Organizing a successful event hinges on selecting the perfect venue. Whether you’re planning a wedding, corporate conference, or a simple birthday party, the choice of venue can make or break your event’s overall experience. To ensure the success of your event, it is crucial to consider various factors carefully.
Location and Accessibility
- Proximity to Attendees: The venue’s location should be convenient for your target audience. Consider where most of your attendees come from and choose a central or easily accessible location.
- Transportation and Parking: Evaluate the availability of public transportation options and parking facilities. Ensure there’s ample parking space if most guests will be driving.
- Local Amenities: Consider nearby hotels, restaurants, and entertainment options. These can enhance the overall experience for out-of-town guests and offer convenience to everyone.
Capacity and Layout
- Guest Count: Determine the number of attendees you expect. Choose a venue with adequate capacity to accommodate your guests without overcrowding comfortably.
- Layout Flexibility: Assess the venue’s layout options. Some venues offer versatile spaces that can be customized to suit your event, while others may have fixed layouts. Ensure the layout aligns with your event’s requirements, whether it’s a theater-style setup, classroom arrangement, or banquet tables.
Budget and Hidden Costs
- Rental Fee: The initial rental cost is just one part of your budget. Inquire about any additional fees, such as security deposits, insurance requirements, and overtime charges.
- Catering and Bar Costs: If the venue provides catering and bar services, understand their pricing structure. Be aware of corkage fees if you plan to bring your beverages.
- Decor and Equipment Rentals: Calculate the cost of decorations, equipment rentals (like AV equipment and stages), and any necessary vendor fees. Rapidly accumulating expenditures may have a substantial impact on your financial plan.
Amenities and Services
- Audio-Visual Facilities: Check if the venue offers audio-visual equipment like projectors, microphones, and sound systems. Using in-house AV can be more convenient and cost-effective.
- Catering Services: If the venue provides catering, sample the menu and discuss dietary restrictions and special requests.
- Event Coordinator: Some venues offer event coordinators who can assist with planning and execution. Having an experienced coordinator can alleviate stress and ensure smooth logistics.
Ambiance and Atmosphere
- Decor and Style: Assess the venue’s existing decor and style. Does it align with your event’s theme or mood? Determine if any necessary modifications can be made.
- Lighting: Proper lighting is vital for creating the right atmosphere. Ask about various lighting options, such as natural light and customizable setups.
- Sound Quality: Test the venue’s acoustics to ensure that sound will be clear and appropriate for your event, whether it’s a presentation, live music, or a party atmosphere.
Contact Art Of The Event For Your Next Event
The venue you choose for your event is a critical decision that can shape the entire experience for your attendees. Whether it’s the location, capacity, or budget considerations, each factor plays a major role in ensuring the success of your event. Hiring Art Of The Event for your next event can help take the stress off of all of this planning. We will fully customize your event and work with you to see your vision. Contact us here to get a free quote for us to plan your event in the New England region.
The key to having a successful fundraiser with high participation from parents and students lies in the personalization of the event. The hack is to involve the majority of wards and guardians in the planning of the fundraiser. This stimulates interest and motivates high participation. There could be a number of activities to actualize this. They include class presentations, a collection of items for parents to bid on, homemade snacks to be sold at the fundraiser, car washing, door-to-door requests, etc.
Here are some useful tips to keep in mind when organizing a school fundraiser. 
Create a Fundraising Committee
You cannot do everything by yourself. You need a team of resourceful and people-oriented volunteers to pull off a successful fundraiser. Learn to delegate responsibilities, and do not be scared to explore ideas from your team members.
To make the tasks easier, faster, and garner more participation, there should be subgroups with team leads. Some tasks you can delegate to the fundraising committee and subgroups include; establishing a budget, selecting a date and time for the fundraiser, planning activities, picking out venues, publicity, selling tickets, sponsorship, and event follow-up.
Draft a Compelling Fundraising Pitch
This is the fulcrum of the entire event. Your pitch should contain your intention for the fundraiser. It could literally make or break the entire day. Your purpose for deciding to start a fundraiser should be communicated in very clear terms. It should also be appealing to your target audience, which is parents and sponsors.
To make a good fundraising pitch, you need to tell a compelling story. Practical, yet emotional enough to make your audience reach for their purses. Let them into the problem you intend to solve with money from the fundraiser. Help them see the need to fix the problem from your perspective.
Encourage their interest by communicating the resources and support you already have. This shows how committed you are to the cause. Be clear and precise on how you hope they would support the fundraiser. Don’t mince words. Ask, very politely, for the amount needed.
Provide Value
Most people naturally gravitate and donate towards projects that are valuable to them. Yes, it is a charitable event, but why should they support yours and not the other numerous applications they receive?
