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Whether you’re planning a corporate event, an extravagant wedding or an intimate gathering, here are some insider tips to help you in making the planning process stress-free!

 

      1. Be Flexible & Creative

Creative

Communicator. Check… Organizer. Check… Artist? Over the course of planning the event, things are going to change. We put the time and effort into event design because experience matters! Stay creative by looking for inspiration outside of the events world.  We all know that sometimes what we want to do can completely 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.

If you don’t have strict dates and deadlines, being flexible when it comes to timing and venue can save you a lot of money. For example, if you’re planning a party around the holidays consider pushing the event to a post New Year’s celebration. During peak holiday season, venues will often have higher rates and caterers may have more pricey holiday menus. If changing the event seasonality is not an option, you may be able to cut costs by hosting the event on a Friday or Sunday, which should be less expensive than the Saturday rate.

 

       2. Negotiating is Key 

Despite what many event rental 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. 

But for a wedding, it’s different. If the client has a certain budget but wants to invite more people, then you can negotiate the guest list. The guest list trimming process is different for every couple. Here are a few tips that may help you downsize without damaging any relationships:

 

        3. Go Green

At In The Event™, we love focusing our efforts on green events!  There are a few minor things you can implement for almost any event type that will help minimize the negative effect on the environment.  Consider investing in a brand display piece that can be used at the event, and later will be moved to the office full time to enhance the space.  For a wedding, a custom sign or display piece signed by guests, can serve as home décor that’s a fun reminder of your special day.

Rent, or use serveware you have, to cut out the cost and environmental hazard of disposables. If you’re planning something more casual and prefer disposable serveware, check in with your caterer, as most can offer bio-degradable or bamboo plates and utensils.

Wireless Mini Flex Color, Event Planning Wireless LED, Event Planning, Go Green

Wireless lighting is one of our specialties and can eliminate a lot of headaches on the day of the event. It eradicates the hazard of cords, (not to mention the unappealing look!) while decreasing electricity use. Online registration is another great way to cut costs and go green. Whether you do it onsite, using an LED video tower, or prior to the event, you’ll save on printing and staff fees.

 

     

 

4. Non-Floral Centerpieces

Eco-Friendly Centerpieces

 

Non-floral centerpieces are our secret weapon for enhancing an event environment without breaking the bank! Floral costs can add up quickly, especially if you’re looking for something unique or not native to the area. Non-floral centerpieces are affordable while still allowing for creativity, color and theme development.  Plus, they offer a fantastic branding opportunity. Simply add a graphic or logo to the centerpiece and you have an inexpensive, custom centerpiece display.

Being flexible with your floral selection is a great way to work in a tight event budget. By choosing a non-floral style, or by selecting seasonal flowers, avoiding exotic or unnaturally colored variations, you can create stunning centerpieces without the cost.

 

 

 

5. Consider Hiring an Event Planning Company

While many think that an event planning company increases cost, it can actually decrease them, or at least allow you to work within the same budget with much less stress.  Planners usually get exclusive rates from vendors that direct customers don’t have access to. Additionally, event planning companies are very familiar with local vendors and venues and can help you eliminate or call attention to hidden fees. Event planners will have a realistic idea of what can be done with a space on your desired budget.  By hiring an expert we think you’ll find the planning process much more enjoyable!

A bonus event planning tip for all the industry insiders – be sure to schedule a walk through with all the key vendors, so you’re not the only person on site with the vision. This will save you valuable time during the load in and load out sequences, so you can focus on executing a flawless event for your client.

If you need more inspiration, check out this Pinterest board! Give us a call with any questions!

 

Contact In The Event™ for custom design, led décor, unique florals and more!

801.886.1144 | [email protected] | www.intheevent.com

Event planning can be like balancing 20 spinning plates on your head while trying to run a half marathon hopping on one leg. It’s hard work, and it takes a special type of organized person to pull it all off. At In The Event™, we’ve planned almost every type of production; corporate events, weddings, private parties, live television shows, concerts and more. Through our combined experience we feel we’ve developed a pretty comprehensive event planning checklist, which includes everything from budgeting advice to some event planning essentials which can easily be forgotten.

We built this list to help us make sure we nail every event and put our best foot forward with every new client. It’s helped us keep our best clients and saved us some gray hairs in the process. You can download it at the bottom of our Forgotten 5 list.

