Tag: event planning

If you enjoy being an event organizer, professionally or just for fun, and want to really succeed, then it’s a good idea to learn as much as you can! Here’s a guide of the party planning must-haves!

To succeed at anything, you have to start somewhere, right? And, for many, that means starting with the basics – a firm foundation. From there, the only way is up. So, with a lot of hard work and effort, you can find success.

This is a great principle to follow in any industry – including that of an event organizer and/or planner.

Whether you are looking to be an event organizer at a professional level, seem to be the designated go-to social coordinator for your company, or you just always find yourself at the heart of event planning amongst friends and family; there are basics you must always adhere to. Once you have that solid foundation, you are well on your way to success.

Understanding the Budget

Every project starts with a budget. After all, if you don’t know how much money you have to work with, how can you create?

There are few things worse than spending too much money on one aspect of a party or event and not have enough money for another. What guests would be content listening to a well-paid speaker without any food or drink to satisfy themselves with?

Here are the aspects to consider when reviewing a budget:

• Site rental costs
• Catering costs
• Invitation/marketing costs
• Décor costs, including any rental items
• Entertainment and equipment fees
• Professional service fees, such as lighting, electrical, security, etc.

Always have a contingency budget on the side. This protects you should something unexpected occur. You can relax, knowing that there is always money set aside if needed.

Create Timelines and Checklists – Then Use Them!

Are you a list maker? If you aren’t, you need to start. Planning and organizing an event takes skill – it is not something that is merely thrown together. You have a large group of people counting on you to show them a magnificent time. And, if you are doing this professionally, then you have clients depending on you.

Whatever you do, don’t wing it.

Create timelines allowing the extra cushion to get things done in case something happens. This timetable will give you deadlines so that you are not rushing at the last minute. Everything will slowly flow together in a well-organized manner.

Checklists will help make sure that you don’t forget any detail. When dealing with the high demands of a big event, it is easy to get sidetracked and pulled in every direction. This leaves things undone and other things overlooked. By creating a checklist, you can clearly see all the things you have completed and what is left to do.

Timelines and checklists are a great way to maintain organization throughout your event planning.

As an Event Organizer, Think Outside the Box

Do you know how many event planners there are in the world? A lot. For this reason alone, you need to stand out. You need to think outside the box, so-to-speak, if you want to succeed. And, you need something that will make you different from others.

Since we are talking about thinking outside the box, why not market yourself as an outside event planner. By focusing on creating magical spaces from scratch, you can ensure that each and every event is unique from all others.

Besides, individuals who want to have a big event are often looking for something different – and unique to them.

Forego the big permanent venues and such. Then, introduce event tent rentals that can provide a blank canvas to create the most elaborate or down-to-earth events one can imagine.

From elegant balls to downhome barbecues, it can all be done with the transformation that tent rentals allow. And, you have the ability to design the entire event.

Know How to Incorporate a Theme

It is important that you understand just how important it is to incorporate a theme into your events. They can be as serious or goofy as you prefer, or they don’t have to really seem like a theme at all.

But, what they do is bring the entire event together. If you want a successful event, then it needs to flow, right?

Take the time to research and gather information on various themes – and know how to incorporate them into the event of your dreams.

Build Your Network with the Best of the Best

You need a network. If you want to be a successful event planner, you need to know people. So, start now – attend the events of others, ask around, make calls and personal connections – see who is in demand and who has yet to be discovered. Then, begin building your network.

You will want to be sure to include…

• Culinary experts in all sorts/types of cuisines
• Speakers of various backgrounds
• Entertainment connections, including local acts as well as bigger-named acts
• Service staff, including valet

And any others you think you may encounter in your preferred industry.

Expect the Unexpected – Have a Backup Plan for Everything

Finally, the key that will either make or break your success as an event planner and organizer is your ability to expect the unexpected. What will you do if the speaker you hired gets sick? What if the power goes out? What if it begins to rain at your outdoor event?

Will you be prepared for these instances? Think about it – you will have every attendee at an event depending on you to figure it out. Can you?

You absolutely must have a backup plan for everything. Have a local musician on standby for entertainment. Have candles and lanterns lit up to take the place of the electrical lighting. Use a clear tent rental for all outdoor events, allowing the guests to feel outdoors while still protected from the elements. And, so on.

If you are prepared to expect the unexpected, things will flow smoothly. And, you will have a successful event.

Conclusion

So, what do you think? Are you ready to succeed as an event organizer? This party guide provided you the basics you need to get a great start. The rest is up to you. Go get creative!

