Easily Build Your Event With Inspherio

There is one word to describe the event industry and that word is ‘chaos’. Even the most professional wedding planners can have something go wrong, or get so busy that key details fall through the cracks.

Don’t get caught up in a hectic frenzy, while trying to manage guest lists, pay vendors, keep up with the event activities, and more. Instead, stay on top of your event and easily manage every aspect of it with Inspherio.

What’s Inspherio?

Inspherio is the business management solution for all professionals in the event industry. From wedding planners, DJs, photographers, and more, Inspherio is the perfect assistant that simplifies managing your event. It’s full of innovative features for online payments, event progress, online
marketing, contracts, and more.

Building Your Event

Before planning an event it’s important to know what your clients want, which is why Inspherio makes it easy to learn about what your clients want by having them fill out the Know Your Event form. They can log into Inspherio and answer questions about what time of day the event is, the venue location, if anyone is a vegetarian, and more. You can also customize the know your event form by adding your own questions.

Then you can create contracts for your clients to sign online. The information from the know your event form will auto-fill on your contract, so you won’t have to enter in all of the information yourself. You can create custom payment plans with your contract, and your clients can log in to securely sign the contract online, and make payments.

Invoices for your event will be automatically created based off of the payment plan created with your custom contract. You’ll receive reminders for invoices that haven’t been sent out, and for outstanding payments. You can also create invoices for lost or damaged rental equipment.

Make sure your event runs smoothly with an itinerary that you can check on location right from your smartphone. The itinerary has pre-made templates that you can customize for your event, and you can share it with your staff, vendors, and clients to make sure everyone is on the same page as far as knowing when and where to show up. The itineraries can also be easily printed or mailed.

Are events even possible without guests?! Prepare an organized guest list with your client online, and even send out invitations directly from your Inspherio account. As more guests RSVP you’ll know how many people to expect, and how many guests to bill your client for. Plus, you can pull up the guest list from the Inspherio app no matter where you are to quickly make any changes that your client needs.

Events are expensive, easily keep track of expenses with Inspherio to avoid letting them get out of hand. Record each expense in relation to different events, keep up with which of your employees incurred expenses, and keep track of when you reimburse those employees for those expenses right from the palm of your hand.

Make sure that you have the right inventory to cover an event, and add these items to your contracts. Once an item is added to an event it can be checked out and can be checked back in later. These items will be added to your load list so you can make sure you have everything when preparing for the event. Also, when you return items to your inventory you can add notes about any damages and the condition of your items.

Manage your contacts. Keep track of your staff by adding them to events and assigning them tasks, and keep up with the payroll to make sure they get paid for their hours. Also, organize different vendors into groups related to different events and easily pull up their contact information in a matter of seconds.

Give Inspherio a Try

Enjoy a complimentary 30-day free trial to take advantage of Inspherio’s intuitive features that will help you plan and manage your event with features for managing guest lists, keeping track of vendors, keeping note of your inventory and it’s condition, email marketing, and more.

Read More »

Winter Wedding Trends

Now that the fall wedding season is winding down and we are saying goodbye to the fall trends with pumpkin centerpieces and warm shades of red and orange, it’s time to make way for the up and coming winter 2016 trends.

Winter Wonderland Style

First let’s check out the new dress trends that involve hints of vintage, rustic, victorian style. Many brides are choosing dresses with long sleeves for a graceful royal look, like Kate Middleton’s dress, and for warmth.

Shoulder straps are coming back, along with open back dresses and deep Vs in the front for a modern twist on classic dresses. Also, were starting to see more and more sheer dresses with sheer lace and crocheted cloth to give brides an elegant textured look, while showing off modest amounts of their legs.

Bridesmaids can be found in cream and pale colored dresses. Pale teal, greens, and purples are popular, as well as creamy shades of pastel pinks and oranges. Vibrant shades of jewel and velvet accessories that add pops of color to winter wonderlands are also trending.

Plus, to stay warm brides and bridesmaids are wearing faux fur coats. Usually the bride wears a white coat and their bridesmaids wear brown, but shades of grey and black are popular too.

We can’t forget to mention something blue! Shimmering shades of blue can be found everywhere. For example, winter brides are wearing blue eye shadow, and bridesmaids have blue ribbons around their waists and bouquets. Even grooms are wearing blue jackets and ties. Blue is simply the color you can’t go wrong with this season.

