Category: Event Industry

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Event Industry

6 Surprising Wedding Rental Ideas To Consider

Your wedding day is something you will remember for the rest of your life. In fact, you may have been planning it for years. You may have already picked out your wedding date, decided on your colors, and know where you want to honeymoon. Maybe you even have an idea for the look and feel of your wedding. But, did you know that there are so many wedding rental items you can rent that can save you time and money when preparing for your wedding?

It’s true. And, we’ve put together a list of the wedding rental items you may not have ever realized you can rent for your wedding. Check these out:

All things dining

By now, you are probably aware that you can rent tables and chairs for events. These are fairly common rental items. However, you know those fancy dishes you would love to have at your wedding, but aren’t sure if you want to blow your budget and splurge on such a purchase? You can rent those, too.

As a matter of fact, you can rent all tableware items. From plates and dishes to silverware and linen napkins and tablecloths. There is a wide selection available for rental – so you will be able to get the tableware that is the most fitting for your wedding day, such as the most elegant, the most vintage, the most colorful, or the most eccentric. However, it does not stop there. You can also rent glasses, such as champagne flutes, red and white wine glasses, water and soda glasses, and miscellaneous barware.

The wedding attire

What do you intend to do with your wedding dress or your tux after the big day? These are huge purchases for the wedding and may even mean you need to cut back on the celebration activities to purchase them.

If you are so sentimental that you’d like to lug your wedding day attire around from closet to closet for the rest of your life, you may be more inclined to buy your attire. However, many are unaware that you can include attire in your wedding rental as well! Many men already know that they can rent their tux, but it is possible to rent the wedding dress, too!

This may be a quick “no,” when asked to consider giving up permanent ownership of that wedding dress, but consider what you can do with the chunk of budget your dress will eat up. And, for something that you will only wear one day out of your entire life. You may be better off splurging for a rental of the perfect dress, rather than purchasing it.

Furniture and props

You will need some furniture and props to keep your wedding exciting. Sure, you will have your dining tables and chairs, but what about some comfortable furniture that your guests can use to relax and rest their feet from all the dancing? Consider setting up a living room style mingling area for your guests with wedding rental furniture.

A few ideas are:

  • Furniture with a sleek, contemporary look. Think bright purples, yellows, golds, and whites (or any furniture that matches with your wedding colors) with few curves and interruptions.
  • Vintage furniture can bring back a warm, Victorian feel for your guests. It gives a feminine look to the venue.
  • Prepare a seating area on sofas decorated with huge, stuffed pillows.
  • White, glowing furniture always offers a unique and welcoming space. This furniture generally uses LED lighting – meaning that its colors can be changed to match your needs.

Whether your style is modern or classic, there is a furniture to meet your vision.

And, don’t forget the props – you are going to need them! They offer your guests a fun, interactive time. Here are a few ideas of wedding rental props to consider:

  • A photo booth with all the accessories to match your style.
  • A popcorn machine.
  • Firepits.
  • Even animals!

Floral Accoutrements

A wedding just isn’t a wedding without flowers. But, what do you do with all the flower bouquets you want to display throughout your venue? Luckily for you, your florist should rent out all the floral accouterments needed. And, most of these go beyond your typical vase.

  • Vases of many varying sizes and shapes.
  • Decorative aisle markers.
  • Floral wedding arches.
  • Floral candelabras.

Adding a bit of life with floral arrangements throughout your wedding venue is easier with a floral wedding rental.

Tents

Did you know that it is easy to rent a tent for your big day? If you have always dreamed of having an outdoor wedding, then you will definitely be thankful for a tent. Not only can it provide you with protection from outdoor elements, while allowing you to enjoy nature, but they also come with so many options.

  • You can customize your wedding rental tent so that you get the exact space you are looking for.
  • Choose the size of your tent rental based on your needs.
  • Rent flooring (including dance floors) and staging to set off the space.
  • Sidewalls are available to provide extra protection and privacy.
  • Rent air conditioning or heating systems to keep you and your guests comfortable throughout the entire ceremony.

Tent rentals are the perfect option for those who want to take their wedding outside while keeping a bit of the indoor comfort.

Lighting

Lighting is important for your wedding – especially if you are holding it outdoors or in the evening hours. Thankfully, you can rent the lighting to light your space. Not only does this save you money, but it also means that it’s easier for you to choose the type of lighting available, as the options are easily presented to you. Even better? When you rent lighting, professionals will come and install it, giving you the safest, well-functioning lighting system possible.

Lighting for weddings goes beyond your typical table light. Leave it to the professionals to determine the exact enhancements for your wedding space.

 

Let’s face it – you have a lot to worry about on your big day. Make the day flow smoother by deciding on wedding rental items that can complete your dream wedding.

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Event Industry

Benefits of Using a Clearspan Tent as your Car Show Tent

Car shows are always fun to attend – and fun to participate in, but finding the perfect car show tent can be difficult. Many car owners who take pride in their automobiles feel good about sharing their passion with those who are interested. And what better place to do that than at a car show!

Some car shows involve cars that are classics and have been maintained or restored. Others are cars that have been modified and transformed into fast, colorful, loud muscle machines. Whatever your preference, these cars are a thing of passionate beauty for some – thus providing the opportunity for car shows.

