Embrace tech for wedding plans and arrangements

Wedding Tech Ideas to Enhance Your Special Day

Weddings have existed since time immemorial, of course – the majority of civilized human history – and it can be tempting to think that there are only so many ways to go about staging one. But this simply isn’t the case, and event planners must be sure not to fall prey to that sort of narrow, stuck-inside-the-box perspective.

There are a variety of ways a creative planner can bring refreshing elements into such a well-established occasion, and wedding tech is chief among them.  Alongside tried-and-true elements such as live music and a custom step and repeat banner for photo opportunities, tech enhancements will help make a truly unforgettable wedding.

Make the most of a wedding hashtag 
In many ways, social media has become one of the primary forms of cultural currency in modern society. It’s certainly become important to preserving the memories of weddings, with an “official” hashtag for Instagram and Twitter posts about the affair being one of the most visible methods of categorization.

Bridal Guide recommended using features such as printable cards to send with invitations and incorporating the hashtag into various event decorations that will be shown off on the big day. This also represents a perfect opportunity to put the custom backdrop to good use by having the hashtag be its main design, for fun group photos.

New twists on old videos 
Wedding videos, in and of themselves, are nothing new. The average young couple might be cringing instinctively at the thought of their parents’ low-quality wedding tape (not to mention all of the outdated fashions on display). But now wedding planners can preserve memories of these big days in truly fascinating ways, due to how much technology has progressed. The Knot cited such radical examples as overhead video taken by drones, live streams over Facebook, Instagram or Twitter, GoPro cameras mounted to corsages, and even robots equipped with cameras roaming around the grounds of the wedding venue. Any one of these approaches is sure to produce candid and fascinating footage that couples will want to watch again and again in the future.

3-D printed decorations and favors 
In the last several years, the concept of 3-D printing has emerged in the marketplace, at first seeing its most frequent deployments in the manufacturing sector. But it quickly spread to become applicable in a wide variety of consumer-level applications as well, and according to PC Magazine, wedding party favors and decorations are among them.

Offering 3-D printed favors provides the opportunity to create gifts that will truly stand out to attendees, because they simply won’t have seen anything like them before. Whether event planners enlist the services of a printing firm or use one of the various consumer-grade 3-D printers on their own, they can fabricate cards, ornaments, banners, novelty cooking tools and any number of other knickknacks. This will be sure to entertain guests in an unexpected way and allow everyone – not just the newlyweds – to fondly remember the occasion.

3 ways to improve event experiences with tech

Event Technology in 2018: 3 Trends That Can Improve the Experience

In the business world, certain events – grand openings, new product or service debuts, corporate parties and so on – can seem pro forma after a while, if consistent efforts to make them stand out are not applied. Keeping such proceedings constantly fresh is key for event planners. Enhancing these varied shindigs with aesthetically appealing features, like a custom step and repeat banner, can put you well on your way to planning an occasion few will forget. But sometimes you need some extra oomph – and that’s exactly what event technology can provide.

“Technology can significantly enhance event experiences.”

Of course, it’s not like you can simply set up a dazzling light show or devise a few digital marketing bells and whistles and expect those frills to automatically work for every occasion. Context and setting both matter. Let’s take a look at a few of the biggest event tech trends projected for 2018 and identify where they’ll perform most effectively:

Custom apps
According to a 2017 Gartner study, 73 percent of organizations surveyed confirmed that they’d either completed or made significant headway developing their own mobile apps – a 13 percent increase from the previous year.

Depending on the company, the purposes of such apps will vary considerably. However, if this mobile software’s features will be germane to a product rollout or an industry conference primarily sponsored by a single business, there’s no reason to exclude the app from the event, Eventbrite noted. For example, this sponsoring company could provide the timetable for specific conference events or connect users to profiles for the major speakers and products occupying marquee spots on the docket. Whatever the ultimate use, companies’ proprietary apps are too versatile a tool to disregard when planning events.

Various applications for RFID
The range of applications for radio-frequency identification technologies broadly expanded over the course of the past decade. RFID tags and readers are now used for paperless movie tickets, social media promotions and a great deal more.

For the purposes of event planning, RFID will certainly draw attention as a way to manage registration and admission. The systems’ potential for collecting user data for future sales and marketing efforts should also be taken into account. Last but not least, planners could merge high and low tech by using RF tags in conjunction with customized backdrops for a photo booth-style attraction that facilitates a productive call to action on the user’s part.

