Episode Summary:
In Part 2 of our Event Pro Highlights 2025 series, Alysse and Libby spotlight the wins, wisdom, and runway-level magic that shaped this year in events. From story-driven swag to DJs who read a room like a language, this episode celebrates the creative thinkers and chaos tamers who make unforgettable moments happen. Expect smart shipping tips, clever day-saving hacks, behind-the-scenes mischief, and a RuPaul-inspired fashion moment that stole the show before the runway even opened.
Takeaways:
- Swag becomes storytelling when it’s intentional, high-quality, and delivered as a steady “drip” of surprise and delight.
- Nostalgia works: sometimes the most powerful event tools come straight from our childhood—like Crayola markers that unlock joy and creativity.
- A great DJ isn’t a playlist—they’re an interpreter, reading energy, blending generations, and building shared moments on the dance floor.
- The magic of logistics: the #1 question every planner must ask their shipping partner is, “How much time do you need?”
- Runway-level drama is real: creative staging and storytelling can electrify an audience before a single model steps out.
Timestamps:
[01:12] — The “drip approach” to swag that keeps surprise and delight alive
[05:00] — Why Crayola markers are the unsung heroes of event art
[08:08] — DJ Baby Van Beezly on reading the room and blending generations
[13:32] — Shipping secrets: why time and documentation matter
[17:07] — Terri Morgan’s RuPaul-inspired runway moment that lit up the crowd
Resources & Links:
-Listen: Event Swag and Strategy Insights with Karianne Michelle
-Listen: Caricatures, Crayola Markers, and Alter Egos with Lou Medina
-Listen: DJ Baby Van Beezly’s Journey from CPA to Top Seattle Wedding and Event DJ
-Listen: The Freight and the Furious: Behind the Scenes with Point to Point Transportation
-Listen: Behind the Curtain with Fashion Show Producer and Icon Terri Morgan
-Alysse & Libby: Bios & LinkedIn
Connect with Us:
-Website: www.beatsworkingpodcast.com
-LinkedIn: @Beats Working Podcast
-Instagram: @beatsworkingpodcast
-Facebook: @Beats Working
-YouTube: @beatsworkingpodcast
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Beats Working is a platform on a mission to redeem work—the word, the place, and the way. We believe that work is the most honorable act in the universe, and through inspiring stories and practical insights, we want to transform the way people think about work and help them discover greater fulfillment in their lives. We invite you to join us as we build community through sharing and actively demonstrating what we learn.
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Transcript
The following transcript is not certified. Although the transcription is largely accurate, in some cases it is incomplete or inaccurate due to inaudible passages or transcription errors. The information contained within this document is for general information purposes only.
[00:00:00] Welcome to BEATS WORKING, winning the Game of Events where we share stories and strategies to turn any event or life moment into something Unforgettable. Events are wild and the people who work in them are some of the most resilient humans on earth, if you know, you know. So come with us behind the curtain for a look at their most memorable experiences, as they say, the show must go on.
[00:00:26] So let’s get on with the show.
[00:00:33] Alysse Bryson: Welcome back to part two of our Best of the Best BEATS. WORKING, winning the game of events.
[00:00:40] Libby Sundgren: In this episode, we’re celebrating the art of adapting. When DJs become crowd whispers, swag becomes strategy, and RuPaul shows up mid runway.
[00:00:52] Alysse Bryson: If part one was all about the heart, then part two is all about the hustle. Let’s [00:01:00] go.
[00:01:00] Libby Sundgren: Okay. We all loved this moment when Carrie and Michelle shared how she has changed the game for swag, one word, drip. And we’re not talking about fashion here, people.
[00:01:12] Karianne Michelle: I would say that drip approach is something that I’ve started to do. I actually more probably since COVID, when, you know, thinking about the in-person experience shifted and there were just more things to consider in terms of everybody feeling healthy and comfortable and safe and in different ways. I think there’s just another layer of detail.
[00:01:32] I hadn’t really thought about that, so you just said that, but I think it was kind of coming out the other side, but. One of the things I liked about how we did that was it kind of kept, uh, the surprise and delight going, which is, you know, from part of my time in the PR world, that’s like our big go-to slogan when you’re doing events right, what are those surprise and delights?