Also, always keep in mind that maintaining a healthy relationship with donors is critical to the sustainability of future fundraisers.
Every donor should be thanked for their generosity. It is best that personalized emails are sent. Some donors could be visited too.
Think out of the box; at the fundraiser, there could be stands or advertisements and free PR for the business of some donors, etc
Have Art of the Event Organize Your Next Fundraiser!
In conclusion, aside from charitable reasons, the major reason sponsors donate to fundraisers is for exposure. Always consider this while sending applications for sponsorship. If you find the procedure overwhelming, Art of the Event is an expert at planning fundraisers, galas, and other school events. Contact us for full-service event planning and designing!
What to Know Before Planning Your Engagement Party
First and foremost congratulations! This is an exciting time for you and your significant other. Now that the proposal is out of the way it is time to start thinking of another important task, planning an engagement party! While you do not want to take away anything from the big wedding day, this is a great opportunity to practice some event planning skills. Very similar to the wedding, you are going to want to find a venue, choose a date,create a guest list, send out invitations, decide on a menu, and stick to a budget.
Hosting
When it comes to traditions the bride’s parents usually host the engagement party. However, in today’s world it is entirely appropriate for anyone close to the happy couple to take the role. In the end there really is no right or wrong answer when it comes to planning an engagement party. It is also not unusual to have more than one engagement party. For example, if your parents wanted to just have one for family only, but your friends also want to celebrate you. Two parties make sense if you live in a different state or city from your family.
Set a Date
Whether you or someone else is hosting the event you are probably wondering when to have your engagement party. Just like the hosting situation there is no right or wrong answer. Obviously if you do not plan to host, being aware of your host’s schedule is important. Availability expands beyond your host, you should be considering your guests as well. That way everyone can make the appropriate accommodations and celebrate the next chapter of your life!
Depending on the length of the engagement you may throw a party a few weeks after the big question was asked or a couple months into the wedding planning process. While, it can be an exciting time you should take in the moment and your newly engaged status. Waiting provides you the clarity to really picture the size of your guest list, style and location of your wedding. Which will ultimately lead you to decide on the type of event you want to throw for the engagement party.
Determine Your Budget
If you are the one hosting, be cautious not to blow your entire wedding budget on this one event leading up to your big day. However, if someone else is hosting this obviously allows more flexibility. Having someone who you trust to host is a good starting point as it will be easier to communicate with them on themes and the budget. No matter if you are having a low key event or not keeping a budget is still a good idea to use as a benchmark. Also, the more specific your budget is the more detail can go into your guest list, venue, and decor.
Selecting The Right Place
Of course when planning an engagement party one of the most important steps is finding the perfect spot to have it. A home or restaurant are classic choices, but that does not mean that you have yours there. Any spot from an art gallery to even a beach is fair game. Just like your wedding venue, the place that you select should speak to the formality of the party you want to throw. So, if you are thinking casually for your event a backyard might be perfect for you and your guests.
Obviously, if you are having a hard time getting things lined up for your engagement party there are always professionals to help with your event. Art of The Event will work alongside you to ensure that all planning, decorating, and hosting is taken care of for you, so you can enjoy your special event.
Invitations
If you are pondering who to invite to your event, just know there are no rules or guidelines for this. The only tip to keep in mind is that any guest that is invited to your engagement party should be invited to the wedding also. This is important because it will have an effect later on when it is time to add up wedding guests. So really think about the size of the wedding you are planning on having. If you are not sure about who you want at your wedding that is ok, keep it to just close family and friends so no feelings are hurt.
Once you have a nice list of people that you want to share your special event with then it is time to send out the invitations. It is important to note that when planning and sending out your invitations you want to give your guests lead time to ensure they can make arrangements to be there.
Food
Another aspect of your engagement party is the food. No, you do not have to provide each person with a 5 course meal for the night, but there should definitely be something for everyone to sip and munch on. Anything from appetizers to a full on buffet will work. If you are not planning to serve a full meal, pick a time in between typical meals and make it clear on the invitation so everyone is informed.
Decor
There is no need to give yourself a headache pondering what you want to do for your decor. It does not have to match your wedding perfectly or at all. However, based on your budget feel free to look into a professional event planner to work with you. Art of The Event will assist with staying within your budget and creating and designing the perfect engagement event for you. Their services range from design sets to full blow custom pieces. On top of that, having a relationship with a planner will benefit you when you are ready to plan the wedding as they already know your taste!
Plan Your Next Event With Art of The Event
If you are getting ready to plan your engagement party, first off congratulations! This is an exciting time in your life and it should be celebrated accordingly. Having an event planner can really help take the stress off your hands. Our team will work with you to ensure that you have an amazing engagement party to kick off the new chapter of your life. Get in contact with our team by calling us at 781-670-9292 or by filling out a contact form on our website. We look forward to celebrating with you!