Flowers for bouquets are going back to the basics, with simple white flowers with vibrant green stems. It’s also popular to have a few winter berries in the bouquets, along with a vertical, trailing shape.

Winter Wanderlust Decor

Sometimes less is more, which is why more and more weddings have uncovered wooden tables and chairs, for a natural woodsy look. They’re also sticking to natural color schemes for seating, with furniture that’s gray or black.

As far as cloth goes textured, crochet linens are in, but they don’t have to cover the entire table because a simple table runner will give the space the pop of color that it needs. To do something different check out metallic and shimmering table cloths in shades of gold and silver that will add to the winter magic of your wedding.

Big, blooming, centerpieces may be an accessory of the past because more and more wedding planners are arranging simple displays with succulents and sprigs of lavender or wild flowers.

Also, natural items from the winter landscape like pinecones and evergreen needles are being used as decorations. Pinecones can accent centerpieces and be used as card holders for seating arrangements. Evergreen leaves and branches can be crafted into wreaths, added to centerpieces, or used to garnish drinks. The creative possibilities are endless.

To create a romantic, elegant feel your lighting need to be simple, twinkling and warm. Single bulbs on a string or rows of white lights can create a snowy effect. You can also use chandeliers with small light bulbs and crystals hanging down for a dazzling winter affect.

Winter Wedding Refreshments

Weddings are meant to celebrate the love of two individuals who have found one another, but let’s face it, the food is exciting too, especially because wedding food is becoming more and more creative and hands on.

Not only are self-serving food stands popular, but now rolling food trays are in. Members of the waiting staff can push carts of food to different tables and guests can customize their own order. For example, at your wedding, you could serve customizable tacos or salads.

Plus, cake and dessert options are seemingly endless. Simple buttercream frosting is coming back and fondant is on its way out. Instead of lots of frosting roses, cakes are being topped evergreen branches and pinecones. Some people aren’t even serving cake, they provide macaroons, iced cookies, chocolate covered cranberries and fruit, and more instead.

Magical winter cocktails aren’t complete without sugar rimmed glasses and vibrant colors. Consider serving tequila cocktails with simple syrup, peach cocktails with a blush pink glow, or vibrant punch. You could also have a hands on, serve yourself bar where people can make there own mimosas or punch, garnished with a variety of different fruit to choose from.

One of the fastest growing trends is to have a hot cocoa and coffee bar set up, so your guests can cozy up with a warm beverage. Make sure that your cocoa bar has bursts of holiday flair with candy canes and marshmallows that can be added to drinks.

Need a Little Help Planning Your Event?

Now that you’re up to date with the hottest winter wedding trends use Inspherio to help you plan and manage your events. Inspherio is the management solution designed for event industry professionals with innovative features to keep track of vendors, online payments, day of event tasks, and more. Use your complimentary 30-day free trial to see how Inspherio can help you save time while managing and growing your business.

Read More »

The Best-Kept Secrets All Event Planners Should Know About Wedding Venues

The first question a bride should answer, after saying “yes” to her new lifelong partner of course, should be where she wants her wedding to be held.

And let’s just say—that’s not an easy question to answer.

There are  several factors to consider: do they want it outside or inside, want it in their hometown or in the middle of both families, or are they wanting a destination wedding?

And guess what, event planners? Your clients are going to be looking to you to help them make that decision.

So, we’re here to let you in on the best-kept wedding venue secrets we think all event planners should know.

Secret #1: The style of the wedding dictates the venue

Believe it or not, what your clients choose for their wedding style will really narrow down the venues you look for.

Now sure, we’re not saying you can’t throw a 1920s styled wedding in a rustic barn setting, because you certainly can. However, do your clients want an informal or formal event? Will it be at night or during the day?

When you help your clients start thinking about the type of wedding they want, you’ll really help them narrow down the venue selection.

Secret #2: The number of guests

You guessed it, knowing how many guests your clients want to invite is a sure way to help decide on the venue.

Let’s say your clients want a wedding with 350 guests. Well not much to your surprise, when you have a large guest count there’s a small selection of venues you’ll be able to choose from.

So getting an estimated guest count is a good first step in selecting the venue. And when your clients start thinking about who they want to invite, it will also help them decide on the geographical positioning of the venue—like if they want it in in an area near where the majority of their guests live.

Secret #3: The dreaded, unpredictable weather

When you’re helping your client pick the venue, the one thing you should warn them about is the weather.

