Welcome to Tips & Hints for Great Events.  Our blog is designed to provide useful information for entertaining, social and corporate events, catering and event planning.  Please add your comments and suggestions that may be of interest to others.  We will publish articles and information as it becomes available.  So be sure that you visit our blog often to get the latest news.

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I have planned and produced literally thousands of events over the last twenty years.  They have ranged from an intimate settings for two, to corporate events for over thirty-thousand.  I can help you to make your event, wedding, or corporate party simply spectacular!

You can get all of my advise right here for free!  Post your comments, suggestions and help others as you learn the best tips the trade has to offer!

Cooking classes are fast becoming the new “Craze” for party planning. Do you remember when you were a kid and your mother invited all of their friends to a “Tupperware” party. They would gather around for refreshments and look at all of the new great products and gadgets.

Home cooking classes make for great fun!

Individuals and businesses alike are planning parties that provide entertainment by using a cooking class as the focus. There are many private chefs and catering companies eager to show off their wares and make relationships to potential clients. You can invite your friends and customers for an event hosted by one of these professionals, typically for the cost of food.

Keep an eye on this post. We will expand it over the next couple of days to show you exactly how it’s done!

If you are thinking about a party and are at a loss for fun things to do, contact us at www.AdrienIsaak.com or call 619-501-4522 for great suggestions!

I know that this can be a touchy subject. The first thing that comes to mind is the thought of your now divorced parents, (Who’s battle can now be Goggled by entering your last name twice) sitting at the grand table together to celebrate your special moment. Who actually wants to sit next to those two, not to mention the discomfort for all involved! Does the word “Elope” come to mind? Corporate settings can be just as bad, when you consider the politics and gossip. Believe it or not, you can actually provide an atmosphere where guests can enjoy a company event, rather that it ending up as an extension of just another working day!

Separate those that do not get along!

The largest determining factor with regard to the number of guests to invite, besides the number of friends and relatives you have, will be your budget. Most catering and rental companies will charge you based upon the number of guests that you Guarantee, or the number of tables, chairs, linen and dishes that you will need to rent. Once you determine the number of guests you can invite, you can move forward with making your selections.

The invitation process is a matter of etiquette and personal conviction. There are differences between co-workers and family. It is acceptable to exclude guests based upon how they are related to you. Remember, you do not have to invite the entire world for your event to be a success, and when working on a budget, you will always want to select quality food and decor over quantity. You will need to exercise some diplomacy when making decisions on who you will invite. It is perfectly acceptable to invite individuals to separate smaller events if necessary, although you may want to call them in advance to explain why they have not been invited to the “main event.” A common reason if due to the size of the venue or that your event will be attended by a specific group or close family members.

Consider Your List Carefully

• Never exclude a direct family member due to a disagreement or from spite
• Do not allow others to influence your guest list. If they decide not to come because someone else will be there – It should be their call and responsibility, not yours
• Don’t invite someone as a courtesy, expecting the guest to decline
• Set your budget, and stick to it
• Don’t feel guilty of you can’t invite someone. Mitigate the issue by making separate time for them
• Don’t hang the success of your event on the attendance of a single individual

(I have attended wedding receptions that actually turned into a family reunion)

• Make sure that you provide no less than 30-days between the mailing date and the event date
• Always RSVP an event with a seating, when budgets are involved, or for events that require structure. You will need to know who is coming.
• Don’t get angry if an RSVP guest fails to attend. Things happen in life!

Many individuals in the computer age start by printing out their contact list. Another option is to use index cards or simply cutting out square pieces of paper. You will want to categorize individuals into three classifications. Must Invite, Could Invite and Not-Invited. Most of you will have problems managing the first list, never mind list two and three. Make sure that you have adequate room, in the venue and with your budget for the “Musts,” and then move to the “Could Invites” if there is room. Don’t forget to include spouses, children or others that are part and parcel for your guest.

Don't Forget Your Guest's Guests

After considering all of your options, it all comes down to just a couple of factors before the seating fun begins. First and foremost, you must consider the purpose of your event, and how a defined seating arrangement would contribute to its overall success. There may be times when open seating is preferred, although more often than not, assigned seating will lend itself to an event that follows a greater degree of structure, such as a wedding or business presentation.