Aside from illumination so that people are not stumbling around there are other purposes that event lighting provides. For example, a key component that event lighting gets used for is where the audience should direct their attention. There can be a lot of distractions that come up when you are at an event. One way to ensure that they keep the audience’s attention engaged on what is happening is lighting. Now, that is only one way to utilize lighting. Let’s go 4 other ways lighting can be used to enhance an event.
Lighting Directs The Audience’s Attention
Lighting is a great tool to tell people where to look and set the mood in a room. Specifically, spotlights are great for honing in everyone’s eyes to one spot. There are ways to use this tip to your advantage with being in control of what the audience sets their attention to at different points in your event. Keeping your audience more engaged and attentive to what you are trying to show them lets your audience get comfortable. By doing this, you are allowing your audience to experience what was intended in the order you want them to.
Changing The Room
Even with a simple lighting, it is easy to give those attending a different experience throughout the day. For example, if you are planning on having two speakers at an event it is a great idea to change the room to contribute to each speaker. This can also positively affect your speakers as it allows them to be themselves and comfortable. This is a great way to utilize one event with different styles.
Lighting For Décor
Most places and venues come with their own lighting, usually overhead lighting. This often leaves the room looking bland. Lighting is a great way to reinforce the theme of an event. Your brand or cause will have its own colors and with proper professional lighting it can be used to augment the theme. Some examples come in the form of LED lights or uplighting a wall with colors.
Lighting for Cameras
If you plan on filming an event or having any type of camera there you need to consider the lighting that is offered. Cameras are far more sensitive to lighting contracts than our eyes. If you have ever taken a photo of someone in front of a sunset you understand the problems it can cause. There are three disciplines of lighting: there is lighting for décor, theatrical lighting, and lighting for video. In general each one of these are more complex than the preceding one, which is why it is important to have a professional team.
Lighting for Presenter and Audience Comfort
Under the traditional stage lighting it is very hard for presenters to see the audience. This can make public speaking that makes it that much harder. A good fix is having lighting pan across the audience or dim lighting for the presenter to make out faces in the crowd. This will also make those in the audience feel more engaged as it changes the relationships between the presenter and the audience.
Contact Art of The Event
If you are planning an event soon contact our team of professionals today for top of the line lighting services. No matter if it is a keynote speech, or a local art show we have you covered. Get started today by giving us a call at 781-670-9292. We look forward to speaking with you soon!
Organizing a successful event can be a big difficult task. With technology advancing over the years more and more events are becoming digital. These same events are being promoted and organized over social media. Getting the most out of your tools can be the factor to take your next event to a new level. One of the great tools to utilize is design. Learn how design can create an amazing guest experience through audience interactions.
Standing Out With Graphic Design
A key component of throwing a successful event is of course making sure that people know about it and show up. There are many variables that make an impact on how successful your event becomes. While attracting potential visitors can be difficult, identifying a great identity that matches the right announcements can get your audience excited. Something that all large successful events have in common is that they value their event identity design. This goes beyond logos and banners.
To get the most out of your is to streamline all announcements, advertising, on-site branding, and more to create a recognizable and strong identity.
The Three Pillars: Concept & Design, Target Audience, and material
How do you identify a good event identity? Each evaluation of an event can be split into three categories and those are concept & design, target audience, and material. A good concept is a well thought out visual translation of your event and its visitors. An event should visually cater to your target audience more than your event’s program. These two things usually go hand in hand.
Depending on the type of work being shown, you can either tease or even create a mystery design. Great way to get your audience to want to discover the work on site when they show up. Lastly, there is material which allows you to show how your event is going to stand out from others. Some materials that events are utilizing are thumbnails, animated videos, social media banners, but going above and beyond the sky’s the limit. There are many additional things you can do to stand out such as building an interactive website or even creating an app.
On-Site Design
Once you have successfully prepared for the event does not mean the design has to stop there. You want to impress your target audience that you just worked so hard to get there in the first place. From concerts to massive festivals it is important to have your guests informed about time tables, directions, parking, etc. The last thing that looks good for your event is miscommunication.
Contact Art of The Event
If you are looking to separate your next event from ones in the past then contact our professional team. Our team at Art of The Event has the experience to take your event to the next level. We offer graphic design for our events through social media, banners and so much more. Get your event planning started by reaching out to us at 781-670-9292.
Most event managers and planners agree that a stage is the most significant part of any event. The feel of an event entirely depend on the stage. Stage designing is a complicated task that requires attention to detail and plenty of creativity to really make it stand out. It can also be challenging to find the right inspiration too.