While car shows can be held just about anywhere outdoors, you and your car buddies may not necessarily be comfortable leaving these special cars to sit outside for viewing; especially when the car is, undoubtedly, kept in a garage or under some sort of protective cover. Therefore, if you are considering holding a car show, there are many benefits to using a clearspan car show tent.

Benefit #1: These car show tents are completely customizable.

A clearspan tent can be completely customizable. These can be created to includes specific colors, brands, names, etc. They can also be designed to fit your exact sizing needs. For instance, the size of the car show tent will be based on the size of your car show:

  • How many cars will sign up to be part of your car show?
  • How many attendees do you expect to have?
  • Do you need to account for space for any vendors you intend to have?

Every show is different, so these types of car show tents give you a great amount of variability.

Benefit #2: They provide coverage without barriers.

Clearspan tents provide you with wide-open spaces. They have no barriers within them, allowing for easy access to maneuver the cars for the show. In addition, there are no poles in the center. All grounding mechanisms are located along the perimeter of the clearspan tent.

In addition to the maneuvering ease for the automobiles, it also means that the attendees at your show can work their way from car to car without having to worry about avoiding any poles or barriers. It reduces any safety hazards that may be found in other kinds of car show tent.

Benefit #3: Clearspan tents provide protection from outside dangers.

Outdoor elements can cause a lot of damage to automobiles – especially to those that are show cars. The average car can take a beating from rain, hail, wind, dirt and grime, snow, sleet, sun, and anything else that may occur naturally. Other dangers, such as those from flying or thrown debris, animals, birds, etc. can also damage vehicles.

Owners of show cars most likely always maintain their automobiles by keeping them shielded, either in a garage, a warehouse, a tent, a carport, or a protective cover. And they may be unlikely to agree to participate in your show if you don’t agree to provide some overhead protection.

A clearspan car show tent allows the cars to remain safe while they are in the car show. This will provide reassurance for your participants.

You also want to keep in mind that if the weather poses a threat on the day of your show, the number of attendees that appear may be much less than expected. A tent will provide lots of protection for your guests, too. It will keep them from any pending or imminent rough weather. It will also provide shade from the sun or warmth from the cool air. In other words, your attendees will thank you for your choice to use a Clearspan tent for your car show.

Benefit #4: They are easy to erect and easy to dismantle.

Clearspan tents are easy to construct, meaning that even if your show changes location suddenly, you can still move and erect your car show tent with ease. When the show is over and it is time to dismantle, the tent easily deconstructs.

With these temporary buildings, you have the ability to set up your car show in many locations. For instance, a vacant lot, a local park, an empty parking lot, etc. The key is to make sure the outdoor space is large enough to hold the tent. You must also consider a tent that allows for ample parking and ease of access for attendees.

Benefit #5: Your patrons will thank you for using a clearspan tent.

Your patrons will thank you for choosing to go with a clearspan tent. You may think they won’t notice, but they do. They know that your tent is providing them a nice, shaded and protected area to view all the cars they are so passionate about. They no longer need to worry about missing out due to weather conditions or about being unable to see the automobiles due to the bright sun.

Benefit #6: Participants will be grateful for your car show tent.

Those who participate in the car show will be even more thankful. Some of these individuals may be new to show cars, but many people have spent their lives working and reconditioning their cars. Countless hours and beads of sweat have turned their passion into a reality. Whether it is a brightly modified modern car or an antique or classic car, the value these cars hold is intense.

When participants agree to be a part of a car show, they are exposing this hard work to a slew of people. And open up to potential hazards. But, by choosing to use a this type of car show tent to protect the car show in its entirety, you are essentially helping to protect their investment. For that, your participants will be very grateful.

Car shows bring people together from all over the country to indulge in the same passion: cars. Old ones, new ones, fast ones, or simply models – it doesn’t matter. However, it is the joy of sharing the love of cars that makes these events so worthwhile. Without the protection of a clearspan car show tent, the show may not be able to go on due to weather-related conditions. Therefore, rent your tent and spend an afternoon enjoying a well-thought-out car show.

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Event Industry

The Best Holiday Event Trends of 2017

Holiday events always bring joy, cheer, a time to mingle, and a time to jingle. Unfortunately, planning these events can also lead to stress and indecision. Don’t let the thought of all that goes into a holiday event keep you from having one. After all, this is the time of year to be festive and fun! And there’s no better way to plan a holiday party but with these 2017 holiday event trends that are putting everyone in the holiday spirit!

Put your Grinch face back in the closet and don’t let your friends and family down. Plan a holiday event to bring everyone together – and make it memorable. To help get you started, we’ve got the best holiday event trends for 2017.

Event trends: themes

One of the first things you will want to decide on when planning a holiday event is whether you will have a theme. Not all parties need one, but they sure do provide a bit of structure and uniformity to the event, as well as fun!

You can choose any theme that you think will tickle the fancy of your guests. Or, you can check out some of these event trends and themes for the 2017 holiday season.

Worst present party

The worst present party is one in which your guests will be instructed to bring a gift for a random person to the party. The only catch is that it must be the worst present ever. To keep it legit, make sure it is an actual bad gift and nothing gross, like a bag of your dog’s poo.

Christmas movie marathon party (in costume)

Sometimes we just need a break during the holidays. Why not give that to your guests – in party fashion? Set up TV’s or projection screens throughout the party space and fire them up with some of the most popular Christmas movies. Ask your guests to come dressed as their favorite Christmas movie character.

