Welcome Spring With an Outdoor Event

 

Event Structure | American Pavilion

Spring time is fast approaching. That means it is time for the winter weather to find its way out of town and for the warmer festivities to commence! This time of year is almost symbolic of renewal, as the outdoors seem to breathe out a new sense of life. It is colorful and embracing. If you find yourself stuck in the house doing your “spring cleaning,” why not gather all your friends, family, and an event structure to join nature and welcome Spring? Think about it — a party sounds like more fun!

An event structure makes the perfect space

Unfortunately, as much as you are ready to enjoy the warmer air outdoors, “April showers bring May flowers”which can make outside activities a bit wet. Don’t let that stop you from celebrating! It is easy to keep things moving with a event structure.

Event structures can offer you the best space to hold your spring time celebration. Depending on the size of your space at the park or even your backyard, these tents can be customized to meet your exact specifications. In fact, you can specify the size, the layout, the flooring, sidewalls, etc.

Climate control for these buildings is also an option. They are a surefire way to have all your guests over to enjoy the fresh air, while also being safe from any lingering not-so-friendly weather elements.

Spring time party ideas

Having a Spring time party isn’t necessarily the most common thing to do so you may need a few ideas to get you started. Here are a few themes and ideas to get your guests out of the house and into your backyard:

  • The idea is to be outside after spending a winter cooped up inside. Make sure to plan your party for the daytime so everyone can enjoy the outdoors and, of course, the sunshine.
  • Make it a brunch! It’s the start of a new day – the morning is crisp and bright, and brunch doesn’t mean your guests must get up too
  • Since Spring is all about flowers, why not have a garden party? You can still use your tent or event structure and no, you don’t need to have an actual garden. Instead, create your space to meet your party. It’s all about effect.
  • Have a floral arrangement party. Hire an expert to come and give a tutorial to you and your guests on how to create a beautiful floral arrangement. This is a time to come together to socialize, learn a new skill, and get something special to take home.
  • Go tropical and have a luau. You can even request that your guests come dressed in theme! Fire up the grill and get your limbo stick ready. Oh, and don’t forget the grass skirts!

There are many things that you can do to ring in Spring. It doesn’t have to be formal or extravagant – it just has to be fun and relaxing! So, keep your eye on that when planning.

Decorating your spaceiStock_000009597805_Small

What is the first thing that comes to mind when you think of Spring? Flowers, of course! After all, isn’t that what Spring is all about? All the flowers and trees and plants come back to life, showing off their bright colored hues of reds, pinks, purples, yellows, oranges, etc. Why not choose to decorate based on this refreshing burst?

Use bright dishes, silverware, and table cloths. Line your perimeter with bright flowers, such as the Tulip, Daffodil, Pansy, Hyacinth, Sweet Pea, Lilac, Peony, or Amaryllis. You may even want to hang some of these plants from the ceiling — to lift the color up against the white ceiling.

Make sure you create centerpieces, as well, for your tables. Depending on your theme, combining flowers with simple craft projects can leave your guests in awe. For example, adding food coloring to a clear vase and inserting a couple white Daffodils. Mix up the food coloring to keep the area colorful! Simple and fun.

Planning the menu

You have got to make some good food. You have invited your guests to take part in your Spring fling, they are going to want some goodies, too. Here are a few ideas to get you going in the kitchen:

  • Grill out! Make it an informal dining experience by firing up the grill and cooking the food while your guests are arriving. Let’s face it – the smell of food on the grill gets everyone in the outdoor party mode. Have sides prepared in advance and keep them simple – salads, chips, fruit, etc. Choosing to go this route gives you more time to focus on your guests.
  • Combine breakfast and lunch and have brunch! Serve both breakfast foods and small lunch items. You can even get nifty and create an omelet station.
  • Keep the food light as it is day time get together, not a heavy seven-course sit-down dinner.
  • Allow your guests the chance to serve themselves buffet-style can also create a more informal setting.
  • Offer a set selection of beverages to choose from, such as water, coffee, tea, lemonade, or juice. You can also create a light, signature, bright-colored adult beverage of the day.

