Tag Archives: event planning

The Nuts & Bolts Of Events Logistics

The Nuts & Bolts Of Events Logistics

When it comes to event planning, there are some things that you will need to think about and take careful planning. You will need to make a lot of important decisions that will determine the outcome of your event. You should make sure that you pay attention to all your event details and make sure that you get exactly what you expected.

First, you need to understand the importance of a contract. Contracts are used in most if not all business transactions. If you hire a band, cater, venue, and other important critical factors, you need to get everything in writing. If you don’t get everything in writing you will find out that you might be a big loser in the end. You need to get a contract when you agree to deal with any suppliers or venues. You need to protect yourself in case they don’t live up to your expectations. The only thing is that everything needs to be written in the contract. With the contracts, you should have a good, solid back up plan.

When it comes to planning an event successfully, you will need to remain organized. If you are able to organize all your information into a binder you will always know where everything is. You can pull out anything that you need when you need it and not go searching through anything. It will make the plans go smoothly and you will be able to stay on top of things. Also, being organized has a lot of other benefits that will make the event look even better and very professional. It will also help you with your planning. Remember, you need to have a backup plan for everything. With an organized binder you can be one step ahead of things.

You should also think about your suppliers and venues. You will want to keep professional relationships with them so that you are able to maintain the good relationships for other events and they will become loyal and go out of their way to help you with your events. When you play nice with the suppliers you will find it to be a huge pay off in the end and in the future. You will have good relations that will maintain stability in your plans. When you do something to upset a vender, you can basically expect them to not hold up their end of the deal. Contracts are nice legally, but at the time of the event, you have to rely on vender relationships. Contracts work afterwards in court.

You should also know that all your event details will play an active role. They will determine what kind of party that you have and how fun it will be for your guests. You should know that the venue is one of the most important things next to the food and drinks. The venue needs to be somewhere that every one can get to easily. You need to at least get these people to come out, then you can reel them in with the food, drinks, and entertainment. There are plenty of ways to reel your guests in, but the most successful one is by having a good and creative venue.

Then after you have decided on the venue you can then plan the rest of the party. You should place a huge emphasis on the food and drinks for the sake of the guests. When you take your time to think about the decisions of the food and drinks then you are more likely to please your guests, which is the main point of any event.

Planning a Stress Free New Years Eve Party

Planning a Stress Free New Years Eve Party

If you are in the process of planning a New Years Eve party, you likely want to make the event as stress free as possible. While there is always some stress involved in planning any event, there are a number of steps you can take in reducing the amount of stress involved while you are planning your New Years Eve party. This article will focus on providing tips for keeping the stress level to a minimum when planning a New Years Eve party. There may still be a few areas which cause concern or stress but if you follow these tips, the event will likely be more enjoyable for you and the guests.

Consider making the dress for the event casual instead of formal to create a more stress free environment. This simple stress can be very effective for reducing the stress level. First of all, if the affair is casual, the host will have to spend less time getting dressed for the party. This is important because the host often becomes quite stressed out on the day of the party because she is trying to take care of last minute details while she is also worried about getting dressed for the party. It also helps to reduce the stress level because guests expect more elegant food for a formal party than they do for a casual party so there is less stress to prepare and serve an elaborate meal at the party.

Regardless of the type of food you decide to serve, preparing the food for a New Years Eve party can be a significant cause of stress. Hiring a caterer is the most efficient way to minimize this stress. When hiring a caterer the host may have a great deal of work during the planning phases in selecting a caterer, tasting the food and selecting dishes for the menu, but once this is done the host only has to worry about coordinating the delivery and service of the food. This leaves the hostess free to focus on other elements of the party and prevents her from spending a great deal of time in the kitchen on the evening of the party.

While hiring a caterer is an excellent idea, it can be rather expensive. Fortunately there are also a number of inexpensive options for minimize the stress associated with preparing the food for a New Years Eve party. One fun way to do this is to make the party a potluck event. Having guests bring dishes such as side dishes, salads, appetizers, desserts and even main dishes or drinks greatly reduces the amount of work for the host. In this scenario the host only has to worry about providing one or two items and coordinating the other guests to ensure they do not all bring similar items.

