Event Rentals: Party Etiquette Both Hosts and Guests Should Know

The holidays will soon be in full swing right before your doorstep and it will take you by surprise if you will not start planning right now. If you are planning or organizing a big holiday event your supplier for party rentals should be up for another festivity challenge.  This is the season where people will really make an effort to attend and be present in any event that they are invited to.  This is also the season where households, organizations, and companies have planned their whole year just for this once a year occasion. Since the holidays are all about spreading joy, love, gifts and lots of memories is just right to make every event count and every party worth remembering.

Of course, you just don’t attend an event and host an event without being mindful of the proper etiquettes both the host and guest should know by heart.

The Proper Event Decorum

Whether it’s a small or a big event, the hosts and guests should act appropriately as respect for the entire party and for those who are attending it.

For The Hosts:

Regardless of the theme or the type of event you are planning and organizing, there are some crucial things that you should be considering in order to have a successful event.

  • Be Clear On The Invitation.

When sending out invites for a party or an event, as a host, you have to clear on the following details:

  • The date
  • The time
  • The venue
  • The occasion and/or theme
  • The date when they should confirm if they will be attending or not
  • How they should respond by either a “yes” or a “no”

You also have to indicate on the invitation if they need to bring something, wear something, and if they need to be participating in anything.

  • Organize Everything.

Finalize your guest list well.  A great team of event organizer can guarantee that any party will be a success, regardless of whether it rain at an outdoor reception or the food is not so much enticing. Have everything set up before the event starts. Have the food ready to be served, the table set and decorated well, the venue should be clean and all the drinks should be ready to go anytime. These are just some of the major things that you should safeguard before your guests arrive so you do not need to worry about anything from the beginning of the party.

  • Be Always On Guard And Inviting.

As a host, see to it that your guests are welcomed with warm smiles and warmly, inviting gestures not just from you but from your staff too. Have eyes on all your guests as much as possible. If you or your staff have seen a guest having trouble in getting a seat or a guest with an empty glass take the initiative to do something about it and fix the situation immediately.

  • Have A Back-Up Plan.

Plan B is what you need in case Plan A fails or an emergency happens. Like if a guest brought a plus 1 unexpectedly, of course, a host should never send an uninvited one home, right? Still, treat him or them like any other guests in the event. Be polite and courteous.

  • Acknowledge Your Guests.

Show appreciation by simply thanking your guests for coming and also thank those who brought gifts.

For The Guests:

Any party hosts or event organizers would appreciate a good guest and visitor who would never give them a hard time or trouble. So if you wanted to become a great guest, here are some tips:

  • Confirm Your Attendance.

Any host would love to hear that you’ll be attending their party and as a sure guest, immediately inform the host that you will be coming. Whether there is an RSVP or none, replying to any invites by confirming your attendance means so much. Do not forget to thank them for inviting you also.

  • Be A Punctual Guest.

Being on time or punctual has various meanings to people, culture, and places. Technically, a guest should be arriving at an event within 15 minutes or less before or after the stated time of the party. If you will be really arriving late, call the host and provide an ETA just to avoid them getting worried.

FINAL POINT

Knowing the proper behavior or etiquette not just in attending or hosting parties, but on other occasions will just show the people how effective of a host you are and how wonderful you are being a guest. The event party rentals Rockland NY appreciates all their clients and see to it that they are properly returning a favor by being a great supplier and organizer at the same time. The success of any event depends on the people working behind it and those who are expected to appreciate and enjoy it.

Event Rentals: Common Event Problems And Their Solutions

They say “experience is the best teacher” which actually is a fact and applies to everyone, even the experienced and professional ones. Any event rentals company and supplier can agree to that because no matter how good of an event planner you are, there will always be some odd and unexpected things that will happen in your event – another fact once you are in the world of events and party planning.

So, although the actual job description means doing the impossible and dealing with a lot of unpredictable and unfortunate events – still it is the most exciting and most rewarding career. Every day means a new experience and a new lesson to learn. And even if you cannot stop problems from popping around the corner, the contentment and success of the event after the storm is your priceless reward.

