Category: Event Industry

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Event Industry

10 Steps to Plan the Spookiest Halloween Party

BOO! Are you easily scared? If not, then it is time to plan the spookiest Halloween party ever. We’ve got all the details you need to get started – all you need to do is gather the easily spooked mortal souls!

Choose your theme

You don’t necessarily have to choose a theme for your Halloween party, but doing so can give some uniformity and fluidity to your decorations, costumes, and entertainment. A few of the creepiest theme ideas for 2017 are:

  • Mystery party – This could be your own version of a Clue-type party or a whodunit adventure among your guests.
  • Horror movie – Choose a horror movie and transform your space into the movie set! For example: It, Saw, Annabelle, Child’s Play,
  • Vampires – This is a great theme if you can get your guests to participate in it. Having a tent full of vampires all sipping a deep red adult beverage will be sure to spook any passerby.
  • Creepy crawlers – While many people fear monsters, there are much more scared of bugs. In fact, they can make your skin crawl. Decorate with spider webs, moving creatures, and lots of creepy crawlers. (Even add them to your ice cubes and food!)

Invite those who will participate

Not everyone is into Halloween. Those who aren’t, may not consider attending or, if they do, may not be good sports. What kind of fun would that be? Make your invitee list and check it twice for those you know will add to your party and help make it Spooktacular!

Take it outdoors

Which is scarier: being behind locked doors inside or being exposed outdoors in the dark? Exactly! Outside at night is much scarier. Therefore, you need to have an outdoor Halloween party. You never know what the weather may do and you are going to be putting a lot of time and effort into your spooky decorations, so make sure to rent a tent.

Tents come in all shapes and sizes and can keep you and your guests protected from the outdoor elements while also letting you enjoy the  crisp weather that this time of year brings.

Set the stage with lighting and fog

Bright lights at a Halloween party? No way! You will need soft lighting – perhaps lanterns, candles (the flameless type), or even soft colored lighting. Combine the lighting with a fog machine. You don’t need a lot of fog – just enough to set the stage for a scary night.

Play Creepy sounds

Place small speakers throughout your tent and the surrounding outdoor area. Use them to play creepy sounds that will make the hair on your guests’ necks stand up. Make sure the sounds are low enough to sound real and get your guests asking, “Did you hear that?!”

Make scary food

There are many creative ways to involve food in your decorations. Check out these freaky bites:

Build a haunted house

Tent rentals come with a wide-open space that allows you to decorate in any manner you wish. If you have the open space, why not build a haunted house? You can build it out of black garbage bags and rope or make your guests crawl through cardboard boxes. Make it twist and turn and make sure there are plenty of scares along the way. You may even hire friends to get into character for your party guests – to add some additional scare through their haunted house journey.

Homemade haunted houses don’t have to be big and they don’t have to be over-filled. After all, most people get spooked just waiting for the next scary thing to happen. They walk through on pins and needles, never knowing when it will.

Use your monster imagination and create a little fun adventure for your guests that will keep them entertained – and screaming out loud!

Plan unexpected guests

As the party is carrying on, plan to have a surprise guest or two. These costumed characters will fit your theme and show up in character to scare the living daylights out of your guests. For example, if you are having a murder mystery party, maybe have what appears like the murderer show up unexpectedly – when everyone wouldn’t think anyone else would be arriving. This character would walk in and draw attention to himself (or herself).

Or, you could have a group of clowns or a group of vampires. Whatever you choose, remember they are there for an entertainment purpose.

Include ghostly entertainment

Speaking of entertainment, you are going to need some. Halloween parties are not really the time for playing Twister or Monopoly, but setting up some form of entertainment could give your guests something to chat about as they mingle with one another.

Give out party favors

No matter what type of party you have, guests like to go home with something. This holds true for Halloween parties, too. So, make sure you are prepared with party favors. To give you some ideas, check these out:

  • Fill small bottles with little candies and name them things, such as arsenic, wart grow, vampire blood vitamins, rat tails, etc.
  • Have a table of small pumpkins and all sorts of decorating tools. Let your guests decorate his or her own pumpkin – and then take it home.
  • Candy-filled balloon pumpkins.

Halloween parties can be as scary as you want them to be. By following these 10 steps, you will be able to plan the spookiest Halloween party that will keep your friends talking year after year.

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Event Industry

Design the Perfect Layout for your Tented Event

Designing a layout for your tented event is going to be as unique as the event itself. Just as you have a vision in your mind for your invitations, decorations, and entertainment, you will also need to have a design for your layout.

The perfect layout of a tented event is usually comprised of fitting everyone into the event space comfortably, having an easy flow throughout the space, and keeping your guests’ eyes where you want them.

Make sure you have the right size space

You can have the most perfect layout in the world, but if your space is not the right size, then your layout really doesn’t matter. Consider this: You rent a tent that turns out to be too small for your event. Your guests are crowded, the layout is misplaced due to an overflow of guests. Everyone is moving in awkward, harsh movements because there is not enough room for the design to flow as you had planned.

On the flip side, if you rent a tent that is much too large, your layout will just look too sparse for the event. In other words, there will be too much open space and not enough “stuff” or people to fill it. If you are trying to impress others with your turnout (as with a corporate event) you will look like you failed.

First, know how many guests are attending. Second, create a drawing of the layout you intend to use the day of the tented event. Lastly, talk it over with a professional to confirm that the tent you rented is the exact tent size to meet your needs.

Your layout will vary with each tented event

Layouts are going to vary based on the event you are holding. For example, a trade show is going to be setup much differently than a wedding would. A kid’s birthday party will differ a great deal from an equestrian show layout.

