The 1, 2, 3’s of planning a cost effective Event.
Everyone has a budget, even Donald Trump. Regardless of how much money you have to spend on a special occasion, there is a limit for us all. Most people find themselves struggling with what they want and what they can pay for. The battle between what we can afford and what we have envisioned is many times a tough pill to swallow and sticker shock is something that most people can relate to in the planning process.
Tip #1: Book during the off-season
For Upstate New York, the event season slows down significantly between November through February. During these months, vendors are more flexible with pricing and in many cases will offer cost saving promotions. Avoiding the summer months and early fall may be less than ideal, but you will be glad you did when you reflect on the savings. If you do choose this time of year, Friday’s and Sunday’s can often be a negotiation for savings. Stay away from (most) Holiday weekends as well. Labor Day weekend, Columbus Day weekend, New Year’s Eve, Valentine’s Day, Memorial Day weekend and the 4th of July are all incredibly busy dates. Ironically, Easter weekend and Thanksgiving weekend are generally fairly quiet and may offer you some flexability on price.
Tip #2: Go to the source
While sometimes it may be tempting to let others secure items or services for you, you might be spending un-necessary money. When a vendor secures a service for you through another company, they often inflate the cost of it to cover their time.
Tip #3: Book in advance
Waiting until the last minute to sign on the dotted line is a dangerous game that I don’t advise anyone to play. While some may think that they can secure a reduced rate for the service if it is still available, you are taking a huge risk which is not worth the reward. In many cases, booking early may entitle you to added discounts. At the very least, you will be better able to access your budget once you have everything set in stone with signatures and deposits.
While compromise is something that many of us avoid like plague, it is often a necessary beast in the war against overspending. In the end, following these three simple steps will help you to better afford the Event you have been tirelessly planning for so long. Getting things out of the way early will certainly help you gain some peace of mind and lift much of the pressure off of your plate that tends to appear as the Event draws closer.
KEEPING YOUR VENDORS AND ATTENDANTS HAPPY
A Guide to a Successful Trade Show
They’re referred to by many names; conventions, trade shows, expos but they all have the same goals and objectives in mind – to build relationships and expand business. In todays down economy, Total Events has heard many clients complain that their attendee numbers have declined and their vendors are dissatisfied. Total Events has the solution to help cure your turnout woes and create the wow factor on your show floor.
Tip #1: Update the look of the space
Especially for guests attending an annual conference, seeing the same design and color scheme year after year becomes mundane and easy to pass up. By designating an interesting theme with activities and décor to overhaul the appearance of the booths and the room you can spark some additional interest and help to encourage their presence again next year.
Tip #2: Plan fun activities for vendors and show goers to look forward to outside of the scheduled business events
This is particularly important for events that have guests coming from out of town. It doesn’t take much to throw together an exciting after hours mixer, a stimulating evening dinner or a relaxing lounge for guests to unwind in. Traveling today has become increasingly more stressful and may discourage some individuals from making a lengthy trek to an event. However, if you can build the reputation of an entertaining, dynamic and professionally lucrative business opportunity; the value of participating in the event will increase exponentially.
Tip #3: Keep you’re costs down, and pay it forward
Utilizing a full service special events company like Total Events will offer you increased flexibility and added cost savings. Packaging booths, vendor orders, Event décor, after party rentals, reception linens and centerpieces together from a single source will ensure that you get the most competitive pricing with the added bonus of one stop shopping. The additional benefit of passing cost savings down to your exhibitors will ensure that everyone walks away with a smile on their face.
Total Events professional services are available to you throughout most of New York State as well as in many parts of Massachusetts, Connecticut and Vermont. While the average convention sets up inside a convention center or hotel ballroom, we also offer you the ability to build your event outside in one of our spacious tents. Designing an expo inside a tent at the location of your choosing is a great way to enjoy an uncommon venue, nice weather and offer yourself a refreshing change of pace!
Holiday Party Ideas That Will Jingle Your Bell Without Breaking Your Bank.
