Category: Events

Common Mistakes People Make When Hiring A Wedding Videographer

A wedding is one of the most important milestones in our lives and reliving those cherished moments brings us immense joy and happiness. A wedding videographer uses creativity and skills to aesthetically capture the emotions and interactions of the participants at the wedding.

There are a large number of wedding videographers offering services but knowing what to look for when you hire them is a tricky affair. Not being cautious of certain aspects when you hire a wedding videographer can leave you with a sub-standard wedding video.

We Will Share With You Common Mistakes People Make When Hiring A Wedding Videographer

Not Meeting With The Videographer And Watching Samples Of Their Work.

Engaged couples often make the common mistake of not familiarizing themselves with the videographer and their work. This often leads to mishaps on the day of the wedding and unexpected surprises when finally previewing the wedding video.

Some video production companies often have sales teams that will meet with couples and close the deal. While it’s good to meet the sales team, it would be ideal to also meet with the videographer. Every videographer is unique to their skills and personality. Therefore, it makes sense to hire someone that blends in nicely with your family and friends on your wedding day, while they display their creative skills behind a camera.

When hiring a wedding videographer, it is not only vital that you meet with the videographer, but also watch some of their recent wedding video samples. Settling for a three-minute highlight sample is not enough. Don’t be embarrassed and feel free to ask your videographer for more samples of their work. Always pay attention to their style and consistency. Remember that the work of a good and consistent videographer will always leave you wanting more.

Choosing a package that offers minimal hours of coverage.

Your wedding day is the biggest day of your life, and if you’ve hired a wedding videographer. Congratulations, you have made the right choice. But wait, as your day goes by and the main events which are part of your reception are just about to happen, you find out your wedding videographer has fulfilled their hours of coverage and is packing up to leave. This is a common problem and an injustice to the purpose of having the most of your memories captured.

Hiring a wedding videographer for just a few hours of coverage only to save on costs is a recipe for disaster. You need to be honest to yourself – If you went as far as purchasing other beautiful, costly items for your special day, why would you stop at videography? It all comes down to prioritizing within your means.

When deciding on a package, make sure to hire your wedding videographer for as many hours as they are available. The greater the number of hours of video coverage, the better it is for you. Most companies will offer up to sixteen hours. The more hours involved means more memories captured. If you need to cut back on something, try negotiating other items on your package. Never cut back on the length of an edited video and coverage or else some of the most beautiful and cherished moments would simply be lost in the sands of time.

 

Not coordinating with the photographer.

The more wedding footage, the better. But, mayhem can ensue (and precious shots can get ruined) if there’s no communication between the photographer and the videographer. Ask your videographer if he or she has ever worked with your photographer, and vice versa. If not, ask both parties their typical policies for working with another camera man. If you’ve chosen one but not the other yet, you can also ask them for recommendations.

Not coordinating with the photographer.

The more wedding footage, the better. But, mayhem can ensue (and precious shots can get ruined) if there’s no communication between the photographer and the videographer. Ask your videographer if he or she has ever worked with your photographer, and vice versa. If not, ask both parties their typical policies for working with another camera man. If you’ve chosen one but not the other yet, you can also ask them for recommendations.

Not asking about music.

Your videographer might whip up an amazing wedding day compilation, but it’s all for naught if there’s cheesy music attached. Ask about the nitty gritty details, like their editing styles, before you decide if a certain videographer is the one.

 

Not asking to see a wedding video sample.

If you meet with potential videographers and ask for a sample, they might give you a generic video that showcases tidbits of their work. This is great and all, but it doesn’t give you a whole lot of insight into their specific wedding filming style. Ask to see a complete, edited version of a wedding video they’ve produced to get the full effect. And if they’ve never shot a wedding before, the door’s to the left.

Interfering with the editing style of the wedding videographer.

Most couples feel the entitlement to have their wedding video edited to their preference. While a wedding videographer can give regard to some inputs from the couple, trying to incorporate all the inputs may not create the desired output and result in disappointment for the couple.

An edited video is a lot like a written book. The author will write what they feel and want you to feel in the end. The same can be true when describing a wedding video editor. The editor will personalize your wedding film to the optimum while maintaining a story. Music will play a large part in how the story is told. The moment you decide to interfere and request for your favorite song, that magical feeling and storyline which were once constructed may not look or feel the same again.

When hiring a wedding videographer, never interfere with their choice of editing ideas. You hired them for a reason, and you made them the artist. If you feel the need to share some inspiring ideas, try doing so before the edit. That will save everyone time and spare the headaches later.

