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Top 10 Tips for Successful Event Management

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Planning an event can be a stressful process, and can often leave event organizers feeling overwhelmed. Our top 10 tips for Successful Event Management will help you to master the fine art of planning a memorable and effective event.

1. Begin Early

Begin planning as soon as you possibly can. If your event is a large event you should realistically begin planning it four to six months in advance. Smaller events need at least one month to plan. To keep the final run up to the event flowing smoothly, try to ensure that all vendor contracts are completed a few weeks before the event.

2. Remain Flexible

Over the course of planning the event, things are going to change. Whether it is event times, locations or even the type of event you’re hosting, you need to ensure that you’re flexible and can meet the changing demands.

3Negotiate

Despite what many vendors will tell you, everything is negotiable. Remember that with every event there will be unforeseen costs, so try to negotiate as low a price as you can. Determine your budget before meeting a vendor, and offer to pay 5-10% lower than this figure. Your vendor may put up a fight, but ultimately they want to win your business.

4. Assign Responsibilities

Break up the various elements of the event into sections (e.g. registration, catering, transport), and assign a section to each member of your team. As they are solely responsible for their own section they will be much more clued into small detail changes.

5. Create a Shared Document

With the cloud comes many benefits, and collaborating with your team couldn’t be easier. In order to keep everyone on the same page, create a central manual or document that details everything to do with the event, including vendor contracts, attendee information, and the floor plan. With a shared document everyone can refer back to it if they are unsure, and your entire team can spot if something is out of place.

6. Have a Backup Plan

It is rare that an event is ever pulled off without at least one issue, an item may not turn up or an important person may arrive late. Assess the most important assets your event will have, and create a backup plan for each. If a number of issues arise in the future, triage them and decide whether an alternative can be found, or if it should be cut entirely from the event.

7. Do a Run Through

About two weeks before the event, do a run through of the entire event process. Organise a meeting with your team and mentally walk through everything, from initial set up to the follow up process. Often complications are highlighted at these meetings, and you will have time to correct them. A few days before event organise another run through at the venue.

8. Photograph Everything

Pictures paint a thousand words, and posting positive photos online is an excellent way to demonstrate the success of your event. If you have the budget hire a professional photographer, they will be more clued in to the kinds of photos that are required and will approach you for specifics. Ask for a number of shots to ensure you cover all bases like a snap of the full room, photos of event branding, and lots of photos of attendees enjoying themselves.

9. Get Online

An event is the perfect way to up your social media presence. Create a custom hashtag for your event on Twitter and encourage your followers to tweet about it. Similarly create an event on Facebook, and encourage your followers to tag the event in relevant posts. Upload your photos once the event is over and actively encourage users to tag themselves.

10. Follow-up Immediately

Once the event is over, many organisers fall into a common pitfall – taking a break. While the logistics may be done it is important to be proactive in following up with attendees, be it over email or on social media, to demonstrate the success of the event.

 

Source: https://www.brightonsbm.com/news/top-10-tips-successful-event-management/

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5 Tips for Planning Your Wedding in Six Months or Less

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1. Be decisive.
With such a short timeline, you won’t have the luxury of scouring the depths of Pinterest or changing direction with every new wedding inspiration you find. It’s best to start planning with a clear big-picture vision of your wedding day, which is why we highly recommend making a wedding mood board before you do anything else. You immediately narrow your focus, which will be a huge time-saver in the long run. To save even more time and reduce stress, intentionally limit your options. Don’t try to choose between 50 different floral design options or 10 different hairstyles. Consult your mood board, pick 2-3 options that match the vibe, and choose your favorite. You know what you love, so don’t second-guess yourself! Once you make a decision, cross it off your list forever and move on to the next decision.

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2. Stay on top of your emails.
This one is probably a no-brainer, but we think it’s important enough to reiterate. Your vendors will already be working with a short turnaround time, so don’t make them wait a week for a decision or an answer to a question. Refresh your inbox often and either respond immediately or mark wedding-related emails “Unread” until you can get back to them so they don’t get lost. Make your goal to respond to every email within 1-2 days. This will keep you and your vendors on schedule and will increase your chances of nailing down goods and services that are likely to book quickly, such as venues and planners.