[00:01:53] So how do we kind of keep that going across the time? I also noticed from my own experience being at, [00:02:00] I don’t even know more than I can count. Events in my life, whether I planned them or went to conferences or big events, small events, cocktails, mocktails, yogas, running, like all the things I do in my free time, plus all this stuff in the business world that I ended up with a lot of the swag bags that I always felt really sad about because I would watch sometimes my colleagues like.
[00:02:28] Throw them in a trash can and you know, they’re like, well, it’s just full of like glossy postcards for brands I don’t care about. Uh, and the person in me who cares about the environment also would sort of shutter every time that happened. So it’s become more important for me to think about swag in different ways.
[00:02:47] Alysse Bryson: You know, this is the part that we still talk about how she turns swag into storytelling. And I think because last year I witnessed it, IRL, , over the course of three days and [00:03:00] experienced it myself and loved it. Plus I was able to grab you an extra
[00:03:04] Libby Sundgren: I know I’ve got it right here.
[00:03:06] Alysse Bryson: I just thought that this method was magic and I don’t, maybe it’s been around for a long time, but it was new to me.
[00:03:13] It was totally new to me.
[00:03:15] Libby Sundgren: It is. And she also really emphasized quality items. I mean, we all say this, but people still don’t hear it. Like, we don’t want pens and. paper things we’re just gonna throw away like a paper coupon. I don’t want that. You know, I still get those in the mail and they still end up just being recycled.
[00:03:37] I don’t actually use them. People want something tangible and it is such a smart idea to, you know, even if it means doing fewer items to do really substantial quality pieces.
[00:03:53] Alysse Bryson: Okay, Libby. actually think you can still do pins if you do pins, right? And that’s because last night I [00:04:00] was stuffing swag bags for an event this weekend, and the pins that I put in there say, you’re doing great, sweetie.
[00:04:07] Libby Sundgren: Okay, you’re, you’re right. There are some good pens.
[00:04:10] Alysse Bryson: Yeah.
[00:04:11] Libby Sundgren: also erasable pens, which are very cool.
[00:04:15] Alysse Bryson: Love those.
[00:04:16] Libby Sundgren: You just, you know, you can’t have like an old ballpoint pen from the nineties. Like, we just don’t want those.
[00:04:23] Alysse Bryson: Alright, well from Drip to Tip. talking about pen tip, that is Lou Medina makes us all wanna go out and buy Crayola markers all over again.
[00:04:39] Lou Medina: I used to use some really expensive brush pens and I tried all kinds of like really high-end pens and, and there’s two things. One is the expense and two is that I’m kind of rough on pens. Um, so I was like really tearing up pens and it’s like, gosh, this is really, really expensive. So I started looking around and [00:05:00] found through experimentation and seeing what other people were using.
[00:05:04] The Crayola bullet, I don’t have one right in front of me, but a bullet tip marker because it gives me a nice, thin or thick line. Good variance. And the ink is really good. They’re really easy to get ahold of, so yeah. And they’re very durable. They’re made for a 5-year-old, so mm-hmm. They’re made to take a beating, so yeah, I beat the heck outta my pens.
[00:05:24] And, uh, these things can, uh, really, really take a beating and keep on ticking. I wash outta your clothes and your hands. Oh yeah. So they wash out and I actually think they do another purpose beyond that as the experience. At least for me, I’m gonna identify as a Gen X woman. I see Crayola and I am nostalgic.
[00:05:43] I think about my childhood, which I had a good one. I think about coloring and art, which makes me happy. And so when you see the Crayola brand, like you immediately think fun and playful because they’ve done a really good job with their branding O over the decades and decades and decades. So I feel like that’s part of [00:06:00] your experience to do.
[00:06:01] That’s a great point. I’ve never, I’ve never thought about that. There’s a very positive. Nostalgic, playful. You know, I don’t want, I don’t know if you say tone to, to reil or, or memories that, that are mm-hmm. Evocative when you see cray quail. Mm-hmm.
[00:06:16] Libby Sundgren: So many innuendos in that clip. I mean, we could really talk about that for a long time. But I mean, I just loved that, you know, the old classic Crayola. Broad tip markers. You know, we’ve got like a hundred of them in our house ’cause we do have children here. , and I can say if it’s something that’s made for a five-year-old, then yes, it can withstand a lot of wear and tear.