Different Stage Designs for Your Next Event
You have plenty of stage design options to choose from in the market. Some examples of how you can decorate the stage to make it stand out include:
Corporate Design
If you’re looking for something corporate, remember that less is more. Evidently, corporate designs are for formal events and business presentations, which is why they shouldn’t be flashy. Over decorating your event can also distract people from the real focal point.
Most stage décor of a corporate event involves a backdrop that focuses on the reason for the event, such as a fundraiser, change in leadership, etc. The main focus of this design is the enlarged company logo and its slogan to line the back of the wall. Or if it’s a conference, you can set it up accordingly.
Creative Design
Creative events are when designers/planners can get creative since there aren’t many rules or instructions to follow. There are endless possibilities that you can choose from. An interactive stage with an over-the-top podium can help lend a little levity to the entire event.
If the gathering is more intimate, you can select a smaller stage to make it more interactive for everyone present. And if the event is more extensive, you should go for bigger stages to improve visibility. Regardless of your audience, creative stage design is one the most effective ways to impact your event.
Furniture and Props
Whether your event is corporate or creative, it will most likely have stage furniture and props as well. You should use these props to your advantage and choose the décor that complements and fits your stage design well.
For instance, if the stage is for a cosmetics or fashion event, you can incorporate different color schemes and vibrant décor or add multiple props that complement the event’s theme. Décor and furniture are an element that can enhance your stage and make good impression on guests.
Floral Design
You can never go wrong with a classic and elegant floral stage design. The vibrant hues and various textures add a beautiful ambiance to the stage and the event’s environment.
You can create a flower wall with varying flowers or fill different pots and items with flowers for a unique look. There are plenty of ways to get creative with floral designs.
Tech Design
It’s a deceptively effortless design that reflecting lighting with an elevated stage. This is ideal for almost every event, from performances or presentations. You can adjust the lighting and design different backdrops to alternate between various vibes and setups.
The wide range of possibilities makes it a popular addition to this list; many people opt for a tech-designed stage with a minimalist and sleek design.
Hire An Event Planner In Boston, MA
With so many stage designs out there, it’s different to decide which one is best for you. Hire Art of the Event, and let us do the hard work for you. 781-670-9292
Event planners can be a blessing when you’re putting together a corporate event. Their job sounds simple until it’s time to see them in action. You should hire a professional considering the scale of this job. Whether it’s a freelance planner or someone working for an agency, their presence will reduce stress and relieve you of unnecessary responsibilities.
Why Do You Need An Event Planner For A Corporate Event?
When you have an in-coming corporate event, planning everything can be daunting. But with the right event planner, it doesn’t have to be. Here’s a list of reasons why you should hire an event planner.
Budgeting
Hiring someone when you’re on a budget may sound counterproductive, but event planners are famous for handling bigger events with a tight budget. They’re professionals who know where to cut corners to keep an event under budget.
The ones who have trouble sticking to the budget are newcomers with minimal experience. So, if you have limited funds, make sure you’re hiring a professional.
Industry Connections
An event planner’s ability to budget stems from their experience and industry connections. Often, they partner with various service providers that offer discounts for client referrals. They have a list of venues, restaurants, DJs, audio-visual companies, etc. This helps maintain a steady stream of clients for the planners and allows the vendors to promote their businesses.
Aside from this, you can rest easy knowing that their quality will be good. The businesses your planner recommends are more reliable than others that you find, leaving no room for error.
Smart Scheduling
This is the most crucial step when you’re planning a corporate event. If you don’t schedule everything effectively, it’s likely going to be more expensive. You may have a poor venue, or worse, you won’t be able to schedule an event in the first place.
Once you have a professional planner, they’ll guide you through the proper timing and venues to choose from. They’re familiar with the process and will ensure the venue is secure.
Creative Thinking
Event planners have handled plenty of events, so they can usually tell what can work in an event. Most of all, they’ll help you based on your preference and what will look best.
Depending on your hosting event or what goes well with your brand, they can customize accordingly. There’s a variety of themes, décor, and music that can make your event so much more special.
Everything will be in place
Event planning is a hectic business that requires constant email exchange and scheduling. The planners ensure nothing is amiss during the event and therefore work tirelessly to meet their employer’s demands. The process can be overwhelming if you don’t hire the right event planner.
Hire An Event Planner In New England
When looking for an event planner for your next corporate event, keep these reasons in mind and choose professionals with the experience to handle everything without a hitch. You can rely on Art of the Event as we make sure your event runs smoothly. Contact us today for your next big event. 781-670-9292
Corporate events are glamorous and tasteful but they are not so easy to organize. Bringing everyone to cooperate and contributing to the success of the event is one of the challenges you might face if you planning one. But this does not mean it’s impossible to pull off a successful corporate event.
