Celebrations

Gary Stephenson

Holding a convention but having no idea how to plan one is overwhelming and that is where hiring a convention event planning service will not only make the convention run smoothly but also save you a lot of time, effort and headaches.

A convention consultant is experienced in event planning and the unending number of items that need to be discussed and managed. Hire an event-planning consultant that has many years experience with conventions.

A convention event planning service consultant understands that often you need more staff to accomplish all the jobs required. They have project managers working for them that can become your right hand by giving you their experience and expertise, which allows your staff to manage their own responsibilities.

This not only increases your staff temporarily but also gives you experienced people that answer to you, so you still manage and control the event.

The convention event planning service you hire will work with you to determine the convention event goals, the size of the convention, event type, and attendance statistics along with all the other event elements. This information helps the service prepare a detailed plan with many options and practical plans. These specific plans will meet your requirements and goals.

It is the convention event planning services responsibility to establish detailed timelines, monitor them and update these timelines regularly so you stay within a certain period, as this is an extremely important facet of convention event management.

Staying within budget is not only extremely important but also adds to the success of the convention. The convention event planning service works with you to establish a budget and then monitor and manage it. This is ongoing and compares the actual expenses to the event budget so there are no surprises when it is over.

If you are planning a gathering, it is best to hire a convention even planning service as they can make the difference between success and failure.

Donatas Svetaka

It is not easy to organize a successful party. Food, drinks and recorded music are fun, but since there are quite a lot of occasions to celebrate throughout the year, thrown repeatedly such parties soon get boring.

Why not – at least once or twice in the year, as, for example, on the occasion of Christmas, New Year Day or corporate anniversary – have a party a bit different from an ordinary drinking spree, a party to be original and remembered long afterwards.

So what makes a party successful? Is it possible to organize an unforgettable, smooth-running event on your own?

The most important thing is the theme, the idea. But it is not always easy to invent a theme. And it is even more complicated to realize it. Usually, it requires much effort. When choosing a theme, it is advisable to pay attention to several criteria.

First of all, you should have in mind that the aim of a corporate party is not only relaxation, but also getting to know one another better through interaction, revealing personal qualities, etc. That is, the point of a party is team building. Therefore, it is especially important that all the staff members could participate. Here “participate” means far more than remaining passive watchers because active participation is one of the keys of a successful party. The role of a watcher (if it can be called a role at all) is simply boring. Let your employees feel that they are important and strong as personalities by giving them a chance to express themselves or accomplish certain tasks. A theme party is an ideal time to do it.

An inseparable part of a holiday party is humor. A light or sharper touch of humor should dominate in every theme.

It is also very important that the theme should be chosen considering the company’s sphere of activity and the specialties of the people involved – the theme should be something out of the ordinary, maybe something exotic or lightly shocking. Unrealized childhood dreams may be a good idea when choosing a theme. Maybe your boss wanted to become a fireman as a child? Why not put a fire-fighter costume on him and make him sit into a fire truck on boss day or his birthday? Or why not get serious gentlemen immersed in a pool of coloured balls? It’s so nice when people free their true selves, stepping over the line of everyday routine.

It is also important to take into account the occasion on which the party is organized. Surely, if it is a or New Year party, you won’t do without the usual attributes such as Santa Claus, Christmas tree, gifts and fire-works, and somehow or other the theme of the party will have to match the occasion. In case of many other events, the freedom of choice is greater, there is space for infinite interpretations.

If it is a corporate outing, the theme should allow time for activity: tasks to be carried out, games and so on.

Still lacking ideas? Here are several themes:
- Cowboy party (country music and dance, rodeo, whiskey, cigars);
- Knightly tournaments (show fights with thorny knob-sticks (fake ones) followed by the same sort of fights involving the participants, horses, ladies);
- Japanese samurai (fighting with kendo swards, calligraphy, tea ceremony);
- Fire-fighters (fire-engines, helmets, staged fire scene);
- Travel in time;
- UFO (flying saucer, aliens, other planets);
- Beer festival (beer pavilion, the German „Oktober Fest” mood);
- alternative sport championship (paintball, electronic basketball, curling, quad-bike race, running with five-man skis (a pair of skis for five persons), sumo, pillow battle);
- tracing classical literature (The Adventures of Baron Munchausen, Don Quixote, etc.)