[00:06:48] Alysse Bryson: I do wanna though nod to yes, it’s a classic Crayola marker. We love them. We know them, but not everyone. make magic with them. Like Lou, [00:07:00] like Lou’s talent of drawing your caricature having it look so much like you is incredible. And not everybody can do that. I remember one year, and I might’ve said this in the LA in that episode, I don’t remember. I was in New York Times with my sister and we decided to get caricatures and the two girls in the, and the portrait looked. Just like each other, and neither one of them looks like me or my sister. So Lou does have a true gift.
[00:07:29] Libby Sundgren: It is true. I mean, you anyone can have a Crayola marker to draw with, but if you don’t have the talent that Lou has, you are not gonna be able to create the kind of artwork that he does. He is such an awesome part of events. I love having him there. I can’t wait to have another one so we can have Lou. All right, next up.
[00:07:49] Love you, Lou. All right, next up. Oh, DJ Baby Van Beasley. This episode was a riot. So much fun to [00:08:00] record. And you know, she’ll tell you if you’ve ever had to read a room on the fly, this is the episode for you.
[00:08:08] DJ Baby Van Beezly: Have you ever had like a couple where they, they basically, they give you a very detailed playlist, like, we want all of these songs in this exact order. Like how do you, how do you deal with that? Oh yeah. Lots of times I’ve had couples that are like. Here’s, you know, this playlist will be played for the first third of the dance floor, this playlist for the second, third, and this for the third.
[00:08:31] It’s not my favorite thing to deal with, but, um, but I can absolutely do it. It just kinda like hinders my ability to DJ well, what I consider well, which is, like I said, the mixing and blending. But with that being said, I, I’m a talented DJ and I can make anything work like, uh. Moving between genres is a big part of weddings and private event.
[00:08:53] So, and at the end of the day, you know, if you’re getting married and these are songs that are special to you and you wanna enjoy them at a specific moment in [00:09:00] your night, you know, you have the right to say that. So, of course, uh, so yes. But yeah, I’m definitely. I’ve definitely encountered that before. I’ve had like spreadsheets with times and everything, so Oh wow.
[00:09:11] Yeah. I’m like, if, if you wanna pay me to come here and be a glorified Spotify, I can do that for you. But I think everyone’s gonna have a better time if you let me do it. I do best, which is read the room, set a vibe, make sure like everyone and every generation is on the floor at some point in the night.
[00:09:26] Um, so yes, I don’t recommend doing that for your dj, but. If, if you gotta do it, you gotta do it. Mm-hmm. Mm-hmm. Well, ’cause that’s a really good point because when you, I mean, people don’t really probably think about it, but when you’re DJing, you’re not just pressing play or mixing songs like you really are reading the vibe and the energy of the room and like, oh, like.
[00:09:51] What’s this group over here doing? Like, what’s this group like? What could I, what, what kind of similarities could I like, feel from these people that I could maybe get [00:10:00] something that everyone can, you know Yes. Dance to at the same time. Exactly. That’s a real skill to be, that was the read. People like that.
[00:10:08] It’s the puzzle to solve. Yeah. And it’s all, it’s all about. Creating a blend that’s gonna get everybody out there. ’cause with weddings in particular, it’s, it really is just a giant demographic of different people. Like if the club books me and they want an emo night, like, that’s easy. I know what the room wants.
[00:10:24] Yeah. Um, a wedding is a bunch of different people from very different walks of life, and they all have very different opinions about what, what gets the room going. They do, they do. So yeah, I try to find, I try to find things. That are, that are appealing to everybody. And you know, as I usually will start my dance floor off with like music that is cross generationally enjoyable.
[00:10:45] Like this is like your discos and like maybe some eighties or things like that, like stuff. But like everybody loves, like everybody will dance to Asian music. We can all agree. Yep, it’s true. Yeah. And then as the night goes, I’ll drive it more towards the [00:11:00] like. The age group of the, the bride and groom and all their friends like, then I make it like this is about you and your buds Now.
[00:11:07] Alysse Bryson: well, that’s the magic of Baby Van Beasley. She is not just spinning tracks, she’s scanning the crowd, blending generations, and building a shared moment. Plus, she does it with such impeccable style, like I just love her vibes. Vibes for days.
