New Year’s Eve is rapidly approaching and event planners with soirees in the works should consider these last minute planning tips.
Mind the lines — Everyone expects a big crowd on New Year’s Eve. Event planners should too. Make sure your event is properly staffed. That means plenty of people to check in guests; enough bartenders and bar backs; enough employees on hand to keep the bathrooms stocked and clean; and enough staff to man the coat check at peak times.
Extra cash — It is a good idea to build a cushion in your event budget. Inevitably, there’s always something you’ll run out of or forget the week or day of the party.
Delegate — Rely on your trusted team to help you get it all done.
Have a Plan B — Planning for the unthinkable can make your New Year’s event fail-proof. Have back up entertainment in the unlikely event that your live entertainment cancels at the last minute. Have another alternative that could be summoned on a couple hours notice.
Keep calm — Brief your staff on how to stay calm in a crisis. Make sure your staff knows not only how to execute Plan A, but also Plan B.
Event planners’ jobs have been made easier since the onset of online registration and ticket sales. However, the task of keeping events on or under budget is ongoing.
At EventWax, we get it. We’re an online event registration company with a lean event management tool. We purposefully keep our pricing low by providing only the most important features so budget-concious event planners can put the money saved back into their event or back in their attendees’ pockets.
Compare EventWax pricing to the competition to see how you can save money organizing events. Some event sites charge a higher percentage of the ticket value plus a per ticket fee. EventWax services are available for one low fee that is capped at $5 per ticket. This means event planners or attendees will never have to pay more than $5 per ticket for a convenience charge.
Here’s how you can save using EventWax’s self-service online event registration.
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The more tickets sold, the more fees add up quickly and become a significant percentage of the event or attendee cost. EventWax’s commitment to its customers is to provide a functional tool at a fraction of the cost.
Autumn Letchworth Park Gennesee River Gorge, by Julie A. Wenskoski
If you have the flexibility to plan an impromptu event, consider holding it amongst one of nature’s most brilliant spectacles — autumn.
An offsite venue might be just the thing to rejuvenate your attendees just as signs of fall are making a premature entrance this year, especially in the mid-Atlantic region where colors are forecasted to be particularly vibrant, according to Accuweather.com
Forecasters attribute the swift emergence to a cool and dry August in areas such as Pennsylvania, New York, and New Jersey. Foliage trackers are predicting the upper northeast to see colors change in early October while most of the Midwest can expect peak colors by mid-October. The Pacific Northwest and the Southeast can expect the most vibrant colors by late October or early November.
Local and state parks are inexpensive and ideal settings for gathering in a fall foliage environment. If your group is small, you can plan an impromptu visit. If you have a large group, you may have to plan for parking and reserving a shelter with tables.
If the idea sounds intriguing, consider this top-five list of U.S. state parks that boast fabulous fall colors.
For more information about the states parks listed click here.
For more information about planning an outdoor event click here.
Summertime is a great time for outdoor events. Outdoor catering arrangements largely depend on your venue, type of event, and the time of year.
Consider these quick tips for catering your fabulous outdoor event.
Your menu. Before you choose your menu, consider the weather conditions you are likely to encounter. Food dishes that are on the light side or served cold may be preferable over something hot and heavy.
Your food. Food that requires plates and flatware will require extra cost and seating. Finger foods make it easier for guest to eat while socializing.
Watch for spoilage. Make sure your caterer keeps the food at the right temperature. Hot dishes need to stay hot while cold salads need to stay chilled.
The venue. When choosing an outdoor site, pick one that will be comfortable for your guests. If the site does not include a shelter, consider renting a tent in case of rain or for shade purposes. Consider if the site has restrooms available or if you’ll have to bring in portable toilets.
Entertainment. Check with your catering company or a separate amusement rental company for entertainment options including a DJ, outdoor inflatables, games etc…
Costs. Opting for the outdoors for your event can cost less than renting indoors, however, be mindful of other expenses that can drive up the total cost of your event. For example, consider the cost of event insurance, or additional costs for set-up and clean up.
Read more about outdoor catering at foodservicewarehouse.com.
Trying to think of everything when planning an outdoor event can be overwhelming. Here are tips that shouldn’t be overlooked.
Crucial coordination. Keep in mind that if you are not using an outdoor facility, that you will be bringing everything in and then hauling everything out.
Sanitation. Review with your vendor exactly what will be needed for your size event. Sub-par and too few restroom facilities can quickly lead to a discontented crowd. Also, plan for the days prior and after the event for your set-up and take-down crews.
Power. Be sure to arrange for back up generators for your generators in case of failures.
Communication. Be sure two-way radios are powerful enough for the area of your event. Also bring backup batteries, lots.
Lighting. If your event takes place at night or moves into the evening, be sure to not only light the event, but also the walkways, restroom areas, exit and entrance paths and parking areas.
Pests. Consider whether you will need to spray the area for pests. When scheduling the spraying, determine whether it would conflict with other aspects of your set-up, such as setting up tables and linens.
Heat. Plan for drinking and cooling stations throughout your venue.
Safety. At the very minimum, have first-aid kits on hand or designate a first-aid station.
Weather. Monitor weather far in advance and consider purchasing weather insurance. Wind can be hazardous. Make sure things are anchored accordingly.
Clean up. Consider hiring a hauling firm after the event. Or arrange trash hauling through your local sanitation department.
Summertime is a great opportunity to consider outdoor venues for your next event. Planning for the great outdoors, however, can be twice as difficult as planning an indoor event. And sometimes more expensive.
When in the early planning stages for your ideal outdoor event, consider these preliminary tips:
Silent auctions are an entertaining way to raise money for your cause and gives attendees opportunities to participate.
Here are some helpful tips to get your started:
EventWax tip: Use online registration to organize your fund-raiser’s silent auction. It’s an easy way to sell tickets for your event and track your attendees. You also can email your attendees an auction item list prior to the event.
To read more about how to organize and run a silent auction click here.
What to do when your event attendance drops from medium to small and you suspect you can’t cover the cost of your venue?
That’s exactly what happened to a conference planner recently. But, by reaching out to his industry contacts, he found an alternative that created a win-win out of a losing money situation.
Here’s how the scenario played out:
Once the planner realized the attendance for the event was not coming close to paying for the high-end venue, he met with an industry friend and asked if his friend’s prominent Internet company could sponsor the conference to help defray the costs.
The outcome was unexpected, yet smart.
While the Internet company did not offer sponsorship to help bail out the conference, what it did offer was to host the conference for free in its company training space. The organizer, perhaps, lost his deposit at the venue, but didn’t lose his shirt in an under-attended conference. The host company gained greater exposure at an industry conference with attendees that could lead to future potential hires.
This was a shining example of friends and a business community helping each other out and everyone benefiting, including the attendees.
The best way to insure sponsorship for your future events is to make sure your relationship with sponsors for current events is carried through to the end.
Sometimes drumming up sponsorship means going about things the old-fashioned way — by making telephone calls and writing letters.
Read more about these tips condensed from an article originally authored by Rebecca Mojica and posted on idealist.org
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