Month: February 2016

How to Plan the Entertainment Portion of Your Event

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Planning an event is definitely a lot of work and Toronto party rental experts can undeniably lift some of that stress from off of your shoulders. The key to planning the entertainment portion of a party is to have patience, set up a program, rehearse and make sure your entertainers are prepared to perform.

Before anything, you need to have a strict entertainment plan in place. This should include who will be entertaining, how long their performance is, what equipment they need, etc. For this portion, it’s imperative for you to communicate with the DJ and the person running the sound system. Why? Well, if some of your performers need a certain video to play, or maybe even a certain type of lighting, then they’re going to need someone to set that all up for time – and it must be done correctly. Toronto party rental stores have tons of supplies available that are specifically there to assist you with the entertainment portion of your event. You can rent stages, a red carpet, lighting and more! It’s also important to remember to rehearse before the actual event. This step requires for your performers to be available so that you can ensure your event runs smoothly. Some people end up skipping this step and are hit with the issue of having to distract the crowd while a crisis is happening. You don’t want to be in a situation where the crowd is waiting, or possibly booing, due to the fact that your entertainers aren’t ready and your sound person has no idea what he/she is doing. When I say rehearse, I don’t just mean once or twice and I also don’t just mean right before the actual event. If you’re having an important event like a wedding, then you should rehearse weeks, maybe even months before your event. Setting up a program is probably the wisest thing to do. Your program should include who is performing, what they need for their performance and how long it will be. In addition to this, you should also include what’s being served, who the speakers are, and other important points that the emcee may need. Promoting your event is also an important step to take. This ensures guests will attend your party and all of your hard work won’t go to waste! Now, prepping your entertainers for their performance is crucial. You must ensure they are 100% ready to blow some minds away. This portion of your event can either make or break the entire atmosphere. When it comes to figuring out what to do for entertainment, you should try to cater to your crowd. For example, if you’re having a party and most of the people there love salsa, then include some unique salsa dance that they can watch or even get up and join in. Interacting with the crowd during any performance allows for it to be a more interesting and joyous experience for them. Regardless of the theme, or the background of your guests, it never hurts to include singers, dancers, magicians, and poets on your program. So long as they’re prepped and ready to go, your event will be a success. Don’t hesitate to contact a rental expert for more information, tips and tricks.

Expert Party Promotion Ideas, Tips and Tricks!

One of the most important aspects when it comes to having an event is proper promotion. If you successfully reach your target audience, you can guarantee hundreds, if not thousands of guests. Our expert party rental Toronto team members have a plethora of ideas in regards to promoting your next event. By following their advice, you can guarantee excellent results.

Before anything, you need to figure out who your target audience is. Where do they live? What is their gender? How old are they? By asking all of these questions, you can put a list of names together and begin move onto the next step. Now, once your list is finished, decided where and how you would like to promote. If you’re working with a team, always ensure you guys are all on the same page. You can even assign one platform to each person. For example, one person handles Instagram and the other one handles Facebook. It has been proven that people receive the most results through social media, texting and emailing. Communicate with your guests through Facebook, Twitter, Instagram, LinkedIn messaging, emailing, handing out flyers and text messaging. Every one of these marketing techniques has been proven to work and is continuously used by major promoters. If your event is public, ask others to share it and invite their friends as well. If your event is private, don’t forget to tell your friends to contact you before they decide to invite others. You don’t want to be in a situation where you planned to invite 45 people, however, 100 came! If you’re promoting an event that costs money, there are many different avenues you can take in order to sell a lot of tickets. Party rental Toronto experts advise people to use marketing techniques that provide guests with incentives. For example, the person who refers the most people to your event gets $100. Incentives like these encourage others to invite more people to your event, ensuring it’s a success.

 

All in all, your goal should be to reach out to every single person in your target market. Paid advertising is also a great idea when you are throwing an event. You can advertise on radio stations and websites, amongst many other places. Always ensure your ads are placed on relevant websites and communicated on relevant radio stations. If you’re hosting a hip hop event, then advertise on urban radio stations and websites.

