As you create a budget for your event, whether it be a birthday celebration, wedding, corporate milestone, or anything else, much of the process will feel obvious. You may need catering, photographers, or floral designs, and those are all simple enough to budget for. However, it’s easy to forget the smaller, equally important factors in your budget, which can add up and catch you off guard.
Read the list below from one of our users, Colleen from Park Avenue Parties, and make sure to keep room in your budget for each of these items as you plan for an upcoming event.
Services and Labor
People often underestimate the cost of labor in the context of events and rentals. Always remember that items you order will need to be delivered and set up by someone, and you’ll have to pay for the transportation and their service. It may cost you extra if there are accessibility complications, such as a mountain venue for a wedding.
You can generally determine transportation and location costs by breaking down the average price per gallon and how many gallons would be needed for transportation. You can then add all location costs including crews, fees, and labor charges to actually set up somewhere else.
Extra charges can also arise in this area if, for instance, you aren’t pleased with the placement of the dance floor you ordered and would like it to be moved after setup occurs. Extra labor will come as an extra expense. This does not mean that you should refrain from renting that dance floor, it just means that you need to leave some flexibility in your budget for these potential fees.
How often do you think plates, tablecloths, and other rental equipment get damaged at events? It’s more often than you think, and no one ever thinks they’ll be the guilty party! That’s why just about every event rental company has damage waivers in their contract that allow them to charge fees for any broken or damaged items.
It can come as a surprise when you get charged for several irreparably stained tablecloths after an event, but it’s something you need to plan for. Colleen’s best practice is to leave 10-15% of your budget to compensate for damaged items, especially if you rent out tablecloths or glasses, which are easily damaged.
Even the most thorough event planning process may accidentally forget to factor gratuity into the budget. If your event involves several hired vendors, as most weddings do, tips will be expected.
Don’t let this catch you by surprise the night of your event. Instead, be prepared, and carry cash on you to the event. If you need help determining how much to tip each vendor, read the Martha Stewart guide to tipping wedding vendors.
Weather and Unexpected Issues
If you’re scheduling an outdoor event several months in advance, you need a plan B that addresses uncooperative weather conditions. It is wise to get a heater or tent in case it rains or gets colder than expected. If your event is at an outdoor venue, you may be able to plan with them and even get emergency access to their indoor area for free if inclement weather interrupts your event. Otherwise, you’ll be smart to invest in some backup options as insurance.
On the same note, you can never predict what type of issue will come up at a given event, so ordering extra materials is a best practice in case of spills, surprisingly high attendance, or any other mini-disaster. A few extra linens or chairs can go a long way in these situations, so be sure to allocate space in the budget for emergency supplies.
Many common rental items may have add-ons that drive up their cost unexpectedly. Be sure to keep this in mind when creating your budget. While it may not be your largest expense, forgetting that you have to pay for propane for the heaters you ordered can come as an unwelcome surprise. Keep room in your budget for the water barrels that are needed to anchor tents and other add-on items.
It’s better to be safe than sorry, so do everything you can to ensure that you know about all expected costs beforehand, so you can ensure that it matches with your budget. Have questions? Reach out to your vendors! They’re there to answer your questions and give you the best experience possible, so let them know how they can help.
Practice is worth it
While these often overlooked expenses may not add up to too much at a smaller event, these fees can come as a slap in the face if you weren’t expecting them for a larger event. Also, keep in mind that the most popular items will be more expensive in general. It is advisable to keep all of these factors in mind for any event you plan, so that when the big event that you’re in charge of comes around, whether it be a wedding, a corporate event, or something else, you’ll know what to expect.
When you think of an event, gathering, or any other social activity normally food is something all guests look forward to. However, if you are the one planning or hosting the event there is a lot of behind the scenes action that happens.
Presentation is Key
Everyone judges and everyone wants to put there best foot forward. So don’t go cheap with the smaller details like your tablecloths. People are not only going to notice if a table cloth is fabric or plastic they will also pay attention to what totally affect it has on your design.
Also, it is inevitable that something through out the gathering is going to spill. If it sis not a water glass it will be the over filled soup bowl, the wine glass that stains, or pasta sauce that flies around when you are taking a bite. When you have a tablecloth this will help soak in whatever is being spilled, so it is less likely to end up on someone’s lap and ruin their outfit.
Leave the Mess to Us
When you decide to rent tablecloths from Park Avenue Parties you don’t have to worry about steaming them before hand and making sure they are all set to go. Along with making sure that they are washed and scrubbed after everyone has left. We do all that work for you, leaving you to just lay the tablecloth on the table and at the end of the night put them back in the bag.