Plan activities

Now that you have everyone together, what will you do? First, mingle. Spend time with the people you may not have seen for a while due to the cold, the holidays, etc. and chow down on some good food. If the rain holds off, you can always play some fun yard games. For example – cornhole, horseshoes, croquet, football, baseball, or even volleyball or Badminton! If games aren’t your thing, then put on some music and dance.

The whole idea is to come together and enjoy the freshness and the clean, crisp air. Breathe in the aromas and the colors of spring while surrounded by the people who make your life happy. Having a Spring get together should be fun, not tedious. If you include elements of the season and combine them with your outdoor setting and an event structure, your guests are in for a real treat.

Planning an Outdoor Summer Wedding

Clear Span Tent | American Pavilion

So, you have decided to have a summer wedding. Here is all you need to get started on piecing it together to make sure your special day is just that – special. From finding the perfect venue in a clear span tent to sending out the save-the-date invitations, read below to learn how to plan the perfect outdoor wedding.

Save-the-dates

Having a wedding during the summer means having to plan with and around the schedules of many. Since kids are out of school in the summer, most families plan vacations during that time. If you want to have a summer wedding and you want to make sure you have guests attend, you will want to make sure you send out save-the-date invitations to your guests.

Save-the-dates can be sent out six to eight months prior to the scheduled wedding date. This will provide ample time for your future guests to arrange their schedule so they will be able to see you tie the knot.

Don’t overlook this step in your preparation. You want a wedding – and you want guests to celebrate your day with you!

Use a clear span tent for the perfect outdoor venue

Okay, so you don’t have to have an outdoor wedding in the summer, but why wouldn’t you want to? Nature and the outdoors brings such a welcoming place for a celebration. Most people try to fill indoor venues with flowers – but, you can have your wedding outside amongst the flowers! Besides, having an outdoor wedding gives you ample amount of choices for location. You can rent a clear span tent and have it erected in a large backyard, an open field, a park, the beach – you name it!

Clear span tent rentals come in all shapes and sizes. You can customize your wedding tent to meet your exact needs, depending on the size of your wedding and the events you plan to partake in on your special day. For example, you are going to want to likely have seating, a food serving/prep area, dance floor and DJ location, etc.

Food for thought – best ideas for outdoor weddings

There is something about eating a heavy meal on a hot day and then feeling miserable – heavy food and outdoor heat do not mix. If you are holding your wedding outdoors during summertime, it is best to go for a light meal that will not weigh your guests down and spoil any potential fun. Here are a few ideas to consider when planning your menu:

  • Offer a mixture of light salads on a salad bar, such as crisp tossed salad, chicken salad, fruit salad, etc.
  • Go barbecue style. Have ribs, chicken, burgers, etc. on the grill, along with all the fixins’ – potato salad, coleslaw, or chips.
  • How about a cool down station? A sundae bar, popsicle stand, or a shaved ice cart.
  • Like seafood? How about serving crab, sushi, shrimp cocktail, or a crawfish boil?
  • How about serving finger foods or appetizers to keep it a light menu?

Food isn’t the only thing you want to keep light. Have you considered the beverages you will serve? Outdoor, summer weddings require staying hydrated. However, there are many light and refreshing beverages and cocktails that your guests will appreciate. Use this list to get you started:

  • Have a drink station of pre-made beverages – Fill dispensers with a ton of ice and then fill them up with things like lemonade, iced tea, sangria, fruit spritzers. To add a decorative flair, add fresh fruit to the dispensers, too.
  • Fruit-infused waters add a lovely touch to wedding receptions, as well. Water is necessary on a hot day, but the fruit spruces it up a bit.

Decide what it is you and your guests will enjoy and then make it happen. Keep it cool, light, easy, and tasty.

Make your guests comfortableClear Span Tent | American Pavilion

Just because you chose to have a wedding outside, in the middle of summer, does not mean that your guests should suffer. It’s going to be hot. Depending on where you live, it could also be humid. While your friends and family may be fans of you, they may not be fans of the heat and the sun. So, treat them and make them comfortable on your special day.

Providing fans is one of the most important things you can do for your guests. Although, clear span tent rentals can be climate controlled, when you have a lot of people in an outdoor space in the summer, it may get a little sticky. Providing area fans throughout your celebration, as well as decorative hand-held fans can add a bit of relief. If you are feeling up to the spending, purchasing personal fans for your guests will likely be much appreciated.