Livestreaming video over social media
Tools for streaming live video now exist across all of the most prominent social media platforms, including Facebook, Instagram and Twitter. While a real-time chronicling of an organizational event won’t be ideal in all instances, on most occasions, it provides the potential for a veritable gold mine of promotional opportunities. In a holiday party, for example, event planners can help company leaders devise a catchy hashtag for social media commenters to deploy in response to the video, personifying the firm and offering a positive example of business culture that might help recruitment efforts down the line.

3 fashion show essentials straight from the runway

Planning a Fashion Show: 3 Essentials Straight From the Runway

Fashion, in and of itself, is something of an abstract concept that’s not easy to define. But when it comes to fashion shows – those opulent, media-heavy spectacles that provide most average people their closest glimpse of the haute couture world – there are certain elements and features that are traditionally expected to be part of the whole package.

Event professionals who are planning a fashion show, or perhaps a party patterned after such a red carpet event, shouldn’t necessarily watch past installments of the annual Victoria’s Secret runway extravaganza and try to copy what they see. Yet it can be beneficial for event planners to take stock of commonalities they observe among past fashion shows and incorporate these elements into their own work.

The ubiquitous importance of theme
When you stop and think about it, a fashion show is basically a party of sorts, right? And as we’ve previously discussed, every party worth its salt has a theme. As explained by the Fashion Institute of Design & Merchandising in a guest post for DECA Direct, whichever theme you choose should complement the clothing that is being showcased. As such, if the designers parading their wares intend to emphasize bold color combinations or nontraditional fabric arrays, the show will need a theme that’s equally bold.

It should be noted that in this case, theme can’t be something elementary like “winter wonderland.” Arresting aesthetics like steampunk or the nostalgic appeal of art deco are more along the lines of what you should try. Elements ranging from lighting schemes to custom backdrops and the colors of items used for stage dressing must adhere to this theme. Also, as an EventMB guest post noted, when planners work with designers known for iconic logos or imagery, such as Chanel’s instantly recognizable double Cs, such signatures should be incorporated into the decor if possible.

The perfect stage
Even those of us not entirely familiar with high fashion most likely understand the visual power of the runway. As such, choosing an existing stage – or creating one from scratch – that allows models to best showcase themselves and the apparel is even more important than the venue itself.

A fashion show stage needs at least one straight path to serve as the runway. Beyond that, it can extend from offstage into a rounded platform, take a U- or T-shape, zigzag or remain a straight line. The theme and decorations you’ve chosen, as well as the dimensions of the venue, will help your narrow your options.

Assembling the perfect crew
Alongside the event’s contracted models and the stalwart members of your event planning firm, you’ll need to bring on certain specialized personnel to ensure a fashion show goes off without a hitch, according to Mask.

Hair and makeup artists, costuming professionals, backup seamstresses (in case of pre-runway wardrobe malfunctions) and lighting and sound designers experienced in fashion shows will all be necessary. Also, at least one member of the crew should be tasked with stage management duties – keeping models’ walks in line with the established schedule and so on.

With these essential best practices, event planners can create fashion shows that will truly wow their audiences.

Looking to plan an elaborate event on the cheap? Check out our tips.

Upscale Party Planning on a Budget: 3 Tips

Sophistication, elegance, refinement – if you’re planning an upscale party this is what you want to achieve.

But there’s a reason why some parties fall short of this goal.  It starts with a dollar sign and ends with a lot of zeroes.

Event planners face these kinds of situations on a weekly basis: A client wants to throw a billionaire’s party on a middle manager’s budget. They want their guests to experience unlimited luxury while paying only for what matters most.

If you’re an amateur or professional event planner stuck in this party time paradox, we’ve got a few suggestions for how to throw a kingly affair without going pauper.

1. Go avant garde on venue

Hosting at the hottest area nightclub or restaurant will certainly draw a crowd, but it will also draw up steep rental costs you will not want to pass on to your clientele.

Instead, check out local venues that can accommodate RSVPs, impress guests and save your client money. Think libraries, parks, old movie houses and aquariums. What’s grander than sipping champagne alongside tiger sharks and sea cucumbers?

For an even better deal, look into well-kept industrial spaces like warehouses, studio spaces or rail yard-adjacent buildings. High ceilings, exposed brick and light urban decay are a great blank canvas for your event masterpiece.