When deciding how you are going to design your layout, do not try to mimic those of other events. Do your research and dig into your creative side. Design a space that is unique to your event – not what someone else did.

Decide what is most important

Almost every event is going to have a focal point. There is going to be something that you want to stand out to your guests as they arrive. A corporate event may want the company logo or statistics to be front and center as guests enter the space. A couple getting married may want their cake or their place of vows to stand out above all else. A sporting event may want the trophy table to be in the spotlight.

Once you decide what is important for your particular event, then it is time to work the layout around it. What you want your guests to see upon their entrance, you will want it within sight-range from the door – so you know where to position it. When it is in place, then you can begin working on the rest of your layout.

Break your tented event into sections

Your tent will not have any walls and, most likely, will not have any poles or other barriers throughout. In fact, this is one of the reasons that make tent rentals the perfect space for holding events – its wide-open space just waiting for you to work your design magic.

Again, the sections will vary for each event, but, to give you an idea, some of the most common are:

  • Dining area: If you are serving food, this area will be the area where your guests will enjoy their meal. You will need to choose whether you want round tables, long rectangular tables, cocktail tables, etc.
  • Food services/prep area: Will you have food prepared onsite? Will it be catered? Will you serve food buffet style? However you plan to handle the food at your event, you are going to need a section for it.
  • Entertainment area: The entertainment could be a speaker, a performer, or maybe just a video screen. Maybe you are not having any entertainment at all! Ff you are – make sure to add it into your plan. This area can also include a dance floor and/or stage.
  • Storage area: If you need an area for last minute essentials or just-in-case items, then you will want to make sure you have a place to stash them – out of sight. After all, you cannot have a beautiful event and then see a pile of miscellaneous items falling over in the corner.

Walkways

Walkways can make or break an event. This is especially important when it comes to trade shows, art shows, etc. They keep the flow of guests moving forward throughout your event, just in the way you want them to go.

Here are a few tips:

  • When dealing with vendor booths, it is important to not put too many popular items next to one another, as this blocks up traffic and affects the flow. Put the most anticipated booth deep within the venue. This means your guests will have to follow your walkways throughout the entire event to reach what they came to see.
  • Keep walkways completely clear so that all guests are able to maneuver freely, without obstruction.
  • Create easy access from all areas of the temporary structure.

Walkways are your tools for keeping the movement and flow throughout your entire event. Use them!

Electrical wiring and lighting

If you intend to host an event with a lot of people and you require electricity, you will want to hire a professional to wire your event. Lighting is important for safety reasons, as well. It helps guests see where they are going and can even be used to draw attention to specific key spaces throughout the room. For both of these, you will need a layout to be presented so the wires and outlets are exactly where you’ll need them.

Your perfect layout is just a thought away. Combine these pointers with your imagination and watch your perfect design unfold.

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Event Industry

Keep These Trends in Mind for Fall Events

Fall is the time of year when the leaves start to change into beautiful golden hues and the weather gets a slight crispiness about it. It is time for last get-togethers and outdoor Fall events before the wintry weather forces everyone indoors for warmth.

Take advantage of this beautiful weather and outdoor scenery by renting a tent and throwing a few Fall events. However, don’t forget to include some of these trends in your planning!

New décor

Fall events are the perfect time to find cozy, warm décor. Your fall décor does not have to consist of pumpkins and gourds in the traditional sense. These items can be made to fit your décor, whatever you choose it to be. Trending now? Painting these items. Pumpkins and gourds signify fall – but that doesn’t mean you have used their true color in your events decorating scheme. Instead, paint these items to match whatever color you choose! And, if you are a bit more creative, you can always paint them with sayings or pictures to fit your theme.

Another new Fall events décor trend is metals. They are in this season and mixing them is now ok to do! Table centerpieces, lighting fixtures, and wall hangings are just some of the party decorations that can be made from metal to make a statement. It is interesting to note that brass and copper seem to be the most popular!

No more plastic furniture

When you think of outdoor seating, you likely either think of wood or plastic material. However, those days are moving behind us. The trend this fall is to rent real furniture for your outdoor party. Yes – indoor furniture for the outside! These include pieces such as ottomans, loveseats, decorative chairs, and of course, big throw pillows.

There is no longer a need for your guests to sit on that old hard furniture. With this latest trend, you and your guests will get to socialize in total comfort on this soft furniture.

Alcohol-infused treats

Distilleries, breweries, and wineries have jumped on a bandwagon to make alcohol taste like some of your favorite things. For example, peanut butter and jelly flavored beer, Fruit Loop flavored vodka, cake batter vodka, pumpkin and maple syrup flavored beer, and so many others. The new trend, however, is to combine these flavors with things that you already love!

  • Soak apple slices in caramel vodka. This is a perfect treat for the fall!
  • Alcohol infused cupcakes which takes flavored alcohol and combines it with already delicious cupcakes!
  • Wine popsicles! Need we say more? These will cool you down while warming you up!
  • Ice cream + alcohol = intoxicated bliss. These new ice cream flavors by Haagen Dazs are all the rave. They’ve got Rum Vanilla Caramel Blondie, Irish Cream Coffee and Biscotti, Whiskey Chocolate Truffle, and a few others.

Rather than just pouring drinks, these sweet treats will allow you and your party guests to indulge in some goodness – and get a little toasty at the same time.

Things to do: painting & cooking

Society goes through phases when it comes to things to do for entertainment. While some things come to stick, others — not so much. Recently, including this fall, the trend is to learn something. Yes, people are eager to socialize with their friends while learning something new – such as a hobby. When planning your Fall events, introduce your friends and party guests to painting and cooking.