The Forgotten 5

You’ll definitely want to make sure you don’t forget the five must-have event planning checklist items and essentials.

Define Your Event Goals

This may seem like a given, but oftentimes we ask our client their event goals but forget to note our company goals. Clearly outlining your client’s goals, as well as internally discussing what your desired return from the event is, will assist in minimizing stress and increasing customer satisfaction. Begin your event planning process this way to ensure you’ll be able to create a fantastic event for your client without sacrificing short or long-term company objectives. For example, if your company goal is to stay below a certain cost threshold, be sure to stick to that constraint or check with the client before adding cost and expanding the budget.

Double Check the Contract

Maybe you stick to the same vendor list and think you know everyone’s cancellation policy inside and out. Regardless, you should always double check the contract! You want everything to run as smoothly as possible, and the best way to do that is to prevent any last minute surprises. Ask yourself the following questions, and if you can’t say yes to every one of these, double check the contract before moving on to the next item on your event planning checklist.

• Does your venue have non-approved vendor fees?
• How many hours does the venue include in their fee? Is that sufficient time for set up and tear down?
• Do your vendors have special requirements or need extra storage space?
• What is the cancellation policy?
• What is the deposit structure?
• What are the insurance requirements?

Signage and Venue Layout
Between walk throughs and familiarity with the city in general, you should know the venue inside and out. Don’t forget to include appropriate navigational cues for someone who has never been there. A couple things to contemplate when ticking off items on your event planning checklist:

• Do you need to provide guests with directions?
• Is it easy to navigate there with GPS? If not, do you need weatherproof outdoor signage?
• Consider providing way-finding tools for all guest’s needs, such as check-in location, restroom signs, charging stations, wi-fi areas etc.

A definitive floor plan confirmed 4 weeks in advance will help get everyone on the same page and allow sufficient time for any necessary signage to be created based on where everything is located in the space. Eliminate last minute guessing by clarifying the layout and signage with the client, the venue and delivery personnel well in advance.

Event Planning

Another often-missed signage opportunity is the ability to provide branding or event enhancements. Consider using directional cues as an opportunity to engage attendees, as we often do with our LED video towers. If budget permits, signage can be used to brand the space, highlight team achievements or even loop a video.

Parking – For Your Guest and Vendors
Depending on location, parking can be one of the most essential task on your event checklist, though often overlooked, aspects. You’ll need to find out if there is sufficient guest parking at the venue, and if not, determine if you’ll need to contract a transportation company. If parking isn’t free, work with your client to determine if parking costs need to be factored into the budget so attendees don’t get stuck with the bill.

Lastly, but equally as important, consider vendor parking. Will large vendor trucks be able to fit in the structure, as well as be able to park for the duration of the event or do you need to find alternative vendor parking space? Also, make sure you have a clear understanding of the venue’s load in route. Determine any obstacles your team or vendors may face when unloading and come up with any necessary solutions prior to the day of the production.

Evaluation and Post Event Communication
It can be hectic leading up to the event and easy to move right along to the next one. Be sure to add evaluation to the end of your corporate event planning checklist. Determine what you can do better next time or what worked well that can be implemented for similar events in the future. Ask for client feedback and reviews to continue to improve your level of service and help boost your online brand presence.

Gin Blossoms

Having an event planning checklist is, again, essential to creating dream events. Contact us if you have any questions regarding event planning. We are the experts and we are happy to help. Also, you also have the option of letting us take care of any event planning!
 

 

Make sure to download In The Event™’s furniture guide to really wow at your next big event. Our guide covers everything from the basics to tricks we’ve learned through the years.

 

Click here to download our free event furniture guide!

Red is a very powerful color and was perfect to set the theme for this Awards Gala. Custom rose centerpieces were a beautiful finishing touch to this setup.

Awards Gala 14

 

Awards Gala 34

 

Awards Gala 46

The floral arrangement with the 20 foot shimmer fabric uplift backed by LEDs to create a glowing focal point.

 

The second event of this 7 event series was the ladies lunch. We designed an airy, refreshing spring atmosphere to fill the venue. You will notice the duck mascot dressed up as a bumble bee, with more bees in the floral centerpieces. We customized everything: the hedges to the dining tables, floral arrangements to the table cloths.

Ladies Lunch 21

Ladies Lunch 13

The venues high ceilings helped create a refreshing and open atmosphere.

Ladies Lunch 29

The floral centerpieces sporting white and yellow flowers with miniature bees.