However, a word to the wise: Sometimes paying a small premium on a venue that has resources like tables and sound equipment is better than going with a cheaper venue that offers no extras . When weighing location options, always get a detailed list of everything that’s included with the space.

2. Invite the faux-parazzi

There’s no shortage of snapshots at celebrity events, so treat your guests like Hollywood royalty by investing in custom-designed step and repeats.

Whether you hire a professional photographer or rely solely on smartphones, these backdrops are an inexpensive way to dial up the fabulous.

For commercial clients especially, these backdrops double as attractive event features and valuable marketing investments. If your clients encourage attendees to post the pictures they take to social media with an event hashtag, they’ve got a highly effective campaign for attracting new business and showing off for top talent. Plus, the backgrounds are reusable. They can break them out at future events.

3. Pick up (part of) the bar tab

Depending on where the event takes place, you may need to acquire a special one-day serving license from city hall. Don’t focus on what you will spend on a malt and wine license versus an alcohol license. Think instead of the subsequent costs of following through on either.

According to Evite’s Drink Calculator, an event that serves only beer and wine to 100 people (35 light drinkers, 50 average drinkers and 15 heavy drinkers) for three hours will need at least 180 bottles of beer and 36 bottles of wine. Keep that in mind so you don’t overspend on supplies.

If, however, your city allows for the purchase of a temporary liquor license and that’s the direction you want to go, don’t make the mistake of stocking a selection of spirits. You’ll run out of what’s popular and retain what isn’t. Instead create two or three signature cocktails, then buy those supplies through a wholesaler. Martinis anyone?

Get more out of your event by checking out our other posts for more party planning tips and tricks!

Here's why event planners are exactly what your company needs to break the cycle of expensively bad holiday parties.

Your Company Holiday Party Doesn’t Need a Miracle, it Needs an Event Planner

We can easily throw an amazing and inexpensive company holiday party all by ourselves. Everyone in the office will come. We don’t need an event planner.

Famous last words.

Bad parties are not only a threat to good taste but to year-end cheer as well. According to the Society for Human Resource Management, 3 out of 10 businesses do not throw holiday parties at all – and that number is on the rise.

When these shindigs fail to attract staff or adhere to budgets, the Powers That Be will shrink next year’s spend, limiting options and perpetuating the cycle of yuletide woe. What’s the solution? Hire an event planner.

Blowouts on a budget

Has this ever happened to you? You throw a party and it turned out OK. Just OK. But even though the decorations are slapdash, the food is just above palatable and the beer is domestic, you still somehow managed to overshoot your budget by several hundred dollars. How?

Because you don’t have the expertise and the connections an event planner does, that’s how. Planners thrive on building professional relationships with vendors and negotiating prices. Many have personal experience working in catering, entertainment and the like. These people know how to turn your wildest, most elaborate ideas into party possibilities at a reasonable price point or confined to a prescribed budget.

Hit the favorites, skip the cliches

Once December rolls around, businesses everywhere will break out the same tired holiday supplies as last year: cardboard snowflakes ruined by years of tape, a stack of leftover snowman-shaped plastic plates and tinsel scraps. Yawn.

Instead, trust an event planner. They know what’s hot, what’s not, what will draw a crowd and what will look best in the background of all your employees’ holiday selfies.

Branding branding branding

Speaking of photos, in the age of social media and smartphone cameras, every office party is an opportunity to show off how your business lets its hair down – professionally, of course.

Whether your company decides to gift attendees with holiday-themed branded swag or customize a step-and-repeat banner checkered in its logo, the party planner will handle all the logistics. All you have to do is have a good time, post your pics on your company website or social media accounts, then sit back and enjoy the publicity.

Face it: You don’t have time to plan

Perhaps this goes without saying, but unless your business is event planning – in which case, why are you reading this? – you shouldn’t pay your employees to call caterers, fill goodie bags and compose karaoke playlists. Their clients probably won’t cut them slack for bad service because they were too busy surfing Pinterest boards for gingerbread-flavored cocktail recipes.

So ask yourself: Is the cost of hiring an event planner comparable to the cost of lost productivity? Pricing options vary among planners; some charge hourly, some charge according to a percentage of the total expense and others will settle for flat fees. If you build a budget in advance, accounting for the planner’s fee, and ask them to stick to it, your business can avoid creeping costs that parties so easily incur and make out better financially than if you’d asked staff to pitch in.

Usher in 2018 with style – this year, don’t forget to incorporate professional help into your holiday party budget. Check out our video below for more information.