Another inexpensive option which can help to reduce the amount of stress typically associated with preparing the food for a New Years Eve party is to serve only appetizers, desserts and cocktails at the party. This is significantly less expensive as appetizers are traditionally much less expensive than main course items. It is also acceptable to do this because most New Years Eve parties do not start until 8:00-9:00 at night. It is acceptable to assume most guests will have had dinner earlier in the evening but as a courtesy to the guests it is worthwhile to indicate on the invitations that only appetizers and desserts will be served.

Springtime in Toronto – Time to Plan Your Outdoor Event Catering!

Springtime in Toronto – Time to Plan Your Outdoor Event Catering!

Spring has finally arrived in Toronto and, suddenly, it is time to start planning your outdoor events. Maybe you host an annual barbecue, or have a one-time celebration planned, like a wedding or family reunion, but, with a precious few months in which to hold an outdoor event in Toronto, the sooner you start planning the better.

As a host, you want everything to be just right, not only to make the event enjoyable, but memorable too. There’s a lot to consider; location, date, entertainment, etc.. However, as any party planner will tell you, there’s nothing more important than the food and refreshments for the success of a party, outdoors or indoors.

Think of it this way; if you planned an outdoor event with great entertainment, all the right people and you got the nicest weather, it might still be considered a failure if the food and refreshments were not right. On the other hand, a plain barbecue, with great food and refreshments, will probably be a success and fondly remembered by your guests.

With so much riding on what food and which drinks are served, it’s no wonder more hosts are turning to outdoor event catering to make sure their party is a success. Having your event catered add a special touch to your party and make it a memorable success.

The right outdoor event catering company will do more than make sure you have a delicious menu and refreshing drinks. They will help you plan your party, provide serving staff and make sure you have everything you need, from cutlery to tents, so all you have to do is enjoy the time with your guests.

The problem is, how do you know which outdoor event catering company in Toronto is the right one for your party? Ida’s Kitchen has successfully catered outdoor parties and barbecues all over Toronto and the GTA.

Organizing a Successful Family Reunion Event

Organizing a Successful Family Reunion Event

Since the advent of the personal computer and network technology genealogy research by family members has become an addictive pastime that has contributed to many happy family reunions. But what if you were asked to organize the next event? Where would you start? When should you start? Should you hire a family reunion planner? The answers to these questions are three fold.
Since the advent of the personal computer and network technology genealogy research by family members has become an addictive pastime that has contributed to many happy reunions while others have discovered family members they never knew they had the world over.
If your reading this article you’re probably one of those family members who have a spot in your heart for such reunions. But what if you were asked to organize the next event? Where would you start? When should you start? Should you hire a family reunion planner? The answers to these questions are three fold.
1. Get Help Early In The Project
Form a reunion committee comprised of at least one member per 25 attendees. Delegate all tasks. Your task is to follow up with the progress of each task and keep everyone on the same page.
2. Good Communication
You’ve heard it said “if you build it they will come?” Not if no one told them you build it.
3. Provide Plenty of Time To Rally Support
Often good communication and plenty of time is all that’s needed to rally support. You want to let the family know that your planning a reunion well in advance. At the very least give them a date. Details can follow later. Now they can schedule time off or adjust their vacation plans to include the reunion.
To that end Mark recommends that the reunion be planned at least one year in advance providing plenty of time to foresee and execute action items.
To keep reunion meetings from getting bogged down with too much information and little time to follow up with delegated tasks make use of good scheduling, planning tools and action items lists.
For example, if there is a need to schedule a tour of a memorial site, order catering and have a professional on location photo shoot one needs to know when to make calls, who to contact and when to follow up with that person. To avoid forgetting important tasks all that’s needed is a good scheduler. Family reunion planner organizers help to keep everyone on the same page.
Good Reunion Planning Tools
A good planner organizer should contain a time line preparation reminders, scheduling worksheets, committees assignment sheets, reunion needs lists, meal planner checklists, as well as other essentials for time and cost efficient family reunion planning.
Raising Reunion Event Funds
Collecting funds often becomes a major concern. Figuring out how to get family members to dig deep into their pockets is always a challenge. The key is to plan a fun event early in the year that features activities the family will enjoy. Mid-way into the event, not at the end, schedule to have a live or silent auction of several items highly valued by the family.
Another helpful fund raising activity is a rummage sale. Make certain the location for the sale is in a high traffic public place. Be certain to have more that enough items to sell. Don’t turn anything down so long as it’s presentable. Tip: collect and sell DVD’s and music cd’s. Everyone loves rummaging through movie and music collections.
With plenty of time set aside for planning, rallying support early in the project, a family reunion committee to delegate tasks to and good follow up using a family reunion planner the task of planning a fun and enriching family reunion can be an enjoyable one for all.