Ladies Lunch 28

The large tables allowed for all the ladies to enjoy a meal together and catch up. Keep on the lookout for 5 more event posts!

Comments? Questions? Don’t hesitate to ask below.

We love all types of events, but the challenging ones are our favorite! Our client gave In The Event™ their thoughts and suggestions and we came up with 7 unique events for them, which happened in the span of four days. We thrive off a challenge and setting up, striking down, and dealing with all the event logistics made these four days a great experience. Needless to say with the great work of our team, we pulled it off.

Let’s start with the reception and we will post the other 6 events in the following week.

In The Event™ - Reception

Table Setting

FedEx Welcome Reception 55

Salt Lake City backdrop

FedEx Welcome Reception

Floral Arrangement 

FedEx Welcome Reception 70

Love this event? Contact In The Event™ to see how we can make your next production one to remember! 

 

Event planning mistakes happen. Sometimes everything that can go wrong, does go wrong. Some mistakes can be avoided, and after 30 years in the event planning industry, we’ve developed a solution to just about every conceivable event problem. These common mistakes are easy to avoid are potential dangers to your event and your profits if you fail to plan for these.

Read on to find the best solutions to the biggest mistakes in the biz!

Failing to Develop and Finalize a Floor Plan

Failing to develop a floor plan can have huge consequences on event day. The set up process will take much longer than necessary, as you’ll need to figure out where to place everything. You may not end up with the best layout since you’re working in a limited time frame. Particularly with larger events, the issue is further magnified.

Brown Leather Furniture

The Fix: Mistakes like this can be avoided by finalizing a detailed floor plan at least a week prior to the event date. This will make the unloading and set up process as easy as possible. You’ll save valuable time, as you’ll know exactly where to unload items based on their placement in the floor plan. A couple things to keep in mind during the creation process:

Failing to Schedule a Walk Through with Clients and Vendors

Failing to schedule a walk through with clients and vendors essentially leaves everyone in the dark. Failing to share this information with your client and key event personnel could result in mass chaos and a very unhappy client.

RenderingtoReality7

The Fix: Including this step in your planning process every time will make your client satisfaction rates shoot through the roof! They’ll know exactly what they’re getting on the day of the event, and if they’re not happy with something you can easily make adjustments based on feedback from the walk through. Including vendors and any necessary event staff will make for seamless communication and execution.  An additional step we take with clients to really guarantee they know exactly what they’re paying for is 3D renderings.

Not Using a Packing List 

Failing to use some kind of packing checklist will almost always result in forgotten items, leading to compromises or wasted time spent retrieving the pieces left behind. You’ve spent months planning and don’t want to miss an opportunity to impress your client with efficient and thorough service!

InTheEvent_RentalCatalog_Single_3

The Fix: Develop a packing list a week before the event and review with your team to make sure nothing is forgotten.  It’s helpful to keep a box of the basics (pens, paper, tape, etc.) to bring along to every event. Once all items for your event have been pulled, always have someone who did not pull the order review it and check it off. This serves as a second check and is almost foolproof for preventing forgotten items.

Not Allowing Sufficient Set Up and Load Out Time

This is one of the biggest event planning mistakes, as there is little you can do to resolve the issue, apart from calling in more staff.  Nothing looks worse than your team running around last minute to desperately tie everything together.

Beaded Chandelier- Event Mistakes

The Fix: Avoid the unnecessary stress, and fees (if you have to bring in additional set up staff) of this mistake by allowing plenty of time for event set up. Develop a detailed production schedule assigning all tasks to your staff, including who, what, when, and where. This schedule should give you a pretty accurate time frame required for set up. However, you should always build in a 30-minute buffer, before the scheduled start time, so that any surprises or issues can be handled without holding up doors. Also, keep in mind that it takes just as much time to safely load out as it does to load in. So, use the same time frame for striking your event.

Unmarked Entrance

We mentioned the importance of signage in our event-planning checklist.  You don’t want to start an event with disgruntled guests who had a difficult time finding the event location.

Teva Arch - Event Mistakes

The Fix: Set the tone for the evening with a clearly marked entrance. You want to welcome guests and start the event on a high note.  Some things we use with our clients include custom signage, spandex arches, LED video walls – all designed in conjunction with the rest of the event décor to develop a grand entrance and memorable start. Consider the guest entrance path and be sure to provide any necessary signage, or staff, to guide them to your clearly marked entrance.

