5 Must-Know Wedding Planning Secrets

Secrets! The wedding industry is full of them, and when you’re a newcomer to it all (or newly engaged) it can be difficult to get the inside scoop and all the know-hows. Well, as we said in our last blog, we don’t see anything wrong with sharing a few secrets. So we’ve rounded up five of our must-know wedding planning secrets to help you get started planning the event of your (or your client’s) dreams. And although these might seem simple, they can save you from potential day-of problems.

Keep reading to find out our top wedding planning secrets!

Secret #1- Think Through Everything

It’s easy to think about the flowers, the flavor of the cake, and the venue, but remember, you have to plan and think about everything. How are guests going to get from the ceremony to the reception area? Who is going to help pass out programs? And the list of questions just goes on! It’s easy to think about the main attributes of the day when you’re planning a wedding, but the secret to minimizing pesky problems is thinking through every little detail.

Secret #2- Always Have Extras

You might have gone over and over the list, had all of your RSVPs returned to you, and the exact number of guests set. But like clockwork (trust us we’ve seen it) someone you weren’t expecting shows up, and they brought someone with them, which is why we always suggest you plan for extras. Set out a few extra chairs (you can keep it to an even number) and increase your catering and program orders. It’s always best to overestimate than underestimate.

Secret #3- Buy Fancy Umbrellas

It doesn’t matter if the weatherman tells you it’s going to be sunny with a high of 100°F, always bring umbrellas with you. We suggest you purchase fancy umbrellas that you (or your client) wouldn’t mind being photographed under, just in case it starts raining. And if it does start raining, think of the umbrella as a cute prop to incorporate into the pictures.

Secret #4- Map it

Before sending out invitations with directions to the venue, ask a friend who isn’t familiar with the location to test them out. Even if you use services like Google Maps, MapQuest, or venue-provided directions, you’ll want to make sure they’re accurate. Trust us, it could save you a headache and a lot of phone calls on the big day.

Secret #5- Know Your Surroundings

Congrats! You’ve found the venue of yours (or your client’s) dreams, and you’re excited to start decorating. But before the big day, take a little drive around the area of your venue to locate the closest ATM, drugstore, liquor store, or any other convenience store. That way, if you have any last-minute items you need to get during the party, you’ll know exactly where to go.

So now you know a few of the industry’s biggest secrets to help make the big day a complete success. And although Inspherio isn’t a secret, be sure to check out our event planning management solution designed specifically to help you stay organized on everything from the guest list to the inventory. We’re here to help you plan your success. Try Inspherio free for 15 days!  

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Infographic:The Pros and Cons of the Top Wedding Venues

Are you or your clients struggling to find that perfect location for your event? What a task! Believe you me, we know how hard it is to find a venue that meets all of your criteria. You know, a place that provides enough space for everyone and everything, is in a good location, has room for decor, etc. Well, we’re here to make things a little easier!

From banquet halls to rustic barns, the event of your dreams at the perfect location can be a reality with the right amount of planning and balancing. For instance, you might love the beach and it’s calming sounds but seagulls around your reception food could cause a problem. Or your clients want to hold their event at a historic home but there’s barely any room for decorations or the dance floor they want.

So to help you solve these dilemmas, we came up with a fun little way to weigh your venue options. We’ve put together a collection of pros and cons for popular venues, such as rustic barns, beaches, banquet halls, gardens, and historic homes—infographic style, of course!

Of course we would never leave you without letting you know about our world-class, US-based support crew! We’re down to party 24/7, with emails that is, and we’re available to help solve any problems Monday through Friday 9 a.m. to 6 p.m. by phone or live online chat. Email us at support@inspherio.com or give us a call at 704-234-6000.

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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 Guide: Top 5 Trendsetting Venue Ideas

Trends come and go all the time in the event industry. And, event professionals are always searching for the next best theme or design to impress their clients with. The same can be said for event venue owners! Rental spaces and locations are constantly changing to appeal to their clientele year after year.

Do you know what types of venues people are searching for this year? Well the results are in and we’ve got the answers!

Indoor and Outdoor Space

People are often willing to take on the weather, but not without a security shelter. Venues that win over the clients at a higher rate are those that offer both an indoor and outdoor space.

People are interested in switching scenes and locations within an event to provide a different visual appeal. These two spaces can help separate the activities and create a sense of multiple styles, rather than just one. Two separate (indoor/outdoor) spaces also helps to reassure your client that no matter the weather, the show will go on at your venue.

Style

Every client is different, so why does your venue remain the same? Offering a space that clients are free to decorate and add their own personal style to is important. Create areas in your venue that can be used for a variety of events and ceremonies. These style-free spaces give your clients the opportunity to create their dreams anywhere. People want a space that is unique to them.  