We have all different colors that are in our warehouse to customize orders you can place. We love being able to add an extra touch to your gathering by sprucing up your tables using our tablecloths.
I know we are all wanting summer to stay forever but let’s be real, fall is one of the most beautiful times during the year in Colorado. Parties can be held outside still with the colors changing but there are a few things you will need to make sure you think about before hand.
Location and the ground sounds like something you wouldn’t need to think about before your rentals but there can be extra charges and complications you might not see coming. During fall the weather and ground can get hard and cold due to the temperatures dropping. If you are having a tent this is something you will need to think about. If we are unable to get our stakes to hold down the tent than we will have to use water barrels to make sure that there is enough support. This might come at an extra cost so make sure that you add a buffer into your budget.
Fall days tend to be very hot and cold with the temperatures dropping low in the evening time. This is something to also take into consideration. You do not want your guests leaving the party early because they are cold. You might think that there will be enough body heat in the tent or event space to be comfortable but I would recommend that you have heaters just in case. If the temperature drops that day you don’t want to have to end the night early.
Tents are the perfect rental equipment to use during the fall weather, to be able to, capture the essence of the leaves changing and the beauty that Colorado displays. With this being said, you need to make sure that you include sides on your tent in case the weather wants to change during the course of the day. This will help your guests to stay warm, dry, and all your décor from flying away in the wind. The last thing you want is to get to your reception under a tent and have everything be dirty because the wind decided to pick up.
This leads to the last think you will want to make sure you are aware of prior to the event. Whether you are having a gathering, wedding, or just a celebration make sure that you get a few extra tableware, silverware, table cloths, and chairs. Yes we all know that uncle and aunt that never RSVP’s and end up showing up. You want to make sure that you do have some extra space for this to happen so nobody is left out. Also, if the weather changes and the wind or rain comes you don’t want to not have any extra table ware items to switch out in case it is too dirty to keep on the table. With this said, also consider having your food tables be covered in black table cloths so if the food spills (which it always does) there are not food stains your guests have to look at all night. This will also will come in handy when you return the table cloths and you are not charged extra because the food stains ruined the rental items.
No matter where or what you are planning this fall make sure to check out Park Avenue Parties for your next gathering and with our expertise we will make sure your party is Fabulous!
Most people still want to soak up all the warm weather and pretty all colors. We are here to help you and your guests enjoy an outdoor fall event. Here are five essentials you’ll need this fall.
Many people don’t realize that you can still use a tent as the weather gets chillier. Our Warner tents are durable in all weather but snow fall. So, don’t forget to get a tent this fall season to keep your guests cozy and warm to party all night long.
To pair with your tent we also recommend heaters. Whether you are in a venue or a tent Colorado evenings cool down and you don’t want any of your guests leaving early because they are cold. We have space heaters to use inside of a larger tent or event space, along with three different options for stand alone heaters.
VARIETY IN TABLES AND CHAIRS
No matter what kind of event you are having you will most likely need tables and chairs. take into mind your food and even if you are having light appetizers or a five course meal you will need some tables o place your food on. Then you will also need to take into account if you are going go have tables for gifts, sign-in, sanitizing, or anything extra. Lastly, you want to make sure that you have tables for food whether that is cocktail tables or seating for all guests.
Chairs will need to be there for even if it is more informal. There are always people that will want to sit down and even maybe having a lounge se tío. Would match your style better. Take into consideration if there are two different areas you will want the guests to be and even if you will need chairs for group setting. There are plenty of colors and options for any style you might be going for.
STEMWARE AND TABLEWARE
No matter the event we have stemware for any occasion. This is one thing to definitely not go cheap on. Every guests will end up drinking something and it’s better to rent our stemware that will not only get cleaned by the rental company but it’s more cost effective than getting biodegradable. Nobody wants to be enjoying there drink and there cup is getting soggy. This also goes for tableware. Even if you are just having appetizers your guests will need some form of plate to eat off of.
Your choices for these items will help elevate your event big or small. Consider what you will beee serving and leave the rest to us!
As summer begins to wind down and the kids begin to go back to school, start preparing for your Labor Day weekend. Enjoy the warmth of the day under one of our smaller tents, while creating new memories. Don’t worry about having enough tables we can also supply you with our poly tables and chairs great for as quick and easy cleanup. We also have a corn hole game, extra large grill, plus a fire pit to use when the sun goes down.
Come on down today (or call) so we can help you create a spectacular gathering for your Labor Day Weekend.
Have you ever been to a party in the evening where you could hardly see from one side of the dance floor to the next?
