Tag Archives: planning

Stay Within Your Event Budget

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Large private parties like an anniversary or graduation party can cost thousands. If you plan a corporate event, the cost can go up exponentially. Planning a corporate event or another major event can be expensive.

As a party planner, it’s important to work with your clients to stay on budget while also planning the event of their dreams.

Before you can create a budget, you need to have a good idea of what things cost. You may be shocked to learn what caterers cost, or you may have had no idea that a photographer could cost so much. Call around to get a few estimates based on some standard details, or do an online search to get a ballpark for what others have paid in your area. Once you have that information, you can get a rough idea of what you might like to spend for each item on your party planning checklist.

Start by determining how much you can afford for your event. Create a couple of amounts: Set the amount you’d like to spend, and set the amount that you could spend if you stretched things a bit. By having a budget range, you will have some wiggle room for unexpected expenses. You’ll also give yourself some flexibility to indulge if you find a more expensive caterer that you love or you decide you want to spring for a nicer venue.

Break down your budget into categories for each item you will need for your event. For example, a typical event planning checklist for a wedding would include things like catering, venue, wedding cake, the officiant, flowers and wedding attire. Create a range for each budget item, ensuring that the total still falls within your overall budget range.

When you are shopping for party supplies, you might think their costs fall within your budget, but you might overlook the smaller costs than can push you over. For example, if you have £5,000 budgeted for catering and you find a caterer that gives you an estimate of £4,800, you might think you will be saving some money. However, after tax is added and you pay the tip, you could be well over your budget. Be sure to include these smaller expenses when calculating your budget.

Working within your budget also ensures that you stay on track and that you find ways to cut corners without sacrificing on quality.

Hiring Great Event Staff

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Hiring event staff at party and event venues is an investment in your company and it’s important to find the right mix of skills and abilities in the people you hire – whether they’re part of your day-to-day team or contracted for a specific event.

No business owner has single-handedly built a successful and sustainable business on their own and it takes a great team to thrive.

Create an ideal employee description – write out a description of the person you’re looking for that defines their work ethic, what skills they have and their job responsibilities.
Speak to your accountant so you know how to legally handle full- or part-time employees vs. contract employees.

To save time and help narrow your search, create an online application.This is a great way to see someone’s personality and their communication skills before you decide to meet them in person.
Reach out to your business contacts for referrals– often this results in the best candidates when you hire event staff.

Interview Questions To Ask During The Interview
Once you’ve identified who you’re looking for, it’s time to narrow your search and interview and screen the top candidates. Here are some questions to ask during the interview.

What area(s) of event planning do you need more improvement or training in?
How do you handle a situation when things don’t go as planned?
What makes you love coming to work everyday (or for each event)?
Describe a time when you were asked to do something you weren’t trained to do. How did you handle it?
What do you like to do in your free time?
Is there anything stopping you from working long hours, weekends, evenings or last minute?
Describe your event planning experience
What attracted you to this position?
How do you make decisions?
What are your strengths and how do you use them when planning an event or working for an event planner?

Anniversary Party Planning

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Live Music For Your Anniversary Party
With music being one of the most important aspects of any party you might think about a themed band or DJ to play music from the era of your wedding. For example why not book a swing band or jazz quartet for your 50th or 60th wedding anniversary party or a traditional rock and roll band for all you 1960’s or 70’s newlyweds.

Many of our tribute bands for hire will perform in costume which can lead to even greater amusement if you make it compulsory that all your guests must dress up in gear that was trendy in the year you were married, especially if any of them still have original items of clothing from those days!

Maybe you were married abroad, be it Ireland, the Caribbean or Greece so why not provide a band who will perform music traditional to that country; a Ceilidh band to get everyone jigging, or a top class steel band to re-invoke the sound of the sea and the swaying palms you enjoyed on your caribbean wedding day.

A Night To Remember
If you’re asking guests to wear fancy dress then your room should be decorated in a similar theme. Use high quality party suppliers. From balloon displays to historical memorabilia, unusual cocktail ideas to table decorations or fireworks.