 

Mistakes To Avoid When Choosing Your Wedding Photographer

Thankfully, making sure that your wedding coverage is in the right hands doesn’t have to entail going on some adventure or spending more than half of your wedding budget on a “pro-rated” shutterbug. In this article, we will share with you three mistakes to avoid when choosing your wedding photographer:

Going for the cheapest photographer

Look, I dont like to say it, because it really doesnt hold true 100% of the time, but when it comes to your wedding photography: ‘you get what you pay for’. Going cheap, or asking uncle Bill with his fancy camera to take your photos may seem like a good way to save a few thousand dollars, but you’re more than likely going to regret it after.

Seeing that a wedding is a special event that you’ll never have again in your lifetime, it should make sense that going for a cheaper option is a tragedy waiting to happen. There are stories like this almost monthly on those horrible shows like Today Tonight. It happens, and dont think it wont happen to you.

That said though, you can do your own personal vetting, and you may find some very talented individual on the cheap as they might be startingout or something. I wouldnt risk it though.

During your search, it’s important to note that you should invest a bit more money into a team that has many good reviews, positive testimonials, and engaging shots. Try not to book a photographer without having looked through an entire album of a completed wedding they have done previously.

Not having a meeting before the wedding itself.

Any professional photographer knows the importance of setting up a meeting with a couple before their big day because it gives a chance to iron out any requests and considerations. As a photographer, it also allows me to guage the kind of personality of the couple and work with that in order to produce images that perfectly reflect that couple’s day.

Overlooking the need for a meeting is a mistake to avoid when choosing your wedding photographer because you’ll go into your wedding day without any coordination or proper expectation of how your shots are going to look like.

By meeting up with your chosen wedding photographer, you’ll be able to make sure that you’re both on the same page in terms of style to ensure that they’re getting the shots you’ve always wanted! You can also browse previous weddings the photographer has shot and possibly samples of albums.

Not checking out reviews

An easy mistake to avoid when choosing your wedding photographer is going for the very first option they see without first considering reviews. The beauty of the internet is that you’re able to gain access to many review sources of any wedding vendor written by previous bridal couples. Be sure they are from a reputable source though as some review sites can be exploited with fake reviews.

 

Most Common Wedding Videography Mistakes:

1) Finalizing the wedding schedule. It’s very important to get in touch with your videographer before finalizing the schedule. There are lots of things to consider when it comes to filming a wedding. Reserve some time for the natural light shots for example is crucial if you want to get an excellent result.

2) Sticking to the schedule. In general, everything should go according to the finalized schedule because even if you decide to cut some parts it can dramatically affect the video crew schedule and capabilities and of course the quality and content of the final video.

3) Relatives who film. Almost in every wedding there is a relative who shoots a separate video for the bride and groom. What may seem as a favor may ruin your professional wedding video. This relative may get in the way and ruin a perfect moment. Professional videographers usually inquire about this and collaborate with your relatives for mutual satisfaction.

4) Focusing on shooting. It’s very important that the video will turn out to be natural rather than acted. Just forget that someone is filming.

5) Striving for perfect video results. Just have fun and enjoy your special day. Things don’t necessarily have to be perfect. That’s the beauty.

Video and production tips from hosting our first virtual event

COVID-19 (coronavirus) has made organizations all over the world rethink how they do business — whether it be sales conversations, internal meetings, or even planned in-person events

IMPACT had Digital Sales & Marketing World planned as an in-person event for April and when things quickly changed, so did our plans

Specifically we’re discussing:

What were the first few decisions you had to make to plan the virtual event?

What is the distinction between a webinar vs. a virtual event?

Why did IMPACT choose to go with pre-recorded sessions vs. live?

Did we see a difference between the pre-recorded sessions vs. live?

The tool we used for Digital Sales and Marketing Day, and what we looked for in a tool

What software did the team use for their pre-recorded sessions?

What were the good and bad parts of having people pre-record on their own at home?

What were the biggest takeaways from promoting the event?

How is IMPACT repurposing all of the video content from the event?

 

The Importance of Event Videography

The importance of event videography should be on everyone’s mind. Whether you are holding a huge corporate event or rare family gathering, get it recorded. Those events are special and something to be cherished and looked back upon in years to come. Let us help you record them!

Event Videography

I had already been into photography for a number of years and had dabbled with video. Because this was a full on celebration day, I decided to film it on a VHS video tape recorder (no digital back then).