Statistics show that 51% of guests prefer assigned seating, and 33% of guests prefer an assigned table, while only 13% would prefer open seating. Some of The advantages of assigned seating include;

• Preventing an unseemly rush for the “good” seats and locations.
• Open seating often takes more time while guests consider all available options.
• Guests tend to place things on chairs and tilt seats forward to hold their place.
• Who wants to be the last person our couple who can’t find an appealing seat
• Slower or elderly guests often get the last seats and can’t see or hear.
• Last minute guests may take priority seats normally reserved for VIP guests.

Take Care of Your Special Guests

Let’s say for this article that you have decided that you will be following a seating plan. You will need to consider some attributes before you begin drawing diagrams and making assignments. This will help us to get started on the best footing, and then proceed from step to step to complete the best possible plan.

• Determine the final number of guests by reviewing RSVP cards
• Decide if you want to assign specific seats or just assign tables
• Identify guest limitations and VIP’s for entry and movement
• Determine if children will be in the room or segregated to their own room or tables
• Attempt to group families or co-workers when possible
• Separate those that do not get along
• Avoid ending up with spares by assembling table groups at the end
• Map your room and maximum counts per table

Make Room for Access

There are many computer programs available to help you design your seating plan, or you can go through a manual process. Many are free or partially free, while you can find many options by conducting an internet search. I have located one that is simple to use and can have a small party organized in under an hour, and larger parties completed very efficiently. You can down-load this software free for 30 or fewer guests or for a small fee for more. It is money well spent!

http://www.perfecttableplan.com/html/download.html

There are various seating and directional materials that you will need so that guests will be able to find their bearings and navigate the room. These will include;

• Seating Charts – A physical diagram of the room and eating assignments – They are usually posted at the reception area or held by ushers

(These can also be in list form sorted by table or alphabetically)

• Escort Cards – Cards located in the receiving area and provide direction

(Typically sorted alphabetically to tell the guest their table number)

• Table Numbers – These are placed on the table for identification purposes
• Place Cards – Are placed at specific seats

Escort Cards

Table NumbersThere are many options to help produce, organize and accessorize your materials. They can be produced on software, any computer, hand designed or many other fun ways. You can also get free assistance with your invitations, seating plans and any other aspect -regarding your event, by visiting www.AdrienIsaak.com or by calling 619-501-4522

Selecting a venue can be one of the most time-consuming and costly elements for any event or function. You would probably fall into one of two categories of customers for venue rental for your function. There is the retail customer that is just like you and me, who may be looking for a wedding location, or a site for a family reunion or similar facility. They are almost always local, except with those families that are scattered across the country, seeking a central location for their function.

College groups and others hold "Destination Meetings."

The other customer is the corporate client or destination manager that is looking for space for their company or client’s meeting or event. One group is local, seeking space for things like their Christmas party or company picnic, the other would be a company, typically of national scope that is looking for a great location to hold a series of meetings and some special functions.

It is important to know which of these groups you would identify yourself as, because the search for a venue is conducted differently for each. There are, however, several basic considerations that are frequently overlooked when deciding on a venue for your event.

CLIENT CATAGORIES – REMOTE CATERING % – BASED ON GUEST COUNTS

• Retail Customer – Local (27%)
• Retail Customer – Out of Town (12%)
• Corporate Customer – Local (42%)
• Corporate Customer – Out Of Town (19%)

Decide on a city or general location

If you are a local retail or corporate customer, the decision is easy. You will most probably choose a location that is convenient for your guests. Consult a local map and decide on a general radius. Most individuals will be willing to drive up to twenty or thirty miles for an event. Mark your business location or highest concentration of family members on the map. Decide on the farthest acceptable travel distance and draw a circle around the search area. This will define your search parameters so that you can use the tools described later in this article.

Establish an Acceptable Radius

Make sure that you select the event’s primary focus location first and then select other locations if you are having a series of meetings or progressive multi-staged event.

Corporate clients or national retail clients will need to broaden their search using the same technique as above, but on a more grand scale. Look at the highest concentration of attendees on a national level and then zero in from there. If your event is a mix of pleasure and purpose, the determining factor may be the appeal of the location rather than convenience. This is where the term “Destination” from destination management comes from, and it’s all about the excitement of where you are going!