For a personal treat you should ask all your friends to bring photos, anecdotes and tall tales about your years as a married couple. You can later compile these into an album to look back on a savour for years to come.

A Stag weekend in Scotland

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If you are planning a private party, Stag weekends don’t always have to be about strippers. Edinburgh is glorious, gory, glamorous and great at kicking off its shoes and dancing on the bar. Just think of the city like an oh-so-respectable auntie – leading light of the WI and runs a bordello out of her back room. You’ll love it.

At a glance:

– From the glowering bulk of its infamous castle to the skinny Scott Monument, few cities have as many historic sights to see
– Cosy bars, ‘private’ clubs, haunted pubs, cocktail hour, real ale, drams and dives – Edinburgh’s love of a ‘wee swallae’ is legendary
– Scotland’s capital is shameless about its shameful past and happy to creep you out for as long as you can stand it

Local knowledge:

George Street – smart shops and serious clubs
This is where you’ll find Edinburgh’s smartest bars and clubs and crowds of sleek locals looking lovely.

The Royal Mile – land of the untamed tourist

Its tartan by the acre and you can’t move for tourists, but Edinburgh without a walk up The Royal Mile is almost illegal. Shameless souvenirs, lone piper (not even sure if he’s human), haunted tours, the whisky museum, closes, wynds and miles of cobbles, it’s all a bit stunning. But just go for it. Get into the spirit.

Tollcross – a down and dirty mix of a good time

If you like your pubs cheap, your takeaways plentiful and your entertainment eclectic, Tollcross is happy to help. If you’re up for a gig or a great club night, the mighty Picture House plays Tollcross hard and fast Thursday, Friday and Saturday.

Bruntsfield – café society and a village vibe

Independent coffee are Bruntsfield specialities. Dodge the baby buggies and well-heeled Edinburgh mamas and grab yourself a large cup of caffeine and a window seat. This is where to take your raging hangover and soothe yourself back to life, ready to do it all over again.

Hire Christmas entertainment now

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Christmas may seem far away when you are just about getting used to the unpredictable British Summer, but it’s worth thinking about planning your next Christmas party…

We thought we whet your appetite and tempt you with a few ideas for your Christmas Event this year:

Caricaturist
Caricaturists are a great way to entertain the guests and to salvage some memories from the year.
Most caricaturists are happy to pre-print paper with the date and logos, they can kick start conversations to kick the evening off and it’s nice to wake up with at least one thing in the morning to remind you of the night before.

Magician
Another great way to bring your guests together is with some magic and mindreading. Red Masque have some fantastic magicians advertised which will blow your guests minds without blowing your money.

These acts can mix and mingle with guests of all ages and they take little time to set up. They can be ready to go almost as quickly as this year has passed and as quickly as New Year’s Day will arrive so if you’re keen, enquire now.

Fire Performers
If it’s cold outside, or even inside, Fire Performers will add some heat to the New Year’s party and mesmerise your guests in the process. They can provide ambient performances spread throughout the evening whilst your guests mingle, or if you like they can offer a high energy, choreographed fire show that will leave them in awe. This is a sure-fire way to warm up the party.

Office Party Planning

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People can get nervous at big Corporate events parties. Nervousness can equal erratic behaviour so reduce the stress by setting some ground rules. Make sure you answer the following questions:

Will there be alcohol at the party and if so is it open bar or cash bar?

Are spouses and dates invited? This is particularly important if the party is off your property.

How long will the festivities last? Not everyone can get there at 5:30 so it’s nice to know people will still be there later in the evening.

What’s the proper dress? Not usually a big problem and not necessary in a majority of cases, but if you are hosting the party at a private club or a place no one has been to before a heads up about what to wear can save some people serious embarrassment.

Whether you plan to host a big bash or a small gathering try these suggestions:

Be as generous as your budget allows. Your employees work hard and they are looking for a show of appreciation. They view your generosity as a barometer of their performance.

Try to go somewhere different. If there is a tavern or restaurant close by your employees are probably there all the time. Why not drive an extra 5 minutes and meet at someplace different?

