Event Solutions | Breaking News

Generating Ideas Through Pinterest

Event Solutions — Tue, 23 Apr 2013 13:05:09 -0400

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What started as a simple tool to find and collect images online has quickly turned into one of the most popular social media platforms in the world. With more than 48.7 million users, according to Reuters, Pinterest has become increasingly popular for future brides and event professionals. Although the site can be a great way to gather ideas, it proposes a serious question for the event industry: Is Pinterest taking the creativity out of weddings and events?

Social media and industry blogs have helped planning brides and event professionals discover new ideas online and has supported the sharing of ideas across the globe. But if you’re becoming bored with the same ideas appearing in your events again and again, chances are your guests feel the same way.

With the spur of wedding inspired boards on Pinterest, it doesn’t take long to notice themes. Rustic décor, weddings in barns, country brides wearing cowboy boots, Mason jars, flower girls and ring bearers carrying clever signs down the aisle, candy buffets, burlap, and signs, everywhere! “When I imagine the concept of someone gathering all these ideas into one party it sounds like a poorly created casserole,” says Dwin Dykema of Bella Sposa Bridal in Grand Rapids, MI. These cute and creative ideas have been used by brides across the country, but they may not be suitable for every client.

And what about the associated costs? Although your client’s heart may be set on having a food truck at the end of the night, it may completely exceed their budget, leaving you to break the bad news. “A bride might go on Pinterest for ideas, but the next thing she knows she wants everything she sees and her budget just went out the door,” says Christine Hawk of Christine’s Weddings & Events in Alexandria, LA, supporting the idea that just because you like it, doesn’t mean it will work with your event or that it needs to.

On the other hand, clients using Pinterest can be great for helping you plan. You can understand what their likes and dislikes are and what themes they are imagining for the event. Social media sites should be used, and even encouraged, as an idea generator. “It is actually one of our best marketing tools, apart from our website, and clients love it,” states Anne Ager of Côte Weddings in Nice, France. You can encourage clients to create a board for the event and fill this with ideas they find throughout the web. Every idea that is kept will need an added personal touch to create a unique experience that suits the client, but it can be a great place to start. “Pinterest has been a useful tool to help our clients put all of their pictures in one place and easily share with my cake, floral designer and printer so they get the feel of what the couple likes.” states Dianna Shitanishi, CPCE, CMP of Hawaii Weddings and Events. “We don’t duplicate items, but take their inspirations and their personalities and create their own design concept and merely use Pinterest as a starting point.”

Pinterest and other sharing sites can also provide you with a link to new suppliers. If you or your clients find an idea that you are set on using, the provided link can bring you directly in contact with the original vendor. While some grandiose ideas may not be manageable, it may spur your creativity and help you develop an equally fabulous idea that is within the budget. “It has opened the window to share concepts.” says Dykema. “We may not love the whole of a concept and choose to take bits and pieces of those concepts to create the dream.”

“As a wedding expert it’s our job to ensure we pull back on what brides think is good and show them a wide selection of ideas,” says Andrew Roby of District Fete in Washington D.C. It is also the planner’s job to take popular ideas and mesh them with the theme of the event and the client’s personality to create a unique experience that everyone can enjoy. You can take the ideas that work and save the rest for another day.

eNews April 2013

8 Tips to Save Your Outdoor Events

Event Solutions — Tue, 23 Apr 2013 11:49:25 -0400

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As warmer weather approaches and the outdoor event season comes into full swing, inclement weather and pesky insects may be on a mission to disrupt your plans. Use these tips to prepare for the worst and ensure your guests are comfortable throughout the event.

1. Be prepared for bad weather.
Rain, wind, hail, hot and cold weather can all disrupt your summer event plans. Addressing these issues early on may save you some day of stress.

