Tag: Event Planning

Last month we sent out a 2022 wedding trend email that highlighted some emerging sustainable and eco-friendly ideas. You asked for more and we answered! Here are ten practical ways to add sustainability into your wedding day while keeping things fresh and on-trend.

Let Love Grow 🌱

1. Instead of using confetti that is usually made from plastic, use fallen flower petals or leaves. Use a heart hole puncher on leaves found from your backyard to create cute confetti! A major plus is that it is free!

2. Opt for bamboo plates and utensils instead of single use plastic or paper. Bamboo plates and utensils are compostable, so it is a more sustainable option.

3. For your cocktail napkins, consider linen napkins instead of paper. Linen napkins can be washed afterwards or sent to the dry cleaners. These really elevate the look of a dinner party or resting on a side table by your couch.

4. Hire a florist that also has rental inventory of candles and vases. This is so much better than buying them yourself because more or less you probably won’t know what to do with them after your wedding anyway. BUT ALSO because repurposed inventory like this is less wasteful (and more cost effective, too).

5. Use paperless invites! Sites such as Paperless Post are a great alternative to physical paper invitations and they reduce paper waste.

6. Hire a catering company that specializes in locally sourced, farm to table food! Sourcing from a sustainable caterer will also reduce your carbon footprint. Plus, you will be giving your money back to the local community by supporting local farmers.

7. Skip balloon and lantern-exits! While this may seem like a very fun idea, it is very harmful for the environment as the balloons and lanterns end up as waste somewhere else. Lanterns can sometimes even start forest fires which is the last thing you want to happen at your wedding.

8. Give out sustainable wedding favors like miniature succulents or seed cards that can be turned into flowers or plants. Think about all the wedding favors you threw out immediately or have sitting in a drawer somewhere. Give you guests something they can give back to the earth.

9. Keep your guest list small! With less people comes less waste. Having a small guest list may add to your wedding making it more intimate.

10. Hire a florist that uses organic, local, and sustainably sourced flowers for your bouquet, centerpieces, and décor. Another important note on floral is that in season flowers are not only less expensive, but it is always more sustainable.

Having a trendy and fun wedding can be achieved sustainably despite what you may think! Celebrate your wedding with the earth instead of on the earth. It is so important that we keep our carbon footprint on the earth as low as possible as it is the only earth we have. These ideas can be incorporated into everyday practices and events other than weddings. We all can have a green thumb if we try!

Happy Earth Day Everyone!

🌎 🌎 🌎

Chances are if you’re on this page, you probably have an event in the very near future (no shame to our last minute party people!). There are two very different ways to go about planning an event in such a short amount of time. One is to hire an event planner and the other is to plan the event yourself. The benefit of hiring a planner, of course, is for their knowledge of the best venues and vendors to quickly achieve your vision. This blog post hits close to home as we were recently hired by a client to -quite literally- plan an event in two weeks. Read more to see how we did it, and though we don’t encourage last minute planning, here’s our advice to do it like a pro.

Story Time

At the beginning of the month, ATBM was hired to plan a corporate cocktail party that was in the very preliminary planning stages, with only a venue secured. Luckily for us, the venue was the Rainbow Room, which made for a very turnkey experience.

The first thing we told our clients is to be cool, calm, and collected. Planning an event in a short amount of time is very doable and can be executed marvelously. Especially since they had a planner on their side!

First Step: Guest Count, Venue & Catering

If you’re thinking about planning the event yourself, make sure you have the right amount of time to source a venue, gather resources, and everything in between. Be realistic about the amount of time you have and if you need to hire a planner, bring them on as early as possible.

The first step in the planning process is to determine the guest count. This will aid in narrowing down the search for a venue. Keep in mind that not everyone you invite will be able to attend.

The next step? You guessed it! Find, secure, and finalize a venue. After you’ve determined your guest count, search for a venue that will fit the occasion. Maybe you already have a local spot in mind. It can be incredibly helpful to find a venue that does catering and beverage in-house, which avoids jumping through hoops to bring in outside catering and rentals.

