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!
Got stuck with throwing the next company party? Maybe you and your friends wanted to get together to celebrate Halloween? Well, the holiday season is upon us and leaving an impression with each guest that attended your party is important. Here are some tips to ensure that you and everyone else has a good time.
Holiday Party Menu
Everyone will be pleased to see a varied food menu when they show up. That way you can appeal to everyone, even those with diverse food palates. Your menu should be diverse with some healthy options and indulgent options, whether that is meaty recipes or vegetarian options. A good note to remember is that bite sized foods are always less awkward for everyone.
Picking a Color Scheme
There are many options that you can go with when planning a party. Without a color scheme you may find yourself overwhelmed by your choices. Having two main colors that contrast, will allow you to focus your accessories around them.
Menu Cards
No one likes to eat unidentified foods. Making menu cards for each dish so guests do not have to guess what they are eating. This is a great way to call out common allergic foods so you do not run into any issues. Also, saves you from answering the repetitive questions of “what is this?”.
Set The Mood
Setting the mood is essential for capturing the spirit of the holiday at your party. The “mood” includes atmospheric details like decorations and lighting. The right lighting is essential. Too bright and your guests will be left feeling like they are attending a high school dance, too dark and they won’t be able to see what they are eating. Candles can be a nice touch to add as they are inexpensive.
Music
The right music is essential for a party and the atmosphere. Creating a playlist of your favorite holiday songs. Better yet if it is in your budget a DJ can keep your guests engaged throughout the duration of your party.
Contact a Professional Party Event Planner
No matter if you are looking to get your work together for the annual Christmas party or you are just catching up with some old friends, Art of the Event can help! Our team has years of experience planning holiday parties. Start planning your party now by calling us at 781-670-9292 or by filling out a contact form on our website.
By Gayle Gilberto, Event Designer & CIS
Thanksgiving comes late this year, which means most holiday parties are being planned within the first two weeks in December. That’s not very far from now but it’s still not too late to plan your gathering or to add some extra spice to the existing one! If you haven’t booked your venue or suppliers yet, Kristin O’Conner, Director of Sales and Marketing of Capers Catering advises the following: “Be willing to be flexible! Thursdays in December are the quickest dates to go. If you’re willing to do a different day we can play around and make it work for you. But, we almost always can make it work for our clients.”
Get People Excited About Your Holiday Party
You may also consider moving your party into the New Year. January and February dates a offer better venue and supplier availability and your guests can relax and enjoy your celebration without their personal Holiday plans getting in the way.
Build up excitement for your upcoming celebration by advertising through your company social media. Hint at the activities to come. If you haven’t told your guests already, consider “teasing” the theme to build anticipation. For example, if you are having a carnival theme, pass out popcorn or cotton candy during lunchtime or after a company meeting. Or invite a salsa dancer into your office to perform in advance of your “Havana Nights” theme event.
Another great way to build excitement for your Holiday party is to add an awards component to the affair. Create a few fun categories for your employees to vote on to get them involved and pumped up. Or look for in-house talent and have them participate in some way. I had a CEO who leads a company sing-a-long for his employees at the end of a Holiday celebration. This quickly became the beloved company tradition guests look forward to every year!
Brainstorm Ideas With Others
Kick up your food and beverage choices by chatting with employees and don’t be shy about brainstorming fresh ideas with your catering manager
Kristin O’Connor offers this advice: “We’ve had clients collect a few family recipes that we can incorporate into a menu. This spices up an event and makes employees experience all the feels when their own holiday traditions can be represented to their colleagues. Also, say yes to all the desserts- don’t make it an afterthought. Whether it is a fun unique station, like make your own s’mores, smashed cake bar, boozy hot chocolate station, or passed cookies and milkshakes, people love to put their healthy lifestyles on hold this time of year.
Plan Fun Activities For All
More active crowds love games of all types and there are plenty of options available! From casino games to arcade and video games, space, taste, and budget are your only limitations.
AC Anders, VP of Corporate Events at Fun Enterprises recommends activities that can double as company giveaways:
“All too often we are at an event and take photos that live in our phone or on our social apps. Switch things up and get a photo program that the guest leaves with the photo in a snow globe or snowflake. Also, personalization and DYO programs give your attendees something fun to do and take home.”