 

Advertising on websites and stations that are not relevant will only result in a lot of wasted money. Speaking of money, you should always have a budget in mind. How much do you want to spend on promotion? Are you going to pay your team members for helping? Are you giving out incentives? Once you know exactly what your plans are, and you have a budget in mind, you’re pretty much good to go! A lot of promoters have received great feedback due to their determination and organization efforts. If you want a lot of guests to attend your event, you need to promote every single day! Don’t let days go by without promoting or asking your guests to share your event with their friends. Once you slack off, you end up putting yourself in a position that every promoter avoids. If you want to receive a high return on your investment, or if you just want to have a good time, you need to remain focused and diligent. Party planning can be a drag, especially if your event is extremely important, like a wedding for example. Luckily for you, there are many convenient resources like The Most Useful Wedding Checklist.

The Most Useful Wedding Checklist

I’ve been happily married for five months now, and I must say, it’s been great so far. Yes, I’m still in the early stages of marriage, but I’ve been with my husband for ten years. After he proposed to me, to many people’s surprise, it was me who actually delayed the actually wedding. I wasn’t only nervous, but I didn’t think I could organize such a huge event and I didn’t have the money to hire an event planner. After receiving some positive insight from friends, family members, the internet and party rental experts, I decided to “man up” and begin planning my wedding.

Before anything, I created a wedding checklist. This checklist somehow went from my sister, to her friend, to her friend’s friend and so on. It helped a whole bunch of brides and brooms with their wedding planning strategy. And so, I have decided to officially make it public, in hopes of assisting you with you extremely exciting event!

The Checklist:

  • Invitations

When it comes to invitations, you should be unique. Whether you send them through email or hand them to your guests in person, there should be something that pulls them in. Check this blog about Party Invitation Ideas That Will Blow Your Guests Away.

 

  • Flowers

You need flowers that will completely blow your guests away. You can hire an expert who can specifically arrange the flower decorations for you, or you can rent from a local company. I personally visited a rental company and chose the flowers that I fell in love with. They were beautiful red roses that matched my bridesmaid’s outfits.

 

  • Videographer and Photographer

My pictures came out fantastic and I believe that’s mainly due to the fact that I told them what my “must have” shots were. Give your expert a list of shots and videos that you really need to have. Don’t forget to ask them for a breakdown of costs and if there are any last minute or addition fees for certain requests.

 

  • Setting Up Your Venue

If you don’t have an event planner, always ensure you have everything you need for the venue. In most cases, the venue staff members will assist you with this for an extra fee. Make sure you have all of the rental equipment that you need. In an event that you are missing a few items, simply call your party rental company and have them deliver it to you. They are usually available 24/7 in the case of last minute emergencies. Ensuring your venue is set up and ready to go ahead of time will prevent delays and larger issues.

 

  • Food, dessert, and drinks

In my opinion, it’s easier to order from one catering company or from the venue that your location will be held at. My rental company provided catering equipment for the staff members at the venue. This made it much easier for them to operate in a timely manner. When it comes to food, figure out what your menu is going to be. Don’t forget to cater to vegans, vegetarians, and those with allergies to peanuts.

Your drinks should be fun and enticing. Try including some unique beverages such as; Pena coladas and Shirley temples. Fruit smoothies are also a great option. My guests loved those!

 

  • Entertainment and Speeches

This is a big part of your event. You want to ensure that your guests remained entertained and your speakers are ready to go. Double check with the people on the program to ensure they are indeed prepared to present. The last thing you want is a group of people who have no idea what they’re doing.

In terms of music, ensure the DJ knows what to play and when to play it. If specific performances require specific sound tracks, always double check to make sure the DJ is aware of what to play.

 

Most importantly…

Rehearse! Rehearsing your entire wedding multiple times will increase the likelihood of it being a complete success! Schedule to rehearse at a time that is convenient for those involved, and if there are certain people who are never available, then you might not want them to apart of this event.

Don’t forget to have fun and enjoy your big day!

How to Prepare For Your Big Event

Planning an event is known to be both stressful and discombobulating, but does it have to be? No! The Toronto tent rentals experts are here to remind you what to rent, consider and do so that your next event is extremely successful.