Some Event Predicament and How To Handle Them

As an event manager, planner or organizer, you should already prepare yourself for the overflowing issues that may arrive at your party and keep the best solutions with you handy at all times.

  • A last-minute squeeze at the venue.

It’s a day or two before the actual event and the venue called saying that a major repair had to be done or the water pipe’s broken and have flooded the area – this clearly means that your event cannot take place in that venue anymore and you need to push everything back. Yet, you have been able to get a place only that it’s a bit far from town.

 

How will you deal with it?

Online ticketing, or always have a complete list of attendees with their email and contact details. In that way, sending out the message regarding the sudden change of the venue and other information about the new place can be easily disseminated to all registered parties. Besides this digital age can instantly spread a word with just one click or swipe.

  • Major transport crackup.

This could have a lot of contributing factors like road accidents, weather, network problem, vehicle problem – and a lot more to add to the tons possibilities why your transportation plan can suddenly be jeopardized.

 

How will you deal with it?

If the problem is the means and ways of transportation of your expected guests, there’s actually not much that you can do to resolve it, but you can always remind them about the unexpected possibilities that may happen on the road and provide them with alternative routes. Keep an open line with your visitors via phone, email, and social media platforms.

  • Your guests did not arrive.

Now, this could be traumatizing and no event planner would want to experience this. It took you forever to organize the event, find the best hosts, hired the best catering services in town, dressed the perfect venue and the last you ever wanted to see a completely empty place!

 

How will you deal with it?

Well, if you have organized a fundraising event or a concert, then in order to avoid this extreme scenario is to make sure way before everything that the tickets and/or the invites have the right date, time, and venue. Make sure also that all the guests have received their passes. Personally track or have someone to personally monitor your real-time ticket sales as well as promotions.

  • Electronic devices jammed.

This is considered the most common worry-triggering situation to any event and party planners. Your laptop and AV system does not sync and soon have caused a chain reaction to all devices on the stage. Worst, your host has to shout just to grab everyone’s attention. It’s going to be a nightmare for sure.

 

How will you deal with it?

Rule #1 when it comes to technical aspects – always do a sound check and technical rehearsals of all the things that are needed for the event. Speakers, mic, musical instruments, laptop, projector, and anything technical with human intervention needs a dry run before you turn on all the lights and start the program. Keep a backup of everything, especially if an AVP is part of the program. Bring a lot of adapters, chargers, extension cables, and connectors, plus, always have a tech guy in your team who’s truly going to be your event saver.

 

FINAL POINTS:

Anything can happen when you’re managing an event. No organizer would ever say that it’s always a breeze planning and executing one, especially if some setback suddenly pops-in after months of hard work. However, solutions are always around the corner and you can always pull out some strings to fix and handle any rotten break. Even the party and tent rentals Rockland NY have experienced countless occurrences and those incidents just made them even more professional and so would you.

Event Rentals: Some Event Blunders That Should Be Avoided

Event rentals and other party rentals and supplies are just of the many things an event organizer is dealing with before the date of the actual event. The process is critical and fleeting and most people do not know that. First-time event organizers have definitely experienced a lot of mistakes that resulted in a negative impact on the entire event where the “try again” option is quite impossible. Planning is a crucial phase where every detail matters and one single mistake can already create a major problem that is very hard to get back from.

In order to prevent this from happening to your event, take time to go through the list of event lapses that you – as a promising event organizer – should avoid doing.

THINGS AN EVENT ORGANIZER SHOULD NEVER OVERLOOK

  • Set Up Time Is Not Enough.

In any event, you will always play catch up and it is very important for you to have an allowed time frame in order to finish everything that is needed for your event. However, this is something that is being overlooked by many event organizers and seeing your staff run all over the place when the first guest arrives is the worst scenario ever. Remember that there is a 15-minute allowance to make sure that everything is all set before giving the go signal that the venue is ready.

  • Not Providing Enough Information To The Client.