Do you have to organize a corporate event soon but don’t know how to go about it? Read on to learn the basic things to consider to make your corporate event a huge success.
4 Practical Ways to Make Your Corporate Event a Success
If you have a corporate event nearby, here are 4 tips that will make it turn out successful:
Start Planning Early
Whenever you want to organize a corporate event, it is essential that you begin your planning and preparation early. There is nothing like “too early.”
Making plans early helps you cover every aspect of the event to the minutest detail.
If you are planning a large corporate event, you can begin the planning four to seven months in advance. In contrast, when planning a small event, you should start planning at least two months prior.
Make sure that all the contracts for vendors are completed at least three weeks before your event.
Establish Your Goals
Writing down the goals for your corporate event can go a long way. Popular goals for corporate events are educating, appreciating, introducing new products or people, celebrating milestones, celebrating significant accomplishments, infusing changes in behaviors, etc.
The goals you have for your corporate event will determine the plans you have to make. When you have listed the goals you want to achieve, then planning becomes easier because you know what to work towards.
To achieve maximum ROI from the event, the set goals for the event should tally with the general company’s goal.
Organize Engaging Activities for Your Audience
Corporate events can be a tad boring, but luckily for you, there are ways to spice it up. Indulging your attendees with engaging activities will keep them interested and focused on the event.
If you can pull it off, organize activities that your attendees can partake in physically. Physical activities are a great way to get the point across, and they leave long-lasting impacts. As much as you can, try to get the audience to leave their seats.
Have an Exciting but Relevant Theme
Another way you can make your corporate event creative, and fun is by including an exciting theme. This will entice the attendees and make them curious about what the event holds.
Having a good theme goes beyond just making an event fun; it brings a sort of unification to the event. It makes everyone feel like they belong there.
Contact Art of the Event
Sure, there are many other things you can do to make your corporate event a success, but the tips above will go a long way. If you’re still unsure of what to do, contact Art of the Event. They are professionals dedicated to organizing and helping with corporate events. Give us a call today! 781-670-9292
Whether you’re looking for an immersive theme for your next event or just some ideas for accent decor, we’ve got you covered with the latest styles to make your event unforgettable.
1. Bring in the 2020’s with 1920’s Glam
Harkening back to the 20’s of last century, create an experience that goes from rustic speakeasy with whiskey barrels and leather decor, to Great Gatsby Glam with crystal chandeliers, golden tables, and feather centerpieces. Notorious for flappers, jazz, and bootleggers, the Roaring 1920’s bring a rebellious spirit and glamorous style that still resonates with us today
2. The Golden Rules
A decadent, rich color, gold is the perfect color to make your next event shine. For a classic look, choose gold and glass furniture, or put flowers in gold vases on your cocktail tables. Or make a stunning stage set or photo op with a gold-accented backdrop.
3. Mark Your Calendars
As we embark on this new decade, we look forward as we also reflect. Celebrate your organization’s history or personal accomplishments with interactive timeline walls. Today’s displays merge visual and interactive elements to engage guests physically and mentally in your story using 3-dimensional signage, timelines and infographics, photos, videos, and props.
4. Change It Up
Have a long event or multi-day conference? Keep your audience alert and engaged with real-time changes in decor, interactive elements, and activities. Switching out elements mid-event, especially after long days of panels and training, keeps things interesting! This can be as simple as changing w few decor pieces and lighting to go from reception to after-party, or a full room flip. Using technology like A/V Projection Mapping, you can even change a stage or room dynamically as your event is happening!
5. The Shape of Things
Bold, abstract shapes add dimension and interest to backdrops and dividers, while shapely curves in your furniture helps soften up the space. Combine curved furniture and angled backdrops to create a dynamic space for your guests.
6. Are You Blue?
This year’s Pantone color of the year is classic blue, a “shade reminiscent of the sky at dusk.” In truth, all blues tones from beryl to deep navy are popular so feel free to take your pick or mix and match! Accent it with warm, natural colors and organic textures to create a chic lounge space, or pair it with white and silver for your classy gala.
7. Naturally Warm
Warm natural colors are also trending, including natural wood tones. Rustic woods make room for refined lighter wood designs. Make your natural, warm tones more interesting by adding lots of organic texture.
8. Biophilia
Biophilia is described as “the passionate love of life and of all that is alive” by German psychoanalyst Erich Fromm. In design terms, this simply means to bring the outside in. Living walls, large trees and plants, running water fountains, and other outdoor elements add life to your event and engage your guests using the organic colors, textures, and even sounds of nature.
