magical?"

Registration becomes recognition. Having staff greet attendees by name the moment they approach the check-in desk (like The Battery private club or Four Seasons Hotel staff masterfully do) immediately signals they matter. I've seen shoulders physically relax and smile when someone says, "Ms. Rodriguez! We've been looking forward to meeting you."

Transitions become experiences. Instead of allowing guests to simply move from one session to another, create hallway interactions that surprise and delight and tie into the theme of the content. Example - Google built a Gemini-Ai powered photo booth for attendees to visit at Google next right after hearing about it in the Keynote. Back when I worked at Google and the very first self driving cars were in beta pre-Waymo, we would hide golden tickets under the general session seats and those lucky attendees got to take test drives of the car during the lunch hour.

Waiting becomes worthwhile. Line-ups are inevitable, but they needn't be empty time. Here are some easy, budget-friendly examples:

At a financial services event, we placed QR codes on floor decals that led to one-minute investment tips, making the queue both educational and entertaining.
For keynotes, I always plan an interactive pre-show with trivia, interactive or virtual reality games, or if an internal event, photos of the evening before to entertain people as they wait for the room to fill.
For long sessions, I sometimes leave waters or snacks under people’s seats so they don’t feel the need to get up and leave the room mid-session.
At Google, I turned a large event for tens of thousands of employees into an opportunity to create a world record for “the largest yoga session” by having a yoga instructor lead the keynote room in some standing poses before the content began.
Have renowned speakers at your event? Create a “library” stocked with their books where attendees can pick them up for free after the event (and as a surprise, some have autographs)
Departures become memorable closings. Instead of the standard "thank you for coming" email, we've created personalized video compilations showing each attendee participating throughout the event, delivered within 24 hours of the event's conclusion.
For a whole chapter on these surprise and delight examples, check out my book: The Art of Event Planning or podcasts: GiannaGaudini.com/press.

The Ripple Effect of Magic-Making

The impact of this approach extends far beyond the moment itself.

For you personally, consistently asking "how can I make this moment more magical?" rewires your brain to spot opportunities for joy and connection. You become a magician of the everyday—finding enchantment where others see routine.

For event attendees, the effect is profound. When people feel seen and delighted, they don't just remember the content of your event—they remember how you made them feel. This emotional connection creates advocates, not just attendees. They share their experiences organically because remarkable moments demand to be relived.

For event organizers, the benefits multiply:

Unparalleled word-of-mouth marketing – People can't help but talk about magical experiences
Higher return attendance – Memories of magic create powerful FOMO for future events
Stronger participant engagement and retention – Attendees who feel special actively participate more fully and are more likely to attend your future events
Increased perceived value – Magic-infused experiences justify premium pricing
Brand differentiation – In a crowded market, being the "magical" choice sets you apart

Making Magic a Method

The beauty of this approach is that it doesn't require massive budgets—it requires intentionality. Some of the most magical moments I've created or experienced came from thoughtfulness rather than expenditure.

Start by mapping your attendee journey or your daily routine. At each touchpoint, pause and sincerely ask, "How can I make this moment more magical?" Listen to the answers that arise. Test one small magic-making idea tomorrow.

Remember that magic-making isn't about perfection—it's about presence and possibility. It's about refusing to accept that any moment must be merely functional when it could instead be memorable.

The most powerful event feedback I ever received wasn't about the celebrity speaker or the gourmet food. It was from an attendee who wrote: "For three days, I felt completely seen. Every detail made me feel like someone had thoughtfully considered how to make my experience special. I've never forgotten it."

That's the ultimate power of asking "How can I make this moment more magical?" It creates memories that linger long after the moment has passed.

What I’m Loving this week: For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Balloon Museum - Art You Can Experience: I took my family to a very magical experience in San Francisco a few weeks ago. Given the amount of questions about where this magical place was, sent to me from my instagram posts, I wanted to feature it here. The Balloon Museum is such a brilliant concept - it takes world class art that is interactive and all themed around air/balloons. In their words: they are committed to the work of emotions, transforming artworks into mirrors to explore the profound relationship between art and emotions, action, and reaction. This is manifested tangibly through Inflatable Art, which offers itself as a medium to express the most intimate nuances of human feelings. Through a mix of interactive installations, emotional projections, and performance art, EmotionAir aims to transport visitors on an unprecedented sensory journey.Lucky for me, it’s currently at The Palace of Fine Arts, right in my marina backyard, but for those of you visiting SF over the coming weeks/months, I’d rate this a 10/10 on the must do list (buy your tickets in advance though as there’s always a line!)

