Hilo Birthday Party Rentals

Having worked in the Hilo event planning industry for almost 7 years there are not many surprises left – but occasionally I still get the, “They did what?” pass my lips! Why am I not surprised anymore – because over the years the number one rule for event planning is putting time into the pre planning of the event, and then planning contingencies for the exceptions that may happen?

So where do you start? As far out from the event date as possible as getting space is the first step. In Hilo, where we do a lot of work, it is not unusual to be booking one year out at some of the venues, as they are booked solidly every week.

The first few decisions are the easiest. What is the budget? What is the event about? A party, corporate seminar, convention, festival, wedding, or an anniversary – the list is endless, but one thing remains constant once the event has a name and the type of event is decided, the next step will be to decide where to hold the event. This is where the real event planners stand out from the crowd. So you have an event – okay lets book a hotel is normally the next answer but why would you miss out on an opportunity to create a unique experience?

Event Planning - Where Do You Start?

The wedding is one of the happiest moments in a person's life. When you are planning yours, you just know that it is special. However, unless it stands out in a way or another, for most of the guests it might be just another wedding they attend and they won't remember much of it a few months later.

There are unique wedding ideas that can make yours shine and become a spectacular event not only for the bride and groom, but for each and every guest.

Here are some useful wedding ideas to transform yours from a regular wedding into an unforgettable event for everyone:

1. Pick a theme. Themed weddings are always fun and a great source of unique wedding ideas. Talk with your future spouse and brainstorm together. While your own preferences are always the most important, don't forget to try to take into account the guests as well. For example, you can't go for a new movie if most guests will be elderly persons and won't know what is happening.

The theme can relate to anything within reason so you can be as creative as you wish. If you can afford to splurge a bit, you can include impressive decorations or performances.

If you are mostly interested in outdoor wedding ideas, themes can be even more fun outside as you can include balloons, inflatable cartoons or various games. More space also means a good opportunity to add more decorations such as personalized chalkboards, bouncy castles.

2. Engage the guests. Organise a few activities for them to feel like they are really actively participating to the event. You can get some beautiful memories while you are at it too.

Place a bowl with pens and beautifully designed pieces of paper on each table. Ask your guests to write you a message or to share their favorite memory with one of the newlyweds.

If you have musically gifted guests, you can ask them to sing a song or to play their instruments a bit while your band or DJ is having a break. Also, if you are keen on someone's talents such as dancing, stand-up comedy or gymnastics, you can plan special performances.

No matter what you pick, make sure that no one is forgotten and that everyone gets to participate in an active way, even the elderly persons or the children.

3. Make the guests feel important. Take a while to write personalized notes. Handwritten ones will be the most appreciated. Share your thoughts on this day or just make random comments about your relationship to let them know how much you care about them.

If you are having a hard time opening up and sharing your feelings, you can just write a message that will indicate nice memories. For example 'Alice, thank you for being there with me from rags to riches' or 'Johnny, you will always be my brother from another mother'.

However, if you are running out of time or you simply don't have the inspiration to write a message to everyone, a standard card to thank them for joining the wedding will do the trick. Choose an elegant font and an exquisite design for the card to become a small gift.

4. Customize the entire event. Don't try to copy someone else's wedding, especially if you are on a budget. From engagement rings facts to the tiara, everything should be personal and according to your liking.

If there are wedding ideas that you really enjoy, try to add a personal touch. The event doesn't have to be particularly fancy or pricey. A bit of extra time and effort can make a huge difference.

You can use personal family photos as decorations or tie the napkins with ribbons in your favorite colour. Bring a funny photo stand-in or include mini versions of your favorite foods instead of main dishes.

Get bold and don't stick to eating or dancing the whole evening. Still, whatever you choose to do, make sure that it is fun and that it won't be regarded as offensive or that it won't make any guest remember an unpleasant event.

5. Don't stress out about it. Last but not least, don't transform your special moments into a highly stressful event. You will only end up obsessing over each and every detail. Also, the chances to be disappointed raise significantly if you want everything to be perfect. Admit that you can't control everything and just enjoy yourself.

At the end of the day, no matter how flawless everything might turn out to be, the guests might only remember how stressed out and uncomfortable you have been the whole day. A genuine smile is often worth more than exquisite details.