Pro Tip: Given the short notice, you may have more luck finding a venue that is available on a weeknight, since weekends are the most popular time for events. If possible, picking a weeknight may help expedite your venue search and give you more options for availability.

Step Two: Flow, Decor, Rentals & Stationery

Now, do you want the event to be seated or standing? This is something to consider when you’re putting the pieces together. Having the event seated or standing will determine the flow of the event, the capacity limit, and the furniture rentals. It will also dictate if stationery is needed, such as: menu cards, escort cards, and place cards.

Next, you’ll want to determine any design elements for the event. It helps to create a mood board with your desired aesthetic which can make sourcing rentals a more design driven process. Rental companies are booking out very quickly (given the increased demand for events), so aim to get your rental order confirmed ASAP. Maximize your design with the use of linens, upgraded tabletop rentals, and signage that supports the vibe. This would also be the time to secure a florist to provide arrangements and additional decor. Many florists will have candles available for rent, and sometimes other rentals, so be sure to ask upon booking!

Next Up: Entertainment & Audio/Visual

Consider which entertainment option is appropriate for your event, and reach out as soon as you’ve determined what you want. For a dance party, a DJ or live band is your best bet. For an upscale, mellow cocktail event, a string ensemble will work well.

Pro Tip: Ensembles with fewer musicians will cost less than larger ensembles. If you are on a budget, consider hiring a duo or trio over a quartet.

Next, check with your venue if they provide enhanced lighting packages, which can completely change the look and feel of the event. Some spaces go from harsh floodlights to an ambient event environment, that is totally worth the additional cost.

Final Touches: Branding, Activations & Personalization

Finally, incorporate personal touches that turn the event into your event.

A fun way to make your event unique is to add a branded component. Our client opted for a custom ice luge activation, which was very popular amongst espresso martini lovers.

Pro Tip: Other ways to easily brand an event include photo booth backdrops, custom cocktail napkins, branded signage, branded ice cubes….the options are endless!

An event planner can help streamline this process as we have extensive knowledge of the vendors that are local to your area, and can easily identify the best fit for the budget and aesthetic. A planner eliminates the search whereas if you plan it yourself, then you have to navigate the entire search and planning process solo. Additionally, having an event planner is crucial for the setup and breakdown of your event. A planner will coordinate with your vendors so that you can enjoy your event fully.

If you’re planning it yourself, here are some great resources to check out!

♡ Party Slate

♡ Wedding Wire

♡ The Knot

♡ BizBash

♡ Venue Report

Credits

Photography: Angelene Nina Photography

Venue: Rainbow Room

Rentals: Taylor Creative

Ice Luge: Okamoto Studio

Linen: Nuage Design

Floral: Blade Floral Design

Band: On the Move

AV: Bentley Meeker

Dearest readers, have you heard the news?

Wedding season is upon us, and thus, it is with great joy that this author unveils the secrets you seek to create a Bridgerton inspired wedding. Daphne and the Duke’s marriage was certainly the talk of the social season. Fear not, for I have the ear of their sought after planner who has revealed to me exactly how they impressed the Queen. Prepare to indulge in the details of their nuptials…..Yours truly, Lady Whistledown.

You Are Cordially Invited to a Bridgerton Ball

The Venue

The Duke and Daphne approve of a grand ballroom reception.

Ballrooms, orchestra quartets, blue pastels, and candlelit dinners… that’s the name of the game to create a Bridgerton inspired wedding. The Regency period in which Bridgerton takes place offers a lot of inspiration that can be incorporated into a modern day wedding.

To really capture the essence of the Regency period, book a venue that has a grand ballroom or a luscious, overgrown garden. Gold gilded chandeliers, crown molding, opulent light fixtures and crystal accents are most suited for a group such as this.

Picture it! Cocktail hour in the garden followed by reception in the ballroom. A real dream come true. ✨

The Decor & Accents 

Whether your reception is in a grand ballroom or romantic garden, these decor items will make your wedding look like a Bridgerton fantasy.