Avoid mistakes, check out how In The Event™ can plan the perfect event for you!
 

What are some other solutions you have developed for common event planning mistakes? Tell us in the comments below!

Whether you’re planning a corporate event, an extravagant wedding or an intimate gathering, here are some insider tips to help you in making the planning process stress-free!

Event Planning Tips

      1. Non-Floral Centerpieces

Non-floral centerpieces are our secret weapon for enhancing an event environment without breaking the bank! Floral costs can add up quickly, especially if you’re looking for something unique or not native to the area. Non-floral centerpieces are affordable while still allowing for creativity, color and theme development.  Plus, they offer a fantastic branding opportunity. Simply add a graphic or logo to the centerpiece and you have an inexpensive, custom centerpiece display.

Being flexible with your floral selection is a great way to work in a tight event budget. By choosing a non-floral style, or by selecting seasonal flowers, avoiding exotic or unnaturally colored variations, you can create stunning centerpieces without the cost.

      2. Be Flexible

If you don’t have strict dates and deadlines, being flexible when it comes to timing and venue can save you a lot of money. For example, if you’re planning a party around the holidays consider pushing the event to a post New Year’s celebration. During peak holiday season, venues will often have higher rates and caterers may have more pricey holiday menus. If changing the event seasonality is not an option, you may be able to cut costs by hosting the event on a Friday or Sunday, which should be less expensive than the Saturday rate.

Awards Dinner 3

 

 

Event Design

       3. Trimming The Guest List 

For a wedding, the guest list trimming process is different for every couple. Here are a few tips that may help you downsize without damaging any relationships:

 

        4. Go Green

At In The Event™, we love focusing our efforts on green events!  There are a few minor things you can implement for almost any event type that will help minimize the negative effect on the environment.  Consider investing in a brand display piece that can be used at the event, and later will be moved to the office full time to enhance the space.  For a wedding, a custom sign or display piece signed by guests, can serve as home décor that’s a fun reminder of your special day.

Rent, or use serveware you have, to cut out the cost and environmental hazard of disposables. If you’re planning something more casual and prefer disposable serveware, check in with your caterer, as most can offer bio-degradable or bamboo plates and utensils.

Zoo Bash 2012 7

Wireless lighting is one of our specialties and can eliminate a lot of headaches on the day of the event. It eradicates the hazard of cords, (not to mention the unappealing look!) while decreasing electricity use. Online registration is another great way to cut costs and go green. Whether you do it onsite, using an LED video tower, or prior to the event, you’ll save on printing and staff fees.

 

      5. Consider Hiring an Event Planning Company

While many think that an event planning company increases cost, it can actually decrease them, or at least allow you to work within the same budget with much less stress.  Planners usually get exclusive rates from vendors that direct customers don’t have access to. Additionally, event planning companies are very familiar with local vendors and venues and can help you eliminate or call attention to hidden fees. Event planners will have a realistic idea of what can be done with a space on your desired budget.  By hiring an expert we think you’ll find the planning process much more enjoyable!

A bonus event planning tip for all the industry insiders – be sure to schedule a walk through with all the key vendors, so you’re not the only person on site with the vision. This will save you valuable time during the load in and load out sequences, so you can focus on executing a flawless event for your client.

 

 

Contact In The Event™ for custom design, led décor, unique florals and more!

801.886.1144 | [email protected] | www.intheevent.com

Some arrive fashionably late, some hire a limo, others go outside the box with their transportation to an event. We wish we could show you the Porsche under this cover. What we can show you is the LED wall with custom Porsche branding that provided a warm backdrop. But since we can’t show you the car, lets look at a few of the craziest limos celebs take to events.

Porsche 2013 | Arrive In Style

When you’re commander in chief you roll in this beast:

presidential limo

You want to one up the president? Roll up in the heaviest limo in the world:

heaviest limo

You are already a little too fashionably late and you need to get to the event quick:

fast limo

And last but not least when you need to take the whole guest list with you, the longest limo:

long limo

Often we are asked to donate our event services and decor items to various groups and non-profits. We received a call from a volunteer coordinator asking us to donate centerpieces for a Sweet 16 birthday party of a very special teenager, Kennedy Hansen, who has an extremely rare, terminal genetic disorder. When Kennedy’s story was fully revealed to us, without question we wanted to contribute to her party which centered around a fundraiser aptly named “Kennedy’s Hugs,” to start a foundation in her name and create awareness about the disease.The event was organized by a community of volunteers from Ogden, Utah and held at Weber State University on Saturday November 16th.