Gianna's Gems is a weekly exploration of ideas that transform the ordinary into the extraordinary. If you found this valuable, please share it with a fellow magic-maker, and subscribe for more inspiration delivered directly to your inbox.

Book a 1:1: intro.co/GiannaGaudini

April 27, 2025

Gianna’s Gems The 80/20 Rule: Unlock Maximum Results with Minimum Effort

April 27, 2025/ GIanna Gaudini

Hi there!

I was having a conversation last week with an agency who told me they had started saying “no” to one of their top client’s business because they needed to make room for new opportunities. I LOVED this for so many reasons and shared that there’s a principle I consciously apply in my own life called the “Pareto Principle” of 80/20 that is for this exact purpose.

So this week, I thought I’d break down one one of my absolute favorite productivity principles that has completely transformed how I approach everything from my business and schedule to my eating and workouts. If you've ever felt overwhelmed by your to-do list or like you're spinning your wheels without seeing results, this post is especially for you.

What Is the 80/20 Rule (aka the Pareto Principle)?

The 80/20 Rule, also known as the Pareto Principle, suggests that roughly 80% of results come from just 20% of efforts. This principle was first observed by Italian economist Vilfredo Pareto in 1896 when he noticed that 80% of Italy's land was owned by 20% of the population. What's fascinating is how universally this pattern appears:

20% of your tasks produce 80% of your results
20% of customers generate 80% of revenue
20% of your wardrobe gets worn 80% of the time
20% of features in a product deliver 80% of the usage

The beauty of this principle isn't in the exact numbers (it's not always precisely 80/20), but in the insight that inputs and outputs aren't balanced. Some actions are dramatically more impactful than others!

How to Apply the 80/20 Rule to Work Smarter

1. Identify Your High-Impact Activities

Take a moment to reflect on your work. Which tasks consistently deliver the biggest results? For me, I discovered that taking the time to meet with potential collaboration partners and creating content generates far more new business than posting daily social media updates or optimizing my website’s SEO. Once I shifted my focus accordingly, my productivity skyrocketed while my marketing work hours decreased!

Gianna’s Gem Action Step: List all your regular activities and highlight the ones that truly move the needle toward your most important goals.

2. Ruthlessly Eliminate or Delegate Low-Impact Tasks

This is where the magic happens! Once you've identified your high-impact 20%, be brave enough to minimize, delegate, or completely eliminate tasks in the low-impact 80%. This doesn't mean ignoring necessary work, but rather being strategic about where you invest your precious time and energy.

For example, I used to spend hours formatting my slide decks each week until I realized this task fell firmly in my "80% effort, 20% results" category. Now I delegate this to my Operations Manager and spend that saved time on strategic work and content/tasks that only I can create.

Gianna’s Gem Action Step: What tasks are eating up your time without delivering proportional results? Can they be simplified, batched, automated, delegated, or eliminated?

The 80/20 Rule in Daily Life

Event Planning That Wows

When planning my husband’s 50th Birthday last year, I applied the Pareto Principle and focused on the elements guests would remember most:

A memorable venue (Sardinia Italy, Michelin restaurant overlooking the ocean)
Delicious food (I focused on a menu that was comprised of my husband’s favorite Sardinian foods so he’d be honored yet my guests would get an authentic taste of Italy)
Heartfelt personalized moments (a video compilation from friends who couldn't attend, Jeffersonian Style dinner conversation, notes guests wrote to my husband while there)
Thoughtful Gift (rather than giving these guests swag since they were all traveling from countries away, I hired a professional photographer and made sure he got not only group photos but couples photos that I later printed and mailed to everyone)

The result? Everyone raved about the "elaborate" event that honestly took half the effort of previous parties I'd thrown because I wasn't spreading myself thin across dozens of minor details no one would remember (like linens, signage, and offering too many activities that people would likely cancel or change last minute).