 

What to Consider

During the party planning process, there are a plethora of things in which you should consider. Our experts have listed them below:

  • A Theme: is there anything you enjoy doing that you would like to display to your guests? Do you want to have the same old party or do you want to be original? Considering a theme is an excellent idea if you want to throw an amazing party.
  • Parking: if you’re having a huge party, you must ensure there is enough space for everybody to park. Do some research on your venue and see if they have at least double the amount of spots that you’ll need.
  • The food: is the food being catered? Are you cooking? Is there enough food for everyone? The worst thing to do is make a mistake when it comes to the whole food aspect of your event. You should always have a few extra food items available just in case people want seconds or if a few extra people show up last minute.
  • Entertainment: who is performing? Are they all prepared? Entertainment is a huge aspect of any event. Without entertainment, your event is pretty much nothing. Prior to you event, double check with the people on your program and make sure they’re all prepped and ready to blow the minds of your guests.
  • Timing: how long will you event be? Can all that you have planned be done by the time your event ends? Most venues have strict time limits and they must be followed regardless of what you have planned. Always draft up a daily schedule and make sure you follow it to the T.

 

What to Rent

Acquiring items from a Toronto tent rentals company is a very wise idea. A reputable company will have high quality items and they often offer delivery and pick up services. Here are some of the main rental items:

  • Tents
  • Tables
  • Chairs
  • Table cloths
  • Cutlery items
  • Entertainment equipment
  • Décor
  • Candy machines
  • Games

We’ve conducted a survey to see how successful parties were that used a rental company versus how successful they were when they didn’t use a rental company. The question asked was, “was your party a success?” Take a look at the results below.

 

Before You Hire a Professional

It’s clear that hiring a rental company is an amazing idea – especially looking at the survey results above. Reputable companies are known for their skill to assist hosts with throwing an amazing party. If you are thinking of hiring a company, always ensure do a background check on them – how long have they been operating? Are they prepared for your party? Do they have the equipment you need? How are their online reviews?

Have Fun

If you follow all of the advice above, there’s absolutely no reason as to why you should stress. The rental experts know exactly what to do and how to simplify the entire party planning process allowing you to enjoy a night of fun!

Party Invitation Ideas That Will Blow Your Guests Away

Are you aware of the fact that the appearance of your invitation can have a significant effect on whether your guests will attend or not? Party rentals Toronto experts have come to the conclusion that a well showcased invitation will result in almost everybody showing up at your event. The way your guests are invited to your event gives them an idea of how your event will be. A fun invitation equals a fun event. If you’re the best at coming up with unique, creative invitation ideas, then take a look at some of the main ones below!

ideas

Pencil Invitation:

How cool would it be to include a pencil on the inside of your invitation so that your guests can take note of the details of your event right away? This is not only unique, but it decreases the chances of your guests forgetting when your event is. You can even include a calendar inside of your invitation.

 

Scratch Card:

Even if your guests aren’t lotto ticket lovers, it’s always fun to scratch a card in order to see what’s behind it! Surprise your guests with a scratch ticket and attach a penny or something with the invitation as well. Include some instructions so that your guests know they much scratch the ticket in order to see the date, time and location of your event.

 

Video Clip:

Gather up all of your guests’ emails, or even cell phone numbers, and send them a video clip of yourself (or anyone else) inviting them to your event. If you’re having a wedding, it would be very romantic to include your husband or wife in the video. You guys could even share a cute hug or kiss at the end!

 

Flow Chart:

Not only is this fun, but extremely different too. You would normally see flow charts in magazines and newspapers – but rarely in an invitation. Here’s an example of a flow chart below:

You could say something like, “are you doing anything on (date of your event)?” If they say yes, then your flow chart could end with, “we are truly sorry that you’re unable to make it to our event!” If they choose no, then you can continue on with the next statement/question. Be sure to include all of te information that they need.

 

Balloon Invite:

Party rental Toronto experts don’t just seen balloons being used at parties anymore! They have also received requested to order custom made balloons for their clients. From your local party store, you can order balloons that include all of the information about your event on them so that when your guests blow them up, they can clearly see where/when your event is! This idea is one of the most unique and rare ones yet.

 

Photo Collage:

Collages are always fun to make and they display an immense amount of pictures that showcase some great times. Make a collage that is compiled of your face, and maybe some close friends too. If this is for your wedding or engagement party, include some pictures of you and your spouse.

 

Invitation in a Bottle:

 

Regardless of your theme, delivering your guests a bottle with their invitation inside of it is a great idea. You’re giving them a taste of the olden days with a bit of a more modern touch. You could even choose the bottle that holds your favourite beverage. And speaking of beverages, check out our Top Party Beverage Ideas blog.

 

Have fun!

You Invite the Guests and We'll do the Rest!