Sunglasses and flip flops are other things that will help guests be more relaxed. Perhaps they spent their time dressing for a wedding, rather than remembering things such as sunglasses to protect their eyes or the fact that heels and grass don’t mix. These items are cheap to purchase in bulk and can make a big, welcoming impact.

All in all, make sure your guests are protected from the elements and are staying hydrated and cool throughout the festivities.

Don’t overlook the little things

You cannot please everyone, but you sure can try. There are lots of little things that you don’t want to overlook when planning your outdoor wedding. Make sure you take into consideration the venue and the pesky things that may lead to irritable guests.

For example, bugs. Your clear span tent can have side walls that will help keep a lot of the pests away. However, with so many guests coming in and out, the bugs are likely to find their way in. That doesn’t mean they must feel welcome when they get in. Make sure you use repellent and spray the area prior to the party. Then, provide your guests with repellant wipes to stay bug-free throughout the day!

Something else you will not want to overlook is hot guests. You want them to dance and let loose, but you don’t want them passing out from heat exhaustion. Therefore, providing your guests with ice rags to put on their necks can cool them down and keep them dancing!

Put yourself in your guests’ shoes and decide what would make you most comfortable – then provide that for your guests.

Outdoor weddings can be fun and beautiful. Plan to make it memorable – and enjoyable – for all involved.

 

Planning a Rain and Sun Proof BBQ Event

Event Tent | American Pavilion

Hosting any successful event requires planning carefully for any possible contingency, and barbecues are one outdoor event that demands being ready for any type of weather. Whether you are hosting a formal corporate barbecue or a casual family reunion, planning ahead will ensure that no one gets sunburned and your food does not get drenched. As you get ready for your special event, use these tips to make sure everyone has a good time whether it rains or shines.

Select Your Meats Wisely

Barbecues are all about the meat, which means your guests will be looking forward to sampling your menu. On a rainy day, you may want to limit the amount of time that you are outside working with the grill. Fortunately, many delicious barbecue favorites cook quickly such as skinny sausages and lean meat. You can also grill boneless meats, such as chicken breasts, that you have pounded flat to tenderize and shorten the cooking time.

Consider Precooking Your Meat

It may seem like cheating, but lots of chefs precook meat in the oven before grilling. For example, ribs fall off the bone after slowly cooking them in the oven for a few hours before throwing them on the grill. Precooking indoors will help you avoid rushing through the cooking process due to the rain; yet giving the meat a few minutes on the grill will still give you that delicious barbecue flavor.

Serve Extra Sides

With any outdoor event, you should always plan for more than enough food. Set out some chips, dip and veggie trays, and consider requesting for your guests to bring some extra sides. Asking your guests to bring a side dish will help you ensure that there is plenty of food to go around, even if it takes a little extra time to finish with the meat. Everyone has a favorite barbecue recipe that they love to share, and good-natured debates about who makes the best potato salad or baked beans are great ways to encourage interaction among your guests.

Use Covers and Lids

While grilling, you will most likely be working in stages, which means that some dishes will be finished while the meat is still cooking. Try to limit the amount of foods you leave outside until it is time to eat. This way, there will not be a mad scramble to gather up dishes if a rain shower comes along. For those dishes that do stay outside, bring covers that can help keep them dry in the event of rain while also keeping the hot sun from beating down on them and changing the temperature. Just make sure that any covers you use are waterproof. Those handmade bowl covers your grandmother sewed are pretty, but they will not hold up to a heavy rain.

Plan Indoor and Outdoor Activities

It is important to give your guests options for activities so that they can get out of the rain or relentless sun if it gets uncomfortable. In addition to the typical outdoor games such as corn hole and horseshoes, set up some comfortable seating inside. Place some board games and other conversation starters around the room, so that the guests who choose to go indoors will have something to keep them engaged. If you host your event under an awning, make sure to keep your activities close to the center of the event so that wind does not blow rain onto the fun, or choose a tent with sides that can keep out any type of inclement weather.