Once the theme is selected, it needs proper implementation. The costumes are not enough. The success of the party also depends on the choice of decorations, music, shows, tasks prepared for the participants, food and drinks.

Moreover, a party must have a culmination point. Be it travel in time or a medieval knight tournament, there has to be something to surprise or amaze the participants. It may be a flying saucer landing, an enemy attack or whatever: it depends on your imagination and possibilities.

Meanwhile fire-works, hot-air balloons, a ball-pool, trampoline, soap bubbles and the like may serve to create a festive atmosphere and complement the theme. An inseparable attribute of a fun party is photos.

Now, should companies organize corporate parties on their own, or maybe it is better to ask for professional help? Choosing the people to entrust your event to depends not only on the budget but also on your expectations, the time foreseen for preparation, the needed equipment and many other factors.

Organising a corporate party yourself is cheaper. But there is some risk in doing so since even the smallest details may spoil a seemingly successful event; thus, lack of professionalism may be a spoke in the wheel. Besides, it may cost a lot of time and nerves for the staff members responsible for such events as they may lack experience. Let alone the responsibility which will not let you relax and fully enjoy the celebration. Even if you have decided to organize a party yourself, you can still ask for professional assistance. Currently there is a wide range of such services in Lithuania, from party ideas to equipment rent. Among them, there are indeed original things for parties: the biggest grill in Lithuania, a submarine towed on the snow, hot-air balloons, bubble machines, etc. In the global context, event planning professionals in Lithuania can offer high-level services. Choosing professional help in planning an event is a way to avoid repetition. It may happen that some of your guests have already taken part in a similar party, so a good event planning company will never organize the same event a second time. Moreover, experienced event planners will always find a way out when unforeseen difficulties arise. However, it is also important to remember that an event starts from the dialogue. Clients are welcome with their thoughts, ideas and wishes so that professionals could offer the most suitable solution.

Discussing all the details and nuances before the event is just vital. Some more tips when planning an event

To ensure a smooth and truly memorable party, it is advisable to start preparing at least before 2 months, even though it would actually take shorter.

It is also advisable to hold corporate parties on weekdays rather then on weekends, so you will have a greater choice of venues and entertainments.

Amy Kelly

When planning a party or celebration, good hosts and hostesses design their party around what will make it memorable. They delicately choose the appetizers and dream up signature cocktails. Or for a kid’s party, might carefully plan fun activities and create favor bags filled with trinkets for the children to take home. Celebrations like weddings and Bar/Bat Mitzvahs take a little more preparation, but rest assured, details will be combed through to ensure a cohesive and memorable experience for all.

A major trend in party planning lately is combining entertainment with custom party favors. Bar/Bat Mitzvahs have led this trend with photo buttons and caricature artists, and weddings are following the curve with old-fashioned photo booths. But if you are looking for something that is brand new, customizable to the event, a blast for your guests and a personalized keepsake, you should check out the latest craze called PicFlips. PicFlips is a “mobile flipbook studio,” which means they set up a studio in a 10′x10′ area at your event and help guests make a short video clip, which is then transformed into a custom flipbook as they watch. Each flipbook takes a minute-and-a-half to make, and PicFlips churns out an average of 40 flipbooks an hour. The flipbook covers can be fully personalized to the event with any hi-resolution .jpeg, color scheme or message, and will be a great reminder of the fun time guests had at the party.

PicFlips creates a buzz when people watch the process in action. Even shy people get into the spirit by watching someone dance or hold up a sign and blow kisses to the camera, then see the finished flipbook soon after. A recent study in the December issue of The Journal of Consumer Research proved just that. When people were aware of others’ reactions through looks or sounds, they synchronized their emotions to match. Smiles produced smiles, tears induced tears, and laughter brought on more laughter, as people took emotional signals from each other. “Someone else’s enjoyment increases your enjoyment,” says Suresh Ramanathan, professor of marketing at the University of Chicago and lead author of the studies.