Group paintings are big. All your guests will start out with the same blank canvas and the same colors of paint. An art instructor will guide everyone, step by step, to create a beautiful piece of art. Even those who claim they cannot paint or have no artistic bone in their body will look like a well-versed artist by the time the lesson is over.

Cooking classes are another popular event trend. With the trend of individuals moving away from eating out and looking for more healthy ways to live, cooking classes provide a form of entertainment and socializing for your guests. They work under the direction of a chef and, when all is said and done, they have prepared a delicious meal. Your guests will be able to enjoy the healthy meal they cooked and take with them the knowledge they learned.

Food Halls

Have you heard of them? They are the latest up-and-coming way to dine. These pop-up food halls offer a variety of different dining options under one temporary roof. This growing trend is finding its way all around the U.S.

Food trucks, scratch kitchens, and others who have great skill and an awesome product to offer may not necessarily have the means to house a restaurant in a permanent location. So, coming together with others, they can form these food halls – creating the perfect atmosphere for vendors and hungry guests, alike!

Combine the trends with a tent

These trends are perfect for a moment of enjoying the outdoor Fall weather and last hurrah before winter. However, because weather can be so unpredictable in the Fall, you are going to want to have some protection. Rent a tent and your event will surely be a hit.

These tents can be customized to meet your needs:

  • They come in many different shapes and sizes.
  • You have the choice to side walls and flooring.
  • In case it gets too cold or too hot for you this Fall, you have the option for climate control, which will keep your tent at the perfect temperature.
  • Finally, tent rentals provide the perfect place to learn painting, cooking, or even for some socializing over some tasty grub.

Times are always changing – and this Fall season is no exception. The idea is to get outside while you can. Make sure you keep these Fall events trends in mind! Grab a tent rental, make some tasty apples with caramel vodka, paint a picture with your friends, and enjoy the outside air!

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Event Industry

6 Events to Have in an Outdoor Tent

Why would you want your guests to look at four unchanging walls during an entire event? That is what you get when you hold an event indoors. However, by choosing to have your event in an outdoor tent, you can provide your guests with any view that you wish!

In fact, there are so many perks to choosing to an outdoor event with a tent rental. Just to name a few:

  • Outdoor tents are full of room – with no poles or other structural beams in the way. That means they provide you with a wide-open space, just as an indoor room would.
  • You get to choose your location. You need an outdoor space that is big enough for whatever your event may be. And, wherever you feel is the perfect location, you can go for it! For example, if you want the beach and a sunset as your view, then have it. If you want a field of wild flowers or a mountainous landscape, it can be yours. Forget the old hotel ballroom wall paper – and let guests be surrounded by nature.
  • Tents allow you to let in as much light as you prefer since you can have windows located on the sidewalls of your tent. In fact, you can choose a tent with no windows, a tent that is completely transparent, and everything in between!

Weddings

Everyone wants to remember his or her wedding. That is why the photographer always seems to be everywhere you look. A normal conference room or hotel ball room can lead to some monotonous pictures. However, if you choose your location wisely, nature can appear in every picture.

In addition, for your reception, you will likely be looking for open space. There will be a need for tables and dining – and a place to boogie down late into the night. An outdoor tent can provide all of that and so much more. In fact, holding your big day in a tent provides you with a blank canvas to create the masterpiece you have always dreamed about.

Corporate Gatherings

Corporate events and ceremonies can usually draw a crowd. Families are usually in attendance, in addition to the employees, and having the appropriate amount of space is a necessity. Tents offer great flexibility. The sidewalls can rise in the case of a higher than expected occupancy. Guests are free to roam in and out with ease.

The size of these tents is completely customizable, based on your needs. That means clearspan tents can offer an open space for big corporate shindigs or can provide just the right space for an intimate gathering.

Live shows

Musicians, local bands, magicians, comedians, motivational speakers – these live shows work better with a stage. In addition, a wide seating area for the audience is usually much appreciated, as well. This is a definite possibility with a clearspan tent. You can obtain flooring and a stage, which will clearly separate the tent rental into sections. Thanks to there being no pole or other structural items obstructing the view, the audience at this event will be grateful.

The protection of electrical equipment is also a concern. Live shows can take a lot of planning, preparation, and financial investment – so don’t leave it to chance. One afternoon of harsh weather and no outdoor tent could create a chaotic scene and a canceled show.

Festivals

Festivals use tents for many reasons.

  • They can serve as housing for those wishing to sell their homemade or crafted items.
  • They can provide protection for crowds at various shows within the festival.
  • Tents can give housing to animals or even be the structure that holds a petting zoo for kids.
  • Food tents are also common at festivals. They provide shelter for the food and, if large enough, usually have seating for guests.
  • Very importantly, tents can provide a space for festival-goers to rest and take in some shade, especially if the festival is taking place during peak heat times.

There is no end to how handy an outdoor tent can be at a festival.

Garden party

Gardens require a lot of arduous work. If you have a green thumb and spend your free time maintaining a beautiful backyard oasis, you are surely going to want to show it off by having a garden party. However, spending all the time on your garden and preparing for your garden party, it would really be a bummer if the weather put a damper on the event.

Hence why you will need to rent a tent. Not just any tent. A clearspan tent will work best, as it provides you and your guests shelter from any threatening weather. In addition, it means that the bad weather won’t ruin your party. How so? By renting a transparent outdoor tent.

For this event, an outdoor tent works like magic. Your guests will be surrounded by the beauty you have created in your garden and, at the same time, will still be protected from the elements.