Every year at this time we find ourselves starting at one Holiday party invitation after another. Between end of the year deadlines, shopping for gifts, inclement weather and the rest of the details that keep our days filled to the brim it becomes difficult to commit to every bash. To ensure attendance to your upcoming occasion, punch up the volume a bit with some key elements that will make any gathering a success.
Problem: You’re guests are in desperate need of some relaxation.
Solution: Create a Lounge!
Rather than a traditional sit down dinner or a cocktail party with limited seating, rent some lounge furniture. Your guests will appreciate that they are encouraged to sit back and unwind in a stylish atmosphere. Often sit down dinners can feel a bit stuffy and are a lot of work for the hosts; a lounge style cocktail party eliminates both dilemmas. A well designed buffet featuring finger foods and smaller portioned items will keep guests full and appeal to even the pickiest eater. The hosts can feel free to join in on the party rather than slaving away in the kitchen all night.
Problem: My space is too small.
Solution: Turn your ordinary garage, basement or sunroom into the place to be!
Pipe and drape can turn any space into something spectacular! With a large selection of specialty drape in a variety of colors and heights, Total Events can customize any room into a chic space ready for a crowd. Need to cover up a ceiling? That’s no problem either. Fabric swags can be hung from almost any ceiling to soften the appearance of an unattractive ceiling. A complete room drapery can be polished off with uplighting to make the space seem rich, inviting and finished.
Problem: The plastic table toppers and paper confetti centerpieces are not going to cut it this year.
Solution: Rent something fabulous!
A local rental company like Total Events is virtually a one stop shop for this kind of dilemma. From upscale linen selections, custom arranged centerpieces, decorative candle votives, inexpensive charger plates and elegant china we can fix any ordinary table setting into something really special. If the metal folding chairs you store in the garage have seen their better days, rent yourself some Chiavari’s to add that extra bit of style to the room. Keep in mind that upgrading these items is relatively inexpensive when you consider what it would cost to purchase all of the bits and pieces, especially when they may only be used once a year at most. Renting is the way to secure exactly what you want at a fair price!
Problem: Guests leave early because they’re bored.
Solution: Let us entertain you!
Sometimes sitting around your living room can get a little dull which is why mixing it up become so important. Encouraging guests to interact together, especially when the crowd is a group of people who may not necessarily know each other is key to a good time. With the addition of Casino gaming you can transform the theme, feel and energy of your party with one simple call to Total Events. We bring the tables, gaming chips, cards and dealers. Adding some unique elements to your event will ensure people will be talking about your party until next year!
Don’t get lumped into the category of “boring house party” that we see so many of this time of year. Spicing things up has never been easier and more affordable. No matter what your budget it, there is a way to pump up the volume of your next gathering!
Getting The Most Out Of A Bridal Show
For most brides and their wedding posse, attending bridal shows is one of many highlights in the planning process. Entering a space that has been designed to cater to your specific needs and filled with vendors eager for your business is exciting and often overwhelming. In many cases, after speaking with more than 50 different businesses it becomes hard to keep names and faces straight. Here are some tips to making the most out of your bridal show experience.
#1 Have a Game Plan
When you walk into the show, know what vendors you are seeking out. If the priority for the day is finding specialty linens and a killer DJ, visit those booths first. You will find that the businesses attending the show are interested in having a conversation with you regarding your event to find out how they can best service you. These conversations can sometimes become lengthy, but are critical in determining your feelings about moving forward in the booking process. Being able to meet with and speak to certified representatives is a very valuable resource that should be taken advantage of by any bride.
#2 Become Close Friends with Your Budget
You and your budget should know each other’s secrets by now. You should know what your bottom line is, where you intend to splurge and where you need to save. Most bridal shows have vendors from all different price points exhibiting and it helps to focus on those who are within your resources. Without a doubt you will see many displays that appeal to you. Most companies bring displays that are designed to knock your socks off and a lot of times these displays are only viable for 10% of bridal clients. Keep in mind that while the $500 centerpiece that was displayed at the show was beautiful, it won’t even closely resemble the $100 centerpieces that are more closely suited to your budget. While some vendors specialize in high end weddings, there are others who are more suited to the moderate and cost effective brides.