Scrooge party

Are you and your friends tired of everything holiday? If so, put together a scrooge party and take a break from the holidays. This means that they are forbidden to enter if they show any signs of holiday spirit. Treat the party as if it were August and leave everything red and green at the store.

Christmas carol karaoke party

Everyone loves karaoke! Ok, well most people do. Incorporate karaoke fun into your holiday party by having a Christmas carol sing along!

The 12 Days of Christmas costume party

How would you like to have a French hen, a Turtledove, a maid a milking, or a lord a leaping at your party? Make it fun and goofy by asking your guests to dress up as one of The 12 Days of Christmas.

Tents are the place to party

One of the most popular event trends of the year is renting a tent for your party! If you are looking for the ultimate space to hold your holiday party, you are going to want to rent a tent. This trending idea allows you to take your guests outdoors (yes, even in the winter). And, a tent provides you a party space that is wide-open and all yours to decorate.

Tent rentals are customizable. They come in a wide array of sizes, so you will always be able to find one to fit your needs. The ability to have climate control, flooring, and lighting are just a couple of the many perks tent rentals bring to your party space.

Not only that, but they allow you to plan any type of party you can think of, without having to worry about having so many people inside your house!

Interactive stations

Interactive stations are popular event trends of this year. Choosing to have interactive stations at your holiday party will delight your guests. Plus, having interactive food or craft stations seems to be a big trend this year. It gives your guests something to get their hands on and do. It passes time while keeping guests happy. So, it’s a win-win, right? Here are a few of the best examples:

  • A hot chocolate bar, including hot chocolate and a bunch of toppings for guests to choose from, such as crushed Oreos, candy canes, marshmallows, coconut, chocolate chips, etc.
  • A popcorn bar is great for the movie marathon theme! Provide popcorn and all sorts of toppings to blend in, such as candy pieces, chocolate drizzle, flavorings, hot sauce, etc.
  • Macaroni and cheese bar. Turn this tasty food into an adult indulgence by providing fixin’s to add in. For example, bacon pieces, broccoli, lobster, veggies, sausage, jalapenos, and so on.

As for crafts, check these out:

Stray from the typical holiday treats

If you want to be a bit different, one of the event trends we noticed is moving away from typical holiday foods for your party. Instead, discover new treats that your guests will love. Of course, what you choose will depend on whether you are serving a plated meal, buffet, or finger foods. Consider picking a theme for food, such as a country or food-type (i.e. Mexican food, Italian food, etc.) Or, why not have Christmas from around the world and serve samplings of traditional dishes that other countries choose to eat on the holiday? It’s a treat and a lesson all in one!

Games!

People love games. So, choosing to add them to your party will only make it hotter. This years event trends include a few games that are creating a lot of talk and a lot of laughs. Or – you can basically put a Christmas spin on nearly every party game!

Check these trending games out:

  • The Saran Wrap Ball game. Use plastic wrap to create a gigantic layered ball of wrapped goodies (such as candies) with a bigger prize in the middle. Each person gets a shot at unwrapping it while the person to their right rolls a pair of dice. They can continue to try to unwrap until doubles are rolled. Then, the ball moves to the right and the game continues in the same manner.
  • Stocking stuffer game. Fill a stocking with goodies and have your guests attempt to guess the goodies – without peeking inside.
  • Pin the nose on Rudolph.
  • A Christmas scavenger hunt.

Now you know the most popular event trends and how to throw the hottest 2017 holiday party. Get your friends and family together and have a jolly good time!

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Event Industry

How to Plan the Perfect Winter Party

This time of year is always fun and festive. It’s the time when social calendars fill up and you see friends and family that you may not have seen all year! Its all about love and cheer. And what is the best way to spread cheer? By, throwing the perfect winter party, of course!

If you want to jump on the bandwagon and give your loved ones the perfect place to mingle, take a break from all the holiday stress, and fill their hearts with joy, then go for it! You can plan the perfect winter party – if you follow these steps!

Select the perfect venue

You are never obligated to throw the party at your house – there are many places to choose from so consider all your options. Your venue will depend on a few things. For example, will your party be fancy or low key? How many guests do you expect? What types of entertainment do you intend to provide?

Select a venue that is close to your home or the area where most of your invitees reside. Providing a convenient location during a time of busy schedules can mean a higher positive RSVP rate.

In addition, since locating a venue that has everything you are looking for can be difficult, consider renting a tent. Believe it or not, a tent rental for your winter party can still keep your guests warm while they are having fun.

Benefits of tent rentals for a winter party

There are many benefits of renting a tent for your magical winter wonderland party. Not only does it provide large space for your guests, but it also ensures that they are comfortable. Let your guests thoroughly enjoy your party and leave the worrying at the door!

Some of the main benefits of tent rentals include:

  • Offer more options on location. Choose a nearby vacant lot, park, parking lot, or even your own backyard!
  • Provide you with an open space that you can transform into anything your heart desires.
  • Are completely customizable, including flooring, size, and even climate control to keep the inside of the tent a comfortable temperature for all in attendance.
  • Can offer you so much more, too.

Don’t be too quick to rule out this versatile venue option.

Make it cozy

Your decorations will set the mood for your winter party. It is important to decide early in the planning process what type of ambiance you want to set for your guests. Winter parties are a magical time and should be cozy, warm – and even a bit nostalgic. After all, despite all the stress, everyone feels like a kid again when holiday magic is encountered.

