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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!
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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.

WHY CHOOSE A CENTRALLY LOCATED VENUE FOR YOUR WEDDING

Filed Under: Catering, Events, Inspiring Ideas, Venues, Weddings

 

If you live in a sizable city, choosing a wedding venue can be daunting. For example, within a two-hour radius of Portland, Oregon, there are hundreds of venue options. How does one choose amongst the beautiful coast, the stunning gorge, the rustic mountains or the rolling hills of wine country?

We suggest a centrally located wedding venue; meaning a venue close to Portland, serving as an epicenter for your wedding celebration, complete with transportation and accommodations to fit your needs. Think of Portland as a home-base, and the nearby 7 wonders of Oregon are easily within reach.

What are the benefits of having a wedding in the center of it all?

 

Close to Accommodations

Having your ceremony and reception within the city allows your guests to easily choose accommodations close to your venue including hotels and housing rentals. You and your fiancé can reserve room blocks nearby that fit your needs. In more remote locations, it can sometimes be difficult to secure adequate nearby lodging.

 

Convenient Transportation

A centrally located wedding will ease the burden of travel for you and your guests. Many cities, like Portland, have a good public transportation system.  In addition to inexpensive light rail, streetcar and bus options, Lyft, Uber, PDX Pedi-cab and Double Decker PDX can accommodate guests quickly and easily. Your guests won’t have to rent a car and park to get to and from the airport, wedding events and attractions around the city.  A central location also alleviates the cost of shuttling guests to and from venues outside the city.

Treasury Ballroom | Photo: Evirm Icoz

 

Reduces Vendor Costs

Consider the cost of vendor travel and accommodations before booking an out-of-town venue. Photographers, make-up artists, hair stylists, etc. may charge for travel. These charges can be avoided if booking within city limits.

 

Minimizes Packing Stress

Unless arranged with a planner, there will be some items that you, your bridal party or family will need to bring to the wedding reception site. For example, you may need to bring client-provided alcohol, décor items, wedding attire, bridal party gifts to the ceremony and reception site. Depending on what your venue can accommodate, you may be able to bring some items the day prior, freeing more of your time the day of your wedding. If you forget something, you can rest easy knowing you have nearby resources to pick up that last minute item.

 

Close Rehearsal

Keep in mind that your bridal party and family will need to travel to your ceremony walk-through and rehearsal. A centrally located venue will allow your friends and family to settle in to their accommodations and get to these events in a timely manner. Additionally, being within the city opens up a world of fantastic rehearsal dinner options.

Tasting Room at The Loft at 8th Avenue

 

Lets Your Guests Have Fun

A centrally located wedding destination will allow guests to enjoy your city. It can be difficult to pack in a relaxing and fun trip when most of that time is spent traveling. Easily accessible bars, restaurants, tourist attractions near accommodations and venue make for an easy and fun getaway. Guests can enjoy your reception without worrying about driving home after a night of celebrating.

Cascade Rooftop at The Exchange Ballroom | Photo: Donny Mays

Start your Honeymoon!

If you’re that couple that prefers to keep the party going after the wedding reception, choosing a downtown venue will allow you and your guests easy access to nearby attractions and Portland’s nightlife. If you’re that couple who is exhausted after a long day of celebrating, if you’re centrally located, your hotel is nearby. Start relaxing as soon as possible!

At VT Group, we are proud to manage four of Portland’s most beautiful and diverse wedding venues. All venues can accommodate both ceremony and reception on-site.  As one of Oregon’s premier hospitality purveyors, VT Group also provides casual to high-end, full-service catering, event production and facility management.

Our exclusive venues include:

The Loft at 8th Avenue

Portland’s newest wedding venue!

The Loft at 8th Avenue is a modern, wedding venue located in Portland’s Central Eastside Industrial District. The versatile spaces within the Loft are a perfect fit for your wedding events. Our unique tasting rooms can host your intimate rehearsal dinner or cocktail hour while our larger Annex and Outdoor Space allow for a seamless flow from ceremony to reception.

The Loft at 8th Avenue is ideally located in Portland’s newest bustling neighborhood, the Central Eastside, providing your guests easy access to the amazing accommodations and attractions Portland has to offer.

 

The Exchange Ballroom

The Exchange Ballroom is a perfect blend of contemporary design with historic character and boasts amazing views of downtown Portland.

This wedding venue embodies the Portland vibe with a clean and modern aesthetic; a perfect blank canvas to do what you want in terms of décor, color, lighting and theme to create a stunning event.

The gorgeous Cascade Rooftop can host your ceremony overlooking the city and is perfect for cocktail hour. Located in the Central Eastside Industrial district, the Exchange Ballroom is centrally located with easy access for both driving and/or public transport.

 

The Treasury Ballroom

The Treasury Ballroom is Portland’s best downtown wedding venue. Boasting iconic architectural details and located within the 100-year-old U.S. Bank Building, the ballroom is a piece of Portland’s history. With a fresh and bold color palette, the Treasury Ballroom is perfect for elegant and sophisticated weddings.

Located in the heart of downtown Portland, the Treasury Ballroom is steps away from a plethora of incredible food, beverage and cultural attractions the city has to offer.

 

Lan Su Chinese Garden

Lan Su Chinese Garden stands alone as a breathtaking, one-of-a-kind venue. Exquisite pavilions and lush gardens provide a beautiful backdrop for sharing your special day.

The natural, calm beauty of the Garden is surrounded by the bustling city of Portland.