Sporting events

Sporting events that take place outside usually call for some sort of cover for either the athletes, spectators, or both. ClearSpan tents work wonderfully for outdoor sporting events:

  • The tents provide shelter from outdoor elements and inclement weather that could otherwise delay or cancel the sporting event.
  • Because they have no structural beams or poles throughout the body of the tent, there is nothing obstructing an athlete or spectators view. In addition, the lack of these poles reduces any potential safety concerns.
  • Spectators don’t want to miss a second of their favorite sporting event. The clear sidewalls of these tents can assure that nothing will be blocked from view.
  • With sporting events that are time-consuming, guests (and athletes, too) may need a space to relax and seek shelter from the sun. Heat exhaustion is real – and can be life threatening.
  • Tents can also be used as medic stations – providing a protected space to care for injured athletes.

For your next event, impress your guests with a clear span outdoor tent!

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Event Industry

What Goes into Having a Backyard Wedding

A backyard wedding can offer you the freedom to tie the knot when, and how you want to. There are no restrictions on what day you can choose and decorating depends on your own desires – not what you can and can’t do per the rules of a rented venue.

While there is a great amount of independence that comes with having a backyard wedding, there is, unfortunately, a lot of work, too. Generally, if you rent a hall or other venue, there is a crew that makes sure the place is in tip top shape for your big day. In your backyard, however, that crew is… you!

Creating the perfect venue in your own backyard

You will want to get a head start in creating the perfect backyard wedding. For example, your lawn and landscaping will likely turn out to be the backdrop for many of your photos – both posed and candid. It could take time to make your landscaping look just how you want it to so you will want to make sure you schedule this far in advance of your big day. Then, just before the day, have your lawn touched up so it is a statement of perfection.

For the wedding, you may want to consider renting a tent. Tent rental companies often offer a wide variety of tent rentals, which is helpful, considering backyards come in all designs and sizes. You can get the size, type, and shape you want in addition to keeping outdoor elements at bay by offering shade and a dry space should Mother Nature design to rain on your parade. Tent rentals can come equipped with climate control. If you live in an area that is prone to hot, cold, or other rough weather, you should consider this option. Depending on the need, it can keep your guests cool or warm – just like a more permanent, indoor venue would.

Don’t forget the stage and dance floor for your backyard wedding! Just because you choose to go outdoors doesn’t mean you should give up these fun perks.

Backyard wedding and reception in one

Some backyards may be a substantial size, but your average backyard is not big enough to hold two separate sections – one for the wedding and one for the reception. Because of this, you may need to prepare to have both in the same location.

It is not unheard of – there are many couples who choose to do this. So, here are some options to have a successful combo wedding and reception:

  • Choose to hold the ceremony outside of the tent and the reception in the tent.
  • Design the reception area to provide viewing for the ceremony.
  • If you have a crew of fast moving individuals, you may set up for the ceremony under the tent. Then, while the crew is setting up the reception area, send the guests outside the tent for a cocktail moment until the venue is transformed.

From relaxed to extravagant

When you a backyard wedding, you open yourself up to the opportunity to make it as laid back or as extravagant as you would like. Why? Because it is your wedding in your own space. The world of wedding themes is all open for you.

What tickles your fancy?

  • A barefoot wedding? Since heels and grass don’t mesh well, why not let your hair down and have a wedding sans shoes? In fact, a barefoot, blue jean wedding is about as laid back as you can go. Have a BBQ, light the tiki torches, and tie the knot.
  • A fairytale, enchanted forest wedding? You can make the event magical by incorporating all the surrounding nature. Decorate with flowers and greenery and choose string lights to twinkle above as you dance the night away.
  • If you prefer the finer things in life, a black-tie affair can be your extravagant wedding. Formal attire, large centerpiece chandelier, very delicate touches throughout.

Your wedding theme will depend on your likes and dislikes. Choosing to hold it in your own backyard means you have great freedom and flexibility with your theme and decorations.

Have lighting and electricity

Even if you intend to have a daytime wedding, you will still want to ensure that you have lighting and power to your tent rental. You may intend to shut down early, but when the party gets going it may keep going after sundown. You could be in a world of trouble if you aren’t prepared.

Lighting comes in the form of string lights, candles (preferable flameless), lanterns, chandeliers, etc. It is best to match it to your theme – even if you don’t intend to use it.

As for electricity, you will need it for anything electrical you intend to use. This could include lighting, climate control, music and entertainment, etc. Make sure it is hooked up properly and all cords are placed in a safe manner, to avoid any falls or mishaps.

Tips to consider

It is a lot of work to prepare for a wedding in your own backyard. Here are a few tips that can make it go a bit smoother:

  • Always rent bathrooms. You may think that having a couple bathrooms in your house will suffice, but it is better to be safe than sorry!
  • Have a parking plan. If you only have a driveway, but intend to have 50+ guests, where do you intend to have people park? This requires some solid planning – and maybe a valet service.
  • Another clever idea is to speak to your neighbors – if they know it is your special day, they may be a bit more lenient on the traffic and noise level.
  • Make sure you abide by all noise ordinances and local permit requirements, if necessary.

Sometimes guests get so excited for your big day that they may forget the little necessities that will make them comfortable. Surprise your guests by being prepared with things they may need, such as:

  • Sunglasses
  • Sunblock
  • Umbrellas
  • Flip flops (for those tired dancing feet!)
  • Insect repellant

Tying the knot in your own backyard can be more personal than having it anywhere else. If you are prepared, the hard work to pull this off won’t be so, well, hard!

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Event Industry

How to Plan Successful Networking Events

It sounds rather simple to host networking events. After all, isn’t it just providing a place for some like-minded individuals to appear and chat it up? In a sense, it is. However, networking events are so much more. To make sure a networking event is successful, it requires a lot of behind-the-scenes work and preparation.

