7 Reasons you Should Hire and Event Planner

It doesn’t matter if we are planning your backyard barbecue or the Superbowl; events are intricate and you want it to run without a hitch!  Issues almost always surface that were not planned, but an experienced event manager can handle it without you or your guests noticing.  Event planners know that a 50 person dinner party is as intricate as a 5000 person bar event.  One mistake at your dinner party can be devastating, but if it is the bar event they probably wouldn’t even notice.  We specialize in the little details that stress you out!

 

1. Your time is valuable
It’s easy at first, booking the major vendors, but as the big day approaches, many details start popping up as does the stress level. An experienced planner will have an initial consultation to determine your style and needs. With his/her contacts, the planner will save you plenty of time meeting your style and demands in a timely fashion.  .

2. Acquiring Vendors
Your event planner is a professional with many valuable contacts that he/she has developed through the years. A planner knows which vendors are right for you fitting both your style and budget.  We often time get better rates than you would trying to book these services yourself.

3. Budget management
Event planners create, organize, and manage your budget. All locations, vendors, and details will be added to the sheet, and percentages will be created based on your interest towards each vendor. From your total budget, the planner will only then be able to suggest different vendors.

4. Save your money
How much is your time worth? It’s as simple as that. A planner will save you time planning your big day. In addition, a planner has the time to shop around in order to find you the best prices, ultimately saving you money on your overall budget.

5. Don’t stress
If you get stressed easily, hiring a planner is like having your own personal assistant: this person will be on top of all details, have scheduled meetings planned out for you up until the day of your event, will follow up on payments with vendors, and will follow through on your event day itinerary.

6. Stay organized
Event planners will help plan your day by developing an itinerary specific to your needs. This itinerary will be coordinated with all your vendors. No other person has the time to ensure that all vendors and staff are working harmoniously together, only your planner does.

7. Liability is key
Event planners have the education to help you be accountable for vendors and staff, and can help you protect yourself, your event, your guests, and your payments. Protect yourself and your investment by hiring a professional.

 

TIPS ON AVOIDING A TOASTING DISASTER!

The classic wedding toast is normally sentimental with a dash of humor.  This is your opportunity to share your thoughts and feelings about the couple, so be prepared!  With Google at your fingertips it is impossible for you not to find some great examples.  If you are having trouble figuring out what to say, keep it very simple.

I can’t think of one person who actually enjoys public speaking however it doesn’t have to be all that traumatizing if you keep a few things in mind.  A great example of a bad speech is the one Claire gave about her sister in the movie Wedding Crashers!  This is a meaningful moment to the couple so make it special!

1.  Don’t be the drunk guy that delivers an incoherent, rambling, and embarrassing speech.  There is a time and place for everything so remember this will mean a lot to the people you are talking to and about.  Limit your drinking until you are over the hump, then celebrate with 3 shots of Fireball.
2. Remember that family and friends are here and may be more conservative than you.  Keep it classy.  Don’t tell embarrassing stories about what a jerk your buddy was when you were younger and how his new wife reeled him in and made him an honest man.
3. No swearing, graphic or inappropriate stories.
4. Note cards…under pressure you may be nervous and FORGET EVERYTHING! Plan ahead and make yourself some notes.  Even if it is as simple as bullet points of things you want to talk about, it is much better to plan than to wing it.
5. Winging it…if this is the path that you choose, keep it short and sweet.  It is really hard to imagine most men preparing in advance, so if nothing else make yourself a list of things you want to mention, so you don’t wish later you had said something important.

Who should be toasting:

• The Best Man
  This is the one that’s most traditional, and is as close to non-optional as it gets. He makes people laugh a little bit, and maybe makes them cry when he talks about how much he loves the couple and adds some wise thoughts for their future.
• The Maid of Honor
  Toasting isn’t only for the Best Man these days!!  Ladies also want to tell funny stories and share sweet sentiments. Though not traditional, it’s becoming far more common for the maid of honor also to give a short wedding speech. It can be similar to the best man’s but with her personality and style.
• Parents
  Hopefully they already poured out their hearts at the rehearsal dinner to the couple to be, but this is their opportunity to thank everyone for coming and joining in the happy moment of the union of their children.
• The NEWLYWEDS
  This isn’t really a wedding toast, as the couple can’t raise a glass to themselves. But it is nice if they take the mike for a few moments. Together they toast and they say thanks to everyone for coming, and especially to their parents and wedding party for everything they’ve done. If only the groom gives the toast, he first thanks the guests, and then his parents. He not only thanks his new spouse’s parents, but he also expresses his happiness at being a part of their family. He finishes by turning to his bride, saying how proud he is to be her husband and how much he loves her. (And hopefully they finish off with a loving kiss!)