9. Opposing Elements
Two design trends merge when natural materials are combined with synthetic, contemporary ones. Upgrade that hedge wall with a neon sign. Enclose your plants in lucite cubes. These seemingly incompatible juxtapositions lead to stunning results!
10. Insta Moments
Let your guests share in the excitement with Instagram-worthy props, backdrops, and environments. Don’t just go for the traditional step-and-repeat – add props, 3D elements to interact with, or furniture to sit on for a unique experience your guests will want to share!
One of the biggest trends right now is getting your guests involved in their menu choices. Skipping the plated meal or traditional hors d’oeuvres and opting for more interactive delights is a great way to make a lasting impression on your guests.
AotE has got you covered with unique interactive food displays on the market. Our one-of-a-kind food service stations create photo opportunities, conversation topics, and make food part of the fun. Most importantly, they allow your guests to customize their fare to fit their preferences, all but guaranteeing that everyone will be raving on social media about your event!
1. Bring the Refreshments Around on a Ferris wheel
Carnival and cirque themes are hot this summer! Whether you’re planning an outdoor or indoor festival or event, our working Ferris wheel will create a truly instagrammable moment for your guests!
Dimensions: 9’T with five trays to hold your snacks or merch, and a customizable base.
2. Not-Just-A-Doughnut Wall
There’s a new sweet treat dominating dessert bars everywhere: doughnut walls! Our sleek & whimsical doughnut wall will look impressive in your space, and you can customize it with a graphic, logo or monogram.
Not a fan of sweets? Display pretzels, bagels, candy canes, or any other hang-able food!
Dimensions: 8’Tx4’W, with 2’ of customizable space at the top and bottom, and 96 pegs.
3. Raise Your Glass with a Champagne Hedge Wall
Guests will have a blast choosing their glass, toasting to the night, and taking selfies in front of our elegant champagne wall! With faux hedge and custom florals, this wall is stylish, functional, and bound to be the center of attention.
Dimensions: 8’x8’ hedge wall, complete with slotted shelves that hold 96 of any size wine glass.
4. Tap the Keg Wall
Breathe new life into your bar space with our rustic & chic keg wall; A fully functional and staple decor piece, featuring your favorite brews on tap! Draft beer is also eco-friendly, with refillable kegs and less overall waste.
Dimensions: 74”Wx8’T with four beer lines.
What does it take to stay on the cutting-edge of the rapidly changing world of events? Fast-moving trends can leave companies, nonprofits, and individuals continually searching for the next hot theme and the newest social-media friendly craze. Whether you’re planning a gala, a product launch, or a mitzvah, staying fresh and modern is critical when crafting a memorable event. Here are three ways to navigate this constantly shifting scene without getting bogged down in the details:
1. Follow Event Companies on Social Media
Whether you’re prepping for a wedding or a corporate holiday party, inspiration is readily available on social media! Follow industry-leaders to discover photos of unique and modern events. It will also give you a sense of what themes are hot and what company can best make your vision become a reality.
Our favorite channels? Pinterest and Instagram. Two imagery-focused platforms that let you get the full visual, and provide a bread crumb trail to similar images so you can delve more deeply into your favorite theme.
Get Inspired:
2. Discover Industry-Leaders in Event Production
How to tell if a company is a cutting-edge industry trailblazer? Look for new and unique designs, furniture, and concepts. Art of the Event’s brand new Edison Tables are one-of-a-kind and made in-house. By continually imagining and crafting unique individual pieces to make clients’ dreams into reality (or just because we had a cool idea!) we ensure that the company is always offering creative and modern designs that make each event one-of-a-kind!
Even if you’re re-using a past theme or going for a classic design, your event company’s capabilities shouldn’t box you in. Take a look at a company’s online catalog (see Art of the Event’s here) to see what kind of variety they have.
3. Choose an Event Company that can Customize
Does the event company you’re working with produce their graphics and builds in-house? If not, your business is being outsourced to another company, and you’re paying extra! Look for companies that employ graphics and fabrication staff full-time. Not only does this save you money, but it also helps prevent confusion and allows for greater customization.
When one of Art of the Event’s producers gets a request for branded pieces, a custom build, florals, or anything else that requires a personal touch, they’re able to go right to the source. Instead of making calls to external companies, they’re able to sit down with a member of the graphics, fabrication, or floral department and figure out how to make your vision come to life. Instead of asking ‘can we do this?’ our team is able to focus on crafting your unique vision.
Bonus: Pick a Veteran Company
Another major factor to consider: How long has an event company been around? Established companies have relationships with other providers, so if they do have to outsource for a specific item, they’re able to get a deal, which is then passed along to you, the client.