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3. Choose your wedding date based on venue availability.
A lot of venues book up a year (or more) in advance, so your #1 priority should be to book a venue ASAP! With a short engagement, you’ll likely have limited options, but that doesn’t mean you can’t find a great space for your celebration. One way to open up your options is to keep your wedding date flexible. Rather than contact venues for specific dates, ask what dates they do have available in the timeframe you’d prefer. That includes being open to non-traditional days, like Friday or Sunday. Make a list of your favorite venues — and maybe some unconventional ones to expand your options — and contact them from the top down. Once you find an available date that works for you and your fiancé, book it and stop your search. Remember, being decisive is key!

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4. Don’t be afraid to ask for help and delegate tasks.
Let’s be honest, nobody expects a couple to cross off everything on their to-do list themselves, and that’s even more true for couples who are having a short engagement. You have a tribe of friends and family that want your day to be perfect, so it just makes sense to turn to them for help. If you’re a DIY bride, plan several craft nights with your girlfriends to help you knock out those creative details. If you know artists, bakers, or other creatives, ask if they want to contribute their skills so you have fewer outside vendors to book. Looking for more ideas? Check out these helpful tips for how and what to delegate to friends and family. Once you start delegating, you’ll want an easy way to keep track of everything. Create a shared spreadsheet on Google Drive and ask each person to update it regularly. That way you (or your maid of honor) can make sure everything gets done without having to constantly check in with each person individually.

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5. Buy your dress off the rack or online.
There are so many great alternatives to custom wedding dresses these days! Online favorites like BHLDN and Nordstrom provide gorgeous options that can be at your house within a week or two. If you’re looking for something a little more unique or less expensive, we’ve also found dozens of online shops with bridesmaids dresses pretty enough to get married in and wedding dresses under $200. If online shopping isn’t your thing, most bridal boutiques do offer off-the-rack options but they are likely to be more limited. We recommend contacting the boutique to find out if their inventory aligns with what you’re looking for before making an appointment. Whether buying online or off the rack, don’t forget to take into account alterations and avoid buying a dress that will need extensive changes made.

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Source: https://junebugweddings.com/wedding-blog/5-tips-planning-wedding-six-months-less/

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5 Wedding Day Details Guests Shouldn’t Forget

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One of the many joys of being invited as a guest to a wedding is having the luxury of fêting the newlyweds without stressing all of the itty-bitty details that went into planning the big day.

That being said, if you are going to be a guest to a wedding, than you are not quite off the hook so listen closely.

Plan Your Time/Day

You know that beautiful card or piece of paper you received in the mail 3 months ago? The one you stuck on your fridge? Well, that little gem holds all of the answers to where you are expected to be and when- so use it! Making an entrance after the bride is not acceptable so plan to be in your seat at least 15 minutes before the ceremony is expected to start.

That means making sure you take the time to Google Map the directions in order to know how long the drive will take to get there and accounting for potential traffic mishaps. And should you arrive late, wait until the I do’s are done before you join in on the celebration.

Dress For The Occasion

Weddings come in all different shapes and sizes so the outfit you wore to your cousin’s casual summer wedding may not be appropriate to wear to your brother-in-law’s black tie ceremony.

Again, referring to the invitation will clear up these uncertainties and save you from feeling uncomfortably under dressed at a wedding or from ruining your expensive stiletto heels because they spent the day three inches below grass level.

Pack The Essentials

Remember, you’re going to an all day or night affair so hope for the best but plan for the worst! Ladies, we are talking to you for a minute, here are some things you should always keep in your purse at a wedding: A small string of floss for after dinner, a compact mirror, deodorant, extra cash for tipping that luscious open bar and finally, Band-Aids.

Of course all of these items may not suit your needs but what’s important is that you have the items that will allow you to be comfortable and not distracted by silly little mishaps.

The Gift

This one is pretty self explanatory, if you are bringing a cash gift don’t forget it on your counter. If you are ordering something off of the registry than make sure you have it sent to the couple in advance so you don’t forget to do it afterwards.

Contribute To The Memories

When all is said and done, the couple will not remember what you wore or if you had steak in your teeth, but they will remember how you made them feel on their special day. Therefore, make an effort to dance when the music is on, participate in the bouquet toss or the garter toss and eat, drink and be merry!

