BLOGS How to plan a wedding: the ultimate checklist for brides-to-be

May 3, 2020
How to plan a wedding: the ultimate checklist for brides-to-be

By Chloe Best

Source: HelloMagazine

So you’ve just got engaged? Congratulations! Now is an incredibly exciting time, and the coronavirus lockdown means you have plenty of time to plan. Here, our wedding timeline will give you advice on everything from setting the date to finding the perfect wedding venue and deciding on a theme – starting 12 months in advance. (We will assume that you will host your nuptials once the coronavirus pandemic has passed and you are able to invite guests, but of course there is always the option to have a virtual ceremony if you’d rather not wait.)

Budget is a huge factor when wedding planning, and should be one of the first things you think about, so you know roughly how much you can allocate to everything from the venue to the dress and the catering.

Bride-and-groom-wedding

Follow our handy wedding planning timeline in the countdown to your big day

Once you’ve found and booked your ceremony and reception venues, you can start booking suppliers, including your DJ or band, photographers, and caterer if there isn’t one at your venue. Writing your guest list and starting to notify invitees about your wedding date should also be high on your agenda, so everybody knows to keep the date free. This will also give your guests something major to look forward to after the isolation period.

After the main things are booked, you can start thinking about wedding outfits for yourselves and the rest of the wedding party. Then enjoy a break from wedding planning by browsing for honeymoon inspiration and decide where you can go to unwind once it’s all over, and once travel restrictions are lifted following the coronavirus pandemic. From hair and makeuptrials to the seating plan and wedding breakfast menu, there will be lots to sort out as your wedding day approaches, but our handy printable checklist will help you to stay organised and prioritise what needs to be done when. Good luck!

12 months to go

  • Announce your engagement!
  • Book the church or civil ceremony venue
  • Book reception venue
  • Book registrar if civil ceremony
  • Start looking around for gown inspirations
  • Think about possible venues and themes

11 months to go

  • Work out your wedding budget
  • Compose your guest list
  • Visit bridal stores to look at and try on gowns
  • Book caterer
  • Book DJ or band
  • Book photographer
  • Book lighting and sound (we recommend Luminaire Events)

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BLOGS Event planning during COVID-19: Remember 4 keys to success

May 3, 2020
Event planning during COVID-19: Remember 4 keys to success

By Anita Feiner

Source: roi-nj

Pivot! A few weeks ago, the only thing the word “pivot” evoked in my mind was a scene from the “Friends” episode where Ross, Chandler and Rachel were moving a couch up a too-tight stairwell.

Today, under cloud of the coronavirus, the term takes on a whole new meaning. In business, as well as our personal lives, we all find ourselves in a series of pivots to a new normal. But, just as Ross learned that his well-laid-out plan wasn’t working as well as he thought it should, so, too, are our business plans and, particularly, our plans for events.

One thing that binds all event planners together is that we are organizers. I don’t know any event planner who doesn’t live by the five P’s — “Proper Planning Prevents Poor Performance.” Maybe that is why we are so stymied right now. We are simultaneously planning for every scenario. Maybe we should add that other “P”: pivot.

That’s what many of us who had spring events on the calendar found ourselves doing. It was March 12 when I needed to pivot on an April 4 gala I managed. There was a contract with the venue, invitations were mailed and sponsorships were received. While I couldn’t go forward with an in-person event, I could and did negotiate a credit for 2021 with the venue, I called each contributor to explain the situation and request that they allow my agency to retain the contribution and I went online with a portion of the event.

Planners of summer events are faced with the decision to cancel, reschedule for later in the year … or, many of those with in-person galas, award banquets, marathons and other events will attempt to find ways to maintain the spirit of the event by conducting virtual events via Zoom or other platforms.

In our current environment, planners of fall and winter events may choose to move forward with scheduling, under the assumption that restrictions will be lifted. In the spring, we didn’t have a choice about moving forward once “stay at home” orders went into effect. One thing is certain: These planners will have to get creative to adapt portions of their event to attendance limits, social distancing requirements and whatever other guidelines that may be a part of our future for quite some time to come.