It’s fun to see this phenomenon in action when you attend an event where PicFlips is present. Smiles spread across the room as people see themselves animated inside small books. It’s instant gratification. PicFlips flipbooks are a customized keepsake that won’t be eaten or tossed after the event. For more information, visit their website at ILoveFlipbooks.com.

So, whether you’re planning a birthday party, Bar/Bat Mitzvah, wedding or a holiday soiree, search for ideas that are unique, memorable and functional. Don’t just throw a party, create an experience. Your guests will talk about it long after the confetti is vacuumed and the tuxedos are returned.

Yolanda Nash

A wedding is possibly the most important event in a person’s life. It is always desired that a wedding ceremony should take place without hindrance, difficulty or any possible errors. Apart from an instance of establishment of marital alliance between two families, a wedding ceremony is also, on a greater scale, an extremely significant social gathering where obscure corners of the family come together, sometimes for the first time. This is the main significance of the wedding reception. It follows logically that such an occasion, especially the reception should be well organized so that everything takes place smoothly and the guests are kept entertained. The wedding reception checklist is the most helpful tool that one can employ in ensuring that everything is managed properly.

The lists all the elements that constitute the wedding reception, listing everything from the room capacity and the cutlery to the number of staff required and the budget. A tentative format of the wedding reception checklist lists the elements in order, followed by their respective necessities and the expenses to be incurred in each case.

Budget being an issue for any good wedding reception, it needs to be managed efficiently. Budget should neither be too less nor too high, as that serves no purpose of being checklist. This includes the expenses for rooms, seating arrangements and also for the location of the reception. The comfort of the guests is very important during the wedding reception. The wedding reception checklist also incorporates the expenses to be incurred in providing air-conditioning and other such amenities for the guests.

Even minute details like the cutlery should be included, so that the bridal party doesn’t feel embarrassed about the bill later. Other expenses that are listed there include the costs for the linen, the cake, the catering staff, the bartender and also the beverage. Parking expenses often become quite high at locations hosting wedding receptions. The wedding reception checklist efficiently keeps track of all these expenses.

The payment deadlines also fall under the checklist. Making payment in due time ensures that no headaches occur after the occasion is over, or even worse – during the crucial period of organizing the wedding reception.

The wedding reception checklist ensures that everything goes perfectly at a wedding reception. After all, a wedding is an occasion to rejoice, not to repent!

Yolanda Nash

It can take up to one year to coordinate a wedding, depending on when and where it is to be held.

One year before

First, a date must be set for the wedding. If it is to be held in the most popular months, May, June, July or August, a year ahead is not too early to start reserving the church, and lining up the members you wish in the wedding party. Establish the budget. If you are using a florist, start getting estimates of floral arrangements for tables and church. You will also need to decide styles of corsages, boutonnières and whether or not to have a flower girl with rose petals to strew in the bride’s path. Decide on a theme for your wedding.

Six to Nine Months before

Reserve a banquet hall and hire a band. You will need to enter into a legal contract with the band so you will not find yourself without music at the last minute. Make arrangements for your soloist for your wedding ceremony. Locate a photographer and establish numbers of pictures desired. It is time to shop for your wedding dress and bridesmaid’s dresses, and start getting estimates on tuxedo rentals.

Three to Six Months before

Decide on the number of guests to be invited. Contact various printers in your area to get prices and decide on the style of invitations. Order your invitations. Contact the tuxedo rental store to make a commitment to rent from them. Contact the florist you have chosen and make a commitment to purchase from them. Decide on the banquet menu and get estimates from caterers. Make a commitment to the chosen one. If you need to have a bakery provide the cake, it is time to get that ordered also.

Two to Three Months before

Register at your favorite stores. Shop for the accessories you will need, such as a guest book, wine glasses for the ceremonial toast, cake knife, gifts for wedding party and table centerpieces. Pick up your invitations from the printer and get them addressed. Check in with your florist, caterer, photographer, church, band, etc. to be sure all is on track. Solve any problems. Try on dresses to see if alternations are needed. Try on tuxedos.

One Month before

Make arrangements for rehearsal dinner. It is time to mail the wedding invitations. Arrange for wedding rehearsal with church and minister. Attend showers.