Well, I have and it made wanting to walk around and mingle with other guests such a hassle that not many people did. Lighting for an event is crucial to set an ambience for your guests and to help create the tone in which you are going for. Here are a few things that you will need to consider when thinking about lighting for your next gathering.
Things to Consider for Lighting
You will first need to either visit or visualize what your space is going to look like. Is there a bunch of windows? Is this a narrow place or have the capacity for doors to be open and let in more light? You will also need to consider what kind of tone you want to set up for you guests. If you are wanting to guests to party all night and only have one light, well odds are they are not going to be moving around much because they can’t see. So consider doing a light spray (the top picture) over your dance floor. If you are wanting it to be more classy than you can always get chandeliers to hang with some softer lights around the perimeter of your space/tent. Remember that you want a balance between functional lighting and decorative lighting.
Your lighting plan will determine how your guests feel in your event/tent space. The brightness, appearances, and overall effects will help your guests enjoy themselves on the day. By renting your fixtures, you can pick and choose everything you need for a memorable celebration.
To find the best lighting rentals for your special event, contact Park Avenue Parties today to get started.
Can you believe that we are mid-way through July already?! I know that we still have hot days ahead and many more parties to come, but fall is coming, and we are here to kick start all you need to know.
Fall colors are in the air with rust, green hues, and burgundy. Good thing, that here at Park Avenue Parties we have all the linen colors you need to spice up your table settings. From our linen napkins to our options in tablecloths your guests will fall in love with your details.
Wine barrels are still huge this fall with them being placed at the front of the aisles, used as bars or desserts tops, and cocktail tables around the dance floor. We are also seeing lots of people using natural elements such as wood blocks and tons of votives with candles making us nostalgic for fairytales.
Finally, another consistent element this fall are the farm tables and chairs. This is a rustic look allowing all the colors to shine on the natural wood.
So, whatever if you have in mind for your fall weddings, gatherings, events, or even a family reunion come on down or call us at Park Avenue Parties.
Can you believe that it is almost Fourth of July! This summer is flying by and we want to soak up all the memories this summer.
I don’t know about you, but I love celebrating my birthday with family, friends, good cake, and lots of laughter. This Fourth of July Park Avenue Parties wants to help you create all the memories for years to come. This summer has been extremely hot outside and no matter how big or small your gathering will be let us help you with outdoor shade. Our 20x20 Marquees tents are perfect for some shade while your outside barbecuing with the family. We also have poly tables, chairs, fire pits (to roast marshmallows when the sun goes down), disposable table clothes and silverware. Accessorize with fun party supplies like a snow cone machine and a popcorn maker. Come on down today or give us a call so we can help you celebrate like it’s your birthday this Fourth of July!
A favorite tent for special events, fairs, trade shows, and food service use. With its ease of setup and light weight frame, the original Peak Marquee (MQ) is user-friendly as well as attractive for party or events. (Warner Shelter Systems Limited.Peak Marque Tents pg.1). The frame tents are great to keep all guests out of the weather no matter rain or shine, range in size from a 10x10 to a 20x40, designed for a quick and easy setup and can also be combined to create a larger space. Along with the original shape marquee tent, another one of our tents and favorite shape is the hexagon tent. This shape is sleek and unique giving your guests a one-of-a-kind atmosphere. This tent can also be connected to other frame tents allowing you to make room for all your guests, catering team, and even put your dance floor in the center!
Last but not least, our biggest tent of them all is our pole tents. These tents are open and airy like a big circle tent. They are easy set up but require more time with higher tent tops. This allows your guests and you to feel more connected and free to roam around. So if you are planning on a larger wedding with plenty of space this just might be the route for you! Our ole tents range in size from 30x60 to 40x120, waterproof, and can attach sides for all weather conditions (excluding snow).
Warner Shelter Systems Limited. Branded Logo Tents for Your Events, Corporate Events, Event Productions., www.wssl.com/mq_prod.html.
Are you just as obsessed with all the Pinterest looks as we are, when it comes to what your party can look like?
Well we certainly love Pinterest and want you to know that no matter how big or small your event is, we would love to help create an experience like no other for your guests. From plates, silverware, to fancy napkins, and even different glassware we have everything you need to spice up your next table. One of our favorite looks is this yellow napkin with texture on our porcelain plates, on top of our dark farm wood tables. Plus when renting from Park Avenue Parties you can leave washing the dishes to us and make sure you just rinse of the plate. We are all focused on you getting to spend quality time with all your friends and family.
Come on down and see our showroom. The table layouts will give you all the Pinterest vibes and make your next gathering unforgettable.
The Park Avenue Team and other guest writers are happy to bring you the information you need to plan an amazing event!