In this digital age, there are many ways for you to communicate with colleagues and clients while emails, PowerPoint presentation, and order list are also helpful tools to inform the client about the progress of the event. The problem is, depending too much on handouts and documents can sometimes lead to misinterpretation of the whole picture. Walk the client through the venue and discuss every detail of the program. You can better make the client visualize what he or she can expect from the event.

  • Not Keeping The Vendors Updated.

As an event organizer/planner, you have partnered vendors that will help you with other areas of the event. Now, they too are dealing with a lot of things and also provide services to various clients. If you will not consistently update and send them a confirmation about certain details, they can potentially forget your transaction or the quality of their service to your event may suffer due to lack of coordination and time. Email is still the best way to communicate with your vendors because you can accurately inform them about every detail of your expectations and needs.

  • Failure To Have A Backup Plan

There are many unexpected situations that can happen during the day of your event and you should be prepared for that. An unpredictable weather condition is just one of the many surprises that can ruin your party. In this case, you should have a plan on how you and your team can manage and fix the situation.

Now, there are also some boo-boos that event organizers and planners do – consciously or unconsciously – prior to and during the event. These are mistakes that greatly affect you, the client, the guests, and the event in general.

THINGS AN EVENT PLANNER SHOULD NOT DO

  1. Doing everything single-handedly.
  2. Always trying to compete with everyone, including yourself.
  3. Relying too much on distinguished and popular speakers, guests, or hosts.
  4. Overlooking your event promotion and invitation.
  5. Thinking too little of the possible event size.
  6. Lack of estimate about your venue.
  7. Not giving your guests enough room to communicate with each other due to the poor sound system.
  8. Failure to confirm your equipment and other event rentals.
  9. Mishandling and miscommunication of your guest speakers or event hosts schedules.
  10. Failure to thank your guests for attending the event and acknowledging their presence.

POINTS:

Expert event planners and organizers have been through a lot of mistakes too before they have mastered the art of organizing a small and big event. And all that was discussed here will serve as your guide to avoid making the errors that many organizers have done in the past. The event party rentals Rockland NY can be one of your reliable vendor and event partners that will secure and assure you that everything you will be needing is to be handled professionally. Remember that you have a team, you are never alone.

Event Rentals: The Do’s and Don’ts When Hosting an Event

Of course, it’s great to attend an event and host an event. If you’re the type who loves organizing, you definitely have your event party rentals suppliers to help you out. It doesn’t matter whether it’s a birthday, wedding, baby shower, bridal shower, reunion, house party or a corporate event for as long as you are not working on everything all by yourself.

Planning a party was never easy, even for those who have been in this kind of business for many years, so what more to those who are a novice at this. Sometimes organizing an event takes months and you only have 24 hours of your time to figure things out on a daily basis.

So as an event planner, you should still have to maintain that level of professionalism no matter what problem may arise before and during the event. You have to live by some rules that you can really follow and those that you shouldn’t be doing in order to have a successful event.

Rules On Events

No. 1

Stick To Your Budget

  • Every event organizer or host has a set of do’s and one of them is the event’s “BUDGET”. If you’re planning a huge event or even just a house pool party, you set an amount to spend on the social function that has been your assignment for months. In the process, although you follow a list and all, there are certain ideas that will just suddenly pop up into your mind. Like new ideas which means it’s either you go over the budget, you stick to it or you actually save more. The point here is, do your item scouting, venue and catering hopping, and window shopping thoroughly until you are sure about everything that you need for the event before assigning enough funds for it. This will also make sure that you got everything covered and not neglecting any single detail.
No. 2

Follow The Schedule

  • Following your timeline is crucial for any events no matter how big or small it is. One of the reasons why an event ended up to be successful is because you and your team are strictly adhering to your own schedule. That is why this comes second in the rules when hosting a social feast. Event planners and coordinators map out a daily outline of their plan before, during, and after the event. And you, for one, should be strict in following what’s on your calendar and makes sure that you accomplish what should be done on that day. That’s why other event admins create a timetable months before the actual occasion because they wanted to have enough window in carrying out the important details as well as be prepared to unexpected matters that always happens during an event.
No. 3

Trust Your Team

  • Like what was mentioned earlier, you should not do the planning all by yourself and often times, as an event organizer, you are never gonna be working alone. You have the team that will do the other tasks and errands for you while you stay focused on the event. So your trusted colleagues should be hardworking, reliable, and creative because they will be your key to nailing a successful event.