Nutrition and Wellness

The 80/20 Rule has revolutionized my approach to healthy eating. Instead of trying to maintain a "perfect" diet (I enjoy eating way too much for that approach), I now focus on making nutritious choices 80% of the time while allowing flexibility for treats and special occasions in the remaining 20%.

I also practice the Japanese method of “Hari Hachi Bu” which means eat until 80% satisfied. This mindful approach to eating is better for digestion (plus leaves room for dessert should I want it - see above!)

This sustainable approach has actually improved my overall health because I never feel deprived and never have to miss out, yet always feel great!

Examples of the 80/20 Rule in Action

Business Success

Look at successful businesses that understand this principle:

Apple focuses intensely on a small product line rather than creating dozens of different devices
Amazon initially mastered bookselling before expanding to other markets
Netflix prioritizes user experience and content acquisition over other potential areas they could invest in

I'd be happy to provide a more detailed example of how to apply the 80/20 rule to event planning! Here's how it might work in practice:

The 80/20 Rule for Event Planning

When planning an event, about 20% of your efforts will create 80% of the memorable impact. Similarly, I believe that attendees will only remember about 20% of the event experience, so it behooves you to spend time rigorously prioritizing WHICH parts of the event you want them to remember. Here's how to identify and focus on those high-impact elements:

Identify the "Vital Few" Elements

For most events, the highest-impact elements typically include:

The arrival moment: How do you take pain points like registration and turn them magical (i.e. into personalized introductions to other guests, met with a passed wellness shot as they wait)?
Meeting someone valuable or learning something valuable
A few standout moments or activities
Personalized touches that reflect the purpose of the event and that will lead to personal growth or transformation

Example: Corporate Conference

Instead of trying to perfect every minute detail (like just the right linens or florals):

Focus resources on securing an excellent keynote speaker (high impact) that delivers a lot in 15 minutes (for keynotes, I also use 80:20 and prepare 20% content, leaving the other 80% for Q&A which is much more relevant to the audience!)
Create one exceptional networking opportunity rather than several mediocre ones
Invest in quality for the main meals (lunch/dinner) and coffee (espresso is a must for Executive events!) but simplify breaks and breakfast options which are often skipped or eaten in haste.
Ensure the check-in process is smooth and welcoming (first impressions)
Develop one memorable takeaway item rather than a bag of forgettable swag (I always try to provide something people will see regularly to remind them of the event and the brand hosting it)

Example: Wedding Reception or Milestone Birthday

Rather than stressing over countless details:

Prioritize hiring a videographer (most people don’t but believe me, there’s nothing like seeing your vows again and the speeches that delivered humor and tears re-lived for years to come which photos just can’t provide)
Invest in a great band -dancing/atmosphere creates lasting memories and fun
Personalize the experience with your ceremony, speeches, theme, location
If it’s a destination wedding, give people a sense of place with great local food, vendors gifting so they see more than a ballroom while there

By identifying which 20% of planning elements will create 80% of the guest experience, you can reduce stress, save money, and create a more memorable event by putting your energy where it truly matters.

Putting the 80/20 Rule Into Action Today

Analyze: Identify the critical few actions that drive most of your desired results
Prioritize: Schedule these high-impact activities first in your day or week
Eliminate: Be ruthless about cutting or minimizing low-value activities
Refine: Regularly review your priorities as circumstances change

Remember, the goal isn't to just remove things—it's to do more of the right things and less of the things that make less of an impact. Working smarter will help you feel strategic, productive and will make you more effective - I promise.

XX,

Gianna

P.S. I've been getting a lot of requests for career advice, and realized, I'm not sure that people know I developed a course called "Million Dollar Event Planning Career" that's self-led, low-cost and will teach you secrets of my career at Google, Amazon, and my pro tips for success in this industry (and others!)