Once you have decided on a general location, you will need to Refine Tour Search by excluding attributes that will not support your event. As an example, if you are looking for a place to hold 300 guests for a sit-down dinner, you will want to make sure that you choose a location that has adequate room for this number of guests. Another consideration would be your budget. You would not want to spend time looking at space that does not leave money for other things like food or entertainment.

Pick Fun Venues the Highlight Your Event!

You will also need to determine if the venue has the attributes required to support your event. A good example of this would be, if you are having a reception that is separate from the dining area, you will be looking for venues with two distinct rooms or areas. If your dream is a garden wedding followed by a reception, you will be looking for both locations in close proximity. Locating specific venues with those attributes will take considerably more research that defining the general location. I have listed factors that will help you refine your search.

• Determine general geographic location.
• Decide on the number of anticipated guests.
• Review your allowable budget. (Be sure to consider deposit requirements and insurance)
• What is the venue attribute(s) required to support your event?
• Check venue limitations for electricity, restrooms, water, air and heat.
• Check for available parking if applicable.
• Is the venue available for the dates of your event?
• Will transportation be required to get to the event location?
• What time will you hold your event?
• Will you have entertainment, and what is the local sound ordinance?
• Are event permits required?
• Is there a rain or fall back contingency available?
• Does the venue require you to use other contractors, such as beverage or staging?

The following is the biggest mistake that most individuals make when planning their event. After you have decided on the general location for your event and have gathered your list of needs, you should not make a final venue choice!

Use your caterer or event manager like a real estate agent! Most event professionals know most, if not all of the choices available. They can make recommendations that will best fit your event, and save you a lot of time and trouble. Many companies will take you on scouting trips once you have placed a deposit, and scouting will take less time when they have refined your search. Menu, food quality and service are very important factors. You would not want to select a venue that will not allow your caterer onto their property. Most properties will allow any caterer to hold an event, although there are some that will only allow “Their List” of approved contractors on site. This is typically because the contractors have paid “Dues” to get onto the list, or are providing a “Kick-Back” to the venue, or both, which will increase the cost of your event.

Use your Caterer or Event Planner like a Real Estate Agent

There are come venues that have both a “Short List” of contractors and allow others onto their property as well. You will want to determine if there is a difference in price for the two types of customers. These days, venues are vying for customers as rentals are down in our current economy. You will need to see how venues may be willing to work with you to get your business. Do not be afraid to negotiate aggressively and keep your options open until that perfect venue rises to the top!

Don’t bundle your food and beverage with hotel rentals. Hotels are actively seeking “Blocks” of business and will offer substantial discounts to get it. It is a pure shell game to complicate the financial arrangements by bundling food and beverage minimums that will eventually affect your lodging rates. Lock in your room rates before mentioning that you will need any food or beverage services. Negotiate aggressively to get the lowest rate, and then see how far they will go down when adding the culinary components. Don’t forget the other side of the equation and be sure to compare hotel food prices with off-site catering prices. You will typically find that off-site catering is more competitive, because the facility is pricing for the convenience factor! Off-site caterers compete aggressively for your business and they will be more willing to work with your budget. You will also want to see if your hotel will allow outside catering if you will use their meeting space. Again, lock in your price before you mention food and be willing to walk away if you are not treated fairly.

There are always fun off-site locations that will break up your meeting or hotel stay that is walking distance from your primary location. Another example would be with meetings held at convention centers, as in San Diego, there are hundreds of great venues just blocks from the convention center that make for a great diversion and substantial savings.

Hotels seem to be a good choice at first look, because they can handle the lodging, transportation and culinary issues all together. Hotels are like airports. Have you ever noticed that the price of things seem to increase when you pay for convenience or have few choices? Do not be afraid to break things up! You will typically find that the savings will exceed any transportation costs which are nominal when divided by the number of guests, even better, find that perfect location that is near your main meeting. The best of both worlds will be found by using a professional that knows the area, venues, attributes, pricing and all of the available options.

Don't get caught up with Hotel Bundles!

