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.

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.