[00:11:26] Libby Sundgren: Uh, she’s the best. And if you didn’t listen to the full episode, then you don’t know that she actually was an accountant. Went there, went to that office and said, these people are not my people. I can’t do this. And then she just, you know, through serious hard work and amazing connections and um, you know, calling on all the people that she knew, she changed her career and to a dj and she’s awesome.
[00:11:56] If anyone can read a room, it’s [00:12:00] 100% her. And that takes a lot of talent because when you are picking music, like she said, if it’s just a, you know, a club, an EDM club, like that’s easy. She knows how to do that. And you know, she can do that kind of with her eyes closed. But if you’re having her do a corporate event, a wedding, I mean, really any kind of an event, unless there’s a very specific theme where you’re only playing one.
[00:12:24] Like genre of music, like a poker themed party. I don’t know. People probably have those,
[00:12:29] Alysse Bryson: a
[00:12:29] Libby Sundgren: you know,
[00:12:30] Alysse Bryson: way
[00:12:30] Libby Sundgren: like poker music. Hello?
[00:12:33] Alysse Bryson: You did hire Pokas that went poka dancers
[00:12:36] Libby Sundgren: We did, yes,
[00:12:37] Alysse Bryson: back in the day.
[00:12:37] Libby Sundgren: yes, yes, yes, we did. That was an experience. you know, she is so skilled at. Picking the right music based on the crowd, reading the room, feeling the vibe, and getting people on the dance floor.
[00:12:52] Alysse Bryson: Yep. She’s magic. She is magic.
[00:12:56] Well, speaking of magic, now, [00:13:00] let’s talk shipping. I know those are two words you wouldn’t think go together, but you know, Libby, we don’t actually talk enough about the company that we work for, which is known as work. P two P, also known as point to point. Transportation Inc. And our team that is behind the scenes of sidekicks, they do make the magic happen when it comes to shipping. Uh, so check out this clip. Spoiler alert. It’s not about the box, it’s about the clock.
[00:13:32] Maria and Richard: What is something that most planners forget to factor in during the planning stage that can derail everything. You know, like what questions should they be asking, their shipping and logistics partners from day one? Because if I called you guys to ship something for me to. German or Texas? I wouldn’t, I don’t know the first thing about the details.
[00:13:58] All I would know is these are my [00:14:00] things and I need ’em to get there by this date. That’s the only thing I would really think of as a planner. Yeah. The most important question that they should be asking of their provider. How much time do you need to make it happen? Okay. Is that because things get stuck places?
[00:14:20] The potential of things being stuck is, is very high internationally. It really depends what country is it going to? Yeah. And when is it going there? And that’s, that’s specific to internationally, not if you’re shipping to Texas. Correct. Yeah. I, I would say the most important thing, like Richard was saying, is time, but also in details on what you are shipping.
[00:14:47] Especially international, you have to have documentation to make sure that it matches what you’re shipping. If not, you’re freight. It’s gonna end up locked up with customs for a while.
[00:14:58] Libby Sundgren: I mean, that’s the line that [00:15:00] every planner should remember. How much time do you need? We live our lives inside production schedules and timelines. , and a lot of time in the events industry, you’re used to just turning things real quick, you know? Putting out fires, making things happen overnight, getting that Ferris wheel insurance pushed through.
[00:15:21] , but, you know, for a lot of things, particularly shipping, you know, you do have to build in timelines and if you have ever ordered last minute items, swag, anything like that, um, you’ll know that it takes some time.
[00:15:37] Alysse Bryson: It does take time and you know these days anything could happen depending on where your shipments are coming from or going to. So do yourself a solid and just give yourself a little extra padding of time whenever and wherever you can.
[00:15:55] Libby Sundgren: Always, always helpful.
[00:15:57] Alysse Bryson: the drama, right? It’ll save out the [00:16:00] drama.
[00:16:00] Libby Sundgren: Yeah. And if you need to make magic happen, whether it’s a very lengthy timeline of magic or a short term of magic, give us a shout. We’re gonna connect you with our, team over here at point to point, and they can do it because they’re true magicians. If you could see the behind the scenes action over here, you would, you’d be amazed.
[00:16:23] But a magician never reveals their tricks.
[00:16:27] Alysse Bryson: Oh, dun, dun,
[00:16:28] Libby Sundgren: Or secrets, whatever. You know, something. I don’t know. Whatever that saying is. Okay, we’re gonna close this one out with a little bit of runway drama. Our very favorite, beloved Terry Morgan, delivers a full fashion fantasy.