I made sure to capture everything and everyone and can still just about remember various sections of that tape:

Filming my grandfather in his lounge

Recording my cousins making Vodka and orange drinks

Standing on the roof of the house to record everyone outside

Filming my older cousin fast asleep at the end of the day

You see, I only have vague memories of that wonderful day because not long after, someone in my family who shall remain nameless, decided to record over the entire event with a western movie! It had gone forever…no back-up, no second copy, nothing! I was gutted to say the least.

What makes it worse is that not long after that day, we lost my grandmother and auntie and then about 10 years later, my granddad had passed too. I would give anything to see that video now.

 

The ROI of a Corporate Event Highlight Video

I get asked about this a lot by event planners so I wrote this article to answer two main questions:

What is a corporate event highlight video?

Why are corporate event highlight videos important?

A highlight video is 2-3 minute video that encapsulates the essence of your corporate event. It could be a town hall meeting, a trade show, conference or any event that matters to your company.

Lifecycle of a corporate event highlight video

The good thing about a highlight video is that you can use it as soon as the event wraps. A great strategy to maximize your investment for a highlight video is that you can use it 365 days of the year until the next event comes up.

END OF EVENT – you can use it as a feature presentation at your closing party or dinner.

NEXT DAY – use it in conjunction with your press releases, to thank sponsors and attendees, exhibitors, volunteers and vendors. Put the video up on your website and create social media content around it. If you are to send thank you cards for your sponsors, why not send it with this video on a usb stick.

WEEK 1 -2 – use it as an internal video to thank your staff for putting a rockstar of an event.

MONTH 1 – as the head event planner, use it to (or the raw footage) see what you missed at the event itself. We all know you were so busy running around that you missed the entire event. Use it to assess the success and weaknesses of your event from a planners point of view.

MONTH 3 – Sometimes, at this stage – researching and inviting new sponsors is already in the works. Why not leverage this video to help you sell the event for next year by pointing highlights of this year’s event (via the video) that may benefit them.

MONTH 4 – Email invite to prospect attendees. By this time the attendees have had time to digest what they learned from your event, why not give them a little nudge to save the date for next year with this video as a great reminder for the fantastic time they had at the event.

MONTH 5 – As a head event planner, it’s time to share the raw footage of this video with your team to assess what needs to be maintained or changed for the next event. It is a great visual tool to remind your staff or people involved of what has transpired. With the looming event coming up, the chances that they will be addressed during this planning stage is the best way to produce a very polished event.

MONTH 6 – Half way through the year. It’s time to review who has come on board as your sponsor or vendor for the upcoming event. Need a little push to find fresh prospects? You guessed it, this video will be able to help you get the conversation started.

MONTH 7 – Is it time to publish your newsletter to your existing attendees? Why not put this video on that newsletter again with a call to action to the EARLY BIRDS.

MONTH 8 – Time to launch the event website once again. Consider re-editing the video which will give people something new to look at. Show them something else they haven’t seen before, make it shareable on social media – make this easy.

MONTH 9, 10, 11 – Splice up the video into small soundbites that will help you created engaging content for the next 3 months. Repurposing the video and repurposing the raw footage will give you longevity. Remember to always lead the call to action into the sales page. Why not inject new information about the event as well with graphic slates.

MONTH 12 – One last hoorah to get people more excited about your event, “last minute deals” “don’t miss out”

 

Q & A Answers to commonly asked questions from the experts on Thumbtack.

How do you choose a wedding videographer?

A wedding videographer will create a lifetime memory for you from edited video footage of your wedding day, ceremony and reception. Choosing a wedding videographer starts with looking online at portfolios of their past work. There’s no need to talk to anyone unless you love what you see. Next, make sure they have good reviews and past client experience; don’t be shy about asking for references if there aren’t any posted online. When you find someone who has a style you love, ask if they are available on your wedding day. If so, it’s time to talk pricing. Be clear about your maximum budget, and ask what kind of packages they offer. Pricing will depend on the number of crew needed for filming, the hours they are required to be onsite, post-production editing, and the length of the final product. Talk with several wedding videographers to get a feel for what prices are like in your region. Nationally, the average cost for wedding videography ranges between $990 and $1,260 per event. Once you agree on a product and have a plan, get everything in a written and signed contract. Clearly state the details of what is expected for your wedding day and from the final product. Be prepared to pay a deposit to reserve their services for the day, then pay the remainder upon receiving the video.

What is a videographer and what do they do?