Consider satin table linens to elevate the look of the dining tables. Pair taper candles (live flame or battery operated) with colorful, dainty flowers. Peonies, English Garden Roses, Cabbage Rose and other full bodied florals will create an elegant and whimsical design, in true Bridgerton fashion.

If you’re having cocktail hour in a garden, add arches wrapped with Amethyst Falls Wisteria Vine (a gorgeous purple flower) to mimic the atheistic of Bridgerton.

For your stationery, use an elegant font like Great Vibes or the font used for the Bridgerton logo, which is Leaner Bold. The invitations could include a quote from Bridgerton (perhaps a nod to the infamous letters written by Lady Whistledown). Close the envelope with a wax seal for a timeless and bespoke look.

To achieve the Bridgerton background music (you know, the music that makes you stop and think “how do I know this song?!”) hire ceremony and cocktail hour musicians that can cover popular songs with a classic twist, like the show does. Achieve this sound by opting for an instrumental ensemble, without a vocalist.

Songs like “Wildest Dreams,” “Thank You, Next,” and “Bad Guy” will sound absolutely beautiful performed by a string quartet. This is the perfect way to BRIDGE music from the Regency period in a modern way.

The Dress

Daphne and the ladies of Bridgerton wear empire waist dresses for all special occasions.

The empire waist wedding dress is elegant, feminine, and very regal. The dress style doesn’t cling to your body (which is great, especially for a wedding in the warmer months), and accentuates the upper half of your body, giving you more length.

There’s a reason this style of dress has stayed prevalent throughout the years – it’s absolutely stunning, charming, and ethereal.

Make sure to stay tuned for season 2 coming out in March!

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If you’re obsessed with that modern meets classic vibe, then having a champagne tower is the perfect accent for your wedding! Champagne towers are not only beautiful to look at, but they also present themselves as an amazing photo opportunity. Champagne towers can be easy and inexpensive to create with the tips below ✨

Use coupe glasses to build your tower (regular champagne glasses are too narrow!). They can be found all over the internet. Ali Express has acrylic ones that are really cheap and cheerful (find the link below). Prior to your wedding day ask your wedding planner and/or venue if they can assemble the glasses for you.

On your wedding day pour champagne all over the tower to complete the look! When it’s time to toast and celebrate, have two glasses ready to go for you and your fiancé. Have someone fill the glasses around the tower and distribute them to guests. Backup glasses can also be filled in the kitchen and waitstaff can pass them to your guests for a lovely toast!

🥂 🥂 🥂

Onto one of our favorite topics…BACHELORETTE PARTIES! Nashville has become an extremely popular bachelorette hot spot for brides to be. The city offers a wide range of fun and lively activities to guarantee that you and your besties will make memories that will last a lifetime. From where to stay, to what to do, and everything in between. This is your guide to planning your Nashville bachelorette party!

Destination: Nashville, Tennessee 📍

It’s time to throw a once in a lifetime Nash Bash. This is a time when you and all your closest friends get to celebrate you and this huge milestone in your life! With our tips, tricks, and ideas your Nashville bachelorette party will be amazing!

Over the past few years, Nashville, Tennessee has become a staple destination known as a fun, wild, music centric city, making it the perfect place to throw your bachelorette party.

It is home to hundreds of bars, restaurants, and hotels! Activities span from bar hopping, booze boat, walking tour, music festivals, wine tasting, and much more.

If you’re a lover of music, good food, and parties, then taking a trip with your girlfriends to Nashville is the way to go. Here are some specific places to hit up while you’re there!

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Where to Stay in Nashville

A one-of-a-kind custom bachelorette pad, this Airbnb rental was specifically designed to be the perfect place for a girl’s weekend. Its colorful walls are Instagram-perfection, including a neon sign that says “Get Nashty.” The house boasts 4 bedrooms and three bathrooms, and each room has its own theme, including a Breakfast at Tiffany’s kitchen! But you can also enjoy your coffee in the morning on the private back patio.