Wedding Planning

What Makes a Great Bar Mitzvah?

Ever wonder what a wedding planner REALLY does?

Most people rely on movies like "The Wedding Planner" to form their definition of a typical wedding planner. For the most part, J.Lo as a headset wearing ''star of the show'' is fantasy when it comes to being a wedding planner. Unlike Matthew and Bridget's unlimited budget, you will be hired for your budgeting skills. But your bride will be stressed and this is where you DO shine. You will be called upon and hired or not hired based on your abilities to perform under pressure, like there is no pressure. Learning your role in brides' and grooms' weddings is the first piece of the wedding planning puzzle. Below is a list of the 3 most recognized service selections your clients have to choose from. We refer to these as ''packages.'' However, I am here to tell you, if you want to excel past the cookie cutter wedding planner, then it is up to YOU to define these packages by adding your own pizazz to your unique services.

Wedding Planner - def (n)

A person who creates magic, pulls answers out of hat, and performs a flawless wedding (without sweating).

There are many services a wedding planner can provide to a bride. Depending on the bride's needs and personality, it is up to the wedding planner to service her client's needs. Not only is it important to meet the client's expectations, but exceeding their expectations will enhance your referrals to help you find your next client.

Full Service Planner

A full service planner is able to really help the bride from literally the beginning to the end of her planning. From the moment the groom pops the question the bride comes into the planner's office to begin the journey. This bride is often new to the area, gets overwhelmed easily, doesn't like to make decisions, or is very busy in her career or education. A planner's main responsibility is to be the representative for the family and keep communication lines open amongst all parties involved. Becoming the mediator is often a crucial role in this phase of the planning process.

Main Responsibilities of a Full Service Planner:

oSet budget (stay on budget throughout the planning process)

oFind reception/ceremony location

oBook vendors (photographer, videographer, florist, entertainment)

oNegotiate pricing for all vendors involved

oCreate personal décor style for bride/groom

oCreate vendor timeline/bridal party timeline

oAttend all meetings

oOrchestrate the rehearsal and wedding day

oPersonal assistant to family

oFollow up with miscellaneous tasks post-wedding

Partial Planner

This is the most popular program wedding planners can offer to their clients. Brides will come into the appointment with some of the choices already made, but would like professional guidance in the midst of the planning process. Brides think they can do it all themselves only to find frustration and an endless list of things to do hence, why they turn it over to a planner. This type of bride likes to have the final say in the decision making process, but wants a professional opinion each step of the way.

Main Responsibilities of a Partial Planner:

oCollect all information/contracts from client

oEvaluate the budget

oMeet all family members involved in the planning process

oCreate road map/set goals for each month with client

oBook remainder vendors

oNegotiate pricing when available

oPersonal Décor (upgrade program)

oCreate vendor timeline/bridal party timeline

oAttend final catering meeting

oOrchestrate the rehearsal and wedding day

oPersonal assistant to family

oFollow up with miscellaneous tasks post-wedding

Day of Planner

A Day Of Planner is someone who comes in and picks up all the pieces (often referred to as the personal assistant to the family or the manager of the overall wedding). The main responsibility of a day of planner is to ensure the plan the bride and her family has created runs smoothly according to their expectations. Reception décor and ceremony timing is crucial the day of the wedding. The most important piece of the puzzle is to make sure the vendors are directed in the right place at the right time along with the bridal party. The timeline is the heart of the event. Without a solid timeline, people will not know where to go and when they are to report. A day of planner is only as good as her timeline. 5 minutes off the time of the wedding day, means tough filet mignon in the hotbox. This is often referred to as "Game Day."

Main responsibilities of a Day of Planner:

oCreate timeline

oCall all vendors to check arrival time and location

oPunch out meeting with bride and groom (collect personal items)

oGet help

oAssign staff with bride (assist in getting dressed)

oAssign staff for reception décor (implement plan)

oOverall manager for family

oOrchestrate rehearsal and wedding day

oFollow up with miscellaneous tasks post-wedding

There are three main services a wedding planner can provide: full service, partial, or day of planner. Knowing which type of service the client is seeking will help define the type of program to sell her. Each client is unique and some programs might have to be customized to fit her needs. Remember, the bride is the client you are the director. It is up to the director to guide the client into the right program to suit her needs.


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