If you have the party on premises, make sure to decorate. Telling them to meet in the cafeteria will excite no one. Asking them to join you on the beach (a decorated themed area) they’ll know it’s a special day.

Invest in a cocktail waiter. They’ll monitor and control drinking. They also can make attractive and fun “virgin” drinks. People like picking a non-alcoholic “cool” option. Letting employees pour their own can be a problem and asking an employee to tend bar may be putting them in a bad spot.

Have a theme for your party. We mentioned luau because it’s always a hit but casino and Mardi Gras are also real favourites that can be planned for 10 or a 100.

Think about providing some great party favours or even door prizes. It’s nice to walk away with a remembrance of a great time. Finally make sure you have fun. If you’re a manager, mingle with your employees they’ll appreciate it and you’ll enjoy it.

Event Planning

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When you’re first deciding how to be an event planner there are many things you need to do.
There’s an overwhelming amount of information and action to take – especially if you’re looking online.

Event planning is the process of budgeting, scheduling, choosing a venue or event site, coordinating permits and licenses, arranging entertainment including bands and speakers, and meeting with caterers to choose a menu. The term event planning is used when planning party and event venues.

Event Management is the process of overseeing and managing the entire event from start to finish, including the event team and/or volunteers. Typically, event managers have more experience than a planner and manage the entire project. The term event management is usually used when referring to large-scale events like festivals, conferences, or concerts.

Regardless of which title you choose to give yourself, there are 3 key qualities that an event planner must have to succeed.

Time Management – you must be able to coordinate multiple schedules at once, in order to be a successful event planner.

Resourcefulness – thinking quickly on your feet is critical to planning events – no matter what size – because even the best laid plans don’t always go as planned and you’ll need to know how to seamlessly fix issues without your client or the event guests knowing.

Budgeting – one of the most important skills to have as an event planner, yet often ignored because many of us like the creative side of event planning more than dealing with the bottom line. However, in order to be a successful event planner and make a profit, you must know your numbers. If budgeting scares you, sign up for a class at a local college to learn the basics.

3 Reasons Event Planning is Not For You
What if you love planning corporate events but you aren’t sure it’s the right career path for you?
Giving yourself permission to plan events on the side or for fun is absolutely OK, but if you’re wondering if it should be a full-time job, ask yourself if you struggle with these 3 skill busters.

Procrastination – if you’ve been dabbling in event planning for more than 6 months, this may not be the right career choice for you. Taking action quickly, being responsive and decision-making is all part of the job.

Discretion – lacking discretion and understanding how and when to send client updates is fundamental. If you feel the need to update your client about every (little) detail when you should spend time fixing problems and/or finding solutions, event planning is not right for you.

Listening Skills – not having the ability to listen and understand client needs leads to mistakes and bad decisions. Effectively listening to your clients, vendors and team makes your job a lot easier.

How to bring the community together

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Local events are a great way to bring communities closer together. Whether you want to raise funds for a worthy cause, bring about positive change in your area, celebrate something special or simply get to know your neighbours, a community event will help rally the masses.

Deciding what type of event you should hold will depend on your goals, as well as the size and demographic of your target audience. However, here are 10 tried and trusted ideas for community events that should help get everyone together.

1. Host a party

Street private parties are now being held at any time, for all ages, to build community spirit at the street level. They are a more relaxed affair with attendees asked to bring a dish to share or with a barbecue arranged.

2. Organise a pub quiz

A quiz night with general knowledge questions can appeal to a broad audience, or you can target particular groups by focusing on specialist subjects, such as football or music. Theming your quiz can also give it an extra edge; for example, how about holding one on Halloween with questions about horror films, along with spooky decorations to get everyone in the spirit!

3. Organise an arts & crafts festival

In every community there are budding artists and craft enthusiasts that you could bring together by creating your own arts & crafts festival.

The term arts & crafts covers such a magnitude of different disciplines, that there really isn’t anything stopping you setting up stalls selling anything you want; from pottery to water colours, knitted wear to jewellery, there’ll be something for everyone to buy.

4. Organise a performance

Amateur dramatics has been a long standing part of the community, so why not gather some aspiring thespians together and organise a show?