Decide on the primary location(s) first and then build around those choices. If you select your hotel first, you will be limited with regard to your event options. Decide what the focus is first, look at the venues and decide on lodging after that. Most people will spend very little time in their rooms, and a good bed and clean bathroom are as common as sand on the beach. Those on a Budget, often turn to their church, synagogue or social organization for hall rental. This is a great option, however, make sure you consider price and catering options carefully as they are often even more expensive in the end.

Once you have narrowed your options, go back to your event itinerary and make sure the selection supports the purpose. I have said this before; make sure that your venue supports your message. A corporate meeting would not go well at Water World, unless it is a company picnic. You should consider the program and structure of your event to make sure the final venue choice support the event’s purpose.

Obtain a durable rental agreement. Most venues are on the up and up, but in these days and times of disappearing and merging businesses, you will want to make sure that you have a lease that would survive the acquisition of the venue, and be immediately refundable upon closure of the venue. There is also business insurance available that would protect you from unexpected changes to your event, especially those that are on the higher price ranges or larger in scale.

Most venues will require renters to provide proof of insurance to make sure they are covered in case of an accident. What happens if one of your guests is injured because of same fault or defect within the venue? Insurance is a two-way street, so make sure that the venue provides you with a certificate of insurance listing you or your company as an additionally insured party.

There are times when an event is designed without a venue. You can literally make your own venue by using tents, compressors, floors all in the middle of a field or other location. I recently designed an event that was held in the middle of a field, and included 30’ indoor palm trees, bathrooms, sound, stage, lighting and a headliner for entrainment. (This business is great fun when you get to meet famous people and media personalities!) Consider what can be done with a hard walled tent on a beach or in some exotic location like a forest or park. The possibilities are limitless, restrained only be imagination and resourcefulness, so consider each with a seasoned professional to get the most entertainment value possible!

Just Imagine!

If you would like free assistance with your event planning, Adrien Isaak would be happy to help! You can contact us at 619-501-4522 or visit our web-site at www.AdrienIsaak.com.

Have you ever sat down and just drawn a blank when you are thinking about what you want for lunch or any other meal for that matter! You know that you have a taste for this or that, but just have trouble putting your finger on the final choice. Well, consider this problem multiplied by about, let’s see – two-hundred guests. Yikes!

There is a method to this madness, and I am bout to show you exactly how to unravel this time honored problem.

Buffet is a great option for a mixer or kid's room!

As before, we must consider your theme and decide if we are going to attempt to match the culinary selections to the décor. As an example, say you chose a Jungle or Hawaiian décor, it would probably be fun to choose foods that would accentuate this theme. Excellent ideas could include; a tropical fruit salad (bananas, mangoes, kiwi, papaya, etc.), leafy green salad, gummy insects and worms, “Dirt Pudding” made from chocolate pudding and crumbled Oreo cookies or Rotisserie-style chicken or pork.

Another consideration is your audience. Will the event cater to a particular group like children, adults, or specific groups? I doubt that adults would enjoy gummy insects, but they would have fun with desserts shaped in fun jungle animals or objects like flaming torch pie. (Check with your venue before deciding on any flaming food or décor.

Stagger your choices! You want to make sure that each course or buffet item is something completely new and different. As an example, if you used chicken on your appetizer, you would not want to use it again. One of my favorites is a simple Flat Iron Steak! They are very tasty, tender and great on the budget. If you use a lemon flavored dressing, you may want to wait until dessert before adding that flavor to your menu again, or perhaps choose chocolate or another flavor for your dessert all together.

Make sure that you consider all of your options. Review the entire caterer’s menu, select several items from each category concentrating on items that are personally appealing! This will add your personal touch to the menu and reflect you own sense of style and flavor. If you don’t see anything that you like, don’t be afraid to suggest a favorite family recipe. Most good caterers will allow you to go off of their standard menus, or revise their recipes to meet you needs.

Schedule a tasting. Most caterers will not offer a tasting unless you ask for one. You will need to have your choices narrowed down for this process so that you don’t waste a lot of time on choices that are actually not an option. Most caterers will provide a tasting free of charge, as long as you meet specific minimums and are willing to secure your event with a deposit. They simple want to be sure that you have made a commitment for their services, before they incur the expense and time for the tasting.