The Gift That Keeps on Giving
”Gifting this year? Check out the many companies offering to buy one give one options now (Bomba socks, One World Play and Smile Squared are just a few) guests can feel great knowing their gift was also donated to someone in need. Or you can empower your employees to be even more actively involved in the spirit of the season.
AC Anders: “Some companies decide that since it is the time of year for giving back it is a perfect time to sponsor a community project. Here are a few suggestions:
- Caroling at a senior center or hospital
- Volunteering at a food bank
- Collecting coats for the Winter Season ahead
- Donating Toys for a good cause”
Finally, don’t forget to make your event sparkle— try dazzling guests with a great theme. Glitz is always popular this time of year and themes that blend well with interactive activities are particularly hot right now. Brainstorm with an event design professional to find the theme that best suits your company’s demographic and image. This is your party and you can customize it in myriad ways that will make all your attendees feel like the VIPs they are!!!
Art of the Event
Are you planning a big holiday bash? Let Art of the Event’s Production and Design team help!
By Gayle Gilberto, Event Designer & CIS
After working as a supplier in this industry for 16 years and in another for five more, I’ve had every kind of working relationship with meeting and event planners. I’ve also had the privilege of supervising others in their working relationships. From my experience, I’ve gained insight into how different clients’ techniques, systems, and working styles affect their programs from the bidding process to the final on-site results. I’ve compiled a list of some ‘dos’ and ‘don’ts’ that will help you get what you need and perhaps something extra from your suppliers.
Do: Take three bids, and tell your suppliers you are taking bids. The competition will drive your suppliers to sharpen those pencils and create quality proposals.
Do: Compare apples to apples! When sending out RFP’s, make sure each supplier is working with the same information. Be as transparent as possible, and let the suppliers know which elements are most important and which ones are not.
Don’t: Hedge on the budget question. I understand that there are times when you legitimately don’t know what your budget is; however, I recommend using past experience or event as your guide. Also, make sure to give each supplier the same budget range to avoid getting wildly different proposals back at various price points. Even if you have to modify the budget after receiving the bid, you’ll start with information you can use to access your three bids properly.
*Helpful Hint*: If you do know your budget, shave a bit off the top when sharing with suppliers. That leftover “padding” can be used in the future to add elements you don’t see in the initial proposal!
Do: Ask for other suggestions. You don’t have to be an expert on everything yourself. You are reaching out to experts in each of their fields. Let them share their knowledge with you by encouraging them to add suggestions and different options. You might end up liking the new ideas better than the ones you initially thought of!
Do: Be realistic with your proposal, timeframe. Try to get RFP’s in as early as possible and ask the supplier how much time they need for the turnaround. There is an old rule from my days in the film industry that equally applies to event production: “Good, Fast, Cheap!” Pick two!”
After the Bid: The Working Relationship
There are two ways to get what you need when you need it:
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Be an ally
We all enjoy doing beautiful things for our friends. That’s why clients and suppliers who are “friends,” even if only in the working world, tend to get better service and extra bonuses. Being thankful, considerate, and fostering a positive relationship with someone can go a long way.
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Be a ‘Squeaky Wheel’
We are all constantly busy in our industry. And although your suppliers genuinely want to give equal time to all their clients, the reality is that some clients make sure they get more attention than others. The ‘squeaky wheel’ is someone who is both present and persistent in getting what he or she needs. Clients who call consistently tend to get pushed to the head of the line.
Don’t: Be mean
Try not to confuse being ‘squeaky’ with being rude. Beating people down is not the same as being present. I’ve seen senior suppliers jump away from the phone in fear when they see a certain number come up on their cell. I’ve seen others pass on potentially lucrative projects just because their point person proved to be complicated. Suppliers can make or break your next program; keep them on your team by treating them like professionals, not servants.
Do: Feel free to ask for that extra something. Even if you’re pretty sure the answer is “no,” it never hurts to try. You’ll be surprised at how often you’re happily surprised by the outcome.
Event or Program Start Day
Do: Arrive early to make sure things are progressing smoothly. Get ahead of last-minute changes and potential snags during your set up.
