Event Planning
By: J. Angelo
If you’re planning an event, such as a wedding,
graduation, confirmation, or another ceremony,
here are some things you’ll have to consider:
Food, photos, flowers, invitations, the dress, the
tuxedo, event planner, contracts, housing and guest
services
Wow, right? A lot of time and preparation goes
into planning an event, and below is some advice
on how to go about making decisions regarding
these aspects of party planning.
Budget
To get an accurate budget, first determine the
number of people attending. If you’re having
trouble doing that try this: make a list of those you
want to come. Then, cut it down to the people who
must be there. The MUST group becomes the basis
for calculations. Now, making roster cuts may hurt
some feelings, but what is the alternative? Are you
supposed to ask for a cover charge to attend your
party?
If you’ve got a heart of gold and simply cannot
make any cuts there is always the old fashion
“Football Wedding” or a potluck dinner.
Invitations
Invitations can be as simple as good stock paper,
exotic as forged metal, or as expensive as quill
penned on washed silk. They should go hand in
hand with the theme. Also, this is an easy way to go
over budget, so double-check the funds before
purchasing invitations.
The Tuxedo
The tux, in some cases, is one of the only
components of a wedding that the groom needs to
decide on. Like the dress, make sure it fits properly.
Consult the rules regarding tuxedo color (it should
correspond with the time of day). A well-made suit
is also an option, and the plus is that you’ll have a
new suit for use at another date.
Event Planner
Event planners aren’t as expensive as you think,
and we’re not the event dictators portrayed in
every Hollywood B-movie. The event planner
should assist you in arranging the preliminaries of
the event in an hour, and confirm the
arrangements within 48-72 hours. The event
planner is not responsible for the quality produced
by vendors, but the vendor’s service should be the
most professional possible. Word of mouth can be
good (and horrible) publicity for a business, so it’s
in their best interest to perform first-class service. The initial consultation with a planner ranges from
$100-250, and usually lasts an hour to ninety
minutes. Also, the planner is present prior to the event to ensure things are in order before departing (again, about an hour to ninety minutes
later). Additional service hours are available if the
planning becomes too hectic, and the hourly
charges run about $25 an hour.
The Dress
The dress has got to fit. Read that again: the dress
has got to fit. Forget the size, color, the frizzles and
the frazzles; the first priority is to make sure it fits
correctly. It should conform to your body.
Alterations should be expected, but too many may
drastically change the appearance of the dress, so
be careful. If it doesn’t fit right, no matter how hard
it may be, put it down and find another one.
The style, no matter what you choose, should be
tailored. If you’re S-XXL it’s important to have the
garment tailored. Don’t get bogged down in the
style. There are millions of Internet pages, magazine
snapshots, and countless styles hanging on the
racks at stores, and the massive number of choices
can leave you dizzy and picking a dress that looks
like a Toga. Choose three, and then narrow it down
from there.
The length and volume depend on the activities
at the event. If you plan on dancing to every song
that hits the speakers you should probably avoid a
train or a full skirt. That’s like asking for a trip to the
ER. Can you imagine the lasting impression: “Hey,
remember the woman who tripped on her own
dress and had to get rushed to the hospital?” Or
worse, “Hey, remember the woman who wore the
garbage bag to the event?” Ouch.
Time Constraints
Time constraints exist at every event. A seasoned hotographer has back up equipment and
personnel that can assist with the fine details, like
positioning flowers or moving furniture. The
customer should never be engaged in those types
of tasks; they should be enjoying the party they’re
paying for. If you’re stressed about time have the
photographer get the pictures before the
ceremony, reception, or party begins. Then the
pictures are out of the way.
Photography
A
veteran photographer has experience, technical
expertise, and has a firm grasp of time
management. Pressure should be second nature to
a photographer, as well as an outgoing personality
with a positive attitude towards guests at the
event.
The photographer must have the ability to adjust
to lighting. For example, morning light, when the
sun is low, tends to cast long shadows. Mid-day sun,
directly overhead, tends to cause ‘raccoon eyes.’ An
experienced photographer will use a silk shield as a
canopy to get a softer look and erase those dark
circles.
Give the photographer an itinerary, especially for a
non-traditional event. This allows the photographer
to capture speakers, presentations, or special
moments that he may not be privy to without prior
notice.
Flowers
The floral design of an event can accentuate the
themes, and don’t be afraid to be creative. Once, a
local greenhouse overproduced ferns by the
thousands. They would only last a few more weeks,
so the florist incorporated bouquets of ferns for a
summer event. The look was exotic, and impressive
and made the event feel cool even though the day
was sweltering.
Time of Day
Money savers should go for the early bird
events—brunch or lunch. Those cost less than
going with a dinner on Friday or Saturday night.
Locally, Summer and Fall are notorious wallet drainer for
events, so if you’re open to being flexible with the
dates it could save you money. Winter and early Spring also
bring copious amounts of seasonal foods with
unique aroma’s, and tastes.
Food
Use a well-established catering service. The food
can make or break an event—the quality and
supply. If the food runs out, the guests will soon
follow.
For non-restaurant or hall events, service staff, tableware, the rental of tables and chairs, etc. will cost extra.
An intimate gathering is perfect for hors d’oervres
and exotic food like Thai chicken skewers, or it can
be as simple as quiche. If there are vegetarians in
the crowd you may want to look into vegetarian
dumplings or egg rolls. For an event of 50 or more
you should have a variety of 7-10 foods.
BBQ’s can handle a larger number of people, and
the food can vary from burgers and dogs, to fresh
seafood kabobs. Buffets are ideal for feeding
medium to large groups. This allows the guests to
graze and pick their fancy.
Want to go upscale buffet? Then opt for stations,
where guests can have their meals made to order.
Sit down dinners are traditional, where the menu is
set and the guests choose from the list.
Locale
The locale can determine if you want your event
to be exclusive or to feel exclusive. If you were
having the gala at the Meadowlands you could
expect football jerseys and sweat pants, but if you
decided on a more secluded locale, say a place
overlooking mountains or a lake that would
probably create a different type of environment.
You can use your home too. Tents and lighting
should be enough to transform your space into a
unique spot for an event. Again, consult the
budget and amount of people before making a
final choice.
Yes, with a little help and some planning your
wedding, family reunion, graduation or any another
event can truly be a memorable and fun event for
everyone. So Enjoy!
Article provided courtesy of J. Angelo Event
Planning. Please feel free to contact James
Campistrous at (570) 686-9873 with any questions
or comments. www.J-Angelo.com