To create the perfect winter party décor, consider the following ideas:

  • Evening parties are greatly complimented with the warm glow of candles (real or fake flame).
  • If you decide to go with the outdoor tent rental, consider having a fire pit nearby for guests to roast marshmallows or even share a moment away from the social fun!
  • To keep the winter party free of labels, consider using winter décor such as snowflakes (hanging with the proper lighting can cast shadows)
  • Use a lot of wood in your décor to give that warm, winter cabin-type feel.
  • Use soft lighting throughout the venue.
  • Provide fuzzy blankets and big pillows to get comfortable with while mingling.

These are just a few ideas to include. The point is to make a beautiful, calming, and inviting venue for your guests. So, anything you may think of that makes you feel in the holiday spirit or think of winter time, include it!

Select a theme

Themes are not required, but they are a lot of fun. This is especially true if your guests know of the theme in advance and dress to impress – and fit the theme. Sure, you could have an ugly sweater party, but that has been overdone many, many times. Why not choose a fresh theme for your guests?

Perhaps one of these may tickle your holiday winter party fancy:

  • A pajama party. After all, with so many social engagements this time of year, wouldn’t it be nice to know you can attend a party in your most cozy flannel pants and at-shirt? Your guests can let their hair down and relax.
  • Y.O.W. party. That is, Bring Your Own Wrapping. Because you and your guests are so busy, why not throw a party where they can get some wrapping done while sipping on some wine with good company?
  • Crafty party. Create a party in which your guests will participate in an activity, such as crafting a painting, an ornament, a wreath, cookies, a gingerbread house (make it a contest!), etc.
  • Take it back in time with a holiday celebration that reminisces The Christmas Story– era.

Wrapped goodies for your guests

Never, ever send your guests home empty-handed. You will always want to provide some sort of party gift. It doesn’t have to be big, expensive, or even fancy. It just needs to be that sweet something that will make your guests feel special while showing that you are thankful that they took the time out of their busy holiday schedules to come to your event.

Looking for some ideas? We’ve got you covered.

  • Gift set of something to make, such as cookies, hot cocoa, s’mores, etc.
  • Holiday or wintry candle
  • Baked goods in a neatly decorated bag or tin.
  • Bottles of champagne (for the new year)
  • Holiday wine stopper
  • Holiday (homemade) ornament

Maybe you can gather some inspiration from these ideas to make your guests feel the love! Remember, it doesn’t have to be a big gift – it’s the thought that counts. Consider wrapping it for an extra bit of fun!

Plan a perfect outcome for your winter party

Your winter party is what you make it. You can choose to go big or keep it small and intimate. The point is to make it spark up all those warm and fuzzy feelings within your guests. To do that, you will need to plan – and start early. You can’t have perfection if you wait until the last minute.

So, decide your venue, put your guest list together, and get ready to have some fun. Everyone could use a break from the holiday stress – so make sure your winter party is relaxed, enjoyable, and – most of all – memorable!

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Event Industry

Start Planning Your New Year’s Eve Party Now

It seems like once Halloween strolls by on the calendar, it won’t be long until we switch over to a new year. This is perhaps the busiest time of year. Between holiday event and gatherings with family and friends, shopping, baking, end-of-the-year work wrap-ups, and the like. And, every year you tell yourself how you would love to have a New Year’s Eve party. But, by the time New Year’s Eve rolls around, you are too exhausted to even think about it.

That is why you should start planning now! Let your mind bypass all the other celebrations for now and get your New Year’s Eve party in order before the energy escapes you! Here’s everything you need to plan the perfect party!

Ring in the New Year outdoors

Choosing to hold your party outdoors is perfect for two reasons. One, tent rentals offer the perfect party space. And, two, you don’t have to worry about what your house looks like after the holidays because your guests won’t be in it!

Outdoor event tents are incredibly versatile. They allow for assorted sizes, depending on your space available. They can be erected anywhere – so you can either hold the party in your backyard, in a park, or any vacant lot. And, the fact that your New Year’s Eve party will be at night during the coldest time of year will not be a concern! These tent rentals can come equipped with tent accessories! These include flooring, side walls (to keep out unwanted weather) and climate control to keep your guests as warm as if they were in your own home.

This is a busy time of year for anyone in the event industry, so you will want to plan for your tent rental in advance.

Send out Save the Dates

Because of the busy social calendars during this time of year, your New Year’s Eve party may be only one of many that your guests get invited to. Or, your guests may be planning travel around that time. To prepare and give a heads up to those you’d like to see at your celebration, it is a promising idea to send out an announcement of your plans.

Depending on how prepared you are, these save the dates can be sent out up to six months in advance. This allows everyone to plan their holidays accordingly and increases your chance of a good turnout.

Settle on a theme

Take some time to consider how you want to celebrate the New Year with your party guests. When you close your eyes and see the celebration, how does it look? Are you imagining something fancy? Laid back and relaxed? Black-tie? A family affair?

A theme can help give you guidance in preparing the whole party. Themes can also be fun when you include your guests in them. If you settle on a theme now, you can prepare the entire event – including the save the dates – in the theme of the night. It will also help you keep everything uniform as you move along with your planning.