And you won’t be the only one warning them. The weather plays a huge part in deciding where your clients’ event is going to be held. If they want a July wedding, is outside really the best option? And if they want it in April, are they ready to deal with the chance of rain?

You can never plan for the weather, so it’s always good to plan around it. Always have a backup indoor location on hand if you need to.

Secret #4: Traffic and driving considerations

We mentioned earlier that sometimes when picking a venue it could be important to your clients to find a centralized location.

Maybe one person’s family lives in New York and the other’s in Tennessee—maybe finding something in the middle could work well for their guests who may be traveling.

Now let’s think on a smaller scale, what if your clients want a venue that’s in downtown Charlotte, on a Saturday, during the middle of a city-wide event, what are you going to do?

You don’t want the guests sitting in bumper-to-bumper traffic, or to have to delay the event. Make sure you think about things like this whenever you’re helping choose the venue.

You’ll also want to think about a venue that is too far removed from main roads. Sure, the view might be gorgeous, but is it difficult for the guests to arrive at?

So event planners, there you have it, some of the best-kept secrets when it comes to helping your clients select a venue.

Good luck! We know you’ll be able to help your clients find the location of their dreams in no time.

Read More »

Momzilla! Is This Really a Thing?

You’ve seen the movie Monster-in-law, right?

You know the one with Jennifer Lopez, Michael Vartan, and Jane Fonda? Well if you haven’t, you definitely need to.

It sums up exactly what your brides (and you) might face when planning a wedding.

But in all seriousness, dealing with controlling moms and future mothers-in-law can be a nightmare for any bride.

So as a wedding planner, it’s your job to stick up for your client, and put mom in the corner.

Don’t worry, you’re not alone. We’ve got some tips to help you out!

Understand Why Momzillas Exist

To handle a momzilla, you first need to understand what causes a momzilla. And it all comes down to emotions.

Moms’ lives are changing. Their babies aren’t babies anymore, and their family dynamic is shifting.

And when it comes to your client’s wedding and happiness, moms want to make sure it’s the best for you.

So when the mom of the bride texts you or her daughter all the time, know that it’s coming from a good place.

These moms just want the best for their children, and them reaching out to you helps fight their anxiety a little bit.

How to Handle the Craze Momzilla

Yes, momzillas can be crazy!

One moment they’re perfectly fine with how you’re handling everything, the next they’re crying because it’s not right.

How do you handle it?

One of the biggest things a momzilla needs is to feel included, to feel like you want them as a contributor in the wedding.

No one likes sitting out or feeling excluded, especially mom!

It’s alright to ask mom for her opinion, get her insight on what the bride might like, as well as explore any hidden talents she might have in design.

And it might help calm the beast.

Don’t Bend too Much

Now of course, the best way to handle momzilla is to make her feel included.

But, and this is a big but, always make sure you’re still the voice for your client.

Don’t let mom overstep her bounds and start taking control of everything. It’s your client’s day and she hired you to be her champion, even when it’s against mom.

The best way to handle situations like that if they do arise is to sit down with the mom and explain to her that while you are both thankful for her input and all that she has done, her actions are causing problems.

Sure it’s a little frank and abrupt, but no need to be ambiguous and beat around the bush with a serious issue like this.

Be firm when it comes to fighting a momzilla!

Ready to battle your first momzilla, event planners? We believe in you! Just remember, you’re there to help your client plan their dream day.

And to those event planners who’ve dealt with a momzilla, tell us your experience in the comment section below, or share it with us on our Facebook page.

Read More »

How in the World Do You Afford a Wedding?

The most popular questions asked on every wedding planning forum is “how can I possibly afford a wedding?” It seems like every woman (and man) dreams about having that $100,000 wedding shown on TLC’s A Wedding Story. And who could blame them? You’ve probably been dreaming about this day ever since you were little, so of course you want to go all out. But how much can you realistically afford? And how do you even begin to pay for a wedding? Because at the end of the day, do you honestly have over $30,000 to spend? From someone who’s helped direct and plan a lot of weddings, I’ve got some tips that can help you save up and afford your dream day.

Using Simple Math

So before we get into breaking down the budget, lets first figure out how much you can actually afford compared to your wedding time frame. Say you have a budget of $15,000 and you have a year to save for it. Now divide 15,000 by 12 (number of months in the year). That brings your total saving per month to about $1,250. Think you can save that much a month? If not, it’s time to cut that budget down a few thousand.