 

Kennedy's Sweet 16

 

We wanted to create something more than just centerpieces for Kennedy’s party, so we designed complete table decor to employ the inspirational elements that the volunteer suggested,  which included multiple textures and light catching bling. The guest seating tables were dressed in a soft, shimmery pink satin. We used our LED light boxes,  a glow-in-the-dark pin as a base for each of the centerpieces, trimmed in a fuchsia french ribbon. Tall beaded crystal lamps held cumulous, white Ostrich feather plumes which captured the pink light from the riser. The table decor created color, height and visual interest for the party.

 

IMG_0040

IMG_0043

 

It was a privilege to be part of and witness to such an outpouring of love and support from the community at large and beyond who came together to make Kennedy’s birthday party truly something special and memorable for her and to the people she’s touched.

 

Sweet 16

 

See more of Kennedy’s story here.

Hosting a sweet 16 for someone in your life? Make it memorable with In The Event™! Check out our rental packages for quick pricing on some of our hottest items! 

We have had the pleasure of working with 4Life for 6 years now. Every 18 months they hold a convention to launch their newest and greatest products. This year’s event was held at the Miami Beach Convention Center and had 10,000 attendees from across the globe. We enjoyed creating a unique setting with custom graphics and innovative event design for this large convention!

Planning an event for such a large audience is a challenge we gladly take on, but something we do with a special amount of flair is making those few VIP’s truly feel like VIP’s. When we planned this particular convention, we fenced off the VIP section from general seating using our LED walls which were customized with VIP graphics. These walls were 2 feet high allowing the space to be separated but not completely limiting the engagement with the general crowd. Being a VIP and walking past a LED wall to their chair made our special guests feel like the most important person in the room. By making a VIP happy we also make the client happy which is always our #1 goal. Check out the pictures below! And click here to see some of our other favorite events!

Custom Graphics VIP

The LED divider complete with VIP 4Life graphics

 

VIP General Session

Modern event design calls for ingenuity.

 

Take your next event to greater heights with event display services from In The Event™! Custom graphics and signage can help any brand make a splash with their attendees! Click here to view our rental packages!

SendOutCards trusts us to create a complete experience for their parties with interactive experiences for the amazing people of their organization. We wanted to get everyone excited so we went with a Great Gatsby themed party to close out their 2013 Annual Convention, complete with lavish parties, flapper dresses, suits, and elegant event décor.

LED Entrance Towers

We created an atmosphere that captured this era and theme, from beading and fringe to grand feather plume centerpieces and walnut wood hi-boys. We created a grand entrance with 12′ high mod walls containing the SendOutCards logo.

Casino games were a must to stick to the central theme and provided a fun activity for the guests. People got so involved with the theme that while they were in their costume they were able to really test out their poker faces. If their luck ran out at roulette or black jack there was a large lounge area for people to rest. Two-toned brown leather furniture was accented with black framed LED cubes as side tables complete with gorgeous centerpieces.

Casino Games

Guests let the roulette wheel spin to decide their fate.

Dancing Crowd

Dance floor was filled all night as flappers danced the night away

Gatsby Party

The event space before the guests arrived.

Party Crowd 1

Soon after.

Hi Boy Centerpiece

The grand feather plume on-top of our walnut wood hi-boys.

Lounge Seating

A great space for guests to mingle and sit down. 1920 era backdrop embodied the event’s theme.

Looking for a unique event production company to help out with creating your next event? Look no further.

Contact one of our event coordinators today! 

Registration can be a mundane task at the beginning of an event. We sought to make this step more exciting and create an opportunity for a good first impression. We made the graphics bold and easy to find as guests approached their respective lines. Once through their line, guests arrived at our LED standard bars which were branded with the SendOutCards logo. This provided a place for guests to be assisted when signing in and above it were the well-tailored spandex displays.

First Impressions at Registration

 

Pro tip: Custom event graphics and signage can not only help to brand your event, but also give guests a great first impression! Clean and professional event display will always send guests away with a great association about your brand! 

 

Registration 2

Registration 3

 

Check out some more of our spandex displays and LED rental furniture for your next event! Worried about working in a tight event budget? Check out our packages for discounts on our favorite products!

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