Regardless of the path event planners ultimately take under the veil of COVID-19, be sure to incorporate these four steps in the process:

  1. Develop a plan

Set a timetable of action items to achieve by certain deadlines. Assuming you already have contracts in place, pay close attention to when deposits are due and be hypervigilant of changes in the COVID-19 landscape as they relate to those due dates. If you haven’t entered into contracts yet, consult legal counsel about language to include to protect your organization in case of cancellation. In these changing times, it would be wise to prepare for Plan B and possibly Plan C, as well.

  1. Overcommunicate

Communicate with attendees, prospects, sponsors, stakeholders and community. We are a generation accustomed to the 24-hour news cycle where transparency is expected. Utilize social media, email and even snail mail if that is your traditional means of communication to spread the word about how you are moving forward with your event. While news releases may not be advisable at this time, there are self-publish sites available that are growing in popularity, which may be useful for these efforts.

  1. Define health and safety measures

Regardless of how many events you have planned before, your next one is certain to be different. The health and safety of your guests, staff, constituency and the greater community depend upon getting this right. Events that never utilized preregistration may need to require it to minimize crowds at registration kiosks. The room that comfortably holds 500 at tables of 10 may not be adequate for tables of six, and what about buffets? Will there ever be buffets again?

  1. Demonstrate the importance of your objective

There are reasons why events are held. If you decide to move forward with yours, remind and demonstrate to your constituency why they are there. If you decide to go in another direction, demonstrate why not holding the event is of benefit.

Whatever road you take, it is imperative to move forward with great flexibility. Another often-heard word these days is “fluid.” Let’s face it, none of us can truly predict future stay-at-home guidelines, social distancing pronouncements or the direction of the curve in the coming months. Add to that the even more unpredictable confidence of prospective attendees to venture out and join large groups even when the all-clear is given. Fluidity in planning will be crucial to achieving the goals of any event, because, in the end, the goal is the final destination and the event is only the vehicle by which to reach that destination.

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BLOGS Got Questions About Social Distancing? These Experts Have Answers

March 22, 2020
Got Questions About Social Distancing? These Experts Have Answers

Source: Healthline

As the United States experiences widespread school closures and governmental orders to close public places that attract crowds, you’re likely to hear the term “social distancing” several times a day.

Social distancing includes several measures that can slow down the spread of COVID-19 to prevent hospitals from becoming overwhelmed with sick individuals. If the novel coronavirus is allowed to spread, unchecked by social distancing, there might not be enough beds in intensive care units for all the people that need them.

“Social distancing is a complicated way of saying stay away from people, and the microbial residue that people might have accidentally left behind,” said Malia Jones, a social epidemiologist at the University of Wisconsin in Madison who studies how people’s behaviors contribute to outbreaks of infectious disease.

“Since the virus that causes COVID-19 is spread from person to person through physically close social contacts, the best approach to prevention we have right now is to keep people from being in close contact as much as possible,” she explained.

“I’ve been calling social distancing ‘cocooning’ to promote the idea that you should be at home in a safe harbor with your family,” Jones said.

It’s critical that everyone practices social distancing, not just those who are sick, Jones told Healthline. This can help vulnerable populations, like older adults, from getting the virus. Due to delays in testing and the ability for someone to have and spread COVID-19, even if they appear healthy, it’s currently impossible to know who has it.

“Social distancing is a responsibility that individuals take on to make sure they’re not the vector of disease and to break the chain of transmission,” said ​May Chu, PhD, a clinical professor in the department of epidemiology at the Colorado School of Public Health in Aurora, Colorado.

Stay home

“In a nutshell, stay at home except for essential errands,” Jones stated.

This goes for those who feel healthy, too. “Many cases are very mild or asymptomatic. But you can still give it to someone else even if you don’t feel sick yet,” she said.