Points To Avoid

No. 1

Don’t Get Your Hands Full

  • Surely that organizing an event or a party can be really stressful, so, shouldering everything can just aggravate the situation. It can lead to mismanagement and poor performance of the team. So entrusting your team with equal tasks can greatly lift a heavy amount off your shoulders and chest. Just remember that you cannot please everyone so despite doing your best and giving everything that you have do not expect that everyone acknowledges that.
No. 2

Never Rush

  • Another big No-No is rushing things. Although there is a schedule to keep up with, you should never cram on anything and should always be careful in making important and last minute decisions. There are so many details that will require your immediate judgment so take time to sort every detail first before giving your go signal.

Points To Ponder

Again, hosting or organizing an event is a huge undertaking and dealing with all the details and stuff is likewise an immense proposition. But with a trusted team, you will never go wrong with your event. Especially, if your trusted event rentals Rockland NY suppliers will always be there to back you up then there is nothing to worry about the execution of the event.

Party Rentals: Cost-Effective Table Setup And Decor For Any Events

In any event or party, decors are the next big thing. No matter how busy you are at planning everything, do not forget to brainstorm about your party’s décor and centerpieces. Those details should never be taken for granted. Perhaps your supplier for the table and chair rentals will also cover the table arrangements and accents, you just have to shoot them the details.

Why Table Decorations Are Important

Regardless of the event’s purpose or reason, may it be a birthday, wedding, reunion, fundraising, thanksgiving party or a ‘baby reveal’ party, you will hardly see a guest table that does not have any décor or centerpiece, especially if the event it organized and catered by an events concessionaire. Why? It’s for the main reason that most of the time, your guests will just be staying on their tables. And as they are comfortably settled, the table setting is something that will make them feel more relaxed and amused. This is also the best way to avoid making your visitors get bored easily or leave early. If you are extra creative, you have your centerpieces the icebreaker of your party, maybe something that can keep your guests’ busy while on the table or anything that they can share within those who are seated in that table.

How To Choose A Centerpiece

The best thing about table pieces is that it can be designed from anything, can be used for anything, and is definitely something that matches your event’s theme. For example,  if you’re having a wedding or an intimate fundraising dinner party, then a fancy bowl with floating cute candles can set the mood. Or if it’s a get-together event, then you can have little bowls with assorted finger foods as your table décor which is also great for sharing.

However, planning and creating centerpieces and decorations should not break your bank account. Although, you wanted to set up the best frills for that particular event there are also tons of ways to attain remarkable table decors and designs without going off your budget.

Budget-Friendly Party Ornaments Ideas

As your creative side keeps on feeding you with a lot of decoration ideas, sticking to your budget is really quite challenging. But, the more you hold on to your limited funds brings out the most amazing and innovative styles. Not only does it pushes you to keep everything simple, it also allows you to have room for more concepts and options.

Here are some inexpensive table decors and arrangements that you can always use no matter what kind or type of event you will be having.

The Wishing Well
  • You can make use of the smallest fishbowl, colorful bowls or any attractive containers for this kind of centerpiece. Depending on your event’s theme, print quotes on colorful papers and cut them into strips. Curl them individually and mix them in the bowl with either pebbles or colorful cheap stones. Then you can invite the guests to pull out a strip of paper and read the quote aloud in between programs. This is a good activity for an event, don’t you think?
The Floating Fruit Glass
  • If your budget and time are limited to create a fancy centerpiece, this idea can be a great option. You can use any plain or colorful crystal vase glasses – the size depends on you – and fill less than half of the container with water. Dunk in the different fruits that you have and just let them float. Be more playful with it by adding color to the water too. It’s whimsical in a practical way.
The Sweet Centerpiece
  • Sweet edible stuff is not just for children’s parties or anything that involves kids, it can be for any occasion actually. You can use any solid container, but a vintage bucket is highly recommended. Create a bouquet of flower candies or lollipops and let them stand on dry sand or pebbles. Another option is mixed candy wraps and chocolates which your guests will love to dig in, especially if you add decorative stones or mini-balls.