Be Flexible With Your Timing

Although your event will likely have a defined time for your guests to arrive, try to be flexible regarding when your barbecue hits full swing. Often, storms pass quickly so waiting a few minutes to fire up the grill can make a big difference in how your food turns out. This is where those extra sides come in handy, since your guests will have something to stave off the hunger if you need to delay your start time for cooking. A little preplanning can help here as well since the hottest part of the day tends to be the same during most seasons. If you know that a big storm or heat wave is coming, then consider hosting your event at a different time of the day. For large events, simply let your guests know that shelter will be provided so that they are not tempted to stay home out of fear that the rain will cause your barbecue to be cancelled.

Set Up an Event TentEvent Tent | American Pavilion

Outdoor events always go more smoothly when there is a shelter available for guests to use as shade or to keep dry in the rain. Tent rentals can be found in a variety of sizes to fit everyone on your guest list while leaving plenty of room for mingling and activities. Depending upon the type of barbecue you are planning, you can also choose additional features to make your guests more comfortable such as temperature control. Having a shelter available helps prevent just about every weather-related concern along with others such as keeping insects away from your guest’s plates.

Keep Your Guests Dry

While an event tent will keep everyone comfortable for the duration of your event, you may add a few extra touches to make sure everyone gets to and from the shelter dry. Scatter a few extra umbrellas and one-size-fits all raincoats around your barbecue venue that everyone can use when traveling between their cars and the event tent. Alternatively, consider setting up a covered walkway between the parking area and your tent so that no one has to worry about a sudden gust of wind and rain.

One of the best parts about planning a barbecue is looking forward to spending the day outside. However, outdoor events can be as unpredictable as the weather. By planning beforehand for ways to battle the inclement weather, you can ensure that everyone on your guest list has a wonderful time whether it rains or shines on your special day.

 

Wedding Tents Pro’s and Con’s

Wedding Tents | American Pavilion

 

Outdoor weddings are spectacular to have. Being outside when the weather is great with your ceremony and reception being set against a gorgeous setting. And sometimes, the weather doesn’t cooperate and the need to have a back up plan involving a tent is imperative.  Finding the right tents and size can be an arduous process. If you are planning to have an outdoor wedding, it’s best to put the cost of a tent in your budget as a great “just in case” plan.

As a rule of thumb, picking the most square tent is the best option. Also note that your venue might have size restrictions, so keep that in mind when selecting your tent. There are plenty of options you can choose from. The most popular options are pole tents and frame tents and each have their own pros and cons. For example, while pole tents are less expensive, they also come with center poles, which causes some obstructions. Frame tents provide more space but, the frame is visible which isn’t always pleasing to the eye.

Always make sure to take all options in mind. Having a tent will require lighting, space heaters (depending on the weather), and a lot more. Make sure you get quotes on multiple sizes and check with your venue on the restrictions they might have.

For more on the pros and cons of specific wedding tents visit A Practical Wedding HERE

6 Reasons To Have Your Meeting Outdoors

6 Reasons To Have Your Meeting Outdoors | American PavilionYou all know the feeling of having to be indoors for a meeting when it is a beautiful day outside. There is no substitute for being outdoors, away from the stagnant air, and stuffy conditions of the office. So why not arrange for your next meeting to be outside. A change of scenery, especially being outdoors has a tendency to boost creativity and reinvigorate those who work for and with you. These reasons each bring about something different to each person and can help to provide a sense of unity and teamwork. Here are six reasons that outside meetings are a good idea.

 

Fresh Air

Inspires Team Building

Happier Environment

Out Of The Ordinary

Let Loose

Enjoy Not Being Inside

 

For more information on why being outdoors for your next meeting is a good idea visit Cvent HERE 

 

 

 

 

What to Keep in Mind When Planning an Outdoor Event

What to Keep in Mind When Planning an Outdoor Event | American PavilionThe warmer months of the year tend to be the most popular time for outdoor events. Although outdoor events are beautiful, it’s essential to understand all that goes into organizing one. From permits to preparations for unexpected weather, here are a few tips for planning an outdoor event:

  1. Once you’ve decided the location and date of the event, get any permits required.
  2. Research the restrictions and laws of the town or city your event will be in.
  3. If your event is not being held at a pre-existing facility, keep in mind everything you’ll need to provide such as power, toilets, equipment and food.
  4. Have a meeting with all of your suppliers at the venue before the event to organize the set up of equipment and layout of the event.
  5. Consider how you can make attendees comfortable such as extra water stations and air conditioning .
  6. Any event that goes into the evening will need lighting for any pathways, exits and parking areas to keep guests safe and comfortable finding their way.
  7. A major threat to outdoor events is unexpected weather. You can prepare for both extreme heat and unexpected rain by using tent rentals to shelter guests. Some tent rentals have side walls that can protect attendees from rain or you can rent a temperature controlled tent to keep guests cool.