It also means they have relationships with venues and are often able to work more closely with your chosen location. Art of the Event producers always offer to coordinate directly with your venue, so you don’t need to worry about the load in or set-up at all. With floor plans for almost every venue in the Boston area already on file, and team members who are familiar with the load-in and strike procedures of every hotel, conference, center, and venue in Eastern MA and beyond, picking a veteran events company can take a considerable load off of your shoulders!
First impressions are always important, so when your guests and clients enter your office make it count! Create a positive and long-lasting impression with decor that brings the spirit of the season into your space!
Our designers recommend keeping the lobby decor elegant and simple. Remember, less is more! If you oversaturate your space with decorations, you risk making it look cluttered and distasteful. The abundance of one decor element over another may offend some groups of people. Keeping it simple helps you avoid overlooking these decorative possibilities.
During the winter season, several holidays are taking place virtually at the same time. Be sensitive to all observers, and don’t forget about incorporating elements like menorahs for Hanukkah and kinaras for Kwanzaa.
The holidays may seem like they’re far away, but time flies! The celebrations are right around the corner, and it’s crucial to start planning early. Start with planning your budget and looking for event designers and decorators.
Brightly lit trees wrapped presents, garland, and ribbon – use traditional decor to warm up your space. Try converting your lobby into a winter wonderland with white birch, sparkling faux snow, and candles to light up the room. Whatever you choose, your lobby decor should reflect your company’s aesthetic.
Even small touches make a big difference: complement your existing decor with florals or small vignettes. This will help bring a pop of color and holiday cheer to your lobby.
Need ideas for your themed lobby decor? Call Art of the Event today for a custom proposal.
Event season is in full swing now that the weather is warmer in the Boston area. If you’re planning a large event at a Boston venue this summer, transportation for guests and travel logistics can get quite disorganized very quickly if you aren’t careful. Lately, many people have been opting for destination management companies (DMC) in Boston as it saves them from booking and transportation nightmares. Art of the Event is here to provide comprehensive DMC services for your next corporate or private event.
What Does Destination Management Include?
DMC services from event design companies such as Art of the Event include a wide array of organizational efforts from meeting and event management to transportation services, tours and team building events as well as in-house design and decor services. The goal is to help you choose a local hotel, food and beverage menu, venue selection, shuttle services and any add-on services that fit the needs of your event, your guest list, and your budget. Many of our clients don’t know the Boston area, it’s venues and it’s hotels well enough to make a decision alone, which is why Art of the Event is here to help.
Benefits of Destination Management Services in Boston
Destination management can be as extensive or as hands-off as you want it to be, we just want to ensure that your event goes smoothly. There are dozens of benefits to utilize destination management services in Boston, including:
- Knowledge of the area, it’s hotels, it’s venues, restaurants, and catering or food vendors
- Staying within your allotted budget and notifying you if the budget is under or may need to go over
- Optimization of human resources in the area
- Ability to select the best suppliers and caterers for your event
- Event design, decor, and event branding all pre-approved by you
- Decreased stress levels for the event host (you!) so you can worry about what matters
Ready to give your guests the perfect event experience from the moment they enter Boston? Contact Art of the Event today to learn more about our destination management capabilities throughout the greater Boston area.
When you begin planning events, you may run into certain terms you do not recognize. To avoid confusion, here are a few key terms you may hear along with their definitions.
RFP: This is an often used acronym for “Request for Proposal.” A formal request detailing items and services needed by a client seeking bids from event service providers. A carefully detailed written RFP is the best way to communicate your needs to different suppliers in search of the best fit.
Example: “We just received an RFP for a Candy land Themed Party; they are looking for several bars equipped with bar backs and stools as well as themed perimeter décor and strolling entertainment.”
DMC: This acronym stands for “Destination Management Company.” A management service with extensive local knowledge, expertise, and resources specializing in the design and implementation of events, activities, tours, transportation and program logistics.
Example: “Art of the Event is the largest DMC with in-house décor in New England!”
Strike: The process of breaking down and taking away an event setup. Tear down and tear away are also commonly used in both the film and event industries.
Example: “There was so much décor to be taken down that the strike took 8 hours!”
Front of House: Those who work in an office setting in direct contact with clients throughout the planning process. These staff members handle all of the formal clientele work.
Example: “Gayle holds meetings with her Front of House team weekly to assure that all clientele work is running smoothly.”
Back of House: The back of house is where products and services happen. In venues, it refers to kitchen and event equipment as well as the people who work on your event. In a production or design house, the back of house refers to equipment and crew. Crew people are the event personnel who deliver, assemble and break down equipment, lighting and decor. Back of the house individuals handle all of the behind the scenes work that goes into the execution of an event.
Example: “Art of the Event’s back of house crew personnel are capable of setting up props, lighting, stages and furniture for events.”