By thinking of your budget in smaller chunks of money, it’s easier to rationalize what an appropriate budget will be. Now you’re thinking, well how do I possibly do that? Don’t worry; keep reading!

Cut Back on Your Expenses

You have a quite bit of money you’ll need to save so you can afford your wedding, guess you’re going to have to cut back on a few things, right? Take a look at your expendable income (the gym, movies, subscription services, etc.) and total how much all of that comes to. You’ll probably be surprised that it totals a couple hundred dollars. Well, cancel those subscriptions and throw that extra money into a savings account for your wedding.

Another thing to watch out for is your spending habits! Maybe you and your significant other love taking date nights every other night of the week. Why not scale that back to just one or two nights a week? Or maybe you spend money on that coffee after lunch, or a quick breakfast sandwich in the morning. You’d be surprised just how much that adds up after a while. Cutting back on those extra expenses and putting it all in a savings account will definitely help when it comes to saving for a wedding.

Be Creative on Additional Ways to Make Money

It’s time to get creative with earning extra money. Maybe you love dogs, so why not pick up a second job as a dog walker or pet sitter on the weekends? Hey it’s a couple hundred bucks you could add to your bank account. Or you might be able to pick up a couple freelancing jobs in and around your area. There are great sites out there helping connect companies to freelancers. Or maybe you have a few items lying around your house? Try selling them on eBay or start your own store on Etsy. Anything you can think of to help you raise a little bit extra cash is great.

Vendor Options

Now that you’ve done everything you can to save for a wedding, let’s talk about your budget.

-Find Family/Friend Talent 

Know someone who is really skilled with a camera? Or how about someone who knows calligraphy? Instead of shelling out money, ask your friends and family for help. Use as much talent as you can find, helping you save big money. 

-Pick In-Season Flowers

Did you know that peonies are three times more expensive than roses? Or that choosing a flower that is out of season can be pretty costly? Well if you didn’t, we’re here to set the record straight! Flowers can run you a lot of money, so choose wisely. 

-Seek out Discounts

Don’t be afraid to ask vendors for discounts. You’ll be surprised on how much of a discount you might be able to get by simply asking for one. Vendors won’t be upfront about possible discounts, which is why it’s always important to ask.

Ask for Help

There’s nothing wrong with asking for a little bit of help from your family members. And times have certainly changed where a wedding is not just a bride’s dog and pony show. Husbands-to-be can step up and ask their family to chip into the wedding fund. But be aware, there are few things to know before approaching your family to have the money talk.

1. Ask politely if your parents are willing to contribute
2. Be prepared to discuss budgets and plans
3. Be open to what they have to say
4. Understand that your feelings might get hurt if a parent declines to help

We know setting aside money for your wedding is tough and it takes lots of planning. But we hope these few tips have helped you and your significant other start planning for the event of your dreams.

Recently married? How did you save money for your wedding? Let us know in the comment section below or share it with us on our Facebook page.

Read More »

How to Plan for Unexpected Spring Weather on Your Big Day

So you’ve settled on the perfect date for your wedding. And it’s in the middle of spring!  The flowers will be out, the birds will be chirping, and wedding bells will be ringing—you just can’t wait until your big day arrives! But have you thought about how you’re going to plan around the weather?

Oh yeah! When it comes to spring, there are a variety of weather patterns you’ll have to watch out for. So get started now. Don’t let unexpected spring weather crash the party on your big day. We have some tips to help you plan for the best and prepare for the worst when it comes to unexpected spring weather.  

Avoidance #1: Rain

When people say make sure you plan for unexpected weather, one of the first things people think about is rain. And rightfully so. Rain is always the biggest unexpected guest to show up at your wedding. So be prepared to not let rain wash away your happy moments!

Set aside money in your budget for a tent or extra umbrellas. They’ll come in handy when you’re trying to enjoy your day. Besides, wedding pictures under umbrellas are the new trendy look.

Avoidance #2: Wind

Everyone prays for a cool breeze to blow through their venue during their outside wedding, but no one asks for the winds of a thousand hurricanes to tumble through. Wind has the potential to blow your entire wedding away if you don’t weigh anything down. From your hair, to the dresses, to the programs, wind can certainly ruin a happy moment.

