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
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 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
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.
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.
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!
This post is the third in a four-part about our most recent event for our clients at STIHL. Keep an eye out each week for more about our event production, technology, and partnerships that are making Utah the place to be for events.
The power of a brand is everything to the success of the modern company. Whether you’re a local artisan or a billion-dollar corporation, the strength of your brand will determine anything from customer loyalty to your visibility in saturated online platforms. Creating brand power is no easy feat, and comes with the challenge of adapting to a diverse audience in an age of individuality. Empowering your brand is crucial to surviving the increasingly competitive modern market.
So how do you create a strong brand that’s ready to conquer your target audience? Though some may direct you towards your digital marketing department, the online sphere often lacks the personal connection required to solidify the bond between customer and provider. The power of human connection and will always outweigh a clever tweet or post. Though your online marketing efforts are still important in crafting a powerful brand, it’s important to consider the road less traveled: live events. Time and time again, businesses report higher audience engagement and loyalty when they dedicate time and effort to hosting a successful event.
For our most recent production with STIHL we were faced with a unique challenge, as the purpose of the conference was to highlight their shift from gas to electric tools. Reinventing how a company is perceived as a brand is always a challenge to businesses big and small, requiring a seamless transition in order to keep a consistent and solid presence. Fortunately, enhancing a company’s brand is our specialty.
One of our go-to solutions for branding an event is to implement basic elements of a company’s brand into multiple aspects of decor. From graphics on our LED mods to the color we lit up the stage, we were able to reinforce brand power without overwhelming the design. The second step to encouraging brand development at an event is to craft the perfect atmosphere. STIHL is a company focused on power, and they wanted to make sure that their attendees left with that association. In designing the event, we considered how to best incorporate aspects of decor that represented both the shift to electric tools, as well as the level of power and ability that users have come to expect from STIHL power tools. To accomplish this goal, we brought in Tesla coils, which helped to create an atmosphere that was literally electrifying for everyone in attendance.
Pro tip: Check out some more of In The Event™’s interactive technology here!
Event professionals can do more than you think when it comes to branding your event. The power of a well-executed event itself is enough to leave your attendees with a good feeling about your company’s brand. Here at In The Event™, we’re committed to taking your company presence to the next level with custom design and years of experience. We’ve been working with audiences for over 9 years and have learned the best practices for creating a unique and innovative event that will leave you with a more loyal and engaged target audience.
Refurbishing your brand? Make sure you’re working with the best in the business. Contact In The Event™ today for a free quote!
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.
The venues high ceilings helped create a refreshing and open atmosphere.
The floral centerpieces sporting white and yellow flowers with miniature bees.
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.
Table Setting
Salt Lake City backdrop
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.
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.
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!
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.
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.
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!
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.
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.
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
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 to see some of our other favorite events!
The LED divider complete with VIP 4Life graphics
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.
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.
Guests let the roulette wheel spin to decide their fate.
Dance floor was filled all night as flappers danced the night away
The event space before the guests arrived.
Soon after.
The grand feather plume on-top of our walnut wood hi-boys.
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.
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!
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 for discounts on our favorite products!
Sometimes our clients want an unconventional event space. HireVue had an annual employee meeting and they wanted it to stand out by doing something a bit out of the ordinary.
We offered the attendees three different seating choices along with a focal point on the HireVue stage, set with an 8’ x 10’ arched spandex wall with company graphics and two 8’ LED tube light towers to enhance the other staging elements. First, our LED bars with white leather barstools set-up in a classroom style. Second, our modular furniture complete with branded HireVue pillows. Lastly, on the floor before the stage, we set meditation pillows, cushions, and bean bags for attendees to sit around our LED mod coffee tables. All of the surfaces on our LED furniture were made to be written on with dry erase markers. This added an interactive element to the event and a fun place for the attendees to take notes.
In the end the client was extremely pleased with the outcome of the meeting space. We strive to take a concept to reality with 3D renderings to ensure our clients get what they want. HireVue wanted an unconventional convention and we were able to deliver. They loved the concept so much, they decided to purchase many of the items we used for the event to be enjoyed on a regular basis in their offices!
HireVue and our stage in action!
Lindon, Utah- based biotechnology leader Zyto, commissioned ITE for their New York meeting after having worked with them in Orlando, Florida. Zyto is a client that believes in the same green initiatives that we do! Instead of sourcing inventory in each city they have meetings in, it is much more sustainable to use one set of graphics and frames. We created this set for Zyto so they can adapt to any stage and room size. This works because our spandex sleeves and frames are incredibly light weight, cutting down on cost and our eco footprint during transportation.
Our branded spandex displays really make the Zytro hand cradle graphic pop off the back wall. These frames are customizable and we can accommodate a variety of different displays. Our green initiative is very important to us and we are glad we have clients who agree.
Unique signage graphics courtesy of our in-house design team!
Looking to brand your next event with custom graphics and eco-friendly decor? Contact our in-house graphic design team!