One Week before

It is time for the rehearsal. After the rehearsal, enjoy the company of the wedding party at dinner.

One Day before

Gather all dresses, tuxedos, reception decorations, etc. and deliver them to the church or banquet hall. Get hairdos. Tomorrow is the big day.

Marcus Angelo

The key to successfully throwing a well planned special event has to do with how you go about organizing, delegating and following-thru on action items. The more attendees involved, the more crucial good organization is. As with preparing a meal, timing is everything. Therefore putting together a timeline checklist for your event will help you make sure all your work is properly coordinated.

To start make lists of tasks that can be done well in advance and those for the day of party. Compare this to the timeline planner below and make the needed modifications according to your shopping lists and budgeted items.

FOUR WEEKS BEFORE

• Put together your guest list and gather addresses and phone numbers
• Order or make invitations
• Plan your menu
• Finalize the space layout and decorations
• Using Shopping List #1 purchase decorations, paper goods, and other supplies, non-perishable foods anddrinks
• Contact those who will help with the party
• Address and mail your invitations
• Write a list of your background and dance music (stick with the theme of yourparty). Remember to include the song title, artist, band and year of release

THREE WEEKS BEFORE

• Confirm any friends, family, and hired service people working the party
• Telephone guests who have not responded to your invitations so you can get adefinite guest count for food and space requirements.
• Put together a music CD of background, mood or dance music
• Make needed preparations for out of town guests such as guest rooms, hotel reservations.
• Pick out what you plan to wear at the party and have it cleaned

TWO WEEKS BEFORE

• See that table linens are clean and ready to go. Put the linens under a brightlight for inspection. Remove all stains. Decide on tableware and serving

  pieces

• Wash less frequently used serving or table pieces.
• Get locks put on your bedroom closet or lock the bedroom door itself. Don’thesitate to secure all valuables.

THREE DAYS BEFORE

• Clean your house if the party is at home or your plan to have out-of-town gueststop by before or after the party
• Make sure all appliances that you’ll be using work properly.
• Using Shopping List #2 shop for any last-minute food or supplies
• Shop for bulk items and less perishable foods
• Touch base with contracted services
• Assign specific tasks to your committee members/volunteers
• Make preparations for cleaning up, returning equipment, etc.
• Make some party foods and freeze them

TWO DAYS AHEAD

• Contact your decorating team
• Begin decorating your home or party facility
• There is plenty of time to get those items you may have forgotten

ONE DAY AHEAD

• Using Shopping List #3 shop for perishable and last minute items.
• Move furniture and put away delicate items that could suffer damage

DAY OF PARTY

• Lock up all your breakable and valuable possessions
• Finalize the decorations and place settings
• Call all help together and give motivational instructions
• Set up an area in or near the kitchen for returning used dishes and waste
• Clear dishwasher for use as needed
• Chill all cold beverages

TWO HOURS BEFORE EVENT

• Put out your clothes and shoes
• Turn on relaxing music
• Light a candle and take a relaxing bath or hand shower. Enjoy the moment.

ONE HOUR BEFORE

• Set out cheeses and non-perishable appetizers and snacks
• Greet your guests

Most of all, enjoy the party!

Marcus Angelo

When planning your party it’s always best to take the course of least demand on your time and budget without compromising the look, feel and fun you envision. The first and foremost step in planning is giving yourself plenty of time to carry out the action items in your party planner organizer time line.

If you have little time to work with solicit the help of experienced party planners as well have friends and family who are time efficient and know how to work under tight time constraints. Gather your party planning committee early. Hold a motivating meeting and have prearranged tasks and deadlines assigned to each person. Ask these for time saving suggestions and above all have everyone take notes. Appoint those who make the most useful suggestions as the key person to follow thru on suggested action items.

Creating The Guest List

Once you have put together your guest list it’s time to give more thought to the menu. Write down your initial thoughts regarding hors d’oeuvres, drinks, the main course, desert and party favors. Keep in mind that some will be allergic to nuts, soy and food additives such as sodium, and glutens. When making your guest list and consulting with your planning committee it is important to address these issues well in advance.