Who Shouldn’t Be Toasting

• Anyone who’s drunk has no business on the microphone. Drunken wedding toasts are bound to be rambling, incoherent, and embarrassing. If your best man has gone overboard on cocktails, ask another groomsman to take him outside to sober up. With any luck, he’ll be able to give an eloquent and dignified speech before the night is through. If you’re not that lucky, then there’s no reason you can’t skip it. Better no speech at all than something mortifying!
• Tell your DJ or band leader not to give the mike to any unauthorized would-be toasters – even if they’re not drunk, you don’t need to allow anyone and everyone who’s feeling loquacious to take the floor. Save the honor for your nearest and dearest, and let other wellwishers express their feelings in a card!

The best advice anyone can give about the speech is K.I.S.S. (Keep It Simple Stupid).

1.  Explain your relationship to the couple
2.  Share something all of the guests would enjoy hearing about them.
3.  Don’t share anything they wouldn’t share themselves.
4.  Wish them well in the beginning of the rest of their lives together.

GOOD LUCK AND CHEERS!!!

Event Marketing tips: with Zero Ad Budget!

For some, one of the biggest obstacles of marketing is an advertising budget!!!  Here are some great tips and ideas for promoting and marketing your event with little to no expense.  Get creative and think outside of the box.

Press Releases

If you want quick publicity and fast syndication for your event, then press releases are the ideal tool. There are numerous free PR websites that would circulate your message along with the web links you might provide.  I personally keep a spreadsheet of the people I always send press releases to.  For instance all radio stations, news stations, print media as well as bloggers.  Establish relationships with people who can help your voice be heard!

Networking

I’m not really sure when people stopped doing this but I am constantly talking with others when given the chance.  Not only because I like to talk and want to share what I am doing but I have learned some of the most valuable things from networking with others.  Find people who do what you are doing and watch what they are doing that works!  Cross Promote with others.  Instead of looking at another haunted house as competition, partner up!  Most people will attend multiple haunted houses in a season so why not hand out coupons for each other and help each other out?  ESTABLISH RELATIONSHIPS!

Social Media

Are you aware of the ‘event’ widget in Facebook and Yelp? It’s a great tool to promote and publicize your event. Make full use of your company Facebook pages and Twitter posts to promote your upcoming event. LinkedIn wall and groups are also ideal for informing your events.  Remember with social media it is all about engaging your followers so you need to post items regularly that engage people.  Post photos encouraging your followers to share with their friends, create videos, and also remember that it isn’t all about marketing your business.  You will lose people or they won’t watch for your posts if all you are doing is trying to sell them on something.  Some other places to consider posting your events azfamily.com, eventbrite.com, New Times…and a zillion more just search for free event listings in your area.

Blog

Blog is the most potent digital marketing weapon to reach and engage target audience today. If you have a popular blog, then why not inform your readers about your upcoming event through it. Give a catchy title and a brief description of the event while posting.  Blogging is so important and can also improve your SEO.  Hopefully most businesses these days include their blog on their websites but if not it is something you should consider.  Make sure your entries are at least 450 words and share information that is useful, not just a sales pitch.

Newsletters

If you have a website, and a decent number of visitors, then newsletter is the best bet to attract and engage your reader base. Those who are subscribed to your newsletter are highly targeted and segmented audience with specific interest in your offerings, and hence your event. Inform the subscribers about your upcoming event and specify the points of why they should attend it.  For smaller businesses use MailChimp.  It is free up to a certain point and they make it VERY easy for you to not only collect subscribers on your website but also your social media.

Guerrilla Marketing

It still works!!!  The key is to be creative about it.  Create a stencil and use spray chalk to get your message or simply a URL out there. Handout flyers, posters and coupons, there are tons of local businesses that will support you if you in return support them.  Hang coupons in trees or other CRAZY ideas to get people to pay attention!  Sometimes the craziest stuff is not only the most amusing but it works the best.