Why a Celebrity Lookalike or a Female Impersonator Would Be a Big Hit at Your next Event!

Why a Celebrity Lookalike or a Female Impersonator Would Be a Big Hit at Your next Event!

Have you ever considered hiring a celebrity lookalike or female impersonator for your next party or special event? If you haven’t, you are missing out on one of the hottest trends in event planning right now. Hiring celebrity lookalikes and female impersonators can help your next event by:

•Offering laughs and surprises. Just imagine the look on your guests’ faces as they are greeted by Elvis or Madonna at your party or big event. Most people laugh out loud when they see celebrity lookalikes and female impersonators. By including these types of entertainers, you can immediately create a great atmosphere and encourage people to relax and enjoy themselves.

•Drawing attention. If celebrity lookalikes and female impersonators arrive at your event, it is guaranteed that people will be intrigued and want to join in all the fun. Plus, imagine the terrific response you can get if you advertise that The Beatles will be at your music school workshop. The truth is, celebrity and female impersonators are great marketing, no matter what sort of event you are hosting.

•Offering a personalized event. There are qualified entertainers out there who can impersonate anyone and anything. No matter what your interests and no matter what the theme of your event, you can find great lookalike entertainers to help you. Even if you are planning a business conference, imagine the great atmosphere you would build by including Bill Gates or Donald Trump lookalikes.

•Offering superb entertainment. Many celebrity lookalikes and female impersonators have voice and theater training. Some can present speeches, sing, or do stand up comedy acts. If you are tired of having the same old music band, lookalikes are an exciting new option.

•Offering great photo opportunities. Few entertainers offer the sort of great photos that celebrity lookalikes and female impersonators can offer. These entertainers spend hours achieving the perfect look to make your event a great success.

No matter what your next big event will be like, hiring celebrity and female impersonators is a great idea. Your guests will talk about your event for years to come and will eagerly look forward to the future events you host.

Party Planning Tips for a Quinceanera Celebration

Party Planning Tips for a Quinceanera Celebration

For people of Spanish decent, a Quinceanera celebration is almost as big of a deal as a wedding. A Quinceanera party is thrown for a girl when she turns fifteen and is usually a very, very big deal. The day generally consists of the birthday girl wearing a beautiful gown, a tiara, a limo ride, a church service, flowers, a bible, dancing, and more.

The history of the Quinceanera celebration goes all the way back to Aztec times when fifteen was the age of marriage for girls. In Hispanic culture this tradition has carried over and at fifteen a celebration is held to signify womanhood for all Latina girls. The celebration is meant to celebrate a coming of age and is an acknowledgement by friends and family that the girl is now to be considered a young lady.

Party planning for the Quinceanera ceremony begins a year before the date of the event. The first step is to reserve a church and reception hall for the event. Especially in areas with a large Hispanic population, churches and halls will be booked very early and competition can be fierce for the best venue.

The traditional Quinceanera celebration is traditionally planned by friends and family of the guest of honor. However, at times a professional party planner is asked to plan the event if the family is overwhelmed or the party will be overly large. The party planner will work closely with the family and help them to make decisions on the invitations, decorations, menu, music, and more.

Once the date and location have been determined then it is time to begin the other planning. The color scheme and decorations will have to be decided on and the decorations purchased or ordered. Initiations will need to be professionally printed and mailed to all invited guest about six to eight weeks before the event. The menu for the event will need to be chosen and a caterer hired. A florist will need to be consulted to make the bouquet for the guest of honor and other flowers for the church and reception hall.

In today’s Internet age, many young girls use websites and blogs to talk about the planning for their Quinceanera celebration. They use them to swap information with others and to get ideas for their own parties as well. Often they discuss the nitty gritty details such as what flowers to have in their bouquet and which music to use for the event.

In addition to blogs and websites, it is very common today for the guest of honor to register for gifts. Gift registry items generally include dowry type items such as linens, dinnerware, and other items required to set up a home at some future date. While these are the usual gifts registered for, it is also common to find other items on a registry or for the guests to simply give the guest of honor cash in honor of the event.