A videographer professionally films weddings and other events and edits the footage to create film keepsakes or marketing materials for their clients. Wedding videographers record all the key elements of your wedding day, ceremony and reception, and then edit the hours of film during post-production to make a wedding video, social media highlight reels, and any other film features you choose. Wedding videography captures, in live action, your vows, the cake-cutting, the first dance, reception toasts, the decor, the guests and all the details of your day. Many wedding videographers also interview guests (based on an interview list provided by the couple) and incorporate the recorded responses into the wedding video. Event videography typically costs less than wedding videography, as events are shorter with less detail. The national average cost for event videography is $500-$760, while the national average cost for wedding videography is $990-$1,260. A videographer usually does not need to be licensed, but it is important to confirm they have insurance and good standing in the business community, as well as good client reviews. A great majority of the work happens during post-production. The pros watch and blend together the hours of footage they took (sometimes from multiple cameras) to capture the story of your wedding day or event.

When do you pay your wedding videographer and wedding photographer?

Most wedding videographers and photographers require a set deposit when you hire them. Wedding season is a busy time and a deposit secures that vendor’s services for your wedding date. It also protects the vendor if the couple changes their mind at the last minute, and they can’t find a new booking and lose work for the day. The deposit may be anywhere from 20 percent to  50 percent of the agreed-upon total price. Always get a written confirmation that your deposit has been received.

What should you ask your wedding videographer before hiring?

Finding the perfect wedding videographer doesn’t have to be stressful. Asking a few key questions upfront will help you find the right fit for your big day. Before talking with wedding videographers, research their work online. Look at their websites, business profiles and social media, and see what their finished wedding videos look like. If the style fits what you’re envisioning, it’s time to reach out. During initial contact, make sure you get along with the person. This is important since they’ll be interacting with you and your guests.

How much is videography for a wedding?

Wedding videography is one thing many couples regret not paying for. It may seem like just another expense during wedding planning, but it’s really special to have a moving memory of your big day. The national average cost for wedding videography is $990-$1,260. Pricing can vary depending on wedding length, special film features, the amount of editing required, and how many videographers are needed to cover the event. Many videographers offer packages that provide different levels of service. A very simple wedding documentary could be $600 or more, while a full-scale cinematic experience involving multiple videographers could be $2,500 or more.

 

Videographer Resume Examples

Videographers record and edit moving images; their services are required for TV productions, filmmaking, documentaries, and various events. Common duties listed on a Videographer resume example are discussing requirements with clients, filming videos, directing camera studio equipment, editing video digitally, and making content tweaks. Based on our sample resumes, key qualifications for this role are videography equipment proficiency, creativity, attention to details, multitasking, physical endurance, dexterity, and good communication skills. Formal education is not mandatory, although many candidates for this job hold a certificate in videography.

Produced videos of surgical procedures for educational purposes for the residency programs and for national publications.

Prepared with outside producer and/or independently, sponsors video for fundraising events for area hospitals to help achieve their campaign goal of $5 million.

Created conversions and determined best setting for videos for the web-based learning in area health area system.

Designed PowerPoint presentation for numerous medical groups for physician education. These presentation are utilizes at national medical conferences giving the presentation some constancy in their branding.

Investigated how to achieve high quality video and graphics from PowerPoint, creating excellent quality video in less time for use in fundraising campaigns.

Created and designed video for Milwaukee Art Museum Brook Stevens exhibit to be shown in the museum to educate the public on what Brooks Stevens developed.

Produced 10 video productions for Lakefront Festival of Arts over the course of 15 years to thank the volunteers for their efforts.

Volunteered to produce the video for [company name] Team Phoenix project to train and educate breast cancer survivors to participate in a triathlon and healthy lifestyle.

Coordinated interviews with couples/families and executed planning for event(s).

Researched target markets for service.

Implemented creative and unique shots for special events/occasions.

Brought in client base, negotiated prices, filmed events, edited videos and delivered an exceptional product to clients.

Implemented public relations, social media and marketing for the company: business cards, website, Vimeo account, social media sites and brochure packets to reach clients.

Created same-day edits.

Provided online based music/entertainment coverage through the photography and videography, of concerts and industry events

Conducted extensive research to compile biographical content and current information in preparation for interviews

Recorded, edited, and posted interviews and videos for public consumption on [company name]

Implemented creative control in the overall interviewing style and process

Managing all exclusive video content for site and youtube page.

Created videos, full length DVDs and promos for various clients in the NYC area

Brought clients’ video requests to life from the concept stage through to the final finished product

Aided professional clients in creating videos from seminars and corporate workshops

Created fun and exciting full length DVDs of concerts and promotional videos for local rock bands

Wrote, directed, shot and edited all videos in a timely manner while also meeting all creative requests

Event Planning: The Ultimate Guide

A well executed event can bring in as much as $704 per participant. Even more important, it can introduce your organization to powerful sources of ongoing support, from newfound audiences to bedrock sponsors. And each successful event makes the next one more successful.