Here are a few ideas:

  • Casino night
  • Jungle safari
  • A white party
  • A black-tie event
  • Masquerade Ball
  • A glow party
  • New York / Times Square replica

Schedule entertainment

What do you plan to do with your guests at your New Year’s Eve party? Consider this and plan accordingly. Do so now – especially if you intend to hire entertainment or rent electronic equipment or lighting.

You could:

  • Hire a live band or DJ (include a dance floor with your tent rental so your guests can dance the night away).
  • Have televisions around the tent displaying the countdown to the New Year.
  • Play games of all sorts.

There are so many options for this event – it boils down to what you want yourself and your guests to be doing when the clock strikes midnight. Memories are made during a New Year’s Eve Party so make it good.

Champagne Toast

Last, but not least, unless you are planning a plated feast, you shouldn’t have to worry too much about food. Keep with the theme and offer some tapas. Decide ahead of time. However, you will need to make sure you have the champagne for the champagne toast. And, don’t forget the flutes! No New Year’s is complete without the toast.

Once you have your tent rented, your guest list planned, your theme decided, and your evening’s worth of fun and food planned, you can relax and enjoy your holidays. Once your New Year’s Eve Party arrives, you can have fun mingling with your friends and ringing in a brand-new year – just how you want to and without being exhausted!

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Event Industry

Now is the Time to Start Planning a Holiday Event

Some events can be planned rather quickly. But, if you are looking to create a magical – and memorable – holiday event, then you will want to start planning now. There are many aspects to planning a successful event, such as:

  • Finding the perfect location
  • Selecting the best time and date
  • Preparing the guest list and sending invitations
  • Designing the venue
  • Scheduling the entertainment, dining, etc.

So, what are you waiting for? Get planning – and check out these key tips.

Outdoors is possible – even in the cold

There are many holiday celebrations that take place during the cooler months of the year, but that does not mean they all must be held indoors. By choosing a temporary building to house your event, you are opening yourself up to a great open space to design in any manner you wish.

Keep your options open for locations. Temporary event tents can be erected in your own backyard – or in any open space big enough for your needs. With the ability to choose side walls and temperature control, you can keep your guests toasty and keep the celebration out of your house!

Busy holiday event schedules

Perhaps the most difficult part of planning a holiday event is making sure it fits within everyone’s schedule. Now, keep in mind that it is absolutely going to be impossible to fit your event neatly into every guest’s calendar. However, if you are aware of other events going on among your clique or close-knit organizations, you can avoid choosing to host yours on the same day. In addition, if there are specific guests that you would like to have attend your event, talk to them in advance to discuss days. Again, this is not going to be possible to do with every single guest. Do your best to select the day and time that works for you and everything else will fall into place.

Inviting your guests

When preparing invitations for your holiday event, you will want to make sure to give ample amount of notice to your potential guests. This is due to a number of social functions that take place – if you want a good turnout, you’ve got to take up the calendar space first. However, you do not want to send them too early.

So, when should you send your invites? Approximately 4 to 6 weeks in advance. This gives plenty of time for your guests to make arrangements and to beat others who may have scheduled an event on the same day. When sending your invitation, make sure to ask for an RSVP about 2 to 3 weeks ahead of your holiday event.

Because this time of year is so busy for many people, you will want to invite more people than you’d expect to ensure a good turnout. For example, if you anticipate 20 guests unable to attend out of the 50 you send invitations to, then invite 70 people to compensate. Or – just enjoy a small gathering with your favorite people!

Create a magical venue

Temporary tent buildings offer a wide-open, blank canvas for you to decorate. The winter holidays in themselves are magical. Allow yourself to transform this space into something incredibly memorable. It can be traditional or something fun and unique. Or, if you and your friends are tired of the wintry weather, you could even transform the space into a tropical paradise and have a luau!

The options for decorating are unlimited. Use your imagination and get creative.

Don’t forget to bring the good stuff

What is the good stuff? It is everything that makes your holiday event – besides you and the guests, of course. For instance, the food, the entertainment, etc. When planning your holiday event, consider these questions:

  • Are you planning on having a sit-down dinner or a buffet style? Or, would you rather just serve bite-size snacks and appetizers?
  • What would your guests like to do at your event? Consider the guests you have invited – are they kids? Adults? Guys? Ladies? A mix of both? Are they more into sports or games? Or prefer music and dancing?
  • Have you considered having a DJ? Or perhaps hooking up your own electrical equipment (or renting some)? A silent party is no fun – you will want to have some holiday sounds at your event.

Start planning now so that you can create a space for your guests to enjoy your holiday event while taking a break from their hectic holiday schedules. Sometimes it is more about relaxing and socializing in a peaceful environment than anything else.

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Event Industry

Fun Conference Themes to Get Attendees Excited

Have you ever attended a conference or party with no theme? No matter how fun, productive, or memorable it was, it will always feel like something is missing. Themes tend to bring a whole group of strangers together. The attendees may be different and from all different walks of life, but during that one event, they are all part of a bigger picture. THAT is why conference themes are so important!

Conferences are about learning and networking. Bringing peers together with a theme can be the difference between a successful event and a failed event. So, before you put any more thought into creating your next conference, come up with some fantastic conference themes. Then, work the rest of the conference around it.

Here are a few ideas to get you started.

The backyard picnic

If you are looking to have a conference with a relaxed atmosphere and a familial feel, then why not design a backyard picnic? This is one of the simplest conference themes that doesn’t require a great amount of frill. Instead, you will want your guests to arrive in attire that allows them to enjoy playing some yard games and eating at a picnic table. Serving typical barbecue foods will be key, too, such as hamburgers and hot dogs, corn on the cob, potato salad, etc.