Some things you may want to consider first are:

  • Why have you decided to have the event and what do you hope to accomplish with it?
  • Where do you plan to hold the event?
  • How many people will you invite – and who?
  • Are you ready to make sure people attend and participate?

These are just the basic questions to get you started on hosting a successful networking event.

Find the perfect venue

Location for any event is important. However, for a networking event, it is even more so. Why? Because these are professionals and they tend to have a calendar full of events, meetings, and appointments that they need to attend. Making your networking easily accessible and convenient can entice more of these busy-bodies to show up!

Understanding your target population and where you will find them can assist you in determining the location. Find a location that is:

  • Near a hub within the industry,
  • Easily accessible from main roadways, or
  • Within the business/commerce area of your city.

Once you find the perfect area, you will want to find an open space for a tent rental. Why a tent rental instead of a banquet hall? First, people have been using banquet halls for years. They are boring, outdated, and overused. Second, tents are customizable – which means you can make it a perfect fit – literally – for your event. Finally, tents can provide all the perks of an indoor space. They are climate controlled with flooring, sidewalls, windows, etc.

Designing the layout for networking events

Once you have your space and your tent (which you have customized to meet the needs based on the sizing your event will require), you will need to decide how to set up the layout. Take time in designing because this will determine the flow of your event.

Sometimes, attending networking events can be overwhelming. Think about it — you have a lot of people and a lot of companies, all with booths that they are trying to make eye-catching. Unless you are planning on passing out maps, you will want to make sure there is some method to all the madness.

Clearly mark each area. For instance, if you have designed areas for each section of an industry, make sure to mark this overhead so it may be easily viewed. After all, many people specialize in a specific area and will be looking to network there.

Advertise your event properly

How do you intend to make your event known – and entice people to attend? You will need to advertise – and do so properly. In addition, to have a successful networking event, you will want to make sure you are reaching the correct people. Having a high turnout at your event is great, but if they aren’t the people you are seeking, then the networking event itself will not be as successful.

Encourage mingling

No matter how much you think it will work, sometimes your attendees just don’t want to mingle – which leads to a stagnant event. Don’t let this happen! Instead, keep your guests up and moving, and hiring a few individuals, if needed, to make this happen.

Playing a few simple games can encourage guests to interact with each other, as well as keep them on their feet. For example, About Me games, humorous scavenger hunts, and the like. In addition, having knowledgeable individuals who can meet and connect others is an immense help. In addition, if they see someone not talking to anyone, they can assist that person in making new connections.

Keep your event fun, light-hearted, and mingle-friendly.

Important Do’s and Don’ts

There are many things that you should and shouldn’t do to ensure the success of any networking event. Here are a few important do’s and don’ts to help you get ahead:

DO keep seating to a minimum. Sure, you need some seats for guests to take a load off, but too much seating or even offering a lounging area will lead to a halt in the networking. If they must stand, they are likely to keep moving and keep mingling.

DON’T spend too much time on speeches, presentations, entertainment, etc. This keeps people from focusing on one another. (Keep in mind that this is a networking event, not a show.)

DO make things easy. Check-in, raffles, etc. need to be easy and smooth – otherwise, guests will be deterred.

DO allow the biggest time of the event to be for mingling.

DON’T provide a big meal. A large, heavy meal will tire out your guests and lead to a more sedentary event.

DO provide cocktails, appetizers, and other small bites for your guests. When thirst or hunger strikes an attendee, you want to make sure you can quench it.

DO have specific people who are hired to encourage the flow and movement of the event. These individuals will help answer any questions and direct attendees when needed.

DO provide a detailed list of the event’s offerings and activities. This will come in handy and be appreciated by the attendees, as they will be able to make the most out of the event.

 

A networking event can be a fantastic opportunity to meet others within your industry and link together. They are a chance to grow, learn, and share. However, attending an event and hosting one are two different things.

Planning, designing, and encouraging will lead your event down the right path. Present every opportunity possible to allow for meaningful networking and you will be surprised at how great the outcome will be.

Remember this: Once you have hosted a successful networking event, the attendees are going to be looking for your next event. Don’t let them down!

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Event Industry

Creating a Spectacular Casino Night in a Tent Rental

There is a certain thrill associated with a casino. Maybe it is the gamble that you take when you play your hand at a Blackjack table. Maybe it is the excitement of watching the face of a slot machine as you pull the handle. Or, maybe it is the thrill you feel as you release the dice from your hand in a game of Craps. Whatever it is, millions of people flock to casinos around the world to experience the excitement.

Instead of traveling with your friends to a casino, why not bring the casino to your friends? With a little planning, you can create a spectacular casino night in a tent rental.

Why you will need to rent a tent

A tent rental is a perfect space for your casino night and there are many reasons why.

  • First, tents offer wide open spaces, allowing you to have the space needed to meet all aspects of your casino’s layout.
  • Second, you will not have to worry about having enough room as tent rentals can be as big or as small as you need them to be and your space allows. They are completely customizable.
  • Things such as rowdy guests, spilled food or drink, smoking, etc., won’t necessarily have to be an issue in this temporary venue.
  • Sidewalls are available to enclose the space.
  • In addition, these tents also can include flooring if you wish, as well as climate control. This will make your guests feel cool and comfortable, just as if they were inside a permanent structure.
  • Tent rentals can sport all the indoor perks – including electricity!

You will not have to sacrifice anything for your casino night if you choose to rent a tent.

Decorations to transform the tent space

When your guests walk into your party, you want to make their jaws drop and their eyes fling wide open! With decorations, you can transform your tent space and make your guests feel as though they just walked into a casino off the Vegas strip.

You will want to think about how real casinos are decorated. If you have been to one, then you know they use bright, busy carpeting (which is a trick to keep your eyes off the floor), lots of colors, sounds, etc.

