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VT Group Safety and Preventative Action

Filed Under: Biz Buzz, News

March 12, 2020

At VT Group, the health and safety of our clients and employees is our priority. We are taking the threat of COVID-19/Coronavirus very seriously so we may continue to operate and serve our clients.

As of March 11, 2020, Governor Brown announced a statewide ban on gatherings of more than 250 people for a 4 week period. We will be directly contacting all currently booked clients who have events with 250+ guests within this 4 week time-frame to discuss alternative options.

Mayor Wheeler has recently announced a city-wide state of emergency in Portland and we will await to hear how this may impact future events. We will comply with local government restrictions and will continue to closely follow local health authorities, the Center for Disease Control and World Health Organization for updates.

We are committed to supporting our business partners by creating a safe experience for everyone attending by implementing smart and proactive strategies. We are all in this together and are working hard to support each other and our Portland community.

To ensure the health and safety of everyone, we are taking very specific measures around off-site catering and our on-site facilities including:

VTG VENUES:

  • Increase our existing schedule of deep cleaning
  • Continual disinfectant monitoring – staff assigned to areas within the event spaces, wiping down doorknobs, tables, light switches, handrails, etc. throughout the day
  • Hand sanitizing stations at each entrance for both staff and guests; hand sanitizer in all event packs
  • Re-enforce hand washing is the KEY; adding additional hand washing stations within the building and at events
  • Keeping ALL soap dispensers filled, paper towels stocked, as well as increased restroom checks

VTG EVENTS:

  • Hand sanitizing stations for guests and front of house staff
  • Additional hand washing stations for food service areas at venues where necessary
  • Supporting guests and attendees who may wear masks and/or latex gloves

VTG RECOMMENDATIONS FOR CLIENTS & ATTENDEES:

  • Please minimize hugs and kisses, and even handshakes
  • If you don’t feel well, please stay home
  • Wash your hands! Tired of singing “Happy Birthday?” We suggest this!
  • Leave distance between yourselves and the other attendees
  • Clean your cell phones on a regular basis.
  • If you want to wear latex gloves or a mask, feel free – you won’t be conspicuous

VTG STAFF PROTOCOL:

  • Stay home when sick. Management is sending employees home if they exhibit symptoms. Employees must be fever-free for 24 hours and have management approval prior to returning to work
  • Wash hands for at least 20 seconds with soap and hot water
  • Avoid touching your eyes, nose and mouth
  • Cover coughs and sneezes and always your wash hands afterward
  • If you feel sick while on-shift, immediately tell a manager and go home
  • Clean and disinfect commonly used surfaces frequently, including doors, chairs, tables, water dispensers, and EVERYTHING
  • Enhanced food and beverage safety procedures to avoid contamination
  • Do not handle phones or personal devices near food, beverage or service areas and be sure to wash your hands after you touch your phone (and face)

ADDITIONAL RESOURCES:

7 Ways to Enhance Guest Experience at Your Next Event

Filed Under: Catering, Events, Factual FAQs, Holiday Parties, Inspiring Ideas, Setting the Stage

 

We get it – there’s a lot that goes into planning an event.  Whether it be your wedding, corporate function or anniversary celebration, there are many details to consider.

As you plan, it can be easy to overlook a very important aspect of your event – YOUR GUESTS!

You want your guests talking about what a great time they had, the engaging people they met, how they loved the food and entertainment rather than discussing a negative (and avoidable) detail like the temperature of the room.

Here are 7 things to enhance your guest experience:

  1. Ambiance and Feel of an event

Have you ever eaten at a restaurant and the lighting was too bright or the room was too cold? It distracts from the fabulous meal you are about to enjoy.

You want your guests to feel comfortable in the space. Something as simple as the lights being too bright can be distracting to your guests and detract from the ambiance you are trying to achieve. Consider the room temperature, lighting and the use of your space.

Lighting can make spaces feel dynamic and comfortable for your guests.

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Exchange Ballroom Wedding//Photo: Jorge Romero

  1. Choose an Outstanding Detail

Choose one detail that you want to splurge on or do differently. An unexpected cocktail, unique performance or activity can work well and your guests can’t help but love it. For example, we’ve had guests gush over this incredible PDX Ice bar!