There are 6 beds to sleep you and 11 of your closest girlfriends. The location is super convenient, only a mile away from everything that downtown Nashville has to offer. 

Looking for something a little more country? The Urban Cowboy is a boutique hotel located just outside of downtown Nashville. It features unique suites within an old victorian home. Each suite has its own claw foot tub and unique design, showcasing both old southern charm and western style. The property is adults only, meaning you won’t find anyone under 21 staying there. 

Where to Drink in Nashville

The White Limozeen, located on the roof of The Graduate, mixes a southern victorian style with art deco, and a whole lot of pink! It offers brunch in the mornings, food all day, and a bar for the night. This spot is perfect no matter when you go! Try the gorgeous custom cocktails, and in the warmer months, relax at the pool. 🍹

Other Things to Check Out

– Jack Daniel’s whiskey tour, complete with a tasting

– Grand Ole Opry, a classic spot to catch some live Country or Bluegrass

– Johnny Cash Museum for the history buffs

– Peg Leg Porker for some of the best BBQ in the city

Aside from the itinerary, you and your besties are going to need essential items like a speaker, matching outfits, games, decorations and much more. Create a checklist of everything you need! Here’s a template to make it easy for you ☺️

Click Below to Download ⬇⬇⬇

Now all you need is some cowboy boots and a guitar!

Planning a wedding? Don’t worry we’ve got you covered! Site visits are such an important part of the wedding planning process to help you determine which space is the best fit for you. We mean this quite literally; a place that can fit your guest count, accommodate the flow you had in mind, and has the inventory to bring it all together (queue questions about rentals). A site visit, wether in person or virtual is one of the first steps towards booking your dream venue. In this post, we outline the most important questions to ask during your venue tour.

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First of all . . Congrats on getting engaged! Now that you’re engaged, it’s time to start planning your wedding! You might be asking yourself . . “Where do I even start?” First and foremost, develop your guest count. You’ll want an accurate estimate to narrow down your venue search. Create a list of venues that pique your interest. Once you’ve refined your list of venues to the spaces you really love, schedule appointments with venue managers to conduct a site visit. You’ll want to visit these venues in person to determine which venue is the perfect match for you.

Some questions you’re going to want to ask are…

♡ What is the standing and seating capacity?

Ask this question so you’re aware of how many people can fit in the space and how many people can be seated at a table. Knowing the capacity limits is key to planning the perfect wedding.

♡ What is the fee structure?

You’ll want to know if this venue is pricing themselves seasonally, with a buyout, or with a food and beverage minimum spend. Venue’s price themselves in a lot of different ways. Some venues may price themselves at a lower rate on weekdays than on weekends. Many venues tack on ancillary fees such as such as, admin fees, service charges, and if their food and beverage in-house, then sales tax would likely apply as well. It is always important to ask them for their pricing “all in.”

♡ Ask them to walk you through the flow

Ask to walk the space from the guest’s perspective. Walk through the entire venue from the moment they arrive all the way through to the time they leave. This includes walking through the prelude to the ceremony, the actual ceremony, the cocktail hour, and the reception where dinner and dancing might take place.

♡ What kinds of items are already included in-house? 

Inquire about a list of the venue’s in-house inventory. On this list some of the most essential items to look for are: ballroom chairs, tables, linens, china, crystal, and silverware. Also ask about any kind of additional decor items that the venue may have from previous events that you might be able to use. Take photos of these items to start building out what your design will look like. This will also help you figure out if you need to bring in rentals which could increase your budget.

♡ Are there any exclusive vendors that I would be required to work with if I decide to book this venue? 

Some venues require you to work with specific companies or vendors so it’s very important to ask this question! This might include an audio/visual provider, a rental provider, or even valet that’s exclusive to the venue. 

Knowing this crucial information will help you decide which venue is the right one for you. Don’t rush this process! Visit as many venues as you want or need until you find the perfect one 🎉

Good Luck ♡

You asked…We listened! Here are some retro and vintage 70’s themed wedding ideas that will make your wedding unique, fun, interactive, and groovy to dance the night away with your guests under a disco ball.