Weddings are a time to celebrate people you care about so go find the newlyweds and make sure you save a little dance for them!

Source: https://www.haciendasarria.com/blog/5-wedding-day-details-guests-shouldn’t-forget

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10 Types Of Information To Include In Your Wedding Invitations

Aside from including the “who, when, and where”, there is so much flexibility in what to include or omit from your invitations. Every wedding is different and calls for different information and different levels of formality. Regardless, you’re creating a keepsake and an heirloom that will get your guests excited about this most special day in your life, and set the tone for your event. Keep these 10 ideas in mind when planning your invitations!

10 Types Of Information To Include In Your Wedding Invitations
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#1. Names
While it seems quite obvious to include you and your fiancé(e). names on your own wedding invitations, there’s a little more to it than just saying who is getting married. It’s also a good idea to include the names of those hosting the wedding, whether that be parents or parent of either or both partners. Lots of families won’t fit into the traditional mould where the married parents of the bride host the wedding. You may wish to list the host or hosts by their full name with the appropriate title of “Ms.”, “Mrs.”, “Dr.” or “Mr.”

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#2. Date and Time of Wedding
After the names of the couple and their hosts, the date and time of the wedding should come next. Don’t make guests search for this information as it is very important that they know when festivities are happening! Be sure to include the year since weddings are often planned well in advance. Be sure to include “in the morning/afternoon/evening” (or am/pm) in your time just to be clear that you aren’t having a garden wedding at midnight.

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#3. Venue
Whether you are having a destination wedding or a backyard wedding, your guests need to know where to show up on the day of. List the name of the venue, the city, and state. It may seem obvious, but it will be helpful for your long-distance guests! Zip codes are typically left off of an invitation.

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#4. Attire
You may wish to let your guests know what level of formality your wedding will be so they will know what is appropriate to wear. This information can go on a general detail card, or at the bottom of your wedding invitation. The typical categories of attire, from most formal to least formal are: Black Tie, Formal (black tie optional), Semi-Formal, Cocktail Attire, Beach or Garden Party Attire, and Casual.

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#5. A Way to Reply
Couples should include a reply card and pre-addressed, stamped envelope for their guests to indicate whether they will be attending. You can keep the yes/no wording traditional, casual, or even humorous. Today, some couples may choose to forgo the mailed reply card, and instead share an email address or website for guests to reply online. Either way, include a specific date to reply by (usually one month before the ceremony). If the caterer requires it, you should also include menu options, so guests may initial their entree choice and inform you of any special dietary restrictions. If you are concerned about uninvited guests, you can include wording such as “we have reserved ____ seats in your honor,” to be filled in by you individually for each invitation, or a simple “number attending: ___” line for clarity.

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#6. Reception Details
Typically, the invitation itself focuses of the wedding ceremony. The reception can be a beast all its own with lots of information: perhaps a different location, time, and more. An included reception card addresses such information without crowding the invitation itself. If your reception is at the same venue as your ceremony, you may wish to include a line such as “dinner and dancing to follow” at the bottom of the main invitation.

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#7. Wedding Website
Many couples choose to create wedding websites to serve as a one-stop-shop for their guests. While an invitations are still a necessary formality and beautiful keepsake, they can only give so much information without appearing cluttered. Listing your wedding website within the invitation suite opens the digital door for so much more. Couples can include information about their love story and the proposal, add a gallery of photos, links to gift registries, information about accommodations and things to do, an itinerary if the wedding is a multi-day event, online RSVP, and so much more. With that said, you may decide to include a separate website card versus listing your website on the invitation itself (if you’d like to keep your invitations clean of a potentially long url). Registry information is best kept online, rather than on a printed card.

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#8. Directions / Maps
In today’s world, it seems anyone can get anywhere with a cell phone GPS. It may seem outdated or unnecessary to include a map or directions to your venue, but it is courteous and a nice keepsake! A custom wedding map can include landmarks in addition to hotels and wedding venues.

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#9. Accommodation & Transportation Details
There’s a good chance people will be traveling for your wedding. It is a great idea to make accommodations easy for your out-of-town guests by reserving a block of rooms at a nearby hotel under your names; chances are the hotel will even offer a discounted group rate to your guests. This is especially useful for extended family and friends who will want to spend time together outside of the wedding. Transportation details are usually included along with accommodation information. You can provide guests with information about where to park, public transportation, and/or available shuttles and shuttle times.