View the sneak peak of Ch. 1 lesson 1 here for free: https://lnkd.in/gwRmEjYa

Or access the full course here: https://lnkd.in/gyK86WWQ

What I’m Loving this week: For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Florals: Meet my new favorite San Francisco Bay Area Florist, Marissa Zoetwey of The Wild Fleur. Marissa is the most professional florist I’ve ever worked with - she is personable, talented and a perfectionist, leaving no detail unattended to so you can be assured your florals will be cultivated intentionally, and truly aesthetic works of fine art. Her florals bring joy, elevate your event, and inspire guests. Marissa draws her inspiration from the steadfast, yet evolving nature of the natural elements and settings she’s encountered on her travels around the world, making her creations fresh and personalized yet approachable. If you’d like an intro and referral discount, please reach out to me and I can connect you personally (and rave about her in the process!)

April 18, 2025

Gianna’s Gem - Your Vibe Attracts Your Tribe

April 18, 2025/ GIanna Gaudini

Have you ever noticed how certain people seem to effortlessly attract success, opportunity, and genuine connections? I'm here to let you in on a little secret that's transformed my life and could change yours too: Your vibe attracts your tribe. Catchy phrase, yes, but it's a fundamental truth about how we create the lives we desire.

The Positivity Bubble: Choose Your Circle Wisely

Think of your life as a garden. One of my favorite sayings is “water the flowers, not the weeds.” The people you surround yourself with are either fertilizing your growth or casting shadows that stunt it. When you deliberately choose to spend time with individuals who inspire you, challenge you positively, and lift your spirits, you create what I call a "positivity bubble."

Inside this bubble, amazing things happen:

Ideas flow more freely
Opportunities multiply
Your confidence blooms
Your energy stays consistently high
You become more resilient to life's challenges and make smart decisions
You inspire other people to smile and be more generous and positive in return

I've witnessed this transformation firsthand. When I intentionally began surrounding myself with forward-thinking, optimistic people who were pursuing their dreams with passion, and avoiding or minimizing contact with those who were “downers”, my own ambitions suddenly seemed more achievable. Their energy was contagious, and before long, I found myself accomplishing goals I'd once thought were out of reach. The same goes with the content you imbibe. I used to be an avid watcher/reader of the news and now I check in, check out as quickly as possible since it’s easy to get caught in a negativity spiral. Instead, I think about what I’d like to focus on that day and then seek out proactively the content that supports the days goal. This might be health or work-related, and sometimes it’s just plain humor. I used to think “pointless humor” didn’t have a point in my day, but it actually raises your energetic frequency, reduces cortisol and can help you relieve stress and as a result think more clearly afterwards.

The Energy Vampires: Recognizing and Minimizing Negative Influences

We all know them—the chronic complainers, the pessimists, the people who can find the cloud around every silver lining and place the blame on others rather than taking accountability. I call them "energy vampires" because even a five-minute conversation with them can leave you feeling completely drained.

One negative voice in a meeting can derail an entire team's momentum. One pessimistic team member can infect everyone's outlook. Research has shown that negativity spreads more rapidly and powerfully than positivity—which means we need to be even more intentional about protecting our energy. And I’ve learned the hard way that it’s better to nip negative energy in the bud than to let it grow (pluck the weeds, remember?)!

This doesn't mean cutting people out cruelly. Instead, some approaches I find effective include:

Setting healthy boundaries around time spent with negative individuals and take a physical break if necessary to regroup
Redirecting conversations toward solutions when they veer into complaint sessions or gossip
Being the positivity you wish to see—sometimes your example can help shift someone else's perspective
If necessary, limiting exposure to those whose negativity consistently impacts your wellbeing, or removing them from your team before they “infect” the vibe and workflow
Manage up with stakeholders who have unrealistic expectations by leading by example and sticking to what you know is right. People respect leaders with backbones rather than “yes-men/women”.

Remember: Minimizing negative influences isn't selfish—it's strategic.

Building Trust: The Professional Superpower

In the professional world, trust is currency. When people trust you, magic happens. Projects flow more smoothly, collaborations become more fruitful, and opportunities find their way to your door.

Creating trust with your team, stakeholders, and vendor partners might be the single most valuable investment you can make in your career. Trust unlocks doors you didn't even know existed. I've seen vendors go above and beyond contractual obligations, team members support each other wholeheartedly, and stakeholders approve ambitious ideas in record time—all because of the foundation of trust that was established.