Avoid all crowded places or events

Cancel any gatherings that involve members outside your household or “cocoon.” It’s possible that another household, such as that of immediate family, are also part of your small circle. If so, everyone in the cocoon needs to avoid social contact outside this circle and maintain a high level of personal hygiene.

Stay 3 to 6 feet away from people outside of your own family

“The recommendation is to be 3 to 6 feet away from other people, and to preferably be outside,” where transmission risk is lower, said Thomas Jaenisch, PhD, an infectious disease epidemiologist and associate professor at the Colorado School of Public Health. While 3 to 6 feet is distant enough if it’s for a minute or so, “If you’re in a closed room and have a meeting for an hour, that’s a different story” and should be avoided, Jaenisch said.

Wash your hands often for 20 seconds, and don’t share items with people outside your cocoon

“To avoid getting anything [such as the virus] that was sneezed onto a table or door handle onto your hands, and then ultimately into your mouth and nose, wash your hands often, especially before you eat and as soon as you get home from being outside,” Jones said.

Do I need to practice social distancing if I’m symptom-free?

We asked experts to clarify exactly how to practice social distancing in common scenarios to avoid spreading or contracting COVID-19. For some situations, experts have clear answers. But for others, the science isn’t yet available, so it’s responsible to err on the side of greater caution.

Overall, experts agreed the situations below were generally not essential. “All of these things, like going to the gym, riding public transportation — all of that fuels the epidemic,” Jaenisch said.

Can I schedule play dates for my kids?

Keep your children home from school, and don’t let them mix with other kids outside your cocoon. School closures are especially important because even though children aren’t at particularly high risk for getting sick from COVID-19, they can still be carriers [and spread illness],” Jones explained.

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BLOGS 5 common questions about social distancing, answered

March 22, 2020
5 common questions about social distancing, answered

By

Source: Vox

Well, we’ve made it through one week of aggressive social distancing. We could have many more to go, as Vox’s Brian Resnick has written.

With that in mind, I decided to concentrate on the reader questions that I seemed to be getting multiple versions of. These are the questions a lot of you have as we adjust to our new reality.

First up: What exactly are the dos and don’ts of social distancing?

Questions from Lisa D.:

And Deirdra M.

These two questions seemed of a piece: When we say social distancing, exactly how much distance are we supposed to be keeping?

First, we should remember that the novel coronavirus is very contagious (an infected person will infect 2 to 2.5 others on average, versus about 1.3 others with the flu), and there is evidence that people who have only mild symptoms or no symptoms at all are helping spread the disease. That makes it more difficult to contain and is partly why we are taking such aggressive social isolation tactics: We cannot always be sure who has the virus, and we don’t want to risk it being passed along unwittingly to a more vulnerable person.

That’s why the first, second, and third rules of social distancing are obviously: Keep your distance!

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BLOGS 7 Refreshing Spring Wedding Ideas

February 23, 2020
7 Refreshing Spring Wedding Ideas

Source: JuneBug Weddings

Raise your hand if you love springtime! As we’re all sitting in our living rooms with our hands raised, let’s take a second to appreciate this wonderful time of year. With the blooming flowers and vibrant colors that come after the cold winter months, it’s easy to tell why so many couples like to get married during this season. If you’re one of those couples and want to mix it up with a fresh take on your spring wedding, this blog post is for you!

Check out these refreshing spring wedding ideas:

1. Go sustainable with florals

If you’ve been following recent wedding trends, you know that sustainability has been a hot topic for months. We’re all about it! Since springtime is all about flowers and pretty things, it’s a great opportunity to practice eco-friendly decor options. Dried florals are an excellent way to still get that flower-y feeling without harming the environment.

We’re obsessed with these dried floral bouquets from Anthropologie you can use for your wedding and re-use in your home!

2. Rock a botanical braid

There’s no better time of year than spring to add some blooms to your bridal hair look! If you’re rocking a braid, ask your florist to save a few extra flowers to add the special springtime touch.

3. Keep it neutral

A spring doesn’t have to mean pastels and rose-y hues. Keep in on-trend with the all-white look or a neutral color palette, and let the natural colors of the season steal the show!

