Protecting Your Events: Preparation for Unforeseen Weather

Winter is coming. As much as we would all like to deny the fact, winter weather is on our heels. When outdoor elements become more unpredictable than ever, do you know what to do to protect your meetings and events from this event villain?

The first thing you should do is ensure you have a backup plan in place. If flights are cancelled, the venue could close, or any other weather related issues could arise – make sure you have a backup venue or date secured in unforeseen circumstances. Read more in the following article “Protecting Your Events from Inclement Weather” which shares six important points on how to secure your event during perils such as the snow miser.

It never hurts to be over-prepared! What’s your number one way to handle unforeseen weather conditions?

Original photo by Paul Itkin

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5 Things That You Need to Create a Positive Vendor Relationship

Vendor relationships are extremely important to event professionals. Without them you wouldn’t have an event. It is key to understand that your relationship with a vendor is two-sided. You need them and they need you.

Hiring a vendor is the first step, but the process doesn’t stop there. You need to create positive relationships with your vendors. This way you have someone you can rely on and vice versa. With a positive relationship comes trust and good communication skills. The best event planners are on great terms with their vendors, and can call them up the second they need something!

Here are 5 things you need to create a positive vendor relationship:

1. Meet face-to-face or via phone

A relationship can’t get started until you talk and understand each other. We understand both parties are busy, but take the time to meet face-to-face. This will help you communicate better and begin a good relationship. After the initial meeting, or after a successful event, send them a thank you note or small gift. They will appreciate it and remember in the future.

2. Understand each other

The best relationships have great communication. Depending on the person or event, this could vary. If you are a visual person, draw out for them what you have in your head. If they are vital for the layout of the room, show them the venue! Talk about what you want, and let them know that you expect the same.

3. Get EVERYTHING in writing

The cardinal rule to working with vendors is getting everything in writing. Contracts are very important for events. Sometimes you don’t get all the details in a meeting, so be very careful before signing and read the fine print. You don’t want to wait until the 11th hour to notice that the vendor can’t deliver what was promised verbally or from assumption.

4. Show respect

Event vendors can range from a simple tent provider to acrobatic performers. But part of the relationship is trusting and knowing that they are the experts in their field. Respect that they know what they are doing and can live up to expectations. If they do a great job, the best thing a event professional can do is refer them if someone asks.

5. Be loyal

Staying loyal to a vendor is also something that creates positivity. If the vendor is available and did a good job at your last event, then they will probably expect to do the next one. This loyalty will benefit you both in the long run. Over the years it could lead to discounts, referrals and more! Every time you work with that vendor again it will solidify your relationship and lead to great things!

Vendor relationships are critical to the success of events. Not everyone will work out, but be persistent and you will create long-lasting relationships and spectacular events!

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Creating a Thrilling New Year’s Party

The Holidays are quickly approaching, which means events and gatherings of all kinds for you to either host or attend. One holiday in particular is New Year’s Eve, which is always accompanied by the year’s biggest parties. New Year’s Eve is a time to celebrate the past year’s successes and new beginnings of the upcoming year.

As a host, you always want to put your best foot forward. Have fun brainstorming fun ideas, but most importantly make sure you are prepared for the task at hand. Whether you are hosting a celebration for friends and family or having a huge blowout party with celebrity performers, we have some ideas on how to create a thrilling New Year’s Eve party!

Whether you want to WOW! your guests with festive food, interactive games or a themed atmosphere, we came up with ideas to make your guests leave in awe:

Light Up the Night with an Interactive Activity

Instead of fireworks, surprise your guests with Chinese lanterns! This subtle, yet beautiful custom is a great interactive entertainment option. Guests will enjoy being this hands on activity where they can write their wishes for the year on the lantern and watch them float into the sky. Make sure that this activity is legal in your state, as several have acted to ban it.

Use a Bubbly Twist on Decor

Champagne is a MUST for NYE parties. Since you’ll already have bought champagne for the party, use empty or full bottles for decorations as well. Add glitter and decorate them for centerpieces or place them around the room! Pinterest has some great ideas on how to repurpose the bottles.Have Bite-sized SweetsAs midnight nears, guests will likely be standing and walking around more than before as the party comes into full swing. For dessert, try festive Cake Pops! These are easy to grab and are hard to resist.

 Photo Source: Celebrations.com

Another great option for a late-night snack is personal popcorn boxes. Make this easy and loveable snack pop at your party by placing them in a printable box, perfect for sponsorship at large parties or a personal message for more intimate gatherings.

 Photo Source: Celebrations.com

Theme It Up

For those looking for a unique NYE party theme consider a ‘Black and White Ball’ or a ‘One Last Hurrah’. Check out the details here! Other popular options include prohibition parties, masquerade mystique, or even black light. Just be sure that your theme aligns with interests of the guests you are inviting.

Share the Year’s Highlights

NYE is also about reflecting on the past year. For smaller parties, have guests write their favorite memory of the year on fun colored paper and place them in a mason jar. Read these aloud to relive great memories. For large parties, have guests tweet or share a post on Instagram and portray them on a screen inside. Guests will love to see themselves on a big screen!

Make it Memorable with Photo Opportunities

At any fabulous party people are going to want pictures. Who doesn’t love capturing a memory of when they are dressed to the nines or having a blast with friends? Set up a photo booth or create a space with a festive backdrop. Encourage guests to strike a pose by having fun props to pose with. Include props with the upcoming and past year, fancy glasses (stars, sparkles, & funky spectacles), mustaches & lips, and printed phrases like the one below!

 Photo Source: Uncommon Designs Online

These are just a few ideas to get your NYE party started! Anything with glitter, champagne and finger foods are always a hit, but try to think outside of the box for your party this year! What unique twist are you planning on using or have you seen in the past? We’d love to hear!

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