Mix and match your components. Taste and consider each part of the sample provided. If you like the dressing on one salad and the presentation or ingredients of another, ask the caterers to use only the parts that are appealing to you. Another example would be stuffing used in pork chops or chicken. Taste the stuffing separately from the meat and make sure that you are satisfied with the combination.

Consider the practical nature of your choices. Sometimes individuals ask that we drop off Hors d’oeuvres especially for our small receptions or parties. Many selections of this type would not stand up well for holding and can often become stale when prepared in advance. For this reason, we would suggest that you choose items that can be practically suited to your needs, or be prepared to have a Chef attend your event to make fresh hors d’oeuvres or other items. Another consideration would be temperature and how close the preparation area is to the service area. I have personally attended events designed with the kitchen several hundred yards from the dining room, which has caused issues with hot plated service.

Make sure that you spend time with your caterer or event planner. Successfully relaying your minds vision for your event will translate into a successful event. It is extremely helpful when your caterer is also your event planner. This will provide for less coordination between the two and will keep your point of contact simplified. Event planning services are typically free, so you want to be sure that you utilize all of the resources that are available to you. They will often provide menu options and choices that naturally fit into the other components of your event.

We hope that this advice has been helpful, and wish you the very best success with your event or party. You can get help with ideas and options by contacting one of our expert Event Planners. You can contact Adrien Isaak any time at 619-501-4522, sample menus are available on our web-site at www.AdrienIsaak.com.

Every event has a purpose. Some are designed to recognize an individual for his or her accomplishments or for passing an important milestone, others are geared to motivate and recognize the accomplishments of a group of professionals. The reason that events are so popular is that they make a statement, require group participation and create fun. Parties are all about relationships, family, friends, those you work with or even your neighborhood. We can agree that the right kind of drama adds to all of the fun, and the wrong kind of drama does not.

Live entertainment is a great way keep your event going!

How then can you determine what type of dramatic effects will be fun at your party or event? You first have to decide on a program. What is the message and who is your audience. For example, a “slight-of-hand magician” may be good at a corporate event or a kid’s party, but would not add much impact to a general meeting or awards ceremony. Once you have decided upon a program (or lack of structured program), you can decide what elements will add to the excitement and message.

Entertainment is always a great way to keep the energy going! I have seen events packed with entertainment, from the reception to the meal and every time a new course comes out. The list is almost limitless so I have listed just a few.

Solo Acts

ACCORDIONISTS BAGPIPERS BANJO PLAYERS DIXIELAND DISC JOCKEY FIDDLERS FLUTISTS GUITARISTS HARPIST KEYBOARDIST MANDOLIN OPERA SINGERS ORGANISTS PIANISTS SAXAPHONISTS STEEL DRUMMERS TRUMPETERS VIOLINISTS

Bands

1950′S BIG BANDS BLUE GRASS BRASS CALYPSO CLASSICAL COUNTRY WESTERN DIXIELAND FRENCH GERMAN GREEK IRISH ITALIAN JAZZ JEWISH MARIACHI MOTOWN ORCHESTRA POLYNESIAN REGGAE RENAISSANCE ROCK & ROLL SAMBA BAND STEELDRUM TOP 40

Novelty Acts

ACCAPELLA GROUPS AERIAL ACROBATS AFRICAN DANCERS ANIMAL ACTS ASTROLOGERS AUCTIONERS BALLOON ARTISTS BATHING BEAUTIES BARBERSHOP QUARTET BELLYDANCERS BICYCLE SHOWS (BMX RIDERS) BIG SCREEN VIDEO BUBBLEMANIA CABARET SHOWS CARICATURISTS CELEBRITY GUESTS/SPEAKERS CELEBRITY HEADS CHILDREN’S SHOWS CHRISTMAS CAROLERS CLOWNS COMEDIANS DANCE INSTRUCTORS FACE PAINTERS FIRE EATERS FRISBEE DEMONSTRATIONS GAME SHOWS HAWAIIANDANCERS HAY RIDES HELICOPTERS HOT AIR BALLOON RIDES HYPNOTISTS

ICE CARVERS IMPERSONATORS INFLATABLES JUGGLERS KARAOKE (SINGING MACHINE) KNIFE THROWERS LAMBADA DANCERS LASER SHOWS LOOK-A-LIKES MAGICIANS MARCHING BANDS MARIMBA MASTER OF CEREMONIES MASSAGE CHAIRS MIMES

MUSIC VIDEOS

Getting your guests involved with your event is easy and fun. Other effective mediums include; lighting, synchronized service, action food stations, floral arrangements, décor items, staging and audio video. We hope that we have your creative skills going, and would be happy to help you consider every detail!