Think about the last event you attended. How did you find out about it, and why did you go? Was it easy to get there? Was the location comfortable? Were you served food and/or drinks? What did you see and hear and buy and try? Who did you meet? Did you learn anything, enjoy yourself, come away with new contacts? Did it impress you? Was it worth it?

Everything that goes into making an event happen is the job of an event planner. Everything that goes into making it memorable is the job of an excellent one.

Learn the ground rules

The touchstone of event planning is that you never launch an event without a clear plan for how it will run from start to finish. Simple as that sounds, it’s a foundational rule that guides all professional event planners.

Get in the trenches

In addition to learning event planning fundamentals, the sooner you can get some hands-on experience, the better. The ability to handle pressure and hit deadlines is key to success on every project, and there’s no substitute for real-world accountability.

Choosing the Right Vendors for your Company Event

Choosing the right vendor or vendors can be a painstaking and burdensome task when planning a large corporate event such as a Company Picnic or Family Fun Day.

Decisions, Decisions!

You are now the quarterback and it’s Super Bowl Sunday. You have to find something fun and unique to satisfy not only your boss, but hundreds of your colleagues and maybe even their families. On paper it sounds fun, but once you start to dig into each aspect of the event, things start to get real. Finding the right caterer, entertainment company, logistics specialist, décor and arranging payments can turn this task into a full time job that requires an exhausting amount of organization and attention to detail.

Cheap vs. Expensive

Everyone knows the saying “You get what you paid for”. This could not be truer in the event industry. You have a budget that you have to stay within, but what good have you done if you come in under budget and the event is a disaster? Things to consider

Customer Service and Communication

Perhaps this should be # 1 on the list. The worst vendor you can hire is the one who has you sign a one page contract and says we will see you on your event day. You never hear from them again until it is time to collect the final payment. The event planning process is very much a living, breathing creature that is constantly changing and adapting to ensure one aspect of the event fits the next.

Ambition

Your vendor should be as ambitious as you are when trying to achieve success. A good event planner understands the value of teamwork. Things to consider

qualities every great event planner should possess

Embracing future technology

Technology is constantly and rapidly evolving and changing, ergo being in touch with new trends can be key ease your workload. Technology can help you get your work done faster, more efficiently and more organized, which in the end can make you an exceptional and happier event planner. Social Media is also constantly evolving, and what were new and hip yesterday, might be old and outdated tomorrow. Making sure you recognize your audience and their media trends, can give you an edge over your competitors. Related post: How to embrace future technology

Be Creative – Be Different

The key to success is the ability to do things differently, to do things new ways you need to be creative and innovative. Are you the kind of person who enjoy solving problems creatively, who wants to make every event unique and special, or who is not afraid of doing something new, then you are destined to become a successful event planner. Your ability to improvise, and your flexibility is what will make you stand out from the crowd. Related post: How to be creative

People Skills is my middle name

As an event planner you are going to talk to lots of people, a lot! You are the liaises between vendors, clients and suppliers, therefore a key component, to becoming a successful event planner, is being able to give clear and precise communication and understand what the client wish to achieve in the end. You are going to be social, and build a network of professionals, who can help you out, when problems outside of your expertise arise. In the end, knowledge and charisma are going to help you win a client. Related post: People Skills Are Essential To A Succesful Event Planner

Self-motivation behind the desk

Hollywood has painted a glamorous picture of event planners traveling constantly to exotic locations. The reality is, you are sitting at your desk from 9-17, responding to requests for event proposals, calling venues, hotels, and restaurants asking if they have available dates and satisfying rates. Self-motivation is the answer. It will keep you from going insane with mundane tasks, and will guarantee that you are not slowly killing your mood and creativity, when sitting in front of a screen 8 hours a day. Related post: Motivation Creates the Best Event Planners

Procrastination? Not on my time!

Event planners must have excellent time management. Between the mountains of details, you need to remember, the various people you have to communicate with before an event, and other tasks you are assigned, you will have no time to procrastinate. Remember your schedule for an event start at least 6 months prior to the event, therefore if you are the kind of person, who does every task at the last minute, you are not going to achieve much success. Multitasking is an essential process, when working as an event manager, as you are going to switch your attention back and forth between different assignments. The event industry is stressful, so make sure you use every available option you got, to make your workload easier to overcome

The Complete Guide to Hiring a Destination Wedding Planner

It may come as no surprise that destination weddings require more coordination than local weddings. Paying close attention to detail is critical because not only are you planning an event from afar, you are also likely to be hosting multiple events over the course of the wedding weekend, not just the ceremony and reception. The good news is, destination wedding planners can help you with just that.

