5 Crowd-Pleasing Cocktails You’ll Want Served at Your Next Event

Want the ultimate cocktail hour at your next event? Your answer better be yes!  

A cocktail hour is a great way to make smooth transitions between different parts of your event.

But besides just as way to buy you some extra time, cocktail hours help keep your guests thoroughly entertained while they wait for you.

So we’re here with some killer ideas to make your cocktail hour the best, as well as to tell you about some must-serve signature cocktail recipes.

Ready to get started? Alright, bottom’s up, my friend!

Cocktail Hour Must-Haves

During cocktail hour there are several things you have to have to make it the best:

1. Comfortable Seating

Sure, the typical cocktail hour theme is high tables and a bar. But don’t forget that some of your guests would prefer to get off their feet.

Be sure to include comfortable seating in your cocktail space to make your guests feel a bit more at ease.

And it’s not hard to do, grab some extra chairs (or a sofa) to make a nice cozy sitting area!

2. Music

During cocktail hour, people are usually feeling more calm and relaxed. For them, the party hasn’t officially started, so no need for the dance music quite yet.

Now we’re not suggesting you play elevator music either.

Find some music that fits your theme (i.e. tropical music if you’re having a beach-themed wedding).

3. An Open Bar

I know, I know. You’re probably looking at your budget thinking, “there’s no way I can afford an open bar.”

Well, we hate to say it, but having a cash bar at your event is a major no-no.

We understand budgets are tight, so make a choice. You can either ditch the liquor (the most expensive part) and just serve beer and wine. Or, you can create a special signature drink to serve instead. Bottom line though, don’t make your guests pay for their drinks.

4. Nonalcoholic Options

Not everyone at your event enjoys the taste of alcohol, so make sure you have some other options on the menu.

We suggest making mocktails and/or refreshing drinks during the summer, and hot mixtures of cider or cocoa in the winter.

There’s plenty of nonalcoholic drinks options out there to find, just make sure you offer them at your wedding.

5. Crowd-Pleasing Cocktails

Now on to the part you were waiting for, five cocktails sure to impress your guests!

1. Long Island Iced Tea

No one can deny the sweet and tangy taste of a Long Island Iced Tea. This lovely blend is made up of tequila, vodka, rum, triple sec, and gin.

It’s refreshing and easy to drink, making it one of the best cocktail recipes to have at your event.

2. Mojito

On those super hot days, nothing says thirst-quenching like a Mojito.

Blended with rum, mint sprigs, lime juice, sugar, a splash of club soda, and garnished with a lime, Mojitos have to be on your cocktail list.

3. Margarita

As one of the top requested liquor drinks in America, it’s not a party unless you add Margaritas to the mix.

Coming in either shaken or blended varieties, Margaritas are the easiest choices for your guests to choose from and enjoy.

4. Bloody Mary

Everyone needs an overdramatic sister at their event, so why not invite this little heartwarmer.

A Bloody Mary is a nice blend of vodka, tomato juice, spices, worcestershire sauce, Tabasco sauce, celery, salt, black pepper, cayenne pepper, lemon juice, celery salt, beef bouillon, horseradish (and it seems like whatever else you might find in your kitchen spice cabinet).

And while they’re known for their complex ingredients list, that shouldn’t discourage you. This drink is a must-serve!

5. Manhattan

Nothing says classy like New York does, so you have to include this little city-slicker drink on your list.

Made with whiskey, sweet vermouth, bitters, and a splash of cherry juice, a Manhattan will win the hearts of your guests.

And for the men who prefer their drinks served in a lowball glass, the Manhattan is the real MVP.

What signature drinks did you serve at your event? Let us know in the comment section below or share with us on our Facebook page.

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Event Guide: 5 Tent Renting Tips for Your Next Event

It’s no secret that science hasn’t mastered the art of controlling the weather quite yet. Sad, really, I was banking on the songs/chants “Let it Snow” and “Walking on Sunshine” to make a bigger impact. But short-story-short, the elements, with their main mission to cause event planners to pull their hair out, will always be unpredictable. And I’m sure you already know our suggestion for how to beat it. It’s tent city, tent, tent city; ten, ten, twenty foot—and we’re stopping now.

Of course, no one really wants a tent, but sometimes a planner has to do what a planner has to do. Luckily, we have all the tips and advice you need to make renting the perfect tent for your event an easier...uh, event!