How do you build this trust?

Be impeccable with your word. If you say you'll do something, do it. If circumstances change, communicate quickly.
Recognize others' expertise. Trust is a two-way street; show people you value their knowledge. It’s not important to always be right, but it is important to be honest about where you shine and where you might need other’s insights.
Be transparent about challenges and proactive with potential solutions well in advance. Hiding difficulties only creates bigger problems down the road.
Take responsibility when things go wrong. No blame games.
Celebrate wins collectively. Share credit generously.
Over-deliver time and time again. This doesn’t mean being more “busy” it means showing up consistently and in a way that unblocks the team
Brings fresh perspective to challenging situations and keep the vibe positive (meaning no gossip about other team members)

The Art of Communication in Leadership

As an event leader, the way you communicate can mean the difference between chaotic disasters and seamless successes. I've learned that how you communicate is often more important than what you communicate. Soft skills like these are not always taught in courses or when you get a certification, but can make or break a great leader.

Here's my golden rule: Choose your communication medium thoughtfully.

Some scenarios where picking up the phone is better than sending an email:

When emotions are involved
When dealing with sensitive issues
When explaining complex concepts
When brainstorming is needed
When relationships need nurturing
When quick decisions must be made

I once had a situation where weeks of back-and-forth emails about a venue contract were resolved in a single 15-minute phone call. What was missing in those emails? The human connection, the ability to ask clarifying questions in real-time, and the warmth of actual voices sharing a common goal. I asked the hotel what they needed, I asked the client what they needed, and we settled on a middle ground where the most important clause was agreed to for the client and the hotel was able to hit their revenue targets by increasing our food/beverage spend while removing the meeting rental fees.

For event professionals, mastering the art of choosing the right communication channel at the right time isn't just efficient—it's transformative.

The Undervalued Power of Appreciation

In our fast-paced professional world, appreciation has become a forgotten art. We're quick to point out what went wrong but often neglect to celebrate what went right. This is such a missed opportunity!

A handwritten thank-you note to a vendor who went above and beyond. A letter of appreciation to someone's boss highlighting their exceptional work. A public acknowledgment of a team member's contribution during a meeting. I do all three of these regularly, probably more often than needed, but it is an important skill that makes a major impact.

Speaking of keeping the positivity bubble, I have a ritual for making Mondays more palatable with my family - we each have a hand carved wooden box with our names and we do “Monday Mail” after dinner on Mondays. It serves two purposes:

In preparing a thoughtful note (or finding another thoughtful token) for each family member, it helps us with gratitude, which combats the stress at the start of a busy week.
It raises the “vibe” and gives us something to look forward to on Mondays after a long day.

Similarly, I always prepare handwritten thankyou notes for my team to distribute the night before an event along with a thoughtful amenity if we’re staying at a hotel in addition to the post-event thank yous I send. Why? Because it sets the tone in advance for a positive week!

These simple acts have disproportionate power. They don't just make the recipient feel good—they strengthen bonds, build loyalty, and create a culture where people want to bring their best selves.

Putting It All Together

Your vibe truly does attract your tribe, both personally and professionally. The energy you put out into the world comes back to you multiplied.

By intentionally building your positivity bubble, minimizing negative influences, fostering trust, communicating thoughtfully, and expressing genuine appreciation, you create an environment where success becomes almost inevitable. In a world where technology often separates us, the human connection remains our most precious resource. Invest in it wisely.

This isn't just feel-good advice—it's practical wisdom that transforms careers and lives.

So I'll leave you with this question: What one relationship-building action could you take today that might improve your positivity bubble?

XX,

Gianna

What I’m Loving this week: For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Event Recap: I’m thrilled that my last newsletter was appreciated by folks and featured in an Expert Opinion article by Corporate Event News. I had both the company who developed the app and one of the sponsors I called our email me directly to thank me for the appreciation (very on-theme for this week’s newsletter) and I was glad that people found the observations interesting. If you have any additional thoughts or questions about Google Next, feel free to reach out or read last week’s Gianna’s Gems if you missed it.

Gianna's Gems

Gianna Gaudini