Decorating for events depends on the type of event you are throwing, but regardless of what your celebrating, these simple table decorations will elevate your party.

If you are hosting an event, then there will likely be some level of decorating that needs to take place. For some this may include balloons, displays, or other focal points, such as elegantly draped fabric in an event tent. But, the single, must-have item that is you always need (well, if your event involves tables) is table decorations.

After all, no one wants a plain table.

Sure, tables are meant for eating, but that doesn’t mean they can’t look beautiful. Without table decorations, having large furniture with empty surfaces can make the entire place look drab and void.

Don’t let everyone down for your next event. Instead, brighten up your tables with table decorations. And, no need to worry. Sophisticated décor is not required.

All you need are a few simple table decorations to make your event shine with pizazz.

To Flower or Not to Flower?

That’s a question we want to answer for you. There is a good chance that when you hear the words table centerpiece you likely think of flowers. And, why wouldn’t you? Flowers are a classic way to create some of the most magnificent centerpieces and/or table decorations in general.

Here’s the important part: flowers are not the only way to a great centerpiece.

As we move forward with your guide to simple table decorations, it is important for you to know that you can absolutely use flowers, but there are so many other ideas, too.

Approach decorating with an open mind.

Table Decorations for Company or Business Events

Whether you are hosting an event for your employees or you are hosting an event for the industry, you need table decorations that speak your lingo. They need to represent your company, whether they have your company name and logo on them or not.

Of course, this will be based on your own brand, but here are a few simple ideas for you:

• Balloons are a great – and simple – way to handle table decorations at business events. These balloons can be branded with your company name, single words that are relative to your company, or plain. You may even want to consider balloons of various shapes, such as stars. Or, using plain balloons of different sizes to create a floating abstract piece of balloon art.
• “Getting to know you” cards that can be placed around the table. This can lead to some fun between co-workers and help with team building.
• Practice tablescaping by using the table itself as the decoration – without focusing on any centerpiece. Mix and match tablecloths, perhaps matching company colors, or simply make a bold statement with their design.

Simple Table Decorations for Wedding Receptions

If it is your wedding that you are seeking decorations for, then your ideas are endless. And this is what is important to know: you do not need to spend a lot of time and money creating table decorations for an elegant wedding.

Believe it or not, even the most simplistic decorations can leave the most lasting impression.

Here are a few ideas:

• Use greenery. Not flowers, necessarily, but greenery. Simple plants in decorated (or plain) planters will add some beautiful color to your tables – especially if you have a tented outdoor wedding.
• Decorative bottles, whether empty, filled with something colorful or painted in a way that fits the décor.
• Wooden branches with hanging photos of the couple or with quotes about love. If you plan in advance, ask guests to RSVP with a special quote for the couple and decorate the tables with a mixture of these quotes and photos.

Simple Table Decorations for Baby Showers

Baby showers are fun and full of laughs. And, when it comes to table decorations, you can either go with the general pink or blue, have a variety of colors, or follow a particular theme.

Use the centerpiece in part of the baby shower games or try one of these ideas for your next baby shower centerpiece:

• Rubber Duckies? Fill small, fishbowl-type bowls with blue glass pebbles at the bottom (to mimic water). Then, place a small rubber duckie on top. You can put several of these on the table
• Place a toy dump truck in the middle of the table. Fill the back of the truck with goodies that your guests will enjoy munching on.
• Use bright balloons in rainbow colors to create a rainbow balloon bouquet. Put a layer of cotton in the middle of the table (under the balloons) to get the full clouds and rainbow effect.

Decorations for Birthday Parties or Other General Celebrations

Birthday parties and other general celebrations are meant to be fun and memorable – no matter what or who you are celebrating.

Keep your guests entertained and joyful with these simple table centerpieces. And hey – who said table decorations were just for show?

• Games can keep your guests occupied. Use travel versions of your favorite games as the table centerpieces. Just make sure to put more than one at each table so all guests have a turn.
• Paint a hula hoop to match your décor and suspend it from the tent’s ceiling. You may want to add streamers or balloons to the hula hoop.
• Add a serving tray with various bottled or canned beverages. Have an ice bucket with serving utensil readily available, too. This is both a unique yet useful centerpiece idea.
• Make it a tropical celebration by using a pineapple for a vase. Add bright, vibrant flowers (we know, flowers) is definitely a perfect touch. This is great for outdoor parties and festivities.

Conclusion

There is no rule when it comes to table decorations.