When to Rent

Just like your venue, the earlier you rent the tent, the better off you’ll be. A tent should be considered part of your venue budget, because trust us, if you live in areas prone to inclement weather–anywhere on the eastern and western seaboard—you’ll need one. Event tents can be expensive, so it’s best to make room for it in the budget. You don’t want your clients falling in love with a venue at the top of their price range, only to realize they can’t book it due to money constraints for a tent.

Yes, Size Does Matter

No one wants to be the person standing on the outside of the tent, so it’s important you get the right size. And yes, we completely understand; you and your client haven’t even discussed the number of attendees, how could you possibly rent a tent? Our advice, guest-timate (ha, get it?), and use this handy spreadsheet we borrowed from our friends at APW. A word to the wise, the squarer the tent, the more visually appealing your venue area will look.

Cancellation Policy

Your clients are really against having a tent at their event, but you think it’s just too risky to not reserve one. Our suggestion/solution to the situation would be to partner with a tent rental company that offers a cancellation policy. If two weeks out from the event, the weather forecast is calling for clear skies and sunny days, cancel the tent. Your clients might not receive their entire deposit back, but it’s extra money they can put towards other expenses. We see it as a win-win kind of deal!

Frame or Not to Frame?

That is the question! When it comes to tent styles, there are two options you can choose from: poles and frames. Pole tents are more commonly used, especially for weddings. These tents typically have poles lining the edge of the tent, with center poles supporting the canopy. Pole tents are the more popular choice because they are less expensive than their competitor, the frame tent. A frame tent is the perfect choice for when you have limited space to work with. Frame tents are not supported by poles, but frames (hence the name) and work well on any type of surface; no need to place stakes in the ground.

Extra Supplies Not Included

Sometimes renting the tent is just not enough to bring the atmosphere and look together; you need all the extras. We’re talking lights, dance floors, heating and air conditioning, etc. And oh yeah, they aren’t included in the price of the tent; it’s all, you know, extra!

When selecting a dance floor, our rule of thumb is to divide the number of guests by 4. It helps determine how many couples you can expect to be dancing at any given time during the event. Now to find out exactly how many square feet the dance floor should be, multiple that number by 10. Voila; simple math and a simple solution to all of the questions dancing around in your mind.

We also highly suggest renting heating and air conditioning units for the venue/tent. During the summer, the sun mixed with the plastic tent tarp equals sauna for your clients and their guests. And in the wintry season, there is hardly any insulation keeping the warm air inside the tent. Our suggestion is to strategically spread heating or air condition units throughout the tent, keeping the guests comfortable and your clients reassured that it was good investment.

Tents don’t have to be your clients’ worst nightmare; with a few decorations and personalized touches, they can really save the day. For more great tips, stay tuned for our next edition of the Event Guide. And if you haven’t done so already, be sure to like us on Facebook and follow us on Twitter @Inspherio. We’re what you call experts when it comes to tricks of the event industry trade.

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Event Contracts: Your Armor and Your Shield

Contracts—the event industry can’t survive without them! Every event planner, musician, caterer, and photographer knows without a contract, a dream event can turn into a horror story real quick. From unhappy lawsuits to a loss of profits, contracts can save you from it all. But since it’s Halloween, we are feeling extra ghoulish and have a scenario that will spook you into creating a business contract for your clients, immediately.

It all started on All Hallow’s Eve night, in a cabin down by the water. Just kidding! Here’s the real scenario!

Lights, please!

You met with your client, Victoria, several months ago to discuss the wedding photos she wanted taken. On the day of her wedding, you captured every cherishable moment for her and her new groom. And now after weeks of work, you’ve just handed the wedding album to the newlyweds. Victoria and her groom start flipping through the glossy pages, and she’s starting to look more unhappy the faster she flips. When she reaches the end, a fire-breathing bridezilla has replaced Victoria, and you’re left without a suit of armor to protect you. Victoria is demanding all of her money back along with the pictures you took—even the album you made. Without a defense, a contract, a shield, what do you do?

Alright, bring the lights back up!

Did we put a fright in you? Well, hopefully just enough for you to think twice before agreeing to lend your services without a contract. Here are some suggestions we have for you to create an air-tight contract that protects you from every fire-breathing ‘zilla you might encounter.

1. The Be Specific Clause

You’ve already described your services on your website, so what’s the big deal in including it in your contract? Well, as Donald Trump would say, “It’s huge!” Be sure to be specific and clear when writing about or discussing the services you offer. For example, do you help with selecting the venue, are you going to help them design a menu, or help them compose their invitation? Don’t just assume your clients will understand when you don’t show up for the cake tasting.