Another tradition today is to set up a website after the Quinceanera where the guest of honor can display all of her photos and mementos of the day. This website is generally shared with family and friends, both those in attendance and those who were not. The Quinceanera is meant to be a fun day shared with everyone and the Internet now allows for friends and relatives who are too far to make the trip to enjoy the event as well.

Planning A Charity Golf Tournament

Planning A Charity Golf Tournament

Looking for tips on planning a charity golf tournament? There are many factors to consider, so I’ll stick to the four main ones for this article. The success of your charity golf event revolves around maximizing player turnout, increasing pledge sizes, obtaining sponsored prizes, and planning tips.

Player Turnout
Your success depends on how many players your golf event draws and how actively you have your players solicit sponsors for their own rounds.

To maximize turnout, you need to get major publicity for your event. That means putting out multiple press releases, getting local media coverage from newspapers and television stations, and placing ads in the sports section of the local paper.

For the best results, put your press releases out through PR Web. Appoint a spokesperson to handle all media contacts and follow-up. For more tips, read my article on fundraising publicity.

Charity Pledges
The key is getting each player to collect a certain amount of pledges. I recommend a minimum of $100 per player in pledges. I’ve also played in tournaments where that number was $250 per player.

Obviously, you want to motivate the participants to raise as much money as possible. Some groups offer incentives for the top pledge getters. Others seek corporate sponsorships for that firm’s players.

Pledge amounts determine the success of your charity golf event, so get input from experienced golfers and golf pros in your area.

Top Golfer Prizes
Generally speaking, you’ll draw more golfers if you have great prizes for longest drive, closest to the hole, hole in one, lowest team score, lowest actual score, and best adjusted score (handicap).

You solicit local merchants to sponsor those prizes. Work with an insurance-related prize company for things like the hole-in-one contest. That way you can offer a bigger prize for a much lower outlay.

Aim to get 100 golfers (25 foursomes) and your small group could easily raise $10,000 or more. Larger turnouts will net even more with some charity golf tournaments drawing 500 golfers competing for big prizes.

Plan Ahead
Obviously, bigger pledges, more golfers, corporate sponsorships combined with massive publicity will work wonders for the bottom line of your charity golf tournament. With the right combination of these factors and good advance planning, you can certainly raise $75,000 or more for a charitable cause.

Contact local courses for group rates. Be sure to mention that you are planning a charity event and ask for discounts on cart and greens fees. Once you decide on your preferred location, reserve the date and tee times well in advance.

Charity Golf Event – Final Tips
Plan ahead to maximize the success of your charity golf event. For best results, pick a weekday when courses and large blocks of tee times will be easier to reserve. You’ll often get the best rates by going to the course in person and talking to the pro or pro shop manager.

Corporate sponsors are another good way to go. Get some celebrities to golf with corporate bigwigs and you can easily raise $100k-$150k. Of course, convincing celebrities to donate their time takes some doing, but it’s well worth it.

If it’s your first golf tournament, be open to suggestions from other golfers. Consider working with a fundraising consultant who specializes in organizing charity golf tournaments. They work for a percentage of the gross, but you usually end up raising more funds due to their experience and sponsor contacts.

Party Planning Tips for a Safe and Sober High School Graduation Night Party

Party Planning Tips for a Safe and Sober High School Graduation Night Party

In response to the yearly deaths caused by high school seniors drinking and driving on the night of their graduation, many communities now come together and host safe and sober all-night parties where the graduates can attend and enjoy one last night of safe partying with their high school friends.

In most communities around the United States, these events have become very large and elaborate events in an attempt to attract as many graduating students as possible. The goal is to make them the “must attend” event of the year and have all of the students not want to be anywhere else on graduation night. Generally the planning for such an event starts well before the school year gets underway, and some parties take all year long to plan.

If you are tasked with planning, or assisting in the planning of a high school graduation night party, the first thing you will need to do is find out what the costs will be and where that money will be coming from. It is common for schools to host fundraising events and dinners from which the money is specifically ear-marked for the graduation event. You can count on this event being very expensive, so it is important to plan to fundraise early and as often as possible. Also, it is important to note that if you have students who work to earn some of the money through car washes, dog washes, yard clean-up events, etc… they will feel much more part of the celebration and not want to miss the big night they have worked so hard for.

Once you have a budget for the event, it is time to decide on your location and theme. If your town has an interesting attraction which might be available to you for rent, that can be a great option. However, many schools hold their events in their own gymnasiums with a lot of success as well. More importantly than the location is generally the theme of the evening and what will be happening at the party.