This doesn’t have to be on a stage in the community hall, why not change things up and create a walkabout artist? Get the audience to follow a set course around town, where they can watch parts of the play in certain areas. Have your actors do scenes or interact with the audience in-between stops, making them part of the performance.

Use the seasons to your advantage to entice people to see your performance. Everyone loves getting into the Christmas Spirit around December, so why not perform ‘A Christmas Carol’? Or you could make use of a nearby forest or gardens to perform ‘A Midsummer Night’s Dream’ when the summer months are here.

Remember, remember the 5th of November…

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Here are a few ideas for hosting your next Bonfire Night party outside…

Bonfire Night is the perfect time for wrapping up warm and getting together with friends. If you are hosting the party at home, provide blankets for guests to spread across their knees if they are gathered outside around a bonfire. Hand warmers in Knitted covers for coat pockets will be very welcome too – they’d work well too as a party favour for each of your guests.

As well as the focal point of the bonfire – complete with the Guy on top – designate the party area with strings of outdoor lights, garden torches and lantern bags, so that people can easily see where they are going. If little ones will be in attendance, then LED candles or tealights are safe alternatives to normal candles. Torches and head torches will come in handy if you’re letting off fireworks. If you have a few tables and chairs in the heart of the action, light them using tealights; you can have lots of fun making homemade tea light holders with everyday household objects.

Keep guests insulated from the inside out, with flasks of hot drinks and tasty, comforting food. Bonfire Night is high time for a hot spiced cider punch, or simply a full-bodied red wine from bottles warmed by the fire. Serve drinks in plastic glasses to avoid breakages.

When catering for a crowd, go for something easy to make ahead and in one pot. A bowl of rich, spicy chilli con carne with sour cream, cheese, guacamole, salsa and tortilla chips is easy to hold and eat with just a spoon or fork. Set up a buffet serving table inside, not far from the kitchen, so that people can help themselves. Another idea could be fish and chips in boxes or chips in cones with little forks. For something sweet you could make some homemade popcorn, serving from this adorable stall

As well as the all-important and well organised fireworks display and bonfire, have a few activities ready to keep everyone warm. Packets of sparklers are essential, and glow sticks and glow necklaces are also fun to distribute. There’s little doubt that childhood favourites are still popular, so why not set up a sweetie bar for your guests to help themselves to. Be sure to include marshmallows for everyone to toast on sticks over the fire – perfect with a little hot chocolate laced with rum, cinnamon or chilli!

It could be magic!!

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Using the latest technology and what’s around them to wow people is something that a good Magician will always look to do and with smartphones and tablets being everywhere nowadays, it’s a great way for magicians to further impress their subjects.

Magicians like Dynamo and Derren Brown made the art of magic very cool again. It’s an art that constantly re-invents itself with the best magicians always adding more complex and up-to-the minute methods to keep audiences mesmerised.

IPhones have now become an integral part of any illusionist’s act. Using it to create magic involving coins and other items adds an extra layer to their performance. There’s a whole host of occasions where this type of magic can be used – Weddings and Parties, Corporate Event entertainment or Product Launches where it can be absolutely relevant to a product that might be being promoted. Being able to take an item that people can see digitally on the device and transfer that into a physical item from nothing is a really popular form of magic to guests.

Using an iPhone is probably preferable to an iPad because the illusionist can keep it in his pocket while performing in a mix and mingle style with guests, however tablets are often used too depending on the event.”

Corporate and Trade Shows are proving particularly popular for this type of magic where there are hundreds of stalls all vying for attention and where there’s a real need to add something that will stand out. Digital Magic is clearly proving very popular.

Some magicians perform street magic on a London street, which involves use of the phone to magic items – including making the phone appear from a magazine advert. The reaction from passers-by shows the effectiveness of bringing the traditional styles of magic together with technical innovation is a concept that will remain popular amongst Magicians and the people that love to be in awe of it.

Like all forms of entertainment, each Magician is different. While not all Magicians have this in their performance routine, Red Masque has some of the UK’s most exciting magicians and can help to find the perfect magician for your event.