2. The Cooperation Clause

As the famous lyrics suggest, “Why can’t we be friends?”Well, unfortunately, not every event has a happy ending. That’s why a cooperation clause is an important element to have in your contract. A cooperation clause implies exactly what its name suggests—cooperation. Sometimes events, especially weddings, can end up as an emotional affair. To protect yourself and your staff, you need a clause that allows you to walk away (deposit and all) if your clients, their family, or their guests harass you or any member of your crew.

3. The Name, Media, and Likeness Clause

As a photographer, event planner, or any other event professional, you know the best way to sell your services is with pictures. Pictures capture our attention and make us want to click links to see more. And although you might know the rules of using pictures for advertisement purposes, we want to suggest adding a line in your contract to avoid invasion of privacy and misappropriation—just for safe keeping. We suggest keeping this clause broad so you have extended rights for using your client’s pictures, videos, and likeness. We’re sure most clients won’t mind, but it’s best to cover your bases before a lawsuit slides into home plate.

Phew! Now that we got all that over with, the Inspherio Crew is here to get you started. Log on to your Inspherio account, or sign-up for a free 30-day trial and check out our contract feature.

Start by clicking on the “Leads” button on the menu bar at the top of your screen in your Inspherio dashboard. Select the “Active Leads” tab.

Choose the client that you are writing the contract for from the list provided on your page. Under the Financial box, select the “Contract” icon and complete the steps to create a contract for your client. The last step of the process you’ll be able to compose your “Terms and Conditions” for your service.  

So make a contract, keep it concise and specific, always cooperate, and protect yourself. It’s the best way to do business, we promise! And if you hadn’t heard, Inspherio is always here to provide you the best tips and services for your business. You plan dream events, we plan dream businesses—it’s what we do. Join or renew your Inspherio membership with a free 30-day trial, today. Don’t wait a minute longer!

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Gobo or Go Home: 6 Tips for Saving Money on Event Lighting

You thought about it, but your clients didn’t, and now there’s barely any money left in the budget. That’s right, we’re talking about event lighting!

In most venues, adequate lighting is usually provided. However, in more adventurous or eclectic spots, extra lights are a must. Well lighten up and don’t worry! We’re here with six illuminating, money-saving tips on how to light up event spaces at little to no cost. Ready to become enlightened on inexpensive lighting designs in this week’s event guide? We have a bright idea; let’s get started!

(Alright, the puns stop there—maybe.)

1. Uplighting

Uplighting is the best way to give your event the most light at the smallest cost. To create a successful uplighting look, place the lights on the ground close to a wall, with the light pointing up. You can even position these lights at certain objects or an area you want featured. We suggest adding colored lights to create more of a visual dynamic.

2. Cut the Cord

Wireless lighting is the new trend! You can save the extra cost and hassle of fretting over extension cords and wires to power your lights. Wireless lights, like tea lights, can be placed on tables or in arrangements. We suggest placing your wireless lights in areas you can’t hide a cord or where extension cords are needed. And there are even submersible tea lights, giving you endless possibilities to light up your event.

3. Candles

Our ancestors were doing something right when they used candles (ignore that it was their only option). Candles, in and of themselves, add the perfect amount of light and ambiance. We suggest placing candles on your event tables and around your event space nearest to people. Save your brighter lighting for the perimeter.

4. Gobos

Gobos are the brightest thing to hit the lighting market in a long time! Think of a gobo as a silhouette creator. They are either metal, glass, or dichroic, and are placed over a light source (usually a spotlight) to create different light patterns, monograms, logos, and/or special effects on walls, ceilings, and floors (think of a disco ball). Gobos are the perfect way to decorate an event space and add visual appeal to plain walls or floors. We suggest finding star-shaped gobos to create a starry night scene on your venue ceiling.

5. Projections

Similar to Gobos, shining a projection on a wall or ceiling can dramatically brighten up your event space. With a variety of colors and range of brightness to choose from, projections can cut down on your lighting needs. However, we suggest limiting the amount of decor when using projections; you don’t want to overcrowd/over-decorate your event space.