Secure everything with zip ties, make sure the tent stakes are deep in the ground, and that anything paper is weighed down with a paperweight. The extra precautions you take will be worth it.

Avoidance #3: Sun

Just like a cool breeze, everyone wishes the sun will make an appearance on their big day. But not so much sun that it scorches anything left uncovered.

To beat the heat, plan for the hottest summer day imaginable, which means rent a tent, buy sunglasses and sunscreen, and install fans and parasols throughout the venue. Everyone wants to party and have a good time—not melt in the heat. And trust us, when it comes to wedding dresses and tuxedos, you’ll want somewhere to cool off.

Avoidance #4: Cold

Spring is one of those seasons where it could be warm one day, and wintry cold the next. And it can even happen within the same day, with the evening sending chilly temperatures your way. So it’s best to plan for the heat, as well as the cold. Most of your guests might not think to grab a light jacket when it’s warm around noon, but they’ll need it when the sun goes down.

Plan to have heat lamps set up, a nice cozy bonfire, or plenty of blankets to go around. These items will keep your guests warm, but also make for pretty candid shots for you to look back on. And hey, while you’re at it with the bonfire—why not make s'mores?

Avoidance #5: Bugs

So yes, we know that bugs aren’t necessarily unexpected weather, but they are unexpected (uninvited) guests. No one enjoys a creepy crawly walking across the table—or their food. And don’t get me started on itchy bug bites or bee stings.

Provide your guests with all-natural bug spray or lavender essential oils. They’re not as harsh smelling as other types of bug repellants, but are still packed with all the protecting power you’ll want.

Isn’t planning for unexpected spring weather fun? Although you can’t stop the weather from happening, all you need to fight it from taking over your big day is a little bit of planning. And we hope our tips helped you start thinking about weather preparations!

Have you had to deal with bad weather at a wedding? If so, let us know in the comment section below or share it with us on our Facebook page.

Read More »

Avoiding Food Allergies at Your Event

Remember when Aunt Voula from My Big Fat Greek Wedding discovered that Ian was a vegetarian?  “What do you mean he don’t eat no meat? Oh, that’s okay. I make lamb.” Well no offense Aunt Voula, but that just isn’t going to cut it in the event planning industry. When it comes to food allergies and aversions, you need to have a game plan to accommodate your guests and their safety.

No worries though! We’re here to help you avoid food contaminations, as well as give you some tips on how to accommodate your guests —without breaking the bank, of course!

Most Common Food Allergies

According to recent studies, the most common type of food allergies are:

• Eggs
• Fish
• Dairy
• Nuts
• Shellfish
• Soya
• Wheat

Common Cross Contamination Mistakes

One of the biggest concerns that you need to address at your event is the possibility of food contamination. Guests with certain food allergies are at risk of anaphylactic shock or other reactions if exposed. But making sure to avoid food allergies are not the only issues you need to watch out for. You also have to think about cross contamination. Yep, it’s a thing and can be just as harmful!

How does cross contamination happen, you might ask? Great question! Cross contamination occurs for a variety of reasons:

• Using the same mixing spoons or pans to prepare food
• Working in the same preparation space with cleaning between
• Chopping food all on one block
• Believing temperature will remove any allergens

Are you guilty of any of these cross contamination mistakes? If you are, it’s simple to fix! You’ll need a couple extra inventory items: extra pans, spoons, cutting boards, etc. When you first arrive at the event space, you’ll want to set up different areas. (You can even label them to know which food allergen you need to avoid at each station.)

How You Can Prepare for Each Food Allergy

Options! One of the best ways to avoid allergies is to provide your guests with plenty of options. Now of course, you certainly can’t break the bank but you can make some minor adjustments to accommodate your guests. And there are plenty of ways to help your caterer prepare:

1. Allergy Form- Wedding websites or even on an RSVP card are great places you can ask your guests to specify the food allergy. This will give you a heads up on which guest you’ll need to prepare for.
2. Plated Meals- To avoid cross contamination, it’s best to ensure that you hand-deliver the food to the guest—separate from other guests’ meals.
3. Buffet- If you’re having a buffet, have your caterer label the ingredients in the food or list the allergies that might be possible in the food.

So for all of your Aunt Voulas out there, no you can’t serve lamb!

Have you dealt with a food allergy before at an event? If so, how did you handle it? Let us know in the comment section below or share with us on our Facebook page.

Read More »