• Monitor weather forecasts as far in advance as available - typically 10 days prior.
• Have umbrellas on hand for the ceremony and to escort guests indoors. This can be helpful in case of rain and for sun protection as well.
• Have coat racks and floor mats available indoors to protect your décor from mud and drenched items brought inside.
• Verify that your décor is weather-appropriate and can withstand the environment. Metal chairs are not good for hot or cold days and cushioned chairs may not fare well in rain. Table and chair legs should be wide enough for soft ground. Hurricane lanterns and flameless candles will maintain ambiance even when it’s a blustery day.

• Anchor décor to prepare for potential wind. Loose centerpieces, flowers, invitations and signage can all be blown around by strong winds. Fishing weights are helpful in securing linens and holding down other items.

• Rent air conditioners and space heaters to keep guests comfortable. Light blankets and shawls can be helpful and can second as a favor as well.

• Hold food and flowers until the last minute as they will spoil in both hot and rainy weather.

2. Plan for nuisances.
• Bug spray, sunscreen, hand sanitizer, fans and water will help keep guests comfortable during a long spout outdoors.

• During the planning process, you should look for ant hills and areas with swarms of gnats, bees or mosquitoes. In most cases, you can have the grounds sprayed in advance to get rid of pests.
• Cover food and open beverages to avoid attracting animals and insects.

• Prepare a shaded area for older guests and those who will not be able to remain in the sun for long periods of time. Patio umbrellas are a unique option for creating your own shade during the event.

3. Know the location’s particulars at peak times.
• If you are planning a wedding or other seated staged event, know where the sun will be during the event and plan accordingly. To optimize the comfort level of wedding guests, the sun during the ceremony should be at their backs so there is clear visibility in the front.
• Plan to provide wind blockers if there aren’t any naturally in place.
• Listen for additional noises. Car traffic, trains, construction and beach waves can all have an impact on the event’s success. Key features, such as an altar or stage, should be placed where background noise is the least distracting. This will also help you adjust speaker and microphone levels.

4. Don’t forget about lighting.
• All areas where guests and staff will gather will need lighting for any event taking place past sunset. This includes walkways, parking lots, hallways and bathrooms.

• Check with your venue regarding power capabilities and regulations for the outdoor space.

5. Bathrooms need tending also.
• Facilities that are too far away may result in unruly guests using your event surroundings as their personal outhouse.
• Public restrooms, such as park facilities or beach locations, may need a sprucing in order to appeal to guests. Add scented candles, air freshener, grooming supplies and toilet paper to enhance the appearance and functionality.

• Site staff may not be available to tend to these needs during your event. Check with your venue and schedule staff accordingly.

6. Test your communication and sound equipment early on.
• If you will be using walkies to coordinate entrances and entertainment, make sure to test them prior to the event.
• Remember that hills, trees and distance can disrupt signals.
• Added noise outdoors may also impact the functionality of handsets. Come properly equipped with headsets as a backup.
• Know the appropriate sound levels for microphones and speakers so all guests can hear through wind and background noise.
• Confirm city noise ordinances for the day/time of the event so neighbors are not disrupted.

7. Know the needs of your guests.
• Informing them of the outdoor location will allow them to prepare for grass or unpaved walkways; skinny heels may sink in the ground.

• Be ready for muddy grounds and prepare ways to compensate. Wood chips and hay are good options to cover pathways.
• Prepare for slippery walkways, wind blown objects, etc.
• Have accessibility options for guests with mobility issues.

8. Always have a Plan C!
• Reserve a tent/indoor facility/pavilion in case of truly inclement weather.

• If you plan ahead, you can have the entire secondary set up prepared in advance (DJ booth, table set up, food, etc.) for quick turnaround the day of the event.

• Creating a phone tree or emergency contact list in advance can inform guests of cancellations or revised locations at the last minute.