Here are some decorating tips:

  • Rent (or purchase) brightly colored carpet
  • You can choose to either rent casino tables or create your own. If you prefer the latter, then decorate your own tables (or rented ones) by adding green and red felt covers.
  • Design the layout of your casino to include a section for table games, slots (if you have them), a lounge/entertainment area, and a food/beverage area.
  • Make your decorations bright and bold and circled around the casino theme. Red, black, and gold are perfect colors.

Games galore!

Any casino night will consist of games or you can’t call it a casino night! You can make up your own games, use the real games you see in casinos (these can often be rented), or create your own version of the real thing. It all depends on how fancy you want your casino night.

Some of the most popular casino games are:

You can check with party supply stores for the table décor needed for the table games or to see if you can rent the equipment. It is an absolute necessity to have dice, chips, and cards on hand.

Casino-worthy food and drink

Every time someone talks about eating while visiting Vegas, you hear them talk about the grand buffets. Since your guests will likely be spending time playing games, having a fancy sit down dinner may not be the best idea. Instead, throw together a buffet that will allow your guests to relax their growling tummies without having to take a break from games.

You will want to have easy to eat munchies (that can be put on small plates and eaten between or during games), such as:

Remember, people will be playing and eating and, let’s be honest — you do not want the food (or its grease) to go from your guests’ hands to the games.

As for drinks, make sure you have a wide array of choices – and the cocktail napkins to go with it!

Entertainment is a must

Sure, everyone is going to be playing games and chowing down, but that doesn’t mean you don’t need entertainment. In fact, even just having a DJ throughout the night will work. If this is too much and you are good with electronics, you can create your own playlist and indulge your guests in songs such as: Kenny Roger’s The Gambler, Katy Perry’s Waking Up in Vegas, or Lady Gaga’s Poker Face.

If you want to take your entertainment to the next level, why not hire an Elvis impersonator? After all, they are a staple in every casino. Another idea would be Vegas Showgirls. Decide what will work best for you and be appreciated by your guests and then go with it!

Tips for your casino night

Last, but not least, there are a few perfecting touches that can take your casino night from ordinary to extraordinary. Check these out:

  • To make your casino night seem legit, consider hiring cocktail waitresses to serve your guests as they play.
  • Print up fake personalized dollars and use tokens for your guests to gamble with.
  • Place a big bouncer by the door to check I.D.’s as the guests arrive.
  • Dedicate an area for the “High Rollers” to play.

The key is to not leave any detail untouched. From the moment they enter your tent, until the moment they leave, let your guests be carried away to a spectacular casino.

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Event Industry

Host the Ultimate Brewfest Event this Summer

There is nothing quite like an ice-cold beer on a sweltering summer day. It goes down smooth and easy – and then you grab another! This is likely the reason so many brewfests are held during this time of the year. Brewfests

Whether it is the fruity brews, the spicy brews, or the ones that put hair on your chest – there will be a brew for everyone at brewfest.

What is a Brewfest?

Technically, brewfest stems from Germany’s Bavarian Oktoberfest, which is a celebration including traditional outfits, parades, and, you guessed it – beer! However, in the United States, brewfests are a chance for smaller breweries and artisans of craft beers to sell their product.

Usually held during the summer months, attendees purchase a ticket that allows them to have a few ounces of each beer – like the try before buying method. Some brewfests give a souvenir cup that is taken to each vendor and re-filled time and time again. These festivals will always promote having a designated driver (DD) because, face it, if you have a lot of vendors – there is a lot of beer to drink!

You are going to need outdoor tents

There are many reasons why you are going to need outdoor tents for your brewfest. First, whether rain or shine, the show will go on. Second, summertime is hot. Ingesting a lot of beer, as cool as it is going down, can make one even hotter. Tents offer shade and a break from the heat. Third, an outdoor tent provides safety for any equipment, money exchanges, electrical devices, etc. that would otherwise be exposed to elements.

The biggest reason you will want a tent for your brewfest – tent rentals are completely customizable.

  • On the hottest of days, you can use a outdoor tent with temperature control. That means your tent rental can act as an indoor venue with some cool air blowing throughout.
  • Sidewalls can keep heavy winds or blowing wet weather out.
  • You can customize the size, shape, and colors of your tent. You can make it unique to a brand and you can make sure it fits within a specified space, allowing you to maximize the space of the entire venue.

A temporary tent rental will make both you and the patrons happy, while also ensuring the safety of everything it holds!

A Brewfest is more than just beer

Brewfest is a festival of beer. Yet, it is so much more than that! There are vendors there that have crafted their own beer – say, in the flavor of peanut butter and jelly. Well known beer vendors will also likely be present. Creators of various new liquors, such as infused vodkas, whiskeys, or bourbon also like to take advantage of this festival to show off their product.

Where you have beer and alcohol, you will also have food! After all, nothing soaks up a case of tipsiness better than food from a greasy food truck, right? Once you have drunk and tasted your way through the brewfest, you will come to those vendors who sell products that will be of interest to this crowd (think beer can wind chimes, handmade wine cork coasters, etc.).

Brewfest always has entertainment which usually consists of local bands trying to keep the crowds’ attention. However, some larger festivals are likely to have a well-known headliner from days gone by. Last, but certainly not least, is the family fun area – because, sometimes you just must bring the kiddos! This is area is packed with games and activities to keep the kids busy while mom and dad sip away.