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PDX Ice Bar at The Loft at 8th Avenue//Photo: Ambient Sky Photography

  1. Room Transitions

Guests can tire of being in the same spot for long periods of time. It doesn’t mean you need an array of spaces but it does mean including transitions throughout your event.

Transitions from cocktail hours to dinners to after-party are aided by changes in lighting, music, room set-ups and more. Transforming your spaces can make an event feel like it’s ever-evolving and guests anticipate excitement for ‘What’s next’.

Cocktail Hour on the Cascade Rooftop//Photo: Bryan Rupp Photography

  1. Logistics

Logistics can prove to be an issue if not handled thoughtfully. For example, if your cocktail hours ends at 5:30, it is not realistic that dinner can be served at 5:40. It typically takes guests 15-20 minutes to transition from one area to another and settle before the next activity can commence.  Allowing plenty of time for this will help you stay on track with your timeline all night.

Insider tip: If there is a transition from cocktail hour to the reception, we recommend that the reception bar stay closed until dinner is served.  If the bar is open it can be more difficult to get guests to find their seat and settle in before dinner is served. As part of Vibrant Table’s planning service, we offered detailed service timelines.

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Dinner at The Loft at 8th Avenue//Photo: Kaitlin Green

  1. Overall Length of Event

If an event is too long, guests can tire of celebrating. For example, if your reception time is too long guests will lose steam, the party will dwindle or will provide time for guests to overindulge. The key is to move your event at a good pace with progressive transitions that feel natural.  A good party will end with guests saying, “I wish it wasn’t over!”

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Dancing the Night Away at in The Loft at 8th Avenue Annex

  1. Feed Your Guests!

May seem simple but letting your guests go hungry is not fun for anyone. Adjust timelines and transitions if needed to ensure that food is being served at various stages of your event. And be sure to serve food as soon as alcoholic drinks are being served.

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Passed Hors d’oeuvres//Photo: Kaitlin Green

  1. Your Attitude

As a host, one of the most important things you can do is have a great attitude. Guest attitudes are directly affected by the vibe of the host. Leave the stress of planning your event to us. We’re professionals and will take care of all the details. You just sit back, and enjoy all of your hard work and efforts coming to fruition.

When you are having a great time at your event, your guests will follow suit!

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Portland Garden Party//Photo: David Papazian

At Vibrant Table & Events, we thoughtfully consider guest experience when planning events. If you are interested in us helping you plan your upcoming wedding, social or corporate event, please call us at: 503.297.9635 or email at: inquiry@vibranttable.com

6 Essential Wedding Party Gifts

Filed Under: Bridal Boutique, Events, Festive Fare, Inspiring Ideas, Venues, Weddings

From visiting venues, tasting cakes, dress shopping, all the way to picking out thank you cards, your wedding party has been a lucrative part of your special day. Here are six practical, yet fun wedding party gift ideas to say thank you!

For the Whole Gang

  • Sunglasses: Taking the time of year and the type of venue into account, gifting cute quality sunglasses is a great option! They’re a great addition to your wedding party photos, and a helpful item to have on hand throughout your big day. Whether it’s an outdoor ceremony, or perhaps a venue like The Exchange Ballroom & Cascade Rooftop that is equipped with a rooftop option, providing your bridesmaids and groomsmen with stylish shades is a thoughtful and practical gift. Plus, your group will look uniformly chic during the day’s festivities and in photos. There is even a bulk ordering option that makes ordering frames easy. They’ll thank you as you are moving from location to location taking pictures and chasing the golden hour!
Warby-Parker-Sunglasses-Portland-Oregon

Warby Parker Sunglasses

 

  • Novelty Glassware: The greatest gift to give is one that can be used again and again. This doesn’t mean gifting something boring, it just means thinking originally and thoughtfully. Consider special ordering your bridesmaids customized wine glasses and your groomsmen personalized liquor glasses to use at the reception. These gifts are not only an eclectic addition to your table settings, but they can also add a modern touch of class to your wedding theme. Unique, yet useful gifts are always the way to go!
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Bridal Party Getting Ready / Portland, Oregon / Photo: Sweet Life Photography

For the bridesmaids

  • Delicate Jewelry: There is something special about a gift that can be worn daily. Giving your girls a piece of jewelry that matches their bridesmaids’ dresses, but can also match a pair of jeans is something for which they will truly thank you. Love knot bracelets are a popular gift choice for their simplicity and meaning. You’ve asked your favorite friends to help you “tie the knot,” and this bracelet is the perfect symbol of the bond they’ve helped you solidify. Giving your bridesmaids a subtle gift like this may be understated, but it’s definitely a detail your guests are sure to notice as they’re walking down the aisle. It can also easily become a piece they incorporate into their everyday look.