6. String Lights

Have you ever seen or been to an event that used large string bistro bulbs? These Hollywood lights (as I call them) are inexpensive, but create dramatic effects on your event space. You can drape your string lights to create a more intimate space, especially in large, outdoor areas. We suggest searching for Edison bulbs to create a more vintage look. Edison bulbs are clear and allow you to see the glowing filament inside.

It’s time to stop looking so gloomy, and brighten up! Do know of another way to bring light into your event space without spending a fortune? If so, share it with us! And remember, the Inspherio Crew is here to help you stay on budget with all of our great business management features. Check us out and see for yourself; we’ll even give you a free 30-day trial on us!

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Event Guide: Staying on Budget

Budgets are tough! No matter if it’s an event budget, a personal budget, or a business budget, restricting your spending always seems to limit the fun factor. As an event professional, keeping to a budget and calculating all the expenses is an absolute must. Your clients trust you to take their budget, provide services, and ultimately create the event of their dreams. Going over the allotted amount only leads to hurt feelings and unhappy customers.

We’ll give you an example:

Without naming names, there is a reality TV show that redesigns a person’s home to make them fall in love with it again. However, the show also takes the homeowner to view other home options if they decide to list their current house on the market. Per usual, the couple provides the designers with their budget. But it never fails, the budget is repeatedly adjusted to accommodate for extra expenses. The homeowners become discouraged, there’s usually a disagreement, and the only way to get what they want is to increase their spending.

Want to know why this happens? Although the clients have big dreams and a certain vision of what they want their house to look like, the designers never fully prepare the homeowners for the hidden fees and realistic costs of their wants.

Your clients hired you to help them stay within their event budget. Don’t give them a vision of their event you know will not work, or force them to spend more than originally planned. But that’s what we’re here for—to prevent hurt feelings and crushed dreams before they happen. Without further ado, we’re proud to present this week’s event guide—staying on budget.

Quick Percentage Rundown

Based on percentages provided by our friends at theknot, here’s a quick rundown on how much of the budget is typically dedicated to each part of the event.

We find this approach to be super helpful and a great tool! However, there’s more you can do to make budgeting easier. Borrowing from our previous blog, we suggest dividing the budget up into different sections and categories. For a wedding, you have three events to plan for: the rehearsal dinner, the ceremony, and the reception. Allot a certain budget for each of these events, before delving into figuring out the flower budget, food budget, etc.

An Example:

	Rehearsal Dinner	Ceremony	Reception
Flowers	$500	$4,500	$4,000
Food	$1,500	N/A	$5,000
Music	N/A	$500	$1,000
Total	$2,000	$5,000	$10,000

Grand Budget Total: $17,000

*budget isn’t based on actual wedding.

Now that you’ve helped your clients get a budget in mind, here’s a few tips on how to get them to stick to it. 

Record, Record, Record

Recording every payment and IOU is a great way to keep on track of the budget. Luckily, if you’re an Inspherio user, you have an accounting feature built into your membership to help you monitor all payments and spending activity.

Learn all the Hidden Costs and Fees

Forgetting to factor in tips or overtime for vendors is the surest way to stumble upon bills at the end of the event. Remember there is usually someone who cleans up after the event, service charges for venues, florist’s demo costs, license fees, etc. Also, be sure to include enough money in the budget to provide gratuity for the extra help. 

Pad the Budget

The best way to avoid overages is to build in a budget safety net. We suggest earmarking at least 5% of your budget for the unknown. You might need to purchase umbrellas if it’s raining, more flowers, or cleaning supplies. You never know what could happen, so it’s best to be prepared!

3 Ways to Save the Budget

Sometimes you are given a budget that doesn’t match your client’s dream event plans. Well, we have some tips on how to work with that, too. 

What’s Important

What are the top priorities at the event? If you are helping your clients plan a wedding, their top priorities might be the venue, the catering, and a DJ. The items they can probably use less of the budget on is flowers, invitations, and the cake. Deciding on what’s most important early on can be a big money saver.

The Guestlist

The more people they invite, the more money spent. It might be tough for your clients to draw a red line through guests’ names, but it’s the fastest way to save money. We suggest having your clients sit down with the guest list over a span of several days to really think about who they want to invite. 

Simplifying

Instead of going for filet mignon, why not choose the sirloin? If it’s winter, choose a flower like a rose or a Star of Bethlehem instead of a sunflower. By simplifying the menu or choosing decor that’s in season, your clients will save more money.

Never let a budget scare you away from planning your client’s dream event. Give us some tips in the comment section below on how you stay under budget!

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