How to design your Brewfest event

Now that we have discussed how brewfest is more than just brew, you have an idea of the areas you will need to account for to design the layout for your festival. Here are a few tips to help you succeed with this task:

  • You will need to make sure you keep the number of vendors to a maximum, based on the allotted space. Overbooking could lead to disastrous results.
  • While attendees are there to sample and try new things, you will still want to keep similar beers and beverages in the same general area. For instance, you don’t want your guests having a sample of a new stout and then moving on to the next two tents for a shot of bourbon and then a shot of whiskey. (Remember the saying… beer before liquor….)
  • Keep wide paths throughout the entire venue to keep the guests moving forward while also allowing room for those who stop to mingle. This space needs to be large enough to account for lines at each outdoor tent, too.
  • Everyone knows that when you drink, you will need to use a bathroom. Because of this, you will not want to put the beer tents on one side of the venue and the restrooms on the other. Having smaller sets of restrooms set up sporadically throughout the area will be more beneficial. The same holds true for the food trucks – spread them out!
  • The family fun area for kids should also be furthest from the beer tasting tents. While it can be a well-structure and responsible event, there is always that one guy who may make a scene. If you must bring your kids, it is best to have them away from him.

There is no set standard for creating a brewfest. However, some thoughtful planning can set it off without a hitch!

You know you have created a successful Brewfest when…

You know you have had a successful brewfest when you drive by the venue the next day and you still see cars parked in the parking lot. This means that there was a lot of sipping and tasting and the attendees were still smart enough to take a safe – and sober – way home.

Start collecting vendors with the hottest new product (make sure you reach out to the little guy, too), get your customized tent rentals lined up, and get ready to kick off your summer brewfest!

 

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Event Industry

Cooling Tents at Summer Sporting Events

Everyone enjoys going to summer sporting events! The sun provides us many benefits, but continuous unprotected exposure to the sun when it is at its hottest can cause you some serious issues. Mix elevated temperatures with high humidity and it can make that heat index skyrocket. In fact, it can make 95 degrees feel like 105 degrees!

Despite these sizzling summer temps, the show must go on! Thankfully there are innovative ways to keep athletes – and spectators – cool at summer sports events!

Summer sporting events

Although it can get hot, summer is the perfect season to hold certain sporting events in many regions. In fact, many of these sports are such a staple that they can draw a huge crowd. It’s a chance to get outdoors, soak up the sun, raise money selling grilled goodies, and start getting lively as the sun starts to set.

So what summer sporting events are we referring to?

  • Mountain biking – downhill biking or trails.
  • Cycling, such as the Tour de France (and smaller versions around the world).
  • Volleyball and beach volleyball.
  • Track and field events.
  • Car racing.
  • Golf.

Everyday danger of excessive outdoor heat

When the temperature rises, it is time to take some extra precautions if spending a great length of time outdoors. Extended unprotected exposure to the outdoor heat can have deadly consequences. Here are indications that you may need to take a break from the sun and how to protect yourself:

Symptoms:

  • Increased irritability.
  • Unable to focus or loss of concentration.
  • Excessive sweating.
  • Dizziness or visual disturbances.
  • Intense thirst.
  • Vomiting or diarrhea.
  • Tingling in the hands and feet.
  • Swelling of the feet, ankles, or legs.
  • Muscle cramps.

Protect yourself by:

  • Drinking lots of water.
  • Wearing light clothing.
  • Apply cool packs to the face and neck.
  • Find yourself a shaded area and stay there.
  • Seek help immediately if you start to experience any of the above symptoms.

What extreme heat means for athletes

Athletes working in extremely hot (and humid) conditions are subjecting themselves to hyperthermia. This condition has a negative effect on the body and the athletic performance. The opposite of the too cold hypothermia, this condition is when the body gets too hot. It ranges from heat cramps to heat exhaustion, and eventually, to heat stroke.

As bodies heat up, sweat and its evaporation work to cool the body down. However, when bodies are not hydrated enough, there is not enough fluid to promote this cooling process. This is the beginning of a very serious situation. Blood cells near the surface begin to constrict and the body’s natural system begins to break down. As a result, the body temperature continues to rise without any means of cooling itself.

Athletes working in extreme heat can even be fatal.

Ways to protect athletes

There are several ways that can be used to cool and protect athletes who are competing in summer sporting events with extremely hot weather conditions. Of course, they do require some thought and planning in advance of the event. Better to be safe than sorry when it comes to an athlete’s health.

  1. Cooling tents.

Tent rentals can be set up to serve as cooling tents for athletes. Depending on the size of your facility, you can rent a customizable tent that will fit your needs. These temporary structures offer the perfect spot to cool down (hence their name). Including sidewalls on your tent rental means that you can have a climate controlled space that will work to instantly cool anyone down.

Include ice packs, water, and a place to sit – just in case. This is a good area for a medic or two to hang out in the case of an emergency.

  1. Misting stations.

Misters work to put mists of water into the air which, in turn, act as an instant cooler. These are most effective in dry heat conditions but will work in humid areas, as well. If athletes are in an event that is on a track or trail (such as track events, cycling, etc.), try adding misting stations along the path. They require nothing outside of the sport – the athlete would just pass through it for an instant cool down while still moving on his or her way.

  1. Water and drinking stations.

Drinking stations are a given in many summer sporting events. However, when the temps are up, the drinking stations need to multiply. Have water and sports drinks available, as well as ice packs to cool down.

  1. Have emergency medics onsite.

Emergency medics should always be present at any sporting event. This need is amplified when the temperatures rise. Medics can treat anyone – spectators and athletes – that may fall victim to the sun’s hot rays.

  1. Reschedule events.

One way to avoid the need for all of this is to avoid scheduling sporting events during the hottest part of the day. Choose the starting time as close as possible to when the sun is to go down. Or, if feasible, as early in the morning as possible.