Click here to read the full article written by Mona Gonzalez on Eventstant.

Engaging Millennials at Trade Shows and Corporate Events

Engaging Millennials at Trade shows and Corporate Events | American PavilionAs more and more millennials enter the workforce, they are becoming a larger audience to target at trade shows. Trade shows need to begin embracing this new audience in order to continue evolving in the events industry. Here are a few ways to engage more millennials at a trade show or corporate event:

  • Make technology a priority.
  • Place a charging station in an accessible area.
  • Consider recording speakers or any other content at the event for post-event engagement.
  • Utilize social media to connect and engage with the audience.
  • Provide opportunities for attendees to network during the event.

To read the full article written by Jonathon Sedlak on Core-Apps , click here.

Steps to Organizing a Flawless Summer Corporate Event

Steps to Organizing a Flawless Summer Corporate Event | American PavilionThe summer months are an ideal time for a corporate event, especially outdoors. However, planning a corporate event can become a stressful job as you strive to plan an memorable experience with all the right elements. Here are a few tips to organizing a corporate event over the summer:

  • Save the date of the event before anything else. The summer months tend to be the most popular so establish your event’s date as soon as you can.
  • Pick the theme of the event before choosing a venue. This way you can keep your theme in mind when choosing a venue that will be able to accomplish your vision.
  • Make outdoor space a priority when deciding on a venue. Choose an outdoor venue that allow for any needs pertaining to equipment, dining and decor.
  • Set the scene with perfect ambiance. Consider what lighting will create the right atmosphere as the sun goes down and how you will keep attendees warm.
  • Planning the entertainment for the night is a great opportunity for creativity. Consider hiring aerial drink pourers or magicians that move throughout the crowd.

Read more of this article written by Alanna Bestwick on Genioso Event Magazine.

Why You Should Use Digital Technology at Business Events

Why You Should Use Digital Technology at Business Events | American PavilionThe technological advancements of the 21st century have transformed the way events are organized. Smart solutions ability to provide immersive experiences and ROI from event participation now plays a significant role in an event’s success. Here are a few reasons why event professionals need to begin utilizing advanced digital matchmaking and networking solutions at business events.

  • A few of the key reasons attendees choose to come to trade shows is the desire to maintain updated knowledge on industry trends, discover new products and services that will satisfy their needs and to make connections with potential suppliers. This means the demand for exhibitor and product matches and appointment setting is increasing among attendees.
  • Technology can help event organizers drive meaningful traffic to matching exhibitors.
  • Technology can be incorporated into almost all aspects of an event experience. From navigating an event to communicating with exhibitors, attendees are becoming increasingly more comfortable utilizing technology as an integral part of their experience.
  • Event professionals can extend the visibility and audience engagement of a trade show through the use of networking tools on an event website.

Click here to read more of this article on Event Manager Blog.

Incorporating Sustainability into Your Exhibition Booth

Incorporating Sustainability into Your Exhibition Booth | American PavilionWhen planning how to design your exhibition booth it’s important to consider sustainability. You can make a strong brand impact by incorporating environmental awareness and sustainability into your booth. Here are a few ideas for transforming your booth to support sustainability:

An easy way to implement sustainability into any exhibit booth is the demonstration kiosk. Consider reusing or renting a demo kiosk which will create less than half a metric ton of carbon emissions. You can also use recycled material to construct a new kiosk.

Use a theme that resembles nature and serenity for your booth design such as a zen garden or underwater oasis. Trade shows tend to create a very busy, fast paced environment in which a relaxing oasis could be very welcoming for attendees.

You can also engage attendees at your booth by creating a hands on activity which caters to a charity. Some activity ideas include providing a kit assembly station that assembles backpacks filled with school supplies or an area for attendees to drop off or donate items.

To read the full article written by Shawna McKinley on Event Manager Blog, click here.