 

  • Tote Bags: What is better than a practical present? What about one that can be personalized and still be used daily?! A monogrammed tote bag is a great gift to give your gals. Not only can you fill it with wedding day essentials like tissues and toiletries, but it is a gift they can use long after your wedding day is over. Whether it be used as a gym bag, a grocery bag or an overnight bag, it will surely get a lot of compliments and serve as a reminder of your special day.

For the groomsmen

  • Cufflinks: Gifting a sentimental token of thanks is easy. Gifting an item that’s practical can be a bit more challenging. Win the day and gift your groomsmen cufflinks, tie clip and a money clip. All in one convenient case, your guys can use these accessories on the day of your wedding, and on many important days to come. It’s remarkable how much the small details like cufflinks or a tie clip can pull an entire look together.

 

  • Dopp Kit: Practicality wins the day. Gifting your guys a personalized leather Dopp kit is a great investment. It is packed with wedding day essentials to make sure everyone’s grooming is up to par. And, conveniently, this tote can be used for travel or even just to store your products in your bathroom.

 

There you have it! A list of practical and essential gifts to give your wedding party! Have any other suggestions? Be sure to share!

 

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Wedding Reception on the Cascade Rooftop at The Exchange Ballroom / Photo: JOS studios

 

 

 

7 Expenses to Consider in your Wedding Budget

Filed Under: Biz Buzz, Catering, Events, Factual FAQs, Setting the Stage, Weddings

With so many things to organize for your wedding, it’s easy to forget little details that can add up fast. When determining your budget, consider these expenses:

Extra meals

When calculating catering expenses and the potential headcount for your wedding celebration, be sure to include you and your fiancé. Additionally, consider vendors who will request a meal for your celebration (i.e. photographer, band members, DJ, coordinator, etc.)

Photo by Catalina Jean Photography

Marriage license

Don’t forget your license to love! In the state of Oregon, marriage applications must be received 60 days prior to your wedding day with a non-refundable $60 marriage license fee. After your license has been issued, Oregon has a three-day waiting period before you can officially walk down the aisle. The waiting period can be waived, but it still involves filling out a waiver form with an additional $10 in cash. Don’t wait until the last minute to do this, but also don’t do it too far in advance. A marriage license is valid for 60 days, so getting your marriage license more than two months before your wedding date will not be usable.

Transportation for guests

At some point during your wedding, your guests will have to travel. Walking is great, however, other modes of transport such as taxis, buses, or cars will likely come into play during your festivities. Although it’s not necessary for you to provide transportation, it’s a thoughtful addition your guests will appreciate. Here in Portland, we have some diverse transportation options such as Pedicab, Lyft, Uber, Double Decker PDX and TriMet public transportation system.

Day-of food for the wedding party

You and your wedding party will be spending the day getting ready. It’s important to eat, so be sure to have something planned for yourself and the wedding party. We recommend ordering fresh and delicious food via a drop-off catering service prior to your wedding day.

You’ll thank yourself in the long run for thinking ahead!

f&b cafe and catering

Liability insurance

Most venues require you to carry single-event liability insurance. This coverage is designed to protect you against unforeseen incidents such as injury or alcohol-related accidents. Depending on the coverage you need, liability insurance usually ranges from $125 to $400.

Gratuities

It might be confusing which vendors you should tip for your wedding. Make sure to read the contracts and see which have gratuity already included. Consider providing tips prior to your wedding day to if they aren’t included. If that’s not an option, prepare tip envelopes prior to your wedding to give to your vendors. Here’s a helpful guide to wedding tipping.

Postage

Don’t forget about postage fees for save-the-date cards, invitations, and thank you notes. Depending on the weight and size of your invite, you can expect postage to cost $100+ when budgeting for your wedding.

Preparing for additional expenses will help keep you within your wedding budget and start you and your partner off in a positive financial direction after you’re married.