One very popular graduation night party theme is to have a casino. As each graduate arrives they are given casino chips and are presented with tons of typical casino games to play. Many teens these days love the World Series of Poker so having Texas Hold’em tables works well. In addition, the more traditional games of blackjack and roulette are always a hit.

Here in my own local area, it is popular to go out into the community to solicit donations of both money and items for the graduation party event. Each year a local car dealership even donates a brand new car to be auctioned off at the end of the event. They do so both as advertising and as a way to show that they support the idea of a safe and sober graduation night for all of the local graduating kids. You really never do know who will donate to your party until you take the time to ask around. Aim for the stars and see what your community will come up with. In many cases, you will be very pleasantly surprised.

While planning a safe and sober graduation party can be a daunting task, because of its sheer size and the age of the kids who will be in attendance, it is very doable and a must have event for every community. By working together with others from the school and the community at large your event can be a great success and a tradition which will grow and grow as the year’s progress.

Fancy Party Planning

Fancy Party Planning

Planning a fancy party may not be a regular event for us, but once in a while we may have to plan one. Graduation parties, wedding receptions, your first book published are just a few of the possible reasons for an extraordinary party. Such a party will require more than a ten dollars per person, and you are not going to get away with a potluck.

This time you are going to have to go all out. Most likely you are going to need to plan for a formal dinner. You have the option of going with a formal sit down dinner or a buffet style dinner. One is not necessarily better than the other, but you need to decide which one makes sense for you.

Formal dinners can create stunning memory for you and your guests. They can become memories that last a lifetime. Planning a formal dinner is about as complicated as a wedding reception, and intense planning is required. You may need to hire an event planner to get the job done right without spending too much time.

If you can afford it hire a party planner. Party planners cost money, but due to their expertise they may be able to save you money. They can help you negotiate better prices on catering, the venue, and entertainment. They may also be able to offer you with several options for catering and venues for your event.

You may not think you need an event planner, but you may find them absolutely necessary. If you have a busy life, you may not be able to take on such a large project on your own. A qualified event planner can help you look at the big picture while she takes care of the small details for you.

There are a many factors that influence the food served at your dinner party. A couple of things to consider are the theme of your party, your guests’ tastes and nationality. A diverse menu will take all these factors into consideration and will be well rounded. Try to have a good balance of healthy and indulgent foods.

Event Planning Tips The Pros Use

Event Planning Tips The Pros Use

Putting together a big event is no small accomplishment. That’s why many organizations call on a professional event planner. Sometimes, however, you may have to organize a big event by yourself.

Kara Mickelson, a corporate planner for Toyota Motor Sales U.S.A., Inc., has planned everything from intimate dinners to corporate meetings to citywide events for 20,000 people. Here are some tips that she has found to be helpful:

• Get everyone on the same page. According to Mickelson, the first step is to sit down with everyone involved in the planning and set the objectives for the function. She also suggests that this can be an excellent time to assess what funds or resources will be available for the event. Mickelson believes one of the biggest mistakes planners make is improper budgeting. One way many pros save money is by printing their own meeting materials, including tent cards, signs, badges and more, with a company such as Avery Dennison.

• Think backwards. When should you start planning? “The best way to start is by backing everything out from the event day,” Mickelson advises. It’s critical not to plan too much until the event date is set.

• Build in extra time. What makes it hard for novice planners is they have no benchmark for how long it will take to research a hotel, negotiate a contract or find a band. “Give yourself more time than you think you need,” she recommends.

Some find it helpful to use a tool, such as those available on the Avery Meetings and Events Solution Center Web site (www.avery.com/meetings). It provides templates, tips and tools to make it easier to plan meetings and events.

• Write it down. Mickelson suggests using a notebook to write down all the basics. Do you need invitations, meeting materials, flower arrangements? The details will help you create a timeline for your event. She contends that once it’s written down, the time-line will start to reveal itself.

• Play pretend. How do you avoid forgetting an important task? “Do a mental walk-through,” advises Mickelson. “Pretend you’re actually at the event. Go through the process of driving your car there. Where is parking? At the venue, do you need signs? Badges? Table tents for seating? Visually, if you can walk yourself through the entire event, it becomes clearer.”

What is her foremost bit of advice? She suggests to plan for the worst, and hope for the best.