[00:16:44] Terri Morgan: Is there a standout show in your history of shows that you’re like, this was the iconic one? Do you have any standouts? I know they’re all good, so I, it’s okay if you don’t. I have so many that I, I love for all different kind of reasons. [00:17:00] Before we had all the. The LED screens and all that. It was one of the first Fascia Week shows that we did.
[00:17:07] Um, I don’t know if you remember Elise, when we were across the street and, and it was, had the lower level and sometimes we had a band that played. Mm-hmm. And then you went upstairs and all that. Mm-hmm. And we did this scene with a scrim and the song was fashionista. Everybody line up, line up. The show’s about to start.
[00:17:28] It was RuPaul. Mm-hmm. And. I had this idea about, you know, the, the thought of people. Do you remember seeing Isaac Mizrahi unzipped? Yes. Yes. Okay. So you remember how you could see the models behind the scrim getting ready for the show? Mm-hmm, mm-hmm. Okay. So we didn’t have the models dressing backstage, but I had one of the models, a man come out with headphones on, like he was, you know, queuing the show and he’s.
[00:17:56] Lip syncing to everybody. Line up, line up the show’s about to [00:18:00] start. And then a model came out and a stylist came out and they’re all behind this scrim with the light on ’em. And they’re starting to, you know, just adjusting. And we like, it’s kind of that behind the scenes kind of look and then, then it goes to black and then the lights just went crazy.
[00:18:18] And the coolest thing was before the models even came out on the runway, the audience applaud.
[00:18:25] Alysse Bryson: That was a true RuPaul moment. could feel the lights, the anticipation, and the applause before the show even started. It’s pure magic. Terry Morgan, her stories, her experience over the decades, pure gold.
[00:18:41] Libby Sundgren: So much experience, and also she is so good at storytelling. If you didn’t listen to this episode, please, please go back and give it a listen. She, every, every story that she tells she is so good at including the details that you [00:19:00] feel like you’re really there. Just like in the story about, you know, the RuPaul behind the screen vibe.
[00:19:07] That had everybody clapping before the models hit the runway. She’s so talented. We are so lucky to have her in our industry.
[00:19:14] Alysse Bryson: Plus she has like the best giggle, not laugh.
[00:19:19] Libby Sundgren: Ugh,
[00:19:19] Alysse Bryson: has a giggle and it’s like a signature giggle. And I, I, it’s just, it’s effervescent. I can’t even say that word, but it is, um, and she’s just a delight to work with. And Terry, we love you.
[00:19:32] Libby Sundgren: we love her. She’s the best.
[00:19:35] Alysse Bryson: Well, speaking of the best, this was the best. This year was the best. These guests were the best. And this is a wrap on our best of the recap series.
[00:19:45] Libby Sundgren: To everyone who’s joined us behind the scenes this year. Thank you. Thank you, thank you. We can’t say it enough. We’ve told you before, we’re gonna say it again, but you’ve really inspired us. Definitely cracked us up and [00:20:00] reminded us that this industry runs on heart hustle and a few sharpies in spreadsheets.
[00:20:05] Alysse Bryson: Um, maybe Crayola markers.
[00:20:07] Libby Sundgren: Yeah, and Crayola markers. Of course. All about that tip.
[00:20:11] Alysse Bryson: All right y’all. We’ll see you next year at BEATS WORKING, winning the game of events. If you have an idea or you wanna reach out, please email us or slide into our dms. Our email is info at BEATS WORKING Show. And remember, every detail matters, every moment counts, and no matter what the
[00:20:32] Libby Sundgren: The show must go on. We’re gonna really nail that next year, guys.
[00:20:39] Alysse Bryson: Yeah, sorry.
[00:20:40] Thanks for listening to BEATS WORKING, winning the Game of Events where we explore what it takes to make moments unforgettable. If you’re leaving with a little more inspiration, a little more perspective, and a big side ache from all of the laughing at our funny jokes, then we’ve done Our Job BEATS WORKING is a work P two P production.
[00:20:59] If [00:21:00] you’ve enjoyed this episode, please don’t forget to subscribe, rate and review us on your favorite podcast platforms. Your support helps us keep the magic going.