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How to Create Your Own Vintage 70’s Themed Wedding

Every few years it seems that old trends make their way back into the spotlight, highlighting themselves in various areas of the modern world such as fashion, interior design, and most importantly weddings. If you are a fan of everything and anything that is retro, groovy, and vintage inspired then planning a 70’s themed wedding is right up your alley. The 70’s was a time that focused on the seamless merge between nature, peace, and people. By using the 70’s as your wedding theme it allows for these important aspects to shine through. It will make your wedding even more meaningful because a wedding is a time when everyone you know, and love comes together in one place to celebrate.

Groovy Wedding Decorations

There are a million roads you could down in terms of wedding decor, but some of my favorite ideas are incorporating the iconic symbols that represent the 70’s and what it stood for. Some of the biggest iconic symbols that represent the 70’s are Volkswagen vans, records, flower crowns, disco balls, music, the famous groovy flower pattern, and of course peace signs. What comes to your mind when you think of the 70’s?

Amazing ways you could mix the past with the present in your wedding decor could be utilized by converting a Volkswagen van into a bar or photo booth. As seen above in one of the photos, the Volkswagen van is the perfect decor and presents itself as an awesome photo opt! It is something so unique that will make your wedding stand out from the rest.

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Other iconic symbols such as disco balls could be spread out all over your wedding and afterparty. You could pair small disco balls with flowers to create a classy and groovy centerpiece for your dining tables. Make sure to have a giant disco ball on the dance floor for obvious reasons. Bonus points if you’re hiring an audiovisual technician, ask them to shine a light onto the disco ball to get your guests up and dancing!

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Peace signs and records could also be placed all around your wedding and afterparty. You could use old records as seating cards or create the perfect photo opt with a backdrop covered in records. Peace signs could be used to decorate seating cards, welcome signs, wedding programs, dinner menus, and paperie.

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Having a retro themed photo booth or a Polaroid camera station is a great and interactive activity for your guests. What’s more 70’s and vintage than taking a Polaroid? If you want to take your wedding to the next level, look into photographers who are well versed with film photography so it will give your photographs that vintage look. There’s also just something nice about having film photos instead of digital photos…don’t you agree?

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The 70’s focused on orange, yellow, cream, blue, and brown color schemes. These colors could be used throughout your wedding in the flower arrangements, table linens and napkins, welcome book, wedding programs, personal flowers, ceremony arch, and much more.

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Hiring a rental company that specializes in vintage furniture is a great way to tie the whole wedding together. You could rent vintage rugs, chairs, couches, pillows, and even a Volkswagen van from these companies. It would enhance the environment to really give it that vintage touch and feel.

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Most importantly make sure to create an amazing playlist that includes all the best singers and bands of the 70’s so that everyone can dance the night away on the disco floor. Artists or bands could (and should!) include The Beatles, Elton John, David Bowie, Fleetwood Mac, Led Zeppelin and Pink Floyd.

Vintage Wedding Dress

Another way you could incorporate the 70’s into your wedding is by wearing a vintage wedding dress or a vintage inspired wedding dress. Wearing an actual vintage wedding dress or inspired wedding dress will create an instant timeless look and cohesive design. Vintage wedding dresses could be found all over the internet such as eBay or Etsy. Vintage inspired wedding dresses could be found at some of your favorite wedding gown companies like Bella Bridesmaids, BHLDN, and Maison Sully.

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The bridesmaids could be styled in vintage dresses or accessorized with flower crowns or bouquets that emulate the 70’s color scheme. Selecting vintage jewelry like a vintage wedding ring or vintage statement jewelry is always something to think about if you really want to tie the whole thing together…

Retro Food & Drink Ideas

The perfect 70’s themed wedding cake is simple yet emphasizes nature or flowers such as the cake below. The wedding menu as well as any food and drink signage could also represent the 70’s with playful food puns that highlight iconic 70’s celebrities such as The Beatles or Elton John.

