Event Planners on Tech: Mary Greene, Development Events Coordinator at Park Avenue Armory

The Tech Setters series peeks into the digital briefcases of real event professionals everywhere, highlighting the tried and tested event technology and apps they use in their planning process.

What if your blank canvas each time you planned an event was a 55,000 square foot space reminiscent of a European train station? If you were Mary Greene, the development events coordinator at Park Avenue Armory in New York City, this would be your reality.

The Armory, formerly home to the Seventh Regiment of the New York Militia, feels like a castle in the middle of the high-rises on the Upper East Side of Manhattan. It now contains a massive art and performance space that hosts several immersive installations and productions each year.

As part of her events role, Mary plans and executes more than 60 events each year. We spoke with the New Jersey native about how technology helps her manage such a busy schedule. (Hint: Her iPhone and her Evernote account are never too far out of reach.)

What type of events do you typically work on?

The events range from intimate dinners, cocktail parties, luncheons, and meetings to large-scale opening night benefits. These events are timed with our different artistic productions, recitals, or under construction series. We also host events to launch our new season as well as additional events for our members throughout the year. On top of that, we also produce two large fundraising events each year — an annual gala and our family event, the Snowflake Lounge. Both of those events raise money for our arts and education programming.

Why do you love working in events?

There is nothing more rewarding than seeing a guest enjoying your event. I do events because I think that it is the best way to engage with people. Through my events guests have a positive, unique and transformative experience. I love connecting with people and creating memories so that they continue to come back. It gives me a chance to share our mission at the Armory and make our guests truly passionate about the work we are doing.

'I love connecting with people and creating memories so that they continue to come back. It gives me a chance to share our mission at the Armory and make our guests truly passionate about the work we are doing."

What do you do first thing after a successful event day?

The first thing is a group hug and I send thank you emails to everyone on my team for their hard work. Then we eat, toast, and relax!

What is your biggest event nightmare?

My biggest event nightmare is to not have anyone attend the event because you want it to be enjoyed by as many people as possible. Luckily, we generally have the opposite problem.

What applications are you using to stay organized on a day-to-day basis?

I use Outlook, Google and Evernote, all are essential to keeping my calendar, tasks, and notes organized which keeps me on schedule.

How have you used technology to add a special or unique touch to your event?

We have used photo booths to make events fun and memorable. But because Park Avenue Armory’s artistic productions are unconventional work that cannot be mounted in traditional performance halls and museums and include technological feats, we are unable to include this in each event.

For example, this past December we hosted an opening night party for “tears become...streams become…” an immense visual installation by Douglas Gordon, which filled the Drill Hall with water. Guests were able to experience this incredible work and interact with it during the event.

Now for the rapid fire round! Tell us which application or service you’re using for:

• ‍Event registration: Occasionally Paperless Post, but usually phone and email.
• ‍Ticketing: Tessitura
• ‍Check-in: zkipster‍
• ‍Meeting scheduling: Outlook and Google
• ‍Team and/or staff management: Group chat, radios and staffing plans‍
• ‍Presentations: PowerPoint
• ‍Space/floor plan design: InDesign

‍What applications or services are you using after your event to help you evaluate its success and/or gather feedback?

‍We set up a debrief meeting with the hosts of the event and event leaders to review feedback and discuss next steps. We also review social media traffic.

Finally, what piece of event tech can’t you live without?

‍zkipster! I have been using it for four years and it is essential for check in. It makes the check-in process seamless. It also updates in real time so I always know how many people have checked in and attended the event.

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‍Photography: Nneka Salmon