Complete this look by choosing a tent as your venue. Tent rentals can be customized, so you will be able to get the exact size that you need. This will allow some shade and cover for your guests but also keep the backyard picnic feel.

Lost in the jungle

Do you feel like the attendees are just roaming aimlessly and you are looking to bring them together as a unit? Let them try to find their way out of the jungle! This theme is fun and lively. Think about it – a jungle is made up of dense trees, exotic animals and a tropical atmosphere (among a few other things). Have your attendees work together to find their way out of the jungle and back to civilization! This is great for team-building while also providing a neat theme that will make it feel as if you have been transported to a different location.

Due to the need for dense vegetation, you will likely want to keep this conference outdoors, as well. Again, consider a tent rental. Too many plants indoors could leave you with quite the mess!

You are on the air

Let the attendees take over the frequency! This theme is one that can circle around all things broadcasting, whether radio or television. The point of the conference would be to let them have their voices heard, but doing so in a fun way! For example, allowing turns to be taken sitting behind a news desk and having it broadcasted throughout the event. Or, hosting a game show that is broadcasted during the event – with the attendees as the contestants.

Nautical theme

Come sail away! Transform the venue for this conference into a nautical adventure! This one, however, requires you to have your guests dress in character. No bathing suits, but a definite sea-worthy embarkation outfit! This maritime theme won’t be complete without anchors, water, and ships! Even fake ones will do! Complete the look with fish tanks and deep blue lights throughout the venue.

So, find yourself a captain, mates, and passengers. Decide what time you set sail and ask that your guests join you!

The 1950’s

This decade is known for its poodle skirts, drive-in food palaces, hip-shaking music, slicked back hair, and shiny cars. It is very easy to transform any venue into a 1950’s memory. However, if you want the ultimate 50’s look, it is going to require you to rent a tent.

Your must-haves for this conference theme are:

  • Black and white checkered floor (yes, you can still have this with a tent rental).
  • A jukebox.
  • Rent antique cars from the 1950’s and park them along the sides of the tent rental, appearing as though it is a drive-in diner.
  • Serve food, such as burgers, fries, milkshakes, etc.

To finish the look, you will absolutely need to play music from this era and request that your attendees dress appropriately matched, too.

No one wants to be known as the one who schedules a boring conference. Conference themes help to bring everyone together by letting loose and having fun. Therefore, find what will make your attendees participate and have fun – and go with it! Give them something to remember and talk about – in a good way.

 

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Event Industry

Planning a Successful Tradeshow Layout

Tradeshows are major events in many different industries – and it doesn’t matter what type of industry you are in! They provide a time, place, and format for connecting all those within an industry. In addition, they provide a chance to get together and see what advancements are taking place within the community, as well as any other happenings.

If you are looking to take a step out and be a leader within your industry, you may find yourself in need of hosting a tradeshow. Here is all you need to know about planning a successful tradeshow layout for your entire industry.

Find your tradeshow space

Tent rentals provide the perfect space for your tradeshow layout. They come in all shapes and sizes – so you are bound to find one that will work for your needs. Thanks to their open floor plan (no poles to get in the way), you have a great space to design the best layout for your event.

The vendors that reserve space put a lot of time and money into creating a booth and display for your show. They are counting on you to provide a clean, hazard-free, weather resistant venue. A tent rental has all the perks of an indoor space – including everything that your vendors need – but the freedom of locating the tradeshow where it is most convenient for everyone involved. For example, tent rentals offer flooring, sidewalls to protect from inclement weather, and climate control to keep your vendors cool or warm depending on the outdoor temperature.

Decide the spaces within your tradeshow layout

Consider spaces you will have within your tradeshow layout. For example, many tradeshows have the following:

  • Aisles of vendors
  • Mingling/lounge area
  • Stage and seating area

Behind the scenes, there are these possible areas:

  • Storage/setup area
  • Restrooms
  • Kitchen or food prep station

Once you know your areas, it is important to determine the sizing of each space. In general, tradeshow vendor spaces are expected to be 10’ x 10’. It is also common for there to be restrictions regarding things such as booth design, including walls and height, etc.

Sketch out your space – including the dimensions – and see either how big of a tent rental you are going to require or if the tent comes first, see how many spaces you can rent out to vendors based on the size of your tent. Keep in mind that there are different places in which you can design booth space within your venue.

All about the booth spaces

There are generally just four types of booth spaces available to most tradeshow vendors. They are standard, perimeter, peninsula, and island.

  • Standard booths – Those that share space with vendors in the back and on both sides. This is the most common type.
  • Perimeter booths – These are the booths that are found along the inside wall of the venue. They will have other vendors on either side, but none in the back.
  • Peninsula booths – Booths that have walkways on three of its sides (hence the name).
  • Island booths – Those booths that are standing out in the open, surrounded by walkways on all four sides. These booths tend to catch the most attention.

Standard and perimeter booths are generally smaller in size. In addition, peninsula and island booths are usually placed in a manner to draw the most attention – due to their size and their location.

Keep the people moving

You want – or need, rather – to keep people moving throughout your event. Your vendors have purchased their place within your tradeshow and, while there is no such thing as a totally equal opportunity, they do want to be seen by the attendees.