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Some of my personal favorites are “I want to hold your ham,” “Lucy in the sky with donuts,” “You say good pie, I say jello,” or “Don’t go bacon my heart. I couldn’t if I fried.” If this isn’t up your ally for the dinner menu, you could also use this just for the bar or dessert menu as there is much more room to be fun and playful.

Once again, there are plenty of paths to go down when planning a 70’s themed wedding! Hopefully these ideas, tips, and tricks point you in the right direction and spark your imagination with other ideas. Whatever it may be, having a vintage 70’s themed wedding will for sure leave you and your guests with memories that will last a lifetime!

Stay groovy! ✌️

It happened! Your best friend just got engaged, and while you’re thrilled for the happy couple, we wouldn’t judge you for being more excited about becoming a bridesmaid. You’re probably already gearing up for the bachelorette party, and curating your pre-game playlist. BUT, before you start buying out BRIDE/BABE merch on Etsy, we’re breaking down all of the steps that happen before and after you become a bridesmaid.

We’re overjoyed to introduce you to the first post in a series called, The Bridesmaid’s Guide! In this series, we will outline each step of your journey as a bridesmaid. Whether it’s the big picture you need help with, or the tiny — but important nonetheless — details, or both, we’ve got you! Starting with this blog post, we’re here to give you an outline of what happens next after you’ve said, “yes” to becoming a bridesmaid. In the following blog posts, this series will cover the contents and timeline of your bridesmaid checklist, expenses, do’s and don’ts, co-hosting pre-wedding events (think: bridal shower and bachelorette party), and Maid of Honor duties and responsibilities. You’ve got their back, and we’ve got yours!

First Things First

Thank them! Show your best friend how special you feel to stand by their side during this momental chapter. Write them a heartfelt note by sending a short and sweet thank you card in the mail. If you want to go the extra mile, maybe even consider inviting them to celebratory brunch, or congratulatory drinks. They’re probably dying to share their excitement and ideas with you too!

Save the Dates

It goes without saying that preparation is key to being a bridesmaid. Grab your calendar, because it won’t be long before it’s time to start marking it up!

The events leading up to the day that your best friend ties the knot are almost as important as the wedding day itself. Special events aside, there’s also a handful of tasks that you may be asked to partake in. Think: touring possible venues, choosing the perfect wedding dress, and assembling invitations.

Reach Out

Planning and preparing for a wedding can feel like an endless, overwhelming task, no matter the scale!

Help take as much stress off of your bestie’s shoulder as you can by letting them know you’re there for them every step of the way. 

Be prepared for some hard work, but also make sure to keep your personal limits in mind when offering to help. Stressing yourself out is the opposite of helpful for the bride to be (and for yourself 😉).

Get to Know the Other Bridesmaids

Bridesmaids are a collection of friends and family both near and far, so if you don’t know the other bridesmaids, get active in that group chat!

And if you don’t have a bridesmaids group chat yet, don’t worry, it’s only a matter of time. 😬

Introduce yourself! Think of you and your fellow bridesmaids as a team. The more you connect with the other bridesmaids, the easier your collective job of supporting the bride will be!

Start Saving

Weddings are expensive, especially for the bridesmaids, so it’s never too early to start saving!

With all of the expenses, setting a budget for yourself will be a life saver. Knowing how much you’ll need to save for all of your bridesmaid obligations will help you feel more prepared, and therefore more relaxed. Plus, knowing how much you can splurge on luxurious items can add to the excitement of planning the pre-wedding events! If money isn’t a worry for you, shop and spend to your heart’s content!

Get Excited!

Your best friend is getting MARRIED!!! It’s time pop the champagne!🍾

Looking for an outlet that’ll help you express all that excitement in a productive way? Get your ideas going for the pre-wedding events by creating an Event Deck! They’re a super helpful tool to help you curate a cohesive vision for the bachelorette or bridal shower.