So you have decided to plan an event or party. There is nothing worse than those awkward moments that make everyone feel uncomfortable. How can we get everyone to relax and just have a little fun? Besides, fun is always better than dull and boring! Choosing a theme for your event or party can help people let go and frolic in the space, making the most of your time together.

You need to make sure that the theme that you have chosen properly fits your event. As an example, you may not want hold a Martini Night for a child’s birthday party. A good choice would be a Jungle Theme or Arts and Craft Party. Parties attended by primarily adults can have more adult themes like a Casino Party or Game Nights. Always consider the purpose of the party before choosing the theme to make sure the audience will make the most of the ambiance. Halloween masquerade parties are popular for this exact reason. Individuals are allowed for a time to escape their normal lives into a world of make-believe, where they can let go of their inhibitions and become someone different for the evening.

Choose colors and lighting that will add fuel of the event. As an example, you may want to choose black and green for a Casino Night, or purple and pink for a girl’s teen party. Boys are typically less picky, although, sports club colors or the family’s coat of arms colors are always good ideas. You will always want to make color selections that advance or correspond with your theme.

Lighting is a great way to improve the feel of the event space

Consider the space that is to be decorated along with the tables and furniture that will be available. Buffets or food service stations are a fun place for decorations, as long as there is no chance for food contamination. You can place fun items behind or in between the service locations. You may be planning a seated dinner, and it’s always great fun to set toys and trinkets at the table settings or along with the center pieces. Take-away gifts or parting gifts will allow your guests to have an item to remember the event. Choose soft seating furniture, photo tables, card tables and gift tables that follow your theme and colors. Consider the items on the table, the linen or card designs, and make sure to follow your chosen décor.

People like to touch things, so be sure that you choose some components that are tactile by nature. It can be little toys, accents or even feathers. Unusual components that you would not normally see will help people to remember your event, such as huge Monopoly game pieces. Bonsai trees for center pieces or even plaster or papier-mâché statutes of famous individuals like Elvis or Marilyn Monroe make things more fun and they are great for photo opportunities.

Lighting can provide great effect at a very low cost! You can choose colored lights that follow your theme, plain lights behind tables or plants, up-lighting from the floors or directional pole lighting that showcases specific attractions. Lighted tables often provide a dramatic effect along with lighted bars, dance floors or game tables. Water tornados are also readily available which also use a colored light effect, although you will need to check with your venue to find out if this would be permitted, as there is a small chance that they may leak.

Determine if there will be a central place for entertainment such as stages or a dance floor and decorate these areas with items that accent with your theme. Photos of an honored guest can often be inexpensively printed and hung around the room or to the sides of the stage. You should carry your theme into your entertainment through you choice of music, games or activates. We have made a list of some of recent popular themes, although the list is virtually endless.

Make sure the your entertainment is visable from every seat!

For more creative help, contact one of our professional event planners. Were are here to stir your creativity and make your event or party hit the mark!

20’s, 50’s, 60’s 70’s – Period Theme Party

Arts and Crafts Party

Basket Ball / Foot Ball Party

Beach Theme Party

Bowling Party

Bubble Party

Casino Night Party

Cocktail Party

Costume / Masquerade Party

Green-Friendly Party

Fiesta Party

Game Night

Garden Party

Greek Theme Party

International Theme Party

Jungle Theme Party

Karaoke Party

Kids Character Theme Party

Luau / Hula Party

Marti Gras Party

Martini Theme Party

Movie / TV Night

Picnic

Pool Party

Poker Night

Spa Theme Party

Surprise Party

Tea Party

Tiki Party

Treasure Hunt / Pirate Theme Party

Western Theme Party

Winter Wonderland Theme Party

Zoo Theme Party