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BLOGS What Your Favorite Instagram Brand Says About Your Wedding Style

February 23, 2020
What Your Favorite Instagram Brand Says About Your Wedding Style

By Samantha Iacia

Source: Wedding Wire

If you’re having trouble choosing a wedding style, there’s one hack that can help you cut right to the chase. All you have to do is take a closer look at what you already gravitate to in everyday life—a.k.a your trusty social media feeds. Chances are that you spend a decent amount of time each day scrolling through Instagram, and even though it’s easy to go overboard with all that social media inspiration, we have to admit that it does come in handy when you’re planning your wedding. When you start paying attention to the posts you like, save, or share with friends, you’ll begin noticing patterns before you know it! Instagram is a hotbed of aesthetically pleasing brands—wedding-related or not—that can provide you with unexpected decor ideas, color palettes, and fashionable looks for your big day. To show you just how easy it is, we picked a handful of Instagram brands that are known for their perfectly curated, color-coordinated feeds and used them to inspire specific themes you can try for your wedding.

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BLOGS 10 Cheerful Spring Colors to Wake Up Your Home

February 19, 2020
10 Cheerful Spring Colors to Wake Up Your Home

By Juliana Labianca

Source: Good Housekeeping

The early days of spring are some of the best in the year. The sun is out, there’s a hint of warmth in the air, and the first crocuses have made their way through the thawing earth. No matter what the temperature actually is outside, you’ve been reminded that warmer weather is on its way, and that the winter doldrums are almost over. The best way to celebrate this welcome change of season? With a spring home refresh, of course.

One of the easiest ways to update your space for spring is to tweak its color palette. To find the prettiest spring colors of 2020, we asked interior designers and home experts which hues they were most excited about this year. Whether you use these colors to paint the walls or simply include them in a bright spring centerpiece, these shades will invigorate your space and help you spring into spring.

Blush
spring colors - pink, white, camel
AIMEE MAZZENGA/BRIA HAMMEL INTERIORS

Ever since the “millennial pink” craze began around 2016, blush has been a popular year-round color — but obviously, it’s got a particular allure in spring. “One of our favorite color combos for spring is white, camel/taupe, and soft pink,” says Bria Hammel of Bria Hammel Interiors. “It’s such a timeless color palette because of its neutrality, but it also provides a bit of warmth and subtle color to a space without going too over the top.”

Bright Blue
spring colors - blue
VICTORIA PEASON

A bright blue was Pantone’s Color of the Year, so you’ll see it everywhere this year. It works particularly well when paired with green, as the colors remind us of the great outdoors. “Both of these colors are so versatile and can work as an accent wall in a dark tone, as a pop of color in pillows or a rug, or even as a statement sofa in your space,” says Lee Mayer, CEO of the online interior design service Havenly. “Depending on the tones and fabrics you choose, both of these colors can play into any style really well — an emerald velvet sofa can feel really luxe while blue linen pillows can feel perfectly classic.”

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BLOGS 19 Event Trends That Will Shake Up Meetings & Group Business in 2020

January 22, 2020
19 Event Trends That Will Shake Up Meetings & Group Business in 2020

Source: SocialTables

What does it mean to be a part of the events industry in 2020? Well for starters, don’t blink. Meetings are growing and evolving rapidly, and each is an experiment in applying new methods to find a perfect formula.

But that’s easier said than done in a science that has zero constants.

To succeed, you have to be dynamic, you have to be flexible, and–above all–you have to be in tune with attendee desires. For venues and planners, that means looking into the crystal ball to get ahead of these new trends in event management.

These are the 19 new event trends that will shake up our industry this year

We’ve sorted the list into five categories:

  1. Industry Performance Trends
  2. Attendee Experience Trends
  3. Meeting Destination Trends
  4. Event Technology Trends
  5. Meeting Design Trends

Industry performance trends

1. Demand will continue to outpace supply.

Again this year, there’s a huge rise in demand for meetings and events. CWT Meetings & Travel predicts 5-10% growth in demand. At the same time, the development pipeline is slowing.