Since you cannot physically move someone’s feet to keep them wandering through your tradeshow, you can design the layout in a manner that is going to unknowingly keep them moving forward.

Key design tips for tradeshow booths

As stated above, there will likely be restrictions on tradeshow booths. After all, there are very many designs that booths can replicate and some may not fit the venue. However, once the spaces are designed and the restrictions are put in place, check out these tips for having a successful tradeshow booth.

  • Your booth needs to make a very quick statement about your product or brand. As attendees are passing by, they are going to glance in your direction – what will they see? This is where you need to catch them with an image, a bold word, or a display.
  • Standing out is a must. Whether it is through an engaging display for attendees, an audio-visual display, etc. – find something that you think will get attendees to actually stop and spend some time at your booth.
  • Offering up something free can draw a crowd. Let’s face it – everyone loves free stuff! This can range from something such as a cup of coffee or a pen to a raffled car!
  • Avoid clutter by keeping your booth space clean and neat.

Safety features

Last, but not least, safety is always a concern when you place a lot of people inside a venue. Be sure to take this seriously to ensure a smooth, successful tradeshow event. Here are some safety measures you may want to take:

  • Hire an electrician, don’t try to do it yourself. All of your vendors will likely need access to power – let the professionals handle it.
  • Cover and hide exposed wires. Because you will likely have to use extension cords to disperse power to booths, the cords can cause a hazard for those walking through aisle ways. Be sure to cover these with rugs to create a smooth walking surface for attendees.
  • Have clearly marked entrances and exits.
  • Also, have fire extinguishers handy as a precaution.
  • Prohibit the use of aerosol sprays, fireworks, candles, and other such items.

Your tradeshow is sure to be a success if you plan your tradeshow layout and take steps to enforce restrictions and keep safety a priority. The better event you design, the more booth spaces you are likely to sell. Don’t take any shortcuts!

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Event Industry

Design a Halloween Maze Under Your Tent Rental

Halloween brings scares, screams, and lots of fright. It also means it is time for pumpkins, costumes, and sugary-overloaded trick or treat adventures. If this is your favorite holiday, you should consider taking your celebration to a new level this year. How so? By constructing your own outdoor Halloween maze!

Surprise your friends and family with some outdoor fun and a maze to boot. Perhaps you have never thought of designing your own maze, or maybe you just aren’t sure where to start. Don’t let this task seem too daunting and take the fun away.

Instead, check out these ideas for creating a Halloween maze that will have your guests all twisted and turned around. Don’t wait too long – your time is running out!

To haunt or not to haunt?

This is your maze, so you get the opportunity to decide how scary – or not scary – you want it to be. Should you choose the latter, it doesn’t mean that your maze will be lame or no fun. See, Halloween can go one of two ways – spook-infested or a pumpkin harvest theme.

A haunted maze

A haunted maze is one that will likely take place at night. The mission is one of fright. You want to create a maze that will keep your guests on their toes with goosebumps that can be seen for miles. With every bend, every curve, and every dead end – your guests will not know what to expect.

Haunting can come in all types of forms. For example:

  • Blood, guts, and gore
  • Ghosts and goblins
  • Demons and exorcisms
  • Alien encounters
  • The zombie apocalypse

It is up to you what type of haunt will spook your guests the most. But, once you decide, you must go all out for the full effect!

A harvest maze

Whether you don’t like being scared, you are scheduling your maze for the daytime, or you are constructing a maze for children, a harvest maze is the perfect choice – and your reason for choosing this route doesn’t really matter.

A harvest maze will consist of things, such as:

  • Pumpkins
  • Corn
  • Scarecrows
  • Fall leaves
  • Pilgrims
  • Harmless ghosts
  • Black cats

A Halloween maze doesn’t have to be scary to be enjoyable. Just the struggle of finding their way out can be freaky enough!

The best place to construct your Halloween maze

You can choose to pop up your maze in all sorts of places – your house, your garage, your backyard, an old field, a vacant building, etc. But, there are two things you want to consider first. One – you are going to want to have your maze outdoors. Why? Who wants to find their way through an indoor maze? Two – you will need a wide-open space. This allows you to design the maze exactly how you want it – without having to work around any pre-existing walls, doors, or enclosed spaces.

You are going to be putting a lot of time and care into this project, you will want to make sure this maze offers some sort of protection for your guests – and your maze. After all, it would be an awful moment to construct an awesome maze and have one evening of harsh weather ruin the whole thing.

With all of that said, your best option is likely a tent rental. Tents are perfect for providing you with a blank canvas to create and construct your Halloween maze in a wide-open area. In addition, they offer many options, such as flooring, side walls, and even climate control!

How to construct a maze

So now that you have decided where you are going to construct your maze and what kind of maze you are going to create, it would be very helpful to know how to construct one! Here are the steps you will want to follow:

  1. Sketch your maze.

You will want to draw out a sketch of how you want your Halloween maze to be. Make sure to create dead ends and roundabout passages, too. The more trickery you put into your maze, the more tricked your guests will feel!

  1. Decide what material you will use to create your walls.

You have several options when it comes to creating the walls of your maze. A few of the best choices are large pieces of cardboard, tarps or sheets, wooden pallets, or even corn.

  1. Get to work.

You can outline the maze in rope and drape or construct your chosen wall materials around it. Make sure you allow enough room for passages ways and turning around if multiple people will be in the maze at the same time.