#3 Take Advantage of Show Specials
The goal for any vendor at a bridal show is to book business. To entice you to make a decision sooner rather than later, many companies offer show specials for that day. You may see that a vendor is willing to add some value into the package at no charge or even discount your order by a specific percentage. Sometimes these gestures may seem small in terms of the grand amount you are spending, but they do add up. As my Mother always told me, a dollar saved is a dollar earned. If you know that you love a particular florist’s work and see that they are running a show special, do yourself a favor and book it! You are only committing to doing business with them and locking in your special rate, all of your decisions and designs are still able to be altered and agreed upon. It is always better to book your vendors earlier rather than later to take advantage of current pricing and to ensure that the vendors you want will be available for your date.
#4 Bring Inspiration
If you have a photo of something specific you are looking for, bring it with you! A picture is worth 1,000 words and is very helpful for any vendor. A company can tell you almost immediately if they have in stock or can get what it is that you are looking for. Someone at the show will know exactly who to refer you to for a specialty product.
#5 Entourage Not Necessary
Bridal shows are packed houses. When you are traveling through a show with multiple people, you will find that each and every one of them wants your attention on 5 different things at once. It is best to bring your mom, your fiancé or your maid of honor and keep the group small. Going with less people will provide you with more time to speak with vendors, less guilt about not entertaining everyone and will allow you to really hone in on the reason you are there. The opinions that truly matter most at the end of the day are the bride and the groom’s.
And with these 5 simple tips, I send you off into bridal show season. May you enjoy plentiful cake samples, extravagant displays and free samples until you burst out of your skinny jeans!
Customized Events Details Regain Strength In Tough Economy
A Down Economy Spurs Creative Thought and Custom Design.
The event industry has taken a serious hit over the past few years. With the suffering economy, there has been a major decline in the quantity of social functions and certainly the amount spent on those that did survive. However the Capital Region has remained strong and steadfast during this economic uncertainty and in some ways has breathed new life into the industry.
While corporate functions have slowed down, social events like weddings have remained the bread and butter for most of the Event and Hospitality industry. Brides are immersed with setting their day apart from the rest. The era of customization is upon us. The days of selecting your wedding package from package A, B or C are officially over. The wedding industry is seeing an influx of clients who want custom monograms, intelligent lighting systems, upgraded linens and chairs as well as signature cocktails and off the menu entrée elections. Clients no longer want what everyone is offered; they want to create their own options. Likening someone’s wedding day to anything less than a celebrity is an offense punishable by death in most bridal circles.
Tent weddings have seen a strong resurgence during the 2010 peak wedding season. Celebrity brides like Chelsea Clinton even chose to customize their day from the literal ground up. The addition of high end restroom trailers, air condition units, flooring and generators have made these types of events more common than many would expect. Total Events in Schenectady, NY specializes in creating this type of custom event. With their ability to service literally every aspect of the event and décor rentals, clients have come to rely on their expertise as well as the convenience that this type of company offers. In few places can you secure your wedding venue, silverware, table linen, centerpieces, lighting and restroom facilities from one just business.
The next time you are at a wedding, take a good look around to soak in your atmosphere. Pay close attention to the details, which have undoubtedly been carefully selected and orchestrated to impress you. Today it is not as much about how much you spend; it is about how you spend it. While the brides of yesterday were happy to dine at tables adorned in the facilities White table linen and uncovered banquet chairs, today’s bride covets a Mocha bengaline underlay accented by a Caramel rosette dimensional runner set off by a room filled with Fruitwood Chiavari Ballroom chairs. Companies like Total Events have expanded their inventory to accommodate the growth of event design as well as to keep their skill set apart from the rest of the areas. The bottom line comes down more to style than money today.