There’s no way to prepare for everything, but these tips will keep you calm and ahead of the game in case of an emergency.

eNews April 2013

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The Basics of Tented Events

Event Solutions — Mon, 22 Apr 2013 18:09:16 -0400

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At the 2013 Idea Factory, the Queens of Tent Décor indulged attendees in some top secret tips for producing a successful tented event. Kelli DuBeau and Casey DeLeone of Exquisite Events in Newport, RI and David Price of Rentals Unlimited joined together to introduce event professionals to the fundamentals of tent set up and décor. In this two-part series, we’ll address some of these tips as well as guidelines and best practices for tented events.

Discovering Your Rental Needs
The idea of tenting should be addressed as soon as you decide on an outdoor event. While many clients might prefer to invite guests to enjoy a starry sky throughout the night, weather and other issues may prevent this from becoming a reality. A tent option should always be considered as an alternative in preparation for the unexpected.

The first step in planning a tented event is to make sure tent set-up is allowed. Check with your venue to confirm they allow tents on their grounds and inquire about their regulations. You will also need their help in deciding where to set up since the venue may have restrictions. Your tented area should stay clear of any electrical or underground utility lines for safety purposes. In addition to the size of the tent itself, you will need anywhere from a 6- to 12-foot perimeter around the tent for staking and support.

National fire codes require 15 square feet per person for a sit-down dinner and 8 square feet for standing room only, with exits located at a minimum of 30 feet apart. Mahaffey Tent & Party Rentals has a helpful size estimator that helps you calculate the size of tent needed for your event. Most rental companies can give you suggestions for size based on your needs. Depending on the size and location of your event, you may also be required to purchase a permit for tent set-up. Be sure to check state and local fire codes and comply with all regulations.

Once you have accessed and read through these codes, your next step will be deciding what type of tent is best suited for your needs.

Pole tents are installed on grass or natural land. According to the Queens, pole tents require a stake inserted at every pole and will need 6 feet around the outer perimeter of the tent. They will also have one or more center poles to hold the tent upright. These tents may require a larger land mass to provide ample support for the tent cover.

Canopy tents are lightweight and can be installed by planting stakes directly into the ground or with rope outliers. Canopies are typically used for smaller events needing shade coverage, since most are not strong enough to withstand strong winds or rainy conditions. Canopy tents are suitable for corporate picnics and outdoor festivals where coverage is needed for a few smaller areas, like a wristband area or over picnic tables.

Frame tents are typically used on cemented surfaces such as in parking lots or driveways. They also require support systems for each standing pole, but these do not need to be secured in-ground. Instead, water barrels, cement bags and other materials may be used when staking is not allowed.

Clearspan tents use box beam frames to stand without center poles or roped stakes. According to Mahaffey, their sturdiness and durability makes them ideal for long-term placement, such as for festivals and corporate events. They can also be assembled with hard sides or glass panes for an unobstructed view of the outdoors from within the tent.

For unconventional events, you may also consider using yurts, tipis, domes or ethnic designs, all of which offer traditional coverage from the elements, as well as a unique atmosphere.

In addition to the style of tent, you will also need to decide on the shape and color, as well as if walls, liners or flooring will be needed. Walls and liners help protect against inclement weather and can work as sound barriers from the outside in and the inside out. Most walls or liners can be detached if you decide not to use them during the event, but they are a good item to have on hand.

Flooring options are not available through all rental companies and are less common, but can have a great impact on the atmosphere of your event. Not only does flooring create a formal look, but it can provide comfort for walking and stabilize event equipment. It can also diminish safety hazards caused by walking on unstable ground. Polypropylene panels, plywood, carpet and turf are common options for event flooring. EventDeck has a large assortment of flooring options, if none are available through your tent supplier.

There are many different options for tent and flooring rentals, so shopping around will help in your decision-making process. The My Event Tent mobile app is a great resource for helping you source your event needs before deciding on a supplier. Request references from potential vendors and add set-up options into your discussions before settling on the lowest price provider.