  1. Add the effects.

Depending if you chose haunted or harvest, you will need to add the effects once the walls are constructed. Be cognizant of where you place items – and always test the final product!

Tips to make your maze amazing

  • The bigger the maze, the more opportunity for it to be difficult. For example, you will have more room to create dead ends.
  • For a scary effect, add fog machines and strobe lights. Regardless of how frightening the maze is, these two items automatically increase the freakiness.
  • While you are packing in all the fun and fright, don’t forget about the safety issues. Be sure to keep walkways clear and always have a designated person with an open ear for those who may find themselves in distress.
  • Hook up to electricity to add lights, audio, and visual for extra effects.
  • Add people in character throughout the maze. Their purpose is two-fold: they can engage your guests in a frightening (or not) way and can keep an eye out for those who are having difficulty with your maze.

Halloween is a time for a lot of trickery and fun. Designing a maze for your friends and family can add to it. Don’t be fooled – with a little planning, creating the perfect maze can actually be a fairly simple task!  Just make sure no one gets lost!

Categories
Event Industry

How to Budget for Corporate Events

Corporate events are something that many employees look forward to year after year. They want to see how the company is going to out-do the prior year’s event and who will be included in the most-talked-about memory for the next year to come. However, for the person (or people) doing the planning of the event, it can bring a lot of stress.

The good news is that if you have a budget and you start planning way in advance of the event, the stress can just about deplete itself from your life. Ready to learn how to budget for corporate events? Here we go!

Decide how much you can spend on corporate events

Before you can do anything, you absolutely must understand what your budget is. In other words, know how much you have that you can spend to pull off memorable corporate events. To figure this out, it will involve a bit of thumbing through the books.

See what funds have been set aside for the event – and be reasonable. Don’t try to cushion your funds to allow for more spending room (especially if you truly don’t have the money). However, don’t be afraid to spend, either. Restricting your budget too much could make it difficult to put an event together at all.

Consider your focus

Close your eyes and envision your event. When it is all said and done, what is the one thing that you hope your guests remember?

  • Do you want them talking about how your Beef Wellington was the best they’ve ever had?
  • Are you hoping the speaker or entertainment leaves a lasting impression?
  • Is it your venue that you want to get the oohs, ahs, and memories from?
  • Or how about the goody bag that they take home – do you want them to boast about it to friends?

It is up to you to determine which is the most important part of the event because that is where your focus should be. In fact, the bulk of your money should be placed on making that one thing its lasting statement.

Venue costs

When choosing where to hold your corporate event, there are many potential venues that you could choose from. For example, hotel ballrooms, conference centers, restaurants, luxurious meeting space, or tented outdoor space.

It is important to keep in mind that different spaces will have different costs. Renting out a hotel ballroom could cost more than reserving a space within a restaurant. And, both could cost more than renting a tent and holding the event outdoors.

Something to keep in mind is that a tent rental can be rather affordable – and as elegant or laid back as you’d like. These temporary structures are wide open and are just waiting for your personal touch to transform them into your corporate event. Easy on the budget and designed just how you want? It is a no-brainer. And, your budget will thank you.

Food for thought

How important is the food at your event? This is a question you need to answer when budgeting for corporate events. Are you looking for a plated dinner? Or, do you prefer a buffet-style? What you choose will greatly affect your budget. Here is why:

  • Plated dinners are generally costlier. True, everyone is being served a specific amount of food – reducing the chance of some greedy employee taking over their favorite dish. However, it is important to account for the fact that these types of dinners require a wait staff, a bussing staff, and a dishwasher. When considering your budget, include these added expenses.
  • Buffet dinners, on the other hand, are more cost-effective in the sense that they do not require the wait staff. In addition, it would mean less waste, as guests would likely only serve themselves what they like. All of this would save budget money to be used in other areas.

Be specific

When working through your corporate event budget, you will need to be specific. You will need to do your research to know the cost of things – specifically. Do not estimate! Get as close to the actual cost as possible so that you do not end up with any costly surprises at the end!

Make sure to include all costs that you may encounter:

  • Party rental costs – Including the tent, tables, chairs, stage, podium, etc.
  • Décor costs – Include the centerpieces, wall displays, special lighting, or any other decorating tidbit you decide to add to your event.
  • Speaker/entertainment fees – Typically, the earlier you book these guests, the less money you will spend. If you procrastinate and put it off, then you will likely find yourself paying a pretty penny just to get someone to talk!
  • Catering costs – This is an important one to pay attention to. Note that if your guest list increases, this cost will increase, also.
  • Setup & breakdown crew – If you are hiring someone to set up your event and clean up afterward, then don’t forget to include it in your budget.

Simply put, the more specific you are when planning your budget, the easier the corporate events will flow.

Don’t let guests leave empty-handed

Right or wrong, guests usually arrive at an event expecting to receive something. This is especially true when it is a corporate event hosted for its employees! Keep this in mind when preparing your budget, as many keepsake items can be costly. If this is something you want to dump a chunk of your money into, then great. Otherwise, you may want to consider a more budget-friendly approach, such as baked goods (or any edible goodie), travel-size bottles of liquor with a personalized label, or any small gift that coincides with what the corporation does or stands for.

It is important to do your budget before you start planning. After all, if the money isn’t there, then you cannot follow through with your plan. Decide what you want to do, how you can afford to do it, and always, always – follow your budget!

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