Month: May 2015

Overcoming the elements – how to fully weather-proof your event

Friday 22 May 2015 by Amazing News Editor

Changeable weather is the event planner’s nemesis, especially if you’re planning an outdoor shindig. You can’t do anything to alter the weather, as much as you wish you could, and it can ruin your best laid plans.
The only thing you can and should do is to prepare for any and every eventuality. With a Plan B waiting in the wings for every imaginable worst-case scenario, even if you never need to use it, you’ll have the peace of mind that you’ve got everything covered.
Here’s what to plan in advance to beat that pesky weather forecast and have an amazing event come rain or shine.
If it rains…
Wet guests are undoubtedly unhappy guests, so you’ll need to get them undercover. If your event is completely outdoors, book a SaddleSpan event tent or a large marquee just in case it rains – it will provide vital shelter and can even form an indoor element of your event. It can also be handy for catering, bar and other facilities that may be at the mercy of the elements. You should also think about access to your site if it’s very rainy, because it could get quite muddy underfoot (and under tyre!) You’ll need to arrange to put down woodchip or matting to ensure that no one gets stuck!
If it’s scorching…
You might think that a sunny day is absolutely perfect for outdoor events, but you still need to take precautions. For the health and safety of your guests, you’ll need to provide some shade in the form of a marquee or event tent, and you’ll also need to cover catering and bar suppliers or you could end up with spoiled food and warm drinks! Other nice touches include providing free parasols for shade, free drinking water (vital in hot weather) and free sun cream for children.
If it’s blowing a gale…
Wind and many temporary structures simply don’t work, so make sure you choose a sturdy, reliable venue like a SaddleSpan event tent that can withstand the wind. Take all the advice you can about reinforcing anything that might blow away, and if it’s forecasted to be too windy – consider moving inside or postponing the event for the safety of your guests.
If it’s all three in one day!
British weather is characteristically changeable, so you should be prepared for wind, rain and sun all in one day. Come up with an arrangement that is suitable for all weather conditions from one minute to the next, no matter how unpredictable – for example, provide an event tent to shelter your guests whether it’s sunny or rainy, but make sure it has extra reinforcement in case the wind picks up. Have both umbrellas and sun cream at the ready, and always keep your catering and bar inside or under cover no matter what the forecast.

Remember – plan for everything and nothing will take you by surprise. Good luck!

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7 steps to a memorable, stand-out awards ceremony

Friday 15 May 2015 by Amazing News Editor

Everyone has their own expectations of what an awards ceremony should be. For some, this kind of event can be a tedious affair, following the same formula every time. However, for more imaginative, dynamic events planners – awards ceremonies are a chance to entertain, stand out and deliver a fun, memorable experience for everyone attending.

1. Set your budget. You might have all the creative ideas in the world, but that’s no use when you don’t have the budget to back it up. Set a realistic, achievable budget and don’t forget to set aside a generous contingency fund just in case of emergencies and unexpected costs.

2. Nail down your essentials. Get your event tent or other venue booked, along with catering, bar, sound systems and other absolute essentials, before you do anything else. Make a list of must-haves – without which your event simply wouldn’t happen – and get all of these ticked off as a top priority. Then you can see how much of a budget you have left to play with.

3. Nail down your guests. Not literally of course, but you do need to plan your guest list in advance and get solid RSVPs so you can ensure that your event tent is big enough or that you’ve budgeted enough for seating and catering.

4. Market early, and brand professionally. Marketing is key to your event’s success and its attendance figures. Start early, embrace online channels and be creative in your campaigns. You also need to brand your event properly, so as to make the perfect first impression when guests walk through the door.

5. Give your guests the complete experience. A memorable event is one where all guests receive a taste of the VIP experience, having a fantastic time and really enjoying themselves. Think about what you can do to deliver this, from personalisation to gifts and VIP areas within your event tent.

6. Embrace technology! If you really want your awards ceremony to have the ‘wow’ factor, consider making use of innovative technology. Motion graphics, augmented reality, glassless 3D screens, voting key pads and live streaming video are just a handful of the techniques and technologies you can implement (budget allowing, of course) to bring your event to life.

7. Call in the professionals for lighting, décor and entertainment. To stand out from other awards ceremonies, your event needs a distinct look, theme or ‘message’ – the best way to realise this is by calling in the professionals. For the perfect finish in everything from the lighting, décor and furnishing of a unique venue like a SaddleSpan event tent to the bar, food and entertainment, seek professional help. You might think you can put everything together yourself, but the last thing you want is to run out of money (getting a quote from a professional events entertainment planner can help you budget) and have to cobble something together last minute – not very professional.

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Blow the budget: Standout features to make your event truly amazing!

Friday 15 May 2015 by Amazing News Editor

There are some events for which you really need to pull out all the stops to impress, events that simply won’t work without that all-important wow factor. You’ll need a generous budget and plenty of imagination, but you can pull it off.

If money is no object, here are 5 ideas for stand out features that could be the perfect centrepieces for truly amazing events:

1. A super-cool ice bar. You could book a spectacular ice sculpture for your event, or even something really cool like a vodka fountain – but why not go one step further and book a whole ice bar? This can be a real standout feature, perfect in an unusual venue like an event tent, and it’s definitely not something that your guests will forget in a hurry. It may take a bit of work to iron out the logistics, but it will definitely be worth it for the look on people’s faces as they walk in and go to order a drink!

2. A revolving dance floor. This can be expensive and a bit tricky to plan, but it really would make your party completely unique. If you’ve enough space in your event tent – a larger SaddleSpan tent would definitely accommodate this feature – why not go for it? Wait until its time to hit the dance floor and set your dance floor revolving (at a sensibly slow speed of course – lest you end up with ‘messy’ consequences) to elicit gasps from your partygoers.

3. Big name entertainment. Every event needs entertainment, but not just any band or artist will do if you really want to get people talking. To throw the party of the year, book a big name act like a chart-topping band or famous singer – it is virtually guaranteed to double if not triple the number of RSVPs that come flooding in. People love a celebrity and they also love fantastic quality live music, plus it’s fantastic publicity for your event, so it really is win-win.

4. A big, all guns blazing fireworks display. With great quality fireworks, a professional company planning and organising the display and a generous running time, a fireworks display can really top off the evening. Go big, loud and perhaps consider a display choreographed to music for extra impact – your guests will absolutely love it.

5. Surprise! The best way to squeeze an awed ‘wow!’ out of someone is to surprise them with something truly amazing, something that they would never expect to happen at your event. For example, invite a celebrity chef to cook for your VIP guests, appearing table side to flambé a delicacy in front of their eyes just as they sit down to eat. You can arrange a surprise transfer when getting guests to and from the event tent, whisking them off for a completely unexpected and awe-inspiring helicopter ride. There are lots of things you can do, but to get that “wow”, you’ll need to think big and outside of the box.

Good luck!

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