The Bridesmaid’s Guide

Being a bridesmaid requires a lot of time and effort, but comes with unforgettable memories. At the end of the day, it’ll all be worth it when you get to see your best friend overfilled with joy while walking down the aisle.

Want to know the in’s and out’s of throwing an amazing bridal shower and bachelorette party? Looking for gift ideas and wondering what else you’ll need to pay for? We have the answers for all of it and MORE! The Bridesmaid’s Guide is your go-to resource this wedding season for everything you need to know about being a bridesmaid. Tips, honesty, recommendations, we’ve got you covered.

When you think of Disney World, what comes to mind? Perhaps it’s the delight of being totally immersed in an experience as characters in costume and fairytale cottages surround you. Or, perhaps it’s discovering moments of surprise, like a greeting from Prince Charming while dining in Cinderella’s Castle. To a child, what these moments have in common, is found joy in unexpected places.

In a Nutshell

In the event space, our job as planners, designers, entertainment providers, caterers, sound and lighting engineers, is to immerse guests in experiences that stand out from the rest; what we call, surprise and delight.

Surprise and delight engages guests and keeps them on their toes with high impact moments sprinkled throughout an event. Surprise and delight is also a nod to the experiential, that tells a story and supports a theme.

The Gifting Lens

Originating as a marketing tactic, this approach traditionally lends towards gifting, such as unexpected coupons, upgrades, or rewards. In events, that might be interpreted as welcome or turndown gifts in hotel rooms, or parties that conclude with a guest gift or ‘favor.’

Gifting often evokes feelings of being well cared for and thought of, especially if the contents of the gift are purposeful.

For example, a past client provided turndown gifts in guest rooms during a destination wedding in Italy. The nightly gift included a note that hinted towards an activity that guests would take part in the next day, paired with items for guests to use during the activity. One gift included driving gloves and hats for guests to employ during a classic car rally to a nearby lunch spot.

Click here to read more about Building the Perfect Welcome Bag.

The Activation Lens

While gifting is one way to go about surprise and delight, event professionals typically use the phrase when talking about how to incorporate it into the event itself. Once the general flow has been outlined, we brainstorm activations that take traditional concepts found in an event environment to the next level.

Take a photo booth, for example. One might think of a classic, rectangular machine that two to three people can fit inside to take several rounds of pictures that print onto a photo strip. Or, one might think of an open-booth, with a standard backdrop and camera kiosk positioned six feet away. But, a combined effort between an event designer, entertainment provider and a live photographer, can generate an activation that doubles as a design installation and photo opportunity.

The Vogue Booth from the 2016 Met Gala is a perfect example. Guest stepped inside a tunnel lined with neon light tubes and danced to a song while a videographer filmed, and sent the clip to editors who later gave guests their final GIFs to share on social.

Surprise and Delight at it’s Best

…Should support the narrative of the celebration. Aim for three of these moments during an event, with the goal that guests experience surprise and delight at the beginning, middle, and end.

As you brainstorm, measure and vet ideas against the storytelling perspective; how does this concept represent the narrative? The above videos represent a narrative of glam, high-tech, and pulse-of-the-industry (at the time). The concept was creative and innovative, perhaps two narratives the Met gala host committee sought to tell throughout the event.

…Feels authentic and meaningful. The more sincere the moments of surprise and delight are in representing the host or couple, and the reason for the gathering, the more likely that guests will feel connected and present in the event environment.

It’s not simply about the wow-factor, it’s about authenticity, which is the heart of an event.

…Is at its peak when it’s interactive. Surprise and delight moments that guests can engage with are often more memorable than those that guests passively watch or listen to.

That’s not to say a destination wedding in Mexico shouldn’t employ a surprise Mariachi band or a trio of fire dancers, which are always well received by guests. But, would those guests be more excited about a tequila tasting or eco-friendly lantern release? Maybe!

It’s easy to go from hatching an idea straight into party planning mode. But take pause before jumping in! Setting goals for an event will provide a form of checks and balances, and a framework for measuring success. It’s also the first step to take before building a budget.