You can get as creative as you want – and use the most unique items when doing so. Your centerpiece could even be incorporated into the theme of the event –or the event itself.

Remember, table decorations are a way for you to add your personal touch – and reach your guests at a closer level. As they sit the table you have designed for them, they should view your piece with awe or joy.

Then, you know you chose it well.

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Your mom has always been there for you. She changed your diapers. She made sure you had everything you needed for school. She even stood by you during all of your teenage hormonal attitude changes and ridiculous fads. To top it all off, she has loved you through it all.

Now that you are grown up, it is time for you to pay your mom back for all that she did for you – and to thank her for being the amazingly strong woman that she is. Sure, you can say it in a card or in a nice gift. But, why not show her how much she means by throwing her an awesome Mother’s Day party?

We’ve got all the ideas you’ll need for a Mother’s Day party.

An outdoor venue

This can be more important depending on where you reside. However, for those who have dealt with the wintry weather for the last several months, embracing spring with an outdoor party seems like the most enjoyable option. While you may be thinking that outdoors during springtime can bring rain and muddy weather, you will have no worries – if you choose to rent a tent.

Tent rentals can provide the perfect outdoor party place. They will keep you covered and safe from inclement weather. By opting for flooring, you will be free from the muddy ground. And, if you choose to have clear sidewalls, your mother and her guests will feel as though they are having a garden party outdoors – especially with all of the springtime blooms to surround yourselves with.

You can choose the size of your tent so that you will be sure to get the right size for the space you have. Then, you can choose things such as the type of flooring, side walls, or even an elegant glass entryway.

However you choose to design it, your mother is sure to love it.

The décor

Does your mother have a favorite color? Or does she have a favorite hobby or collectible? Design your Mother’s Day party around your mom. After all, it is all about her.

Create a theme based on the things that she loves. For example, if your mom loves playing tennis, design the décor to circle all around the sport – from the table centerpieces to the goodie bags. The same goes for a mom who is a movie buff, or one who loves palm trees and flamingos.

The key is to personalize the décor so that your mom knows that this party was created just for her.

So, leave your desires and dislikes at home and focus your attention on your mother.

Food and cocktails

Choosing the food you will have at your Mother’s Day party will greatly vary, depending on what type of event you are hosting.

Will it be a formal, plated dinner? Are you more of the buffet-type? Perhaps you would just prefer finger foods and munchies, rather than anything complicated. Or, maybe a Mother’s Day brunch is more her style?

The same holds true when it comes to the cocktails. You may or may not want to serve alcoholic beverages. Or, you may want to throw them all in a cooler and let the guests pick their own. You could, however, consider this: discover a cocktail that your mom would love that fits the theme of the party – then name it after your mom. This can even be the only cocktail served.

You have a lot of choices – what would your mother prefer?

Make your Mother’s Day party entertaining

You may think that moms don’t like to have fun. Maybe you think they are too stiff and boring. But, trust and believe that your mom enjoys having fun just as much as you – maybe even more.

You will want to make sure that there is entertainment at your Mother’s Day party.

Entertainment comes in many forms. It can be in the form of:

• a live band that plays your mom’s favorite tunes.
• a DJ.
• a gigantic stack of board games and the like for your mom, friends, and family to have fun with.
• an interactive craft station where your mom and all the guests can create something that represents your mother. Or just a craft in general. An idea would be to use the theme to come up with something unique for the guests to create.
• put on a talent show and let your mother be the judge.

There are so many ideas you could choose from when it comes to entertaining your mom and her guests. Just be sure that you keep the focus on your mom and her likes, rather than entertainment to suit yourself.

The big gift

You may or may not want to provide your mom with a gift at her Mother’s Day party. Perhaps you want to consider the party as her gift. Or, maybe you prefer a more intimate moment for gift-giving to this incredible woman. However, you should make a point to give her the acknowledgment she deserves at her party. It may drive her to tears, but they are sure to be tears of joy.

Sometime during the party, give a speech about your mother. Raise your glass for a toast, give her a framed photo, or a beautiful bouquet of flowers. Speak from your heart and let your mother know all the reasons why she is deserving of all this praise – and a party.

The memory well made

Years from now, all you will have are memories. It is up to you to make those memories bold and highlighted in your mind. By choosing to throw your mom a party for Mother’s Day, you are sure to leave a lasting impression on the both of you.

These are memories you can never lose.

Take the time to put together a party that she will never forget. After all that she has done for you throughout your life, you can do this for her.