Event Set-Up
Generally, the rental company will set up and take down the tent for you. This allows them to accurately secure all poles and prevents damage to the property. They may request access to the grounds a few days prior to the event and tear down a few days after depending on the time of year so you will need to address logistics with your venue early on.

If you plan on using hanging lights or other décor that will need electrical wiring, address this with your rental provider to discuss available options as they may be able to add the wiring for you during the set up process. The city codes we addressed earlier will also address restrictions and guidelines on what options are available for your tent.

Safety concerns should also be addressed and noted during set up to protect all event staff, as well as guests during the event. Some things to be aware of are the locations of stakes and poles around the perimeter, divets/mounds in the ground, and unsecured cables or cords. Exits and walkways should remain cleared and should be visible from all areas within the tent. Depending on the size of your event, some cities may require a safety inspection before the event can begin.

Next month in the May eNews, we’ll discuss tips, guidelines and new trends for decorating your tented event. Sign up now for monthly tips, trends and news updates for the events industry.

April 2013 eNews

Highlights from the 2013 Idea Factory

Event Solutions — Tue, 26 Mar 2013 15:59:25 -0400

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Hundreds of event professionals from around the world flocked to Las Vegas this month for a week full of learning, discovering, networking, and fun!

The 2013 Idea Factory was packed full of new ideas, fresh trends, business lessons, exciting events, and networking with event pros from around the world. From the dozens of sessions at the Mirage Hotel to the thousands of products on the Expo floor, the show set to rejuvenate and prepare attendees for the year ahead in the industry.

Here are highlights from the week’s events!

Sunday

• Advisory Board members Lenny Talarico and Laura Schwartz, and SEARCH Foundation chairman Rick Turner welcomed attendees to another exciting year at the Idea Factory before inviting David Tutera to the stage to welcome our keynote speaker, Dina Manzo. Dina enlightened attendees with stories of her journey in the event industry and the lessons she has learned along the way. “You need to use both sides of your brain (Right for creative design; Left for logical decision-making) and your heart to excel in your designs,” says Dina. “By bringing meaning to the events you produce and inspiring your clients, you will stand out”. Joined by her assistant Luke, the two lightened the environment with back and forth banter, helpful suggestions and highlights from successful past events.

• Platinum show sponsor CORT Event Furnishings introduced their new line of “Into the Wild” products at the Idea Factory, providing furniture for the Attendee Lounge. The lounge was turned into an exciting jungle themed event on Sunday night, complete with champagne, industry professionals, and even a live snake! Dina Manzo entered the party for a book signing and was quickly joined by fellow Lovegevity Wedding Planning Institute instructors Cho Philips, Richard Hallmarq, of Project Runway, and Naima Mora, of America’s Next Top Model.

• After the festivities in the Attendee Lounge subsided, attendees headed out to the Mirage Pool for the annual Welcome Reception. Event Solutions attendees gathered in the warm Vegas weather to meet and network with the Advisory Board and other event professionals before heading in to prepare for the days ahead.

Monday

• The biggest day of education taught us about setting price structures, creating large scale events, collaborating with suppliers, building amazing centerpieces, décor trends and much more!

• At the Buffet/Boxed Lunch, attendees viewed innovative displays for buffets and boxed lunches while enjoying a trendy buffet lunch. Guests were able to network with other attendees while discussing and voting for their favorite designs.

• After a day full of classes, attendees relaxed with a trip back to the time of Peace, Love and Rock & Roll! The Harmony at Hard Rock Monday Night Party allowed attendees to see new trends in action from vertical buffets to new entertainment to eclectic designs; the event, produced by Cade Nagy and Dan Smith of Catering By Design and By Design Event Décor, was nothing short of impressing. Three levels of exciting features including a lava lamp ice wall, interactive picture making, a mixed drink wall, interactive spin art plates and groovy entertainers allowed guests to roam freely through the event and discover trends at every turn.