“I am obsessed with details—logistical details, styling details, the smallest details down to the placement of a fork,” says premier destination wedding planner Kimiko Hosaki. “Timelines and seating plans are strategic puzzles to me that I love obsessing over for hours until they’re just perfect, ensuring the most enjoyable experience for everyone.”

Reasons to Hire a Destination Wedding Planner

In addition to the comfort of knowing your wedding is in capable hands,

Peace of mind.

Destination wedding planners ease the stress by being able to answer your questions, lay out the facts, and offer an unbiased, professional opinion. They are an invaluable asset if you have to make hard decisions like rain contingency plans, postponing your wedding date, or how to handle unforeseen road bumps.

Hands-on experience.

A top destination wedding planner has years of experience, connections, and relationships that they’ve built over time. They can handle any problem that arises with grace.

Beginners Guide to Event Planning

Hosting a large event like a trade show or an industry conference takes a lot of planning. Sometimes, you can get so focused on the big picture that you forget about the details. Before your next event

Choose a Location That is Easy for Attendees to Access

When deciding on a location for your event, first begin with access. Are you looking to locate your event in a city that attendees can easily fly, drive, or catch a train to? Once they’re there, how will your attendees get around? Do your research and coordinate with your event partners (your local CVB or DMO is great for this) and ensure that your attendees have all the information they need to find the venue, networking events, and hot spots to visit while they’re in town.

Share the Event’s Schedule With Attendees

Let everyone know your event’s schedule by sharing it via email or a mobile event app. Use hashtags like #eventprofs and the name of your conference or trade show to share information on Twitter. You should also post schedules at the event to help attendees make the most of presentations and other opportunities

Check for Inconsistent Wi-Fi

Wi-Fi quality can drop quickly as more people arrive and connect to the internet. You probably can’t do much about a venue’s Wi-Fi quality, but you can use a mobile event app that stores information and regularly syncs with its database to make sure attendees get updates as soon as they can connect. (Good news, PCMA says that these convention centers are upgrading their Wi-Fi soon!).

Provide Good Signage to Help People Navigate the Event

The bigger your event is, the harder it becomes for people to find booths, stages and vendors. Posting large, colorful signs will make it easy for all attendees to navigate your event without constantly asking staff members for help.

How to Find the Right Wedding Planner

If you’re a brand new bride-to-be, you’ve probably already discovered that planning a wedding involves a tonne of organisation. We’re talking over 100 hours of planning for the average wedding. That’s probably a little more than you anticipated, right?!

From creating your wedding budget (and sticking to it!) through to sourcing quotes, liaising with vendors, and creating your seating chart. There’s definitely a whole lot of work required in the lead up to your wedding.

And let’s not forget about the big day itself. Who exactly is going to set up your furniture, meet with suppliers, and be able to deal with any last minute emergencies that might arise? Wet weather, power outages, last minute guests…are you feeling a little bit panicked just yet?!

No matter how organised you might feel, wedding planners are honestly worth more than their weight in gold. Hiring the right wedding planner might just be one of the best investments you make in the lead up to your day.

Do you need a wedding planner?

Are you unsure if you really need a wedding planner in the first place? After all, wedding planners come with a price tag so it’s just going to mean another expense for your big day, right?

Party planning checklist: A step-by-step guide to putting on an awesome event

Planning a party but don’t know where to start? Take the guesswork out of your planning with our easy-to-follow party planning checklist. Our venue experts have set out the essential steps to help you host a memorable event without breaking a sweat. Leave the stress behind with our comprehensive party planning checklist and get the party started!

Select a date and time

Keep a date in mind, but don’t narrow yourself down to just one day. Be flexible and check whether the most important guests are available for your chosen date. If you have a favourite place where you want to organise your event, it’s also good to check with the venue beforehand to see if they are available for hire on your selected day.

Hire a venue or host it yourself

Choose whether you’d like to host your party at a specific venue or at home. Bear in mind the number of guests you plan to invite and the activities you will organise. Hosting at home can save you a lot of money, but hiring a venue can also make your life easier and alleviate the pressure

Book entertainment and extras

DJs, bands and photo booths are all popular options – just be sure to let the venue manager know what you’re planning in advance.