Sending Out Invitations

Nothing is more crucial to a successful gathering than the timely delivery and reply of invitations. This can be approached in different ways depending on the type of party you’re throwing. For family gatherings in the home and other less formal gatherings a quick list of invitees can be drawn up and these can be contacted by phone. A guest list roster makes this task much easier. Your roster should take into consideration your guests travel distance, health, physical limitations, diet, consumption capacity and allergies.

Formal Affairs

For more formal or extravagant parties you need to carefully assess the number of individuals you will invite. Write up an initial guest list and review it with your planning committee to make sure no one is overlooked. Do not send out invitations until you have given more thought to your budget, menu and the location of your gathering keeping in mind that some of your guests have special needs, limitations and such.

Giving Guest Due Consideration

If you’re using a public or private facility determine the kind of wheel chair access and van drop off points. The best time to send out invitations is at least four weeks prior to the event. Most invitees will RSVP within a two-week period. For those who have not responded, send out a final reminder via email, phone call or postal mailing.

Now it’s time to set up your timeline checklist so that none of your vital party planning action items are missed.

The next article “Party Planning Tips III” will discuss setting up your “to do” list in timeline fashion.

Marcus Angelo

Most are baffled if not completely overwhelmed by all the social rules and regulations regarding how to throw a politically correct party. But ultimately a party should accomplish these three things:

1. Focus on the reason for coming together

2. Provide relaxation, refreshment and light entertainment

3. Leave the guests and host/hostess feeling a better acquainted

General Party Planning Tips

Your first task will be to determine and record your spending budget. Determine the type of gathering (cocktail party, potluck, open house, and formal, informal, dressy casual, etc.) Define the theme and appropriate ambience you want to create. Consider the number of guests you wish to accommodate and where you will have the gathering. Establish the date of your party and the age groups that will be permitted to attend. It’s now time to create a guest list.

Decorating The Party Room(s)

Determine the appropriate decorations (traditional or otherwise). Do some window-shopping at the local party store to get decorating ideas that will best compliment your gatherings theme. Decorations should be used only to accent your homes decor.

Use decorative accents to set the mood and focus on the theme of your gathering. Try to avoid over decorating. Although decorations do much to create a festive atmosphere avoid have too many items cluttering vital sitting and standing space. Décor should not distract and become a trip hazard.

Putting Together A Good Party Shopping List

When putting together your shopping list it is helpful to do some window-shopping. While window-shopping, take time to add necessities to your shopping list. Frequent at least three stores and compare prices. Buy bulk items where possible. To save some time shop stores on the web. After comparing prices start working on your master-shopping list. Unless you have the time and funds to sample foods and drink for quality comparison go with the quality brands you know are up to standard.

Staying Within Your Parties Budget

Staying within budget has much may require limiting the number of invitees, dinner courses, drinks and type or degree of decorating you do. This will challenge your ability to say “NO”. It’s best commence party planning at the most simplistic stage. Write a list of all necessities and “must haves.” Now write a separate list of “extras”, food, items and decor you would like to add while keeping with-in the limits of the party planning budget. Add up all your “simplistic” expenses. If you see that you still have funds to spare, add a few of the “extra” items you would most like to use to entertain your guests. Leave funds of $50 or more for unforeseen last minute purchases. Once your shopping list is complete and with-in the budget you are ready to create two or three lists as follows:

Party Shopping List #1 Non-Perishables (Shop three weeks in advance)

This list includes decorations, non-perishable foods such as nuts, crackers, chips, canned goods flatware and napkins.

Party Shopping List #2 – Slow Perishables (Shop two/three days in advance)

This list is for foods that have a slow perishable rate such as fruit and vegetables. Check ripeness. Some of these foods can be cooked the night before the event and placed in your freezer.

Party Shopping List #3 Perishables (Shop day before event) This list would be for items that perish quickly such as fresh seasoning, fruit, salads, meats and vegetables.

Now that you have your initial preparations underway, it’s time to take your party planning to the next level. The next article, “Party Planning Tips II” will discuss creating the guest list, sending out invitations, and getting invitees to RSVP in the timeliest manner.