Rigging Crew: Those in charge of the system of ropes, cables or chains put in place in order to hang production equipment or decor items.
Example: “The weight of the event’s ceiling treatment required extensive planning and coordination from the rigging crew to make sure it would not detach from the ceiling.”
Truss: Metal grid usually suspended above the stage or audience that is used to hang lights, sound, or other equipment.
Example: “The truss used at the client’s Bar Mitzvah held nearly 50 lights, which made for a spectacular show on the dance floor.”
Run-Through: A meeting term meaning a practice run of the show. A run through can be a fully realized or abbreviated rehearsal. Similar to a dress rehearsal in theatre.
Example: “The event coordinator conducted one last run-through with her client to ensure all the music, lighting, décor and props were to the client’s liking.”
Focus: A lighting term referring to the time prior to an event production where the equipment is hung, tested and set for the show.
Example: “Everything was situated perfectly on the truss, so the back of house crew proceeded to the focus to make sure all the equipment was working in-sync.”
Calling The Show: A technical director relays cues to technical professionals behind the scenes of a meeting production. The director tells videographers, switchers, lighting and sound professionals exactly when and how to do their work so a show proceeds as planned and on schedule. The TD calls the show.
Example: “The awards ceremony proceeded as planned and flawlessly all thanks to the keen eye of the technical director who was calling the show in a timely manner.”
Gobo: A plate or screen that is placed in front of a spotlight in order to project an image.
Example: “The company opted for a gobo to reveal their newly minted logo during the company’s annual event.”
Pre-Con: A pre-convention meeting: A meeting held with event vendors, sponsors and suppliers on site prior to the scheduled event date.
Example: “We have a pre-con meeting on Thursday with the venue and other vendors to discuss each team’s load-in time.”
Debrief: Following up with a client or supplier after an event in order to gather valuable feedback regarding how the event was received, what worked well, and what could be improved upon.
Example: “Art of the Event makes it a point to always debrief our clients after an event in order to gauge what you thought about the whole experience!”
Event Resume: A compilation authorized by both the planner and their client consisting of all event details including all vendors, program timelines, and pertinent contact information.
Example: “I will be reviewing the event resume tomorrow to make sure everything I need at my event is accounted for.”
Confidence Monitor: A downstage video monitor that most often doubles what’s on the main projection screens. It is for the convenience of the speaker on stage, and it gives the speaker the “confidence” to not have to awkwardly turn and look at the main projection screens. Instead, they can just glance down and know their presentation is properly synched. Depending on the size of the stage there can be more than one.
Example: “The keynote speaker at the university’s graduation ceremony had a confidence monitor while addressing the students, faculty and staff.”
Green Room: A room or area for the cast, speakers, or performers to prepare or wait for their time on stage.
Example: “The band was waiting in the green room while the openers performed on stage for the first two hours of the event.”
Keynote: A speaker at an event that is the main draw or is top billed. That speaker’s actual speech or time slot.
Example: “The company’s annual employee appreciation event is to feature a keynote speech from the president.”
Rear Projection: When video or slides are projected from behind the screen in which case the projector(s) are usually backstage out of view of the audience (and the image is electronically reversed).
Example: “Art of the Event recommended that their client use rear projection for their stage set so the equipment was not visible to the crowd.”
As we are now officially in the Summer season, it’s time to start planning and prepping for your summer parties and events! Whether it be for a graduation party or celebrating the Fourth of July with friends and family, you want to make sure your party is top notch! Ensuring that your guests are always having a great time is a top priority for any summer event, so what better way to make that happen than by incorporating entertaining games and activities?
A popular summer game which can be played on a lawn, in a parking lot, or on the beach is cornhole. To keep the party going all night long, you could invest in our new glowing cornhole boards for your event. A well-known game that can be played both indoors or outdoors is ping-pong. Our lawn sized Shuffleboard and Jenga are also classic party games that most people are familiar with and will enjoy at any summer outing. If your party is taking place indoors, you can get offer a sporty option for your guests with Pop-A-Shot Basketball or Foosball!
If you want to step up your game selection at your summer gathering, there are other options you can choose from. Plinko and Wheel of Fortune are very popular on game shows and could be a great addition to your summer party!
Event Theme Tip: Pair all of these games with a Tiki Bar and our Blonde Picnic Tables to create a luau atmosphere!
If you are interested in adding any of these types of games to your next summer party, contact Art of The Event! If you need a unique idea for your company’s summer outing, we can help you out with games as well as event decor. To help you get inspiration, check out an event we did at Danversport Yacht Club for a corporate summer outing! We have a variety of games available, for more information fill out our form online or call us at 781.670.9292.