A Creative Note

Either you are DIYing or will have your events coordinator take care of everything which will automatically include the decorations and centerpieces it does not have to be too plush.  Your caterers’ equipment rentals Rockland NY can take care of the job for you as long as you collaborate with them the theme of the event and what you have in mind.

Party Rentals: Why Staging, And Dance Floor Are Important

 

So your most awaited day is just around the corner. Going through your list it seems like you have covered everything. But are you really sure that you have settled everything? Okay, let’s go through them again: Place and venue? Checked! Party Theme? Checked! Menu? Checked! Invites? Checked! Stage and floor system? Guess it got you thinking? Yes, these two are very crucial for any events. Even your party rentals supplier will advise you about staging and dance floor set up.

KEEP THE PARTY GOING AND YOUR GUESTS SAFE

The installation of the stage and the dance/party floor area is the bedrock of any event no matter how big or small it may be. Only that it is commonly the least to be secured. Overlooking the staging and flooring on your party may cause some unexpected setback to the entire event and will compromise your guests. No hosts would want to put their visitors’ safety and the party atmosphere in peril.

INDOOR AND OUTDOOR VENUE MATTERS

Indoor space is the most common set up for any events. It is easier to do the staging and flooring installation when indoors because surfaces are just flat and have seldom obstructions. But the outdoor setting is the most challenging because it has more restrictions and adjustments that need to be considered. During the planning process, customized staging and flooring are being used to cover up any slopes, stairways, trees, or grass. It is also important to consider giving more room for your suppliers such as catering service staff, music technicians, and over-all event staff.

Having a floor plan will greatly help the entire flow of your party. Knowing where the music booth will be set up, the dance floor perimeter, the entrance, and exit points, number of emcees and if there will be performers that would need more space on the stage. Also, if a backstage is necessary or a special backdrop is needed. These are just some of the pointers that you need to take note of during the planning of your event.

TYPES OF EVENT FLOORING

Staging and flooring vary depending on the event theme and on the tone of your venue. It is important that your stage and program floor area compliment the mood of your space and meet the tone of your party theme.

  • The Biljax Decks – They are sturdy and bulky. This type of floor and stage material is great for a huge and heavy themed event. It can create railings or ramps to your stage for more character and design.
  • The Ring Floor Type – Another heavy-duty type of flooring. This type works well with almost any theme and venue setting. The first layer of the floor is compost of a metal material while the top level is built with wood. Any additional platform or steps can easily be built with this kind of stage and floor arrangement.
  • The Sur-Loc Floor Type – This kind of surface is the easiest to assemble and very cost-effective. It looks great with carpet or any type of coverings. It is also one of the most favored types of flooring for events that needs a thicker and a more stable floor. Especially when the base of the floor is soft and moist. However, it is not that flexible to venues with elevated areas or uneven grounds.
  • The Dance Floor Type – It is the most generally known type of flooring on parties, wedding, or even corporate events. More so if your event theme will really roll down to a party atmosphere where a lot of dancing is to be expected. It comes with a wide array of shapes, sizes, and designs to choose from.

FINAL NOTE

You may have attended or observed a lot of events where the stage and floor present to be safe regardless of the program requirement or execution. However, there are also some setups where minor accidents happen due to poor installation and planning. You definitely don’t want any problems with your event or party and any nuances should be easily resolved or avoided. This includes fire, the falling of light and heavy items, as well as slips or tripped-offs. All these should be on top of your primary concerns. The staging and dance floor rentals Rockland NY can be your perfect partner to ensure the safety of every single attendee to your party which includes all the staff – no exemptions. The entire success of your hosted event will start from the planning portion, so make sure that you will not miss any of the big and small details.