Organise home cooking or hire a caterer

Consider everyone’s needs. Do your guests have allergies or special dietary requirements? If you’re taking charge of the cooking, devise a menu that’s easy to prepare and will also accommodate all your guests. If you’re using external caterers, be sure to let them know all the important details before they begin proposing a menu

Tips for Choosing the Best Event Vendors

Every successful corporate event relies on a combination of trustworthy vendors. It can be a challenge finding the right vendor you need for each piece of the event you’re planning. If one vendor makes a mistake, it could reflect on you and damage the relationship you have with a client or other vendors. This is why vetting vendors and knowing exactly how to negotiate with them is such an important part of the event planning process

Determine your needs

First, have a brainstorming session and come up with what you want each vendor to provide on the day of the event. Sometimes, it’s as simple as an individual running an activation; other times, it’s an entire team armed with truckloads of theming or AV equipment to transform an entire venue. If you have a solid list of things you want the vendor to do and provide, it’ll be easier to judge their proposal.

Google isn’t your only resource

When Googling, don’t be surprised if some vendors’ sites aren’t very stylized or responsive. You’re looking for an industry expert, sometimes a one man band, who may or may not have the resources to keep a nice website up-to-date. The best way to get the information you need from the vendor is to simply reach out to them directly to find out their capabilities. Of course, reaching out to tons of individual vendors can be a daunting task… and really, who has that much time? Event planners sure don’t. To narrow down your options, look into familiarizing yourself with Yelp, event industry blogs, and other sites related to events to help you find the perfect vendor for your event.

Make a connection

When first approaching a vendor, make sure they meet your predetermined requirements and first see if they have availability for the day(s) of the event you’re planning. There’s no point in wasting anyone’s time, and if they aren’t available, they can probably give you suggestions for other vendors.

Request multiple quotes 

Don’t get a quote from just one vendor. Even if you’re sure you’re going to use a specific vendor, getting more than one quote is a great best practice. These quotes will serve as a benchmark for comparing vendors now and in the future. You’ll also get to see what the industry price standards are by looking at multiple vendors. The quote from one vendor you may not like might have some inclusions that your preferred vendor overlooked.

Party planners: questions to ask when choosing yours

First, set your goals and expectations.

Before you pick up a phone or send an email, you should set down your expectations for your event: what must there be? What final impression do you want to leave on your guests? What is your budget?

Can your party planner arrange the right venue as well as the catering?

Do they organise transportation or accommodation for guests?  Can they source lighting as well as security? Make sure you’re clear where their service begins and ends.

How do you charge?

There should be no ambiguity around how much you are paying and what you are paying for. To find out if they work on a cost-per-person, flat fee, hourly rate, percentage basis. Make sure you’re also clear if expenses will be included or billed separately.

Who will my day-to-day contact be?

It’s essential that you meet the party planner you’re talking to. If they are your main contact during the planning phase then you need to like them and establish a working rapport. If they’re not going to be your go-to man or woman, then who is? Find out and meet them, too.

What is your cancellation and refund policy?

Whilst no-one likes to think about things going wrong, it’s important to be prepared for all eventualities. So get clear on what happens if you have to cancel your party, change it dramatically from the original brief, postpone or move it to a different date. Will you be charged? Will your party planner handle vendor cancellation costs? Will they supply cancellation insurance for you?

Questions to Ask a Wedding Planner

In the first flush of joy after your engagement, you probably began browsing wedding websites, social media sites like Pinterest, and magazines. If you soon felt buried by a blizzard of checklists and a daunting array of decisions, you and your fiancé might want to think about hiring a professional wedding planner.

Depending on your budget and needs, you can contract:

a full-service planner to arrange every detail

someone to assist you only in choosing your wedding location and vendors

a day-of coordinator (which really means 30 days before your wedding)

Getting to Know a Planner

Do you have our wedding date open? If so, do you anticipate any issues with the date such as weather, travel for our guests, difficulty booking a venue, etc.?

What made you want to be a wedding planner?

Describe the most challenging wedding you planned and how you handled the problems that came up.

How would you rate your problem-solving skills?

How would you rate your communication skills?

Are you a certified wedding planner? If so, where did you get certified? What is your educational background?

Are you a member of any wedding association(s)? If so, does your association require you to satisfy yearly education requirements?

How long have you been in business? Do you have a business license?

How many full-scale weddings have you planned? When was your last one?

How many wedding clients do you take on in a year? How many do you expect to have during the month of our wedding?

How To Save Money When Booking Wedding Party Buses

Whether you are one of the couple who wishes to book a suitable party bus for his/her guests on the wedding, or a guest itself who wishes to make arrangements for your group, you need to know certain important points relating the transports.

