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.

Looking For Some Event Giveaways?

Aside from event rentals, you should also pay attention to giveaway or token details of your event. Although you can always have pens, ref magnets, or keychain as freebies, something new and fresh won’t hurt. It’s time to step out from the traditional gift-giving items that are commonly expected at events. It’s about the right moment to give your guests something they are not expecting to receive or could not imagine that, that item can potentially become a giveaway token.

EVENT SOUVENIR IDEAS

Simple tokens can mean so much to your guests, regardless of whether it’s a wedding, birthday, corporate, benefit, or an outreach event. It will just give them the impression that you value them as your guests and that the business is really making a statement.

Here are some of the “trendy” presents you can prepare for your event.

  1. Reading Glasses

Not literally a reading glass, but a handcrafted eyeglass framed which you can DIY containing your appreciation message is cute whilst a magnifying glass can be useful and at the same time unique.

  1. Cellphone Fans

Since everyone has a mobile phone, cellphone fans as a comfort giveaway is not a bad idea at all. You can just plug into your phone’s charging port and voila! You have your very own mini fan. In fact, this can be a handy accessory, especially during warm seasons.

  1. Solar Phone Chargers

You should be one of the many who wanted to become an instrument in saving the world. This is your chance to be one by spreading the “go green” objective. Solar phone chargers will be greatly appreciated by your guests since it’s something “new”, plus, it can utilize the energy coming from the sun. No need for a power outlet because the sun’s power is enough to energize your phone.

  1. Folding Water Bottles

These reusable water bottles will be greatly appreciated by guests who see the gym as their second home because keeping themselves hydrated while burning some calories is very important to them. This convenient and handy folding water bottle is something that they can bring with them anywhere.

  1. Rainbow Suncatcher

You will be pleased to find out that this fancy item is affordable and can be placed at home or in the office as a decoration. Its vibrant colors and channeling energy can make your guests remember your successful event.

Try To Become More Personal

  1. Lip Balm

Preferably if the majority of your guests are women or the event is dedicated only to women, giving away lip balms is the focal point of your event. It will be very useful to women who are not much of a make-up user and just wears them during special occasions, lip balms are sometimes a girl’s best friend.

  1. How About Going Digital

We are, in fact, in the digital age and almost everything is going paperless. So as another giveaway idea, you can give your guests an ebook regarding the event or you can just personally email them the ebook which will appear to be a more personal approach.

  1. Share Interests

You can be certain that the majority of the guests are pet lovers and pet parents, therefore, giving them something that they can use for their pets is something they will really appreciate. Like a branded leash or a portable pet drinking bottle or feeding bowls are just some of the best choices you can offer your guests are a freebie.

  1. Something Edible

Everyone loves food, but giving them something new in the market or something that they can only see online is a “wow” factor which will make your event unforgettable.

  1. Statement Shirts

It can be a bit pricey, but it sure is worth it, especially if you are hosting an event for a brand launch. Shirts is something that your guests can potentially wear around town and with a cute, catchy, and a “make sense” statement printed on it, it can be a certified #ootd.

Final Thoughts:

Thinking outside the box is the key to a successful event. Even your party and tent rentals Rockland NY suppliers will agree to that. So when it comes to tokens or freebies, you should have a wide range of ideas to be able to pull up a memorable party because of the giveaways that your guests could not afford to leave behind. So think of something unique. Something different. Something that even your client will never say “no”.