Do: Act before you react. As we all know, unexpected contingencies arise on site. Elevators and trucks can break down, backups happen on loading docks, and people get sick. If your set up isn’t going as expected, find out what the challenges are, and ask for solutions.
Do: Request a walkthrough before anyone is dismissed.
Do: Request a rehearsal, run-through if AV, talent is involved.
After the Fact
Give feedback! Everyone wants to know how they are doing, and feedback is always appreciated. Suppliers should welcome constructive criticism so we can adjust and improve in the future. Leaving a review, especially when someone hits a home run, can forge a friendly feeling that will surely benefit you the next time around!
Everyone loves a themed party or event, so if you live and/or work in Boston and you’re planning on hosting an event with out-of-town guests, then there’s no better way to greet them in this beautiful city than by putting on an event that showcases all things Boston. Art of the Event has created dozens of Boston-themed props for past clients, so we know a thing or two about how to really wow guests at a Boston-themed party. Below are a few ideas that will hopefully get those creative juices flowing.
Prop & Decor For Boston Themed Events
North End Inspired
Boston’s “Little Italy” includes Hanover St. and all of its authentic Italian food glory. But that’s not all the North End neighborhood is known for! Art of the Event can recreate the Paula Revere House and the Old North Church. Table centerpieces can include old-world wine bottles, vintage postcards from Italy, and other iconic props. Choose an Italian-American style menu and top it off with pastries and cannolis that will rival Mike’s Pastry.
Charlestown Inspired
Want a nautical-themed party with a historical twist to it? Art of the Event’s custom fabrication team can recreate backdrops of the Boston Naval Shipyard, the USS Constitution, or the Bunker Hill Monument. Decor can include nautical-themed furniture, seashells or buoys centerpieces, and ocean or underwater-inspired lighting effects.
Fenway-Kenmore Inspired
It’s hard not to think of professional sports when someone mentions a Boston-themed event. We certainly love our sports here! Art of the Event has created NFL-inspired, NHL-inspired, and MLB-inspired events, including logos from our hometown professional sports teams. From replica jerseys hanging from the walls to sports-themed banquet menus, Art of the Event will work with you to ensure that every detail is perfect, all the way down to the shade of green on The Green Monster at Fenway Park.
Downtown Boston Inspired
Let us recreate Boston’s city skyline as the backdrop for your staged event! Our fabrication team can recreate Boston’s iconic statues, such as Make Way For Ducklings, the Statue of Paul Revere, Benjamin Franklin, John Harvard, or Samuel Adams. Let us help you create an iconic and unforgettable event using 21st-century modern furniture, clean lines, and minimalist decor that’s sleek and sophisticated.
Back Bay Inspired
From the Boston Public Gardens to the Boston Public Library, Back Bay is a beautiful neighborhood — perfect for drawing inspiration from. Your event’s table decor can include local flowers (arranged by our floral department) inspired by those found in the public gardens to create a dreamy and more intimate feel for your event. As the city’s shopping district, a Back Bay-based event such as a bachelorette party or bat mitzvah is popular for those fashion-forward hosts. Let us help make your event venue playful and colorful!
South Boston Inspired
Ever wanted to host an event that showcased The Lawn on D? Art of the Event can make that happen! We can coordinate with vendors such as Castle Island Brewery to make your event a huge success. From replicating the Hood Milk Bottle to creating an edgy, industrial-inspired table and wall decor, our event design team will work with you to ensure your event goes according to plan.
Unleash the Magic of Your Next Big Event with Art of the Event!
Are you ready to take your upcoming event in the Boston area to new heights? Look no further than Art of the Event, your premier event planning and design partner. With our exceptional expertise and meticulous attention to detail, we transform ordinary occasions into extraordinary experiences. It’s time to make your event an unforgettable masterpiece.
Whether you’re planning a corporate gala, a wedding extravaganza, or a milestone celebration, our talented team of event professionals is here to bring your vision to life. From concept development to flawless execution, we handle every aspect of your event with precision and creativity. We specialize in curating immersive environments, stunning décor, cutting-edge technology, and seamless logistics, ensuring every moment is a masterpiece.
Give us a call or fill out our contact form today! We look forward to working with you.