Tuesday

• The first day of the 2-day Expo invited attendees to wander the halls of the Las Vegas Convention Center to discover hundreds of suppliers with thousands of new ideas and products on display. View products from the show floor here

• The highly-anticipated AFR Design Challenge put industry icon Lenny Talarico against rising star Jessica Ziedler for a fast-paced design challenge in front of a live audience on the show floor. The final creative designs were judged by attendees throughout the tradeshow. The competition was steep, but this year’s award went to newcomer Jessica Ziedler with her beautiful Green and Black Zebra Print concept!

• A year of hard work culminated in one exciting event for the entire industry as attendees gathered to celebrate the Event Solutions Spotlight Awards at the Tapis Rouge event. To see more from the event click here.

Wednesday
• Celebrity planner David Tutera returned to the Expo floor on Wednesday to judge the Tabletop Contest. With the coveted Tutera’s Pick award up for grabs, David interviewed each contestant to decide which display would walk away with this year’s votes.

• After the Expo doors closed, attendees traveled back to the Mirage Hotel to gain some final tips and techniques from our exciting lineup of speakers before heading to the Closing Session, where Colin Cowie would close the conference with an outlook on upcoming event trends. David Tutera began the session by announcing the winners of this year’s AFR Design Challenge, Buffet/Boxed Lunch and Tabletop Contests and then introduced our Closing Speaker, Event Solutions Hall of Fame inductee Colin Cowie. Colin discussed new trends, as well as ideas that can be retired in 2013.

Get the On-Demand Webcast Library for full audio recordings of all Idea Factory sessions.

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A Night to Remember

Event Solutions — Mon, 25 Mar 2013 18:33:45 -0400

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On Tuesday, March 12, hundreds of event professionals from around the world gathered for a night of celebration, recognition and more. The 2013 Event Solutions Spotlight Awards were nothing less than inspiring as event producer’s Eddie Diaz, CSEP of Encore Creations, Orlando, FL and Meryl Snow of Feastivities Events, Philadelphia, PA pulled out all the stops to transform the Grand Ballroom of the Mirage Hotel into an exclusive, cirque-inspired awards theatre; the Tapis Rouge.

Guests were invited into a red curtained cocktail lounge to start the evening with drinks and networking with the industry’s finest before entering the ballroom for the awards portion of the evening. Large red curtains draped the walls to produce an illusion of intimacy as attendees awaited the opening of the curtains and entrance into the awards ceremony.

Illusionist Drew Thomas, of Drew Thomas Magic, appeared on stage to commence the night’s activities and wowed the audience by magically welcoming David Tutera to the stage through a cloud of smoke! David was then joined by keynote speaker Dina Manzo to announce the first presenters of the night and begin the awards ceremony.

Amazing entertainment trickled through the night’s events with performances from musical group Liquid Blue, tightrope walkers, acrobatic stunts, master illusions and more!

Co-located with the International Caterers Association’s (ICA) CATIE Awards, the night’s ceremony intermixed the announcement of awards. Presenters included past Spotlight winners, Event Solutions Board Members and many honorary guests. As in previous years, winners were given a few moments to acknowledge and thank those who have helped them reach this pivotal point in their careers and to celebrate the culmination of a year of hard work.

In addition to the traditional awards, an infamous member of the event industry was inducted into the Event Solutions Hall of Fame. Event expert and conference closing speaker Colin Cowie graciously accepted a position in the Hall of Fame for his exceptional contributions to the industry throughout the years of his career.

Drew Thomas took the stage one more time to conclude the ceremony and to send us off with a magical snowfall before inviting Liquid Blue back to the stage for a farewell performance.

Amidst the tears of joy, the loud applause, the laughter and the general excitement surrounding the night, the 2013 Spotlight Awards reminded us that our industry is something to celebrate.

To view the 2013 Spotlight Winners, click here

Guest Blog: The Sole Purpose

Event Solutions — Mon, 18 Feb 2013 10:50:49 -0500

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By Sharon Dexmier

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The wedding industry is a funny business. When did we go from having no choice to too many choices? When did it change from following convention to creating a unique experience?