This could mean a boost in hotel group rates. Respondents to the AMEX Meetings & Events Forecast predict it’ll grow about 2.41% in North America. CWT expects an even higher hike of 3.7%.

Predictions for hotel performance from CBRE
Source: CBRE Hotels’ Americas Research

Key Takeaway for Planners

Planners should adjust budgets to anticipate higher rates, and book event space as early as possible.

This year’s mantra is “book now!” The longer you wait, the more you’ll pay. Or even worse, you won’t find a viable space for your event.

When it comes to budget growth, signals are mixed. Most event planners report that their budgets increased year over year in 2018 — but higher rates could negate that. And in general, industry leaders like Skift agree that planner budgets are merely creeping up along with costs. Knowing this, planners should proactively use rate forecasts in conversations with key stakeholders to make the case for a bigger event budget.

Key Takeaway for Properties

Group demand will be strong throughout the year. How will you respond to the influx of leads to capitalize?

Planners will try to book events further in advance. This leaves hotels and venues in a pickle: Taking early bookings could mean missing out on higher-value events later.

To avoid missing out on revenue, hotels and venues need to segment business intelligently. That way, you can avoid the pitfalls of traditional lead-scoring biases that hurt RFP management.

For hotels, capitalizing on group demand could also offset the impact of potentially disappointing ADR growth by driving up midweek rates for transient business.

2. Attendees want more face-to-face time.

In 2020, brands will invest in events as a marketing channel. In fact, in a recent event marketing survey, 52% of respondents said that event marketing drove more business value than other marketing channels. (Only 8% said it drove less business.)

But why is that? It’s because we spend more and more time in front of a screen each year. At the same time, face-to-face time takes a hit — making it a more treasured commodity in our modern world.

Key Takeaway for Event Planners

Create ample opportunities for networking and spaces for scheduled face-to-face meetings.

Networking is the second biggest motivator for event attendees, behind content. However, it’s not just face-to-face meetings they’re craving. It’s also the spontaneous conversations that come with serendipitous networking.

Planners should create ample private meeting spaces and “collision spaces.” Some events do this by providing fewer chairs than attendees. With fewer empty seats, they’re encouraging movement and interaction.

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BLOGS 7 Tips on How to plan the Corporate Christmas Party

December 18, 2019
7 Tips on How to plan the Corporate Christmas Party

Source: Opposuits

Christmas parties: we all love it. It’s a great way to get colleagues together to celebrate the holiday season. Are you planning the corporate Christmas party, and do you need some inspiration? We’ve got you covered. Our office manager, Marga (who we like to call Marge in Charge), organizes the OppoSuits’ Christmas party every year and helps you out by giving her tips on throwing the most awesome Christmas party out there. This will help you to be stress-free and to make it a night to remember.

1. Christmas party invitations

It all starts with a loud and clear save the date. Be on time! A few weeks later you can send an official invitation in addition. Make sure all information is included. When (date and time), where and why. Also, be creative in the invitation. Preferably let a Graphic Designer make the invitation. Great design and texts will definitely help to get everyone excited for the party. Oh and a pro-tip for planning: don’t plan your Christmas party too close to Christmas. Many of your guests will be leaving town to visit their family.  

2. Christmas party preparations

A party falls or stands with good preparations. Don’t hesitate to ask your colleagues to help you, for example with decorating or moving stuff so that you create a cool room. For instance, you could make a karaoke bar or a dance floor. Of course, you can’t organize it all on your own and that’s okay.  Make sure to ask your co-workers for help weeks before the party (and choose the colleagues you can count on).

3. Christmas party food & beverages

Of course, there’s no party without a good bar and buffet. Don’t think it’s easy to do it yourself. First of all, you probably can’t, but second, you don’t want to spend all night arranging catering. You need gossip for the next day at work too, right? ???? So, contact your local catering service and let them do the job. They know what to do and it will make you feel way less stressed out. Make sure to order enough food; especially when everybody will drink alcohol. And of course, order enough beer, wine (and optional: shots).  