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#10. Details for Rehearsal Dinners, Welcome Parties, Brunches, and More
Many couples wish to communicate details about before or after-wedding gatherings without having a separate mailing for each event. Maybe you want to share rehearsal dinner information with some guests, welcome party information for out of town guests, or invite all of your guests to a farewell brunch. These cards are typically smaller than the invitation itself, and can be worded more informally if you choose.

Your save the dates and wedding invitations set the tone for your wedding, and also help guests plan for your big day! Working directly with a wedding stationery professional will ensure that your guests feel informed and excited.

Source: http://www.honeyfund.com/blog/10-things-to-include-in-your-wedding-invitations/

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4 Reasons Why It’s Important to Send Invitations

With the rise of the digital age, it’s a common misconception that invitations and save the date cards are becoming obsolete. These days, people turn to social media, evites and group texts to let people know of an event, and we while this might seem easier, it takes away the personal touch that invitations provide.

If you’re unsure of whether or not to use invitations for your party, wedding or baby shower, let us help to convince you of their value by highlighting exactly why they’re as relevant as ever…

They set the tone for the event

Our favorite thing about invitations is how they work to convey the overall tone of an event. For example, if you’re throwing a huge, extravagant party complete with fireworks and fancy food, your invitation should be equally extravagant. If you’re hosting a Halloween party with fancy dress, make sure you’re invitation has spooky vibes!

Invitations present you with a chance to get creative, so why not go all out? Not only will they be fun to look at, but they’ll give your guests an indication of what to expect, while adding a touch of excitement to it all.

The wedding invitation below sets the tone of the day perfectly with its elegant design and classy color.

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They’re informative

For an event to run smoothly, it’s important to inform your guests of the must-know details. Nothing does this better than a real-life invitation. Perhaps your party has a dress code? Maybe you’d like guests to bring food, drink or gifts? Does your venue include space for parking? Include it all on the invite!

What invitations achieve that online invites and texts don’t is the personal approach. Invitations are usually more tailored to the individual, which helps to make guests feel valued. They tend to include the name of your guest, the full address of the venue, the exact time of arrival, plus all the bells and whistles. This is very different to online invitations which are commonly sent out in mass. These are much less personal and much less specific. Usually, you have to go directly the person who’s organizing to get the full run-down on the do. With invitations, it’s all written out for you, and more often than not, you’ll keep it handy so you know what to expect on the day.

The more informative and personalized your invitation is, the more apparent it will be to your guests that you’ve put a lot of effort into the event. A Facebook invite might come across as casual, so guests might not be as inclined to attend; whereas a well-thought out invitation shows that your celebration is important to you. Who could turn that down?

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They create anticipation

Another great reason to use invitations is that they help to create excitement about the event. Say your close friend is engaged; you may have spoken about what he/she imagines for the wedding, what the venue might be like, what food they’ll have on. So when the time comes around that the wedding is booked, receiving your invitation will make it official and will heighten the joy of the occasion.

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They’re memorable

On social media, we’re often we’re inundated with event requests, game requests and page invites from people that we may not even know. It’s easy to dismiss a genuine invitation as the usual junk you ignore. Even if we do realize it’s legit and we tick the all-important ‘going’ button, the invite page can quickly become buried amid the social hustle and bustle, and you might just forget all about it for a while. The beauty of a tangible invitation is that once you receive it, it’s likely that you’ll put it somewhere in view, whether that be on a pin board, a memo board, in a letter holder or stuck to your fridge door! Even after you’ve RSVP’d, it’s common to hold on to the invitation as a keepsake, or as a reminder of the upcoming date. With an online invite, you might completely forget about the event until someone posts on the page or sends an email, and by then, it might be way too late to pick up a gift!

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So while online invitations and group texts seem like quick and easy options, physical invitations can add much more value to your celebration. Not only do they offer you the opportunity to be creative, they’re also fun, informative and tangible. For us, that makes them a winner!

Source: https://www.instantprint.co.uk/printspiration/print-design-tips/4-reasons-why-its-important-to-send-invitations