Technology Friendly

Technology plays an important role in our lives on a daily basis. Where does your venue stand on the technology spectrum? Provide your clients with Wi-Fi accessibility—it might be the best investment you make. Wi-Fi accessibility is the easiest way to bring attention to your business and venue space. Here’s how to do it:

Add your Wi-Fi password to your business’s social media page. A well-known music venue in Charlotte, NC provides people with Wi-Fi access by having them LIKE their business page on Facebook. Smart move! It increases the number of likes the business receives, allowing them to greatly increase their reach and client base.

So get techy and get your venue noticed!

Repurpose Buildings

Is there an old barn or warehouse located on your space? It’s perfect for a wedding, reunion, birthday party, etc. People love to blend and combine the old with the new. That’s why keeping and preserving old buildings at your venue site is such a great idea. A repurposed building provides a space big enough for people to gather, and also provides character and charm to the environment.

Fire Pits

I know this one idea might seem outlandish, but fire pits are the next big trend. Events are starting to be held later and later in the evening, and people enjoy relaxing around the fire after an eventful day. Venue owners are noticing this trend, and are providing areas for people to relax, roast marshmallows, and share stories. It creates a friendly and close environment that people want for their event. So get started on a do-it-yourself (DIY) project to add more warmth to your venue space.

It doesn’t take much to be a trendsetting venue! Let us know in the comment section below what trendsetting designs your venue offers.

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Aspiring Event Professionals: Gain Event Experience without Leaving Campus

For those college students who are aspiring event planning professionals, as I'm sure you have heard time and time again, you need to gain as much experience as possible while in college. But what if you don't have a car on campus or can't find a good internship off campus?

Here's a nice piece of advise: you don't have to leave campus for good experience.

A college campus can be a great place to gain some valuable work opportunities, particularly for a large school. Here are just a few different areas you can gain some type of event experience: 


Development/Fundraising Office
If you learn how to consistently raise money, you will always find job opportunities. In addition to putting on alumni events each year, many non-profits typically have event planning positions that require fundraising experience, so having this skill in your back pocket gives you an advantage when applying for these positions.

Facilities Management
Do you want to run a venue someday? Start working with your campus facilities department (or with a specific building) and learn the everyday skills and knowledge needed to perform the job. This can include maintenance, audio/visual, scheduling, landscaping, and more. Facility managers work with event planners to see events through, so it is a good way to see the planning process and, more importantly, grow your network.

Food & Beverage
On campus dining departments typically also do much of the on-campus catering for events, so this a good place to get some quick experience and, again, meet new contacts and grow your network.

Student Life
The student life department typically puts on larger events: orientation and convocation, commencement, on-campus concerts, movie showings, Family/Parents Weekend, as well as educational and cultural opportunities.

Admissions Office
The admissions office has a number of events it can put in an attempt to attract the most qualified students to the school: campus tours, info sessions, open houses, career fairs, etc.

Residential Life
Dorms are always looking to plan various events. This could be a cookout, holiday party (Christmas, Halloween, St. Patrick's Day, etc), beach trip, hike, night out on the town, and more.

Greek Life
Take the lead on planning events for your fraternity/sorority: formals, social events, philanthropic events, retreats, chapter, etc. You can gain a lot of experience doing this and, if nothing else, learn of the demand an events career.

Wellness Center
At your college's wellness center, you can have opportunities to plan intramurals or campus-wide dorm tournaments. You can also gain scheduling experience when juggling multiple classes and classroom space.

Athletic Department
Athletic departments, especially for larger schools, run like independent entities and are a great place to gain experience. Student interns are always needed and there are many ways to get involved:

• Marketing - Planning events for fans (FanFest, pep rallies, open practices, Midnight Madness, etc)
• Sales/Ticketing - You not only work a lot of events, but you talk to a lot of people on the phone and make a lot of connections with other ticketing offices. Have I stressed the importance of growing your network?
• Development - Planning events and travel for boosters who donate money to the athletic department. This is a good way to get to know a lot of successful and influential peoples.
• Event management - This department works with every other department to plan those events for boosters, season ticket holders, fans, as well as every home athletic contest.
• Facilities management - Regardless of the event type, they are held in some type of venue. This department is often part of the events department.
• Individual teams - This may require planning recruiting or alumni events, coordinating travel, and team functions.

Plus, if you're at a well-known athletic department, it really can stand out on your resume.

Summary
If you've been paying attention, the most critical aspects of working in college are: a) gaining valuable experience and skills, and b) growing your network. Doing these two things while in school - with fewer bills and responsibilities - can really give you an advantage when you start looking for a job after graduation.

Photo credit: www.wjla.com

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