When did it become common to wear pink wedding gowns instead of ivory? To use colored paper instead of ivory bond? When did dinner go from petit filets to sliders with mac and cheese? Satin heels become cowboy boots? When did black tie become black shirt? When did it change from everyone doing the same thing, to everyone trying to be different?

Today’s weddings are so complicated. A wedding used to be like an episode of Downton Abbey; everyone knew their place and the role they played. They knew what they were expected to wear, carry and eat. They knew how they were supposed to walk, where to stand, what music to play and what words to say. There was no wrong way because there was only one way. There were rituals, you see. Serious rituals that mattered, or so we all thought.

I wonder, where is it all going? In the quest to provide clients with distinctive experiences, did we create a level of complexity that’s sustainable? Take wedding shoes, for example. Whose idea was it to begin photographing them? Were they related to Jimmy Choo? Shoes are now the stars of their own little show. They are featured on blogs, Pinterest and in magazines. They even have their own page in wedding albums, destined for immortality.

They never used to be a big deal. Actually, people hardly noticed them. I don’t even remember the shoes I wore to my wedding. I know that they were either white or ivory, but that’s verboten now, since it communicates a lack of imagination.

Today’s shoes are super charged with symbolism. They need to be a novel color to express individuality. (Thank you, Carrie Bradshaw!) They must be expensive to communicate status. They must be clearly labeled to communicate taste. These wedding shoes are going to be judged, labels are going to be exposed and secrets revealed. Don’t think you can just hide them under some pretty dress—ain’t gonna happen. Now you need to lift up that $10,000 dress and show us what you’re really about.

A shoe is no longer just a shoe; its sole purpose is something else but I’m not sure what. All I know is that when you add up all the time you spend searching for the perfect pair, and all the time that’s spent photographing them, they suddenly become an important line item in the wedding budget. Has anyone run a spreadsheet on the real cost of wedding shoes?

And while we are on the subject of feet, enough with the crazy socks please. If you want to prove you’re a risk taker, do it on a racetrack or with a multimillion dollar hedge fund. If you have to say it with socks, then you have to say it, and if you have to say it, well….

I wouldn’t want you to think I’m for a return of the old ways. I’m thrilled that convention has finally taken a back seat to self-expression. But, I’m also a little worried that we are putting so much emphasis on the decorative elements of a wedding that we are maybe getting off track. Should there be more photos of the rings than of the exchange? Should we be looking at the bride’s shoes instead of the expression on her face?

Inevitably, when I scan through all the design elements of published weddings, I find myself on the same visual path. Like a heat seeking missile, I search for the one image that matters most to me, the one clue that might shed some light on the whole shebang. Do they have the look? You know the one, the look that tells you these two people are totally smitten with each other. If they have it, there’s no disguising it and if they don’t, well then, it’s just a fancy party. I’m always deeply reassured when I see it, because marriage can be tough. If they have the look, then at least they have a fighting chance.

A beautifully designed wedding is a feast for the eyes, but it pales in comparison to wonder of the heart. The heart. It’s the only thing that hasn’t changed in the celebration of weddings. We can change all the rituals surrounding it, but it remains pure to the core, a golden orb hidden under the mille-feuille of our created rituals. It knows no color, gender or age. Whether we celebrate it on a beach, under a chuppah, in a vineyard or on a mountaintop, the orb remains constant and pure. It has the power to make us weep, to mend fences and to create dynasties. It represents everything we know about the beginning, the end and the space in between that we call marriage.

Sharon Dexmier is president of Napa Valley Linens and the immediate past president of the Wedding Industry Professionals Association (WIPA). She will be presenting Trend Setters, Trend Hoppers and Trend Watchers at the Event Solutions Idea Factory, as part of the WIPA-sponsored Wedding Track.

February 2013 eNews