Don’t forget the spectators

Just because spectators aren’t participating in a physical sporting event, they are still being subjected to elevated temperatures. It is important to make sure that spectators have a means of protecting themselves against extended time underneath the harshly glowing sun.

Here are a few simple things you can do:

  • Offer a shaded space for viewing of the event. This may require a lot of planning and may not be a very easy task. (Consider an awning or tent rental).
  • Use water misters and fans to cool down the seating area.
  • Offer water and other beverages to the spectators.
  • Reduce the stagnant waiting time incurred by the spectators at the sporting event.
  • Have water fountains available for those who may be unable to purchase a beverage.

Remember, if it weren’t for the spectators, you may not actually have an event. So, do your best to make sure they are taken care of, too!

When a summer sporting event is approaching, keep a close eye on the weather and plan accordingly. With a little preparation, everyone will be safe while dealing with the elevated heat!

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Event Industry

Steps to Plan a Kid’s Summer Birthday Party in a Tent

Kids love parties, but those born in the summer may feel left out and cheated when it comes to celebrating birthdays! Think about it – their friends may be away on vacation, at camp, or maybe they have simply lost touch after the school year. Does that give you an excuse to skimp on a kid’s summer birthday party? No way!

Your summer-born kiddos deserve an ultimate birthday party – and we are going to show you how to do it: by throwing a birthday party in a tent.

Try an Outdoor Summer Party in a Tent

Rule number one when having a kid’s birthday party, whether in the summer or any other season: never, ever have the party in your home. With kids pumped full of sugar, you are almost guaranteed to have spills, unstoppable (and sometimes out of control) running, broken items, etc. No matter how tough you think you may be, just don’t do it. Instead, choose to hold a summer birthday party in a tent.

Any outdoor location will work – your backyard, a local park, a community area, etc. However, once you decide the location, you are going to want to get yourself a tent rental. The summertime temps are hot and, regardless of trees, you are going to want a solid source of shade. Besides, tent rentals can even be customized to include climate control (yes, that means some cool air for you) and they can stand up to some fairly harsh weather. In other words, hosting the party in a tent can provide you a place to let the kids run wild and, well, be kids, while also keeping everyone cool and safe in the summer conditions.

Pool Parties are Fun, but These are Better

What is in a theme? A lot! The theme you set for a party can determine the décor, the food, the drinks, the games, the entertainment, etc. The theme you choose can either make or break the party. Wouldn’t it make you feel good to have the kids – especially the birthday boy or girl – walk into your decorated tent and hear jaw-dropping oohs and ahhs? If so, then you must check these out:

  • A scavenger hunt party. Hide special treats around your yard (or wherever you hold the party). Send the kids out on a hunt with clues. The first one back wins the big prize. You can make this party a mystery theme, complete with magnifying glasses!
  • Local heroes party. Local police and fire departments love to entertain kids and show that they are there to protect and serve the community. Hold a local heroes party and reach out to local law enforcement or fire departments and see if they can make a guest appearance!
  • Pirate-themed party. Complete this with makeup, eye patches, and all! Ahoy, mate!
  • Outdoor movie night. This is a simple idea that the kids will love. Use a projector and a white sheet (or the sidewall of your tent). Have a movie theme for the night, such as comic books, Disney classics, or the like. Serve up some popcorn and movie candy treats.
  • An overnight glamp. Instead of filling your living room with a handful of kids, why not set up a tent and let them glamp? It’s glamorous camping – sleeping outdoors with all the luxuries. And, bonus –  you won’t be kept awake by the late-night giggles!
  • A fairytale lemonade/tea party. Time to get fancy! Create a space full of lace tablecloths. Then, serve tea and lemonade in delicate cups, along with light sandwiches and snacks on decorative platters.
  • Dinosaur party. All things dinosaur – complete with a fossil dig! It’s outdoors so you can!
  • The magic of science party. Most kids hate science projects but love doing the actual experiment. Why not set up a party complete with lab coats and a list of fun science experiments? Make things bubble, make things go poof, and make the kids take a step back in wonder.

Go All Out

Now you have a few theme ideas for your summertime kid’s birthday party in a tent. The idea is to go all out. You know, go big or don’t go at all. Think total transformation. In order to have the ultimate party, you need to not leave one detail untouched. Plan it right – you can do it.

Entertainment and Games

The entertainment and games must match the party theme. After all, it’d be a bit silly to have a bunch of decked out pirates sitting around sipping on a dainty cup ‘o tea, don’t you think? Another thing – you will want to make it awesome. Kids remember the activities they do and the lasting impression is worth it.

If your theme fits, why not hire characters? Just as you could invite law enforcement officers or firemen to a local heroes’ party, you can also hire pirates and face painters to attend the pirate party. Or, have a dinosaur expert from your local museum come share some facts and artifacts with the kids.

In other words, playing the radio is boring, but hiring a local band leads to an ultimate event. Get the idea?

Creating the Ultimate Birthday Party Menu

Just as you aren’t going to slack with entertainment and decorations, you will not slack with food and other goodies. Because it will match your theme, it will make your party stand out.

Summer parties outdoors usually consist of easy food to throw on a grill, such as hot dogs and hamburgers. Maybe some bbq chicken for those who want to be daring. However, those items don’t really make an ultimate birthday party menu. No, no. You will want to whisk yourself away with the party theme and cook up some delicious eats. For example, a treasure chest full of chocolate gold coins, fruit swords, and a seafood feast at a pirate party. Or, popcorn, nachos and cheese, soft pretzels, and boxes of candy at a movie night.

An ultimate birthday party in a tent needs an ultimate party planner. Go on and make that summer birthday boy or girl smile!

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