Of course, you already know that party buses are highly cheap, secure and superb means of travel with your group. However, did you know that you can save yet more of your overall travel costs when you keep certain factors in mind?

Yes, this is true.

When you hire a wedding limo service or a party bus to travel, the charges incurred by the service providers depend on certain factors such as:

• The number of guests
• The time of the year
• Difference between booking and traveling time
• The kind of area to travel to
• The type of vehicle
• The day of the week (most of the times)
• Extra services offered etc.

And it is important to keep all these factors well in your mind before you book your wedding party bus for the group.

What are the tips for saving money on a party bus?

The reality is that, if you’re not careful, renting a party bus can shake your bank account. Depending on your location, the limo renting prices can be a bit higher than in other areas. However, it’s your responsibility to ensure that you get high-quality services at an affordable price. Not all party bus services that are expensive, have the best services and not all cheaper limo companies offer poor services. Go for what is worth your money, but make sure you get quality services by the end of the day. The following tips will help you save some cash when hiring a best party bus or limo;

 Make sure you ask about what the price quote covers:

Many party busses customers mostly agree to price quotes even before knowing what they are paying for and end up paying for some costs that are not ideal for them. Therefore, when given the price by the party bus service provider, request for the pricing breakdown. This will help you in negotiating the price since you can remove some of the items you don’t need in your party. For instance, some limo rental companies might charge you for customization of the party bus, drinks offered and sometimes parking fee. If you don’t need all that you can always get rid of them and deduct their costs from the price quoted.

Avoid hiring party limos during busy seasons or days:

Normally, party busses or limousine companies charge according to seasons or days. For instance, weekends or during holidays the majority of the rental bus companies charge higher than on regular days when the demand for their limos is down. Off days and off-seasons are the best time to hire a party bus , if you are planning to make some savings. Here, the majority of the limo companies have offered, others even slash their prices, making it cheaper for you. However, days like Fridays to Sunday, hiring a party bus service could be a bit higher. On Mondays to Thursday, the party busses prices are down because the demand drops.

Choose the Services Which You Really Need

If they are charging too much apart from the rental and the tip of the driver then you might think to skip one or more services. If you think that you can get cheaper alcohol from the market then don’t ask them to provide it on the bus instead, bring your own. This way, you’ll have all the fun without having to pay anything extra. You can look for other such things as well which you can manage on your own without having to pay a considerable amount to the bus service.

Make your party bus booking early enough:

Typically, when you hire a party bus rental in Toronto while in a hurry, you will end up paying more than you should. The party bus companies understand the art of taking advantage of your situation to maximize profits.

Split the cost of hiring the party bus between your friends:

Another best way to save some dollars while hiring a party bus is by splitting the cost. That means you contribute with your friends and you will end up paying a very small amount of money. This will work well if you’re going to have fun with peers. You will enjoy the best limo transportation while paying less. For instance, if you’re going out, five of you share the cost among yourselves, and things will be easier for all of you. You will have more money to buy some extra drinks or even foods.

Take your time and do proper research:

There are various party bus or limo service providers in Toronto, and that means you need to do the appropriate research to get the best fair price on the market. Transportation can be costly if you just pick any party bus rental company you come across. Shop in different limo service providers in Toronto and evaluate what they offer physically.

How To Save Money Renting A Limo

People rent limousines for a surprisingly varied number of reasons. Touring an area, showing property or accommodations and amenities of an area, traveling from an airport to a meeting and, of course, for big events like shows or the high school prom are common uses of limos. Limousines offer comfort and can relieve the pressure of parking and exiting from crowded venues.

But, each of these uses and other custom uses requires a different service and therefore a different fee. For example, does your use call for a stocked bar or full food service? Satellite tv? Internet connection? These considerations cost money. By understanding and explaining your needs, you are taking the first, important step in controlling the cost of your limousine.

The second step in controlling cost is to define the size limousine you need. Will three people be touring potential real estate sites in the area or will 12 persons be attending a rock concert, athletic event or prom? You can find limousine services that can accommodate surprisingly large or very close-knit efficient groups. If you need a small limo, why pay for the biggest vehicle on the lot?

Another way to save money is to see what vintage limos the service offers. They may have older models that rent for less money than their newer models. You should not be afraid to ask about discounts for limos that have miles and years on them. Assuming the limo company is protecting their investment and maintaining the car efficiently, you can save money by using an older model. Be sure to ask about this because the provider is likely to try to rent the newer, more expensive models first.