Why Goals?

Goals are the bread and butter of the event planning process. All too often, people skip the step of defining goals for an event, which can lead to a poor outline of priorities, and negatively influence decision making.

When the vibe of a party feels off, it can often be attributed to a lack of goals that leave guests feeling like something was missing. To set an event up for success, it’s important to determine goals first, and allocate the budget accordingly.

First and Foremost

Grab a cup of coffee and make a list of the top words or phrases that embody the type of event you’re planning. Think: aesthetic, color scheme, attire, formality, the guest experience, high touch points, and impact moments or elements that excite you.

Float through Pinterest, and get inspired. Don’t limit yourself, but do look for patterns that might generate new words on your list. This is well before starting an Event Deck, to ensure you’re hitting the right notes as it’s composed.

Consider how you want guests to feel at the event. Authenticity is key here.

In the wedding space, it’s said that an event should be a representation and extension of the couple.

If the couple favors tequila, for example, we might suggest a tequila tasting station, or passed tequila shots with mini tacos on the dance floor. It fills the room with memories, storytelling and nostalgia, because it represents something specific to the couple.

It’s possible a tequila station is harmonious with your event, but if not, consider what other elements are symbolic and special to you. Put a creative twist on how those elements can translate to your event environment.

It’s the Little Things

Besides authenticity, it’s important that guests feel thought of, and well cared for during an event. Small luxuries, like flats by the dance floor, amenity trays in the restrooms, or fans and parasols at an outdoor wedding ceremony on a hot day, make guests feel important, and they are!

Your guests are all there to gather with you, as the host, and share in the celebration of something momentous in your life. Brainstorm small additions that will make guests feel more comfortable in the environment you create.

Determine What’s Most Important

Even the most extravagant events have budget limitations. It’s true, whether it’s examined from a stationery, photography, videography, entertainment, design, lighting, food and beverage, labor or venue standpoint. When travel is involved, such as airfare or ground transportation, lodging, or travel fees imposed by event partners coming in from out of town, expenses can accumulate quickly.

Every event should have a clear budget. Building that budget starts with goals, and deciding which categories are most important to achieve the desired look and feel.

A past client determined she favored photography to videography. Both were important, but she ultimately preferred an extensive photography package. We balanced the added expense in her budget by reducing the videography estimate. The goal was an output of top-tier photos, which was more important than the output of a video made with drone coverage or second shooters.

Put Pen to Paper

Sketch out the words and phrases that are the essence of the event. Perhaps it’s whimsical, inviting, and chic, with warm blush accents and bunches of foliage, and a very farm-to-table menu that features fresh, locally sourced ingredients. Note how the event will communicate the vibe and feelings you’d like to share with your guests.

Perhaps waitstaff will greet guests upon arrival with a welcome drink as they are escorted to an intimate cocktail hour with passed seasonal hors d’oeuvres. If food and beverage is the priority, a goal might be to find a venue that specializes in cuisine, and has an aesthetic that speaks for itself.

This example is feeling very similar to Blue Hill at Stone Barns; an amazing restaurant and event venue that is king of farm-to-table.

This marks the beginning of defining event goals. Delve into the details, and get granular with specifying exactly what the overarching goals are, with notes on how to achieve them. Let’s keep rolling with this whimsical wedding example, shall we?

Remember, goals should tie back to how you want guests to feel, what’s authentic to the host, and what the priorities are.

Checks and Balances

The fun part is complete! Now onto a tricker topic; building and maintaining an event budget. Before jumping to the next step, look for categories that you may have found were of less importance when defining goals.

If a five tier cake can be swapped with a three tier cake, that’s a great start. Perhaps stationery is of less interest and deemed a place to save, so one could instead invest in a photo booth. If an after party was initially on the table, but it’s something that can be achieved within an awesome dance party during the wedding itself, that’s an even better discovery.

Reference the list of goals throughout the planning process, and bring them to fruition! Look for ways to balance goals with the budget by staying true to priorities.