4. Christmas party music

Start playing Christmas music weeks before the Christmas party to get into the Christmas spirit. It’s just the beginning of an unforgettable party. Of course, during the party, a good DJ is a must. There’s always a friend, colleague or family member who likes to play the music during the Christmas party. If you have a low budget, you could think of a barter deal; what do you have to offer in exchange for DJing at your party?  

5. Special Christmas party act

Priority number 1: take care of a really good, unforgettable act nobody expects. Is there, for example, a local artist who’s popular within the company? Book this artist and everybody will be completely starstruck and excited about it. This really helps to get the party started. This was a big hit at the OppoSuits Christmas party, so I really recommend doing this. 

6. Christmas party photos 

Don’t forget to take photos and videos. You won’t recognize your colleagues after a few hours of drinking. Make proof and never delete these pictures again. You will need them once.. ever… soon… Spread some ‘throw-away cameras’ and the most memorable photos will be made. Of course, you could also hire a professional photographer to take some fun photos of the Christmas party. In that case you’re sure to have some good ones.  

7. Christmas party outfits

Think about a fun dress code everybody is confident with. What about Casual Chic, Black Tie or Cocktail? Of if you’re working for an informal company, Ugly Christmas Sweater could be a nice theme as well. If you choose this last one, you could suit up your entire team in our Christmas outfits for that ultimate Christmas vibe. Fun guaranteed.   

And last not but least… If you’re in charge, make sure to be well prepared and leave nothing to chance. Don’t trust anyone. People won’t be on time and things will go wrong during the Christmas party. But the best thing is to accept this and to stay relaxed. Just make the party a good one, and enjoy the party yourself too. Good luck; you got this!

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BLOGS Here are 7 simple tips for planning a stress-free holiday party

December 4, 2019
Here are 7 simple tips for planning a stress-free holiday party

By Margaret Gates

Source: Landcaster Online

Some of the best holiday traditions start with the three Fs: family, friends and food. For Joe Hess, that means making beef tenderloin for Christmas Eve at his mom’s house, which is a little less work than his other holiday tradition — hosting 40 at his own house for Thanksgiving.

As co-owner of Cracked Pepper Catering in Lancaster, Hess knows a thing or two about holiday entertaining. His advice?

“Keep it simple. Your guests are happy with whatever you do,” he says. “You want to be able to spend time with your guests.”

If you’re hosting a holiday party this year, keeping it simple still requires some careful planning. Here are some tips from Hess and the experts at The JDK Group, a catering and event planning company in Lancaster.

Set your date soon

Long before you choose a menu, bake a cookie or plan your decorations, pick a date for your party. Many companies and even private individuals secure their dates for holiday party catering with JDK weeks, or even months, in advance, they say. Even if you don’t need a caterer for your drop-in, you will need guests. Pick your date now, before those guests accept another party invitation.

Set a time limit

For a drop-in cocktail party, consider a 2.5-hour window, Hess says. “People can drop in, have a nibble, say hello and go on to the next party,” he says. Any longer can be exhausting, and the food can suffer.

Plan the menu

“The menu for your holiday party depends on what kind of atmosphere you are hoping to create for your guests and on your guests themselves,” says Emma Santana, director of sales for The JDK Group. “We see a variety of styles from intimate multiple-course served meals paired with fine wines, to fun interactive food stations, to more casual mix-and-mingle styles with some small-bite passed hors d’oeuvres and heavier hors d’oeuvres items for picking on a food station.”

For that standard drop-in cocktail party, Hess says, four to five items are plenty. “Try to have a showstopper item and then some easier things,” he says. Think at least two hot items — maybe a baked brie or roasted vegetables — and three cold items. “Make sure one of them is a sweet item,” he says. “It could be tiramisu or chocolate mousse cups or something from your favorite bakery.” Assortments of different holiday cookies are popular or a mix of lighter small-bite desserts, Santana says. Also offer at least one item for those guests who may have dietary restrictions.

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