Build the theme, the décor, the food, and the entertainment around your mom. Then, sit back and watch the smile on her face grow with each passing moment.

And, of course, don’t forget to say, “Happy Mother’s Day, mom.”

Planning an event can be stressful, time-consuming, and exhausting. However, when you see the finished product, it makes all the blood, sweat, and tears of planning worthwhile. Of course, that assumes that the event goes off without a hitch. Unfortunately, that is not always the case.

There are many times that those who are planning events – and even professional event planners – make mistakes that cause an event to leave a lasting memory for guests – and not at all for the right reasons.

So, before you begin planning an event, take these 7 common mistakes into consideration and learn how to avoid them. It just could mean the difference between a successful event and a huge humiliating flop.

Mistake #1: Planning an event outdoors – without a shelter.

Many people love hosting events outdoors. After all, fresh air, crisp weather, sunshine, and natural sounds are relaxing and wonderful. Not to mention that hosting an event outdoors means that you have a lot of available space to use.

Quite often, events are planned with the perfect outdoor location. Then, on the day of the event, lots of hard work and planning leads to everything turning out beautifully – until it starts to storm.  You can control many things, but the weather, you cannot.

The weather doesn’t need to keep you from enjoying a successful outdoor event, but you do need a backup plan. Consider renting a tent to use for the event – or as a backup. Tent rentals can be a professional and welcoming addition for your guests, despite the weather.

Mistake #2: Failing to stick to a budget.

When planning an event, sticking to a budget can be hard – and sticking to one for your next event is no exception. It is common to find yourself giving the ok to overspend in one area, assuming you will compromise and allocate resources from another area. Sadly, this doesn’t always work. You likely created your budget in the manner you did for a reason. Choosing to overspend only means that you will likely go over your budget in the long run.

How do you keep from doing this? In the initial stages of your budget creating, be realistic. Gather all the details first and have hard figures at hand. Then, be sure to add a small cushion for unexpected changes only. Do not add an additional flower or hire more servers just because that money is there. That way, when a budgeting issue arises – as it likely will – you are prepared.

Mistake #3: Putting too much trust in vendors.

You call to book the caterer, the florist, the live band – and you check it off your list. You put trust in these individuals that they took your information down in the same exact, organized manner. Come the day of your event, your hungry guests are wondering why your caterers are working for another party.

Don’t put yourself in this embarrassing situation. Instead, confirm with your vendors well before the event. Then, for your own sake, confirm again just prior to the event. That way, should there be any scheduling conflicts, at least you will have a little bit of time to figure something out.

Mistake #4: Failing to allow enough time to set up and break down.

There is nothing worse than having guests arrive and your event is still being put together. The design and the décor of the event are planned strategically. Or, at least they should be. However, without physically doing a practice run to set up the event space, you do not know exactly how long it will take. The same is true for the disassembling.

This issue is especially concerning for rented spaces with a specified time limit. To avoid it, be sure to allow extra time before and after the event to set up and break down. For example, if you think you will only need two hours, schedule three.

Mistake #5: Forget that it is about the guests.

Have you ever gotten so wrapped up in planning an event that you forget it was not about you, the new shade of blue you discovered, or the DJ with the perfect music that you hired? Don’t forget about your guests. You invited these individuals for a reason – make them feel like you remember what that reason is.

Plan your event with the comfort and enjoyment of your guests in mind. Make sure they have everything they need – even if that means adding some additional amenities to the party list.

Mistake #6: Choosing to disregard your time management skills.

You know you have great time-management skills, so why would you put off sending out those invitations? Why would you choose to wait to hire servers? Or, why would you not schedule enough time for your speaker to finish his set?

Use your time-management skills wisely so that everything flows the way it should. Putting so much time and effort into your planning, only to have it ruined by not handling everything in a timely manner is a bummer. Create a time checklist – and stick to it.

Mistake #7: Attempting to do it all by yourself.

Maybe you want to be the hero of the party or maybe you are looking for some hostess of the year award. Whatever your reason, doing everything on your own can leave you completely spent and – if your event even gets off the ground – you may not be able to enjoy it.

Do not try to attempt to do everything yourself.

Delegate tasks to those who are best equipped to handle them. For example, in addition to hiring a caterer and servers, also hire an electrician to ensure all the wiring and electronics are done properly. Hire a cleanup crew. And, consider hiring special entertainment. It will vary depending on your event, but the point is for you to leave some things up to the professionals and ask for help when you need it.

Events can be a great time for you and your guests – as long as you take precaution and avoid these mistakes when planning an event!

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!