Setting the Stage

7 Ways to Enhance Guest Experience at Your Next Event

May 20, 2019 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:

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

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!

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

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

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

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!”

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

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.

Passed Hors d’oeuvres//Photo: Kaitlin Green

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!

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

7 Expenses to Consider in your Wedding Budget

May 7, 2018 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.

Meet Madeline Howard – Artistic and Floral Director of Vibrant Flowers

August 18, 2017 Filed Under: Brilliant Blooms, Catering Chronicles, Inspiring Ideas, Setting the Stage, Weddings

VT Group and Vibrant Flowers welcomed Madeline Howard as Floral and Artistic Director in May, 2017. Madeline brings over 17+ years of floral experience and a versatile background in wedding and event design. Her journey began at her parent’s floral shop in Las Vegas and eventually brought her to Portland 10 years ago. Her work has been featured in Portland Bride and Groom, the tv show Grimm, and countless venues and homes in the Portland area.

She shares her experience and vision for Vibrant Flowers:

What drew you into working with flowers and what do you love about the floral/event design industry?

Growing up in and around the floral industry it was something I fell into naturally. I have periodically taken time away from floral and floral design but it’s something that continually draws me back. I find not only the creative aspect of conceptualizing ideas stimulating but the mechanics of bringing visions to life. I really enjoy working with my hands and connecting with the client to bring the personal ideas to life. It’s important to me that clients feel like our parties and designs are inspired by them and they can connect with what we develop for them.

What makes a successful client relationship for you?

It’s all about connection. I think it’s important that we all have different ways of understanding each other whether it be visual, verbal or intuitively. Once we’re able to find the best way to communicate, it becomes sharing ideas or coming to a client with more guidance. We really have such a variety of needs from our clients. Sometimes they have something very specific in mind and other times it’s a bit vaguer and it becomes a journey for us to find exactly what they need – together. Something that has really been exciting for me since I’ve come to Vibrant Table, is working with so many creative people. It allows for so many more resources for accomplishing a client’s vision. I feel like it’s a team effort.

Out of all the work experiences you’ve had with Vibrant Flowers (she’s been working with VT as a designer for several years), what is most memorable?

As of recent my most memorable is an installation for Wendy and Ben’s wedding. I think that’s mostly because not only was I able to share that amazing design experience with my team but I was able to bring in a couple of my favorite freelance designers. I feel really fortunate to not only be surrounded with so many creative people in my work but my outside life as well. It was such a great experience!

Another memorable event was a Legacy Holiday Party in 2006 at the Portland Art Museum. The event was in the sunken ballroom and the party was all set in red with tree formations throughout the room. They had a 45 min cocktail hour in which we completely flipped the room from red to green with all new tree formations. It was the first time I had ever seen a room converted like that (which is funny to think about now). It blew my mind on how well the VT group is able to work together to accomplish something like that so seamlessly.

What do you think makes Vibrant Flowers stand out in the industry and market?

Our versatility. Whether contemporary and modern or vintage, our designers’ unique talents combine to bring our clients’ visions to life.

Our lead designer, Summer Morgan, comes from an art and theater background and designer, Amy Kubow, has an extensive garden and outdoor knowledge specializing in event work.

Keep your eyes on this space, as we’ll be highlighting Summer and Amy in upcoming posts.

What are the 3 most important values to Vibrant Flowers?

Service. Creativity. Rapport.

What is your favorite flower?

This one is hard because flowers are so seasonal and each season has its highlights. I usually default to ranunculus. To me, they’re like baby peonies and poppies had a baby. I love the vibrancy of colors they come in and the delicacy of their petals.

What is your favorite part of your work day?

Conceptualizing! I love when people come to me with ideas and need to know how we can bring it to life for their event. I feel like when I get going my mind producing ideas it’s the most stimulating thing I can do. It makes me think about everything more creatively.

Outside of work, what is a perfect day for you?

Kicking it with my friends on an adventure! I love spending time either vacationing or camping. I’m really fortunate to not only have a great partner but a close friend group of about 10 of us. We love traveling together. It’s waking up and doing a big group breakfast going out and exploring our surroundings and returning to family style dinner. I grew up with 9 siblings and nothing makes me feel more at home than being surrounded by people I love.

Vibrant Flowers

Vibrant Flowers provides innovative and unique event décor from conceptualization to installation. Our designers merge floral, color, lighting, texture and staging to bring each client’s vision to life.

Full service and décor and event stylizing – drapes to centerpieces and everything in between
Floral design studio –décor, installations, lighting, drapes, structures, – chuppah, mandap, arches, ceremony settings, props, furniture, stylizing,
Large in-house inventory for rent
Bar Mitzvahs and Bat Mitzvahs
Specializes in room flips

MAKE THE MOMENT: How to Nail Your Holiday Party Theme

June 1, 2016 Filed Under: Catering, Festive Fare, Setting the Stage

The holidays are just around the corner.

Not really. But, for anyone who organizes their company holiday party, you are likely in full swing “PLANNER MODE”. If not, get on the horn and get that venue booked, hold a committee meeting, establish your budget, prepare the invite list, and let your imagination go wild when creating your theme.
Need ideas? That’s what we’re here for. Our sales team dreams up the craziest concepts and utilizes the industry’s top talent to execute that larger than life vision. Interesting and dynamic food stations? We can do that. Massive floral and décor installations? You betcha. Entertainment that will leave your guests in awe? We’re dialed in and we’ve got you covered.

The Classic.
A regal affair that incorporates a specific time period is always an inspiring direction. Think the 40’s and flapper dresses and zoot suits. Maybe go disco-decadent in the 70’s. Remember when the Gatsby trend was Titanic? (also, can I get a high five for the double Leo DiCaprio pun play on words?) Yeah, the Gatsby incorporated luxe gold hues, art deco inspired patterning and fonts that enhanced your invitations and menus, and a glorious amount of champagne fountains. Your guests love a reason to dress up for a theme party, and upping the quotient to a fancy feast that includes a bowtie or a pearl necklace is sure to be a hit. Pull the Rolls around, we’re headed to East Egg.

The Winter Wonderland.
It is a holiday party, afterall. And the easiest way to convey the season is to dive right into the snow. Create an ice bar, utilizing PDX Ice to create an ice luge or a gigantic ice sculpture with your company’s logo. Or, go bigger: install an igloo. Yes. We’ve created igloos before, and furthered the Cold theme with our servers donning puffy coats and faux fur jackets to add to the theme. Lighting is also fundamental to dramatically nailing the winter wonderland aesthetic. Uplights, bogos, and specialized a/v magic add depth, while strands of lights and sheer fabric panels, combined with large foliage or floral accents add elegance and help fill out your space. Want a WOW moment? Incorporate a snow machine and a unique entryway into your party, so as guests arrive, they walk into the moment with their senses fully alive.

Cabin Fever.
Plaid. Wood. Whisky. Go full on Portlandia for your event. It is modern, playful and a very casual approach to make your holiday party feel like you’re a lumberjack frolicking in the forest. Again, guests love a theme where they can dress the part, so suggest them to wear their favorite plaid or flannel, and points if they sport their Danner boots and Poler beanie. Triple points to those who pull off Carhartt. This theme is made for Oregonians: bring in pine trees for simple and sharp décor. Toss some Pendleton throws on leather tufted couches. Add drama above your main bar and install a faux animal head for ‘Grandpa’s Cabin Realness’. Incorporate playful approaches on food and drink that fit the bill, such as a dessert S’mores station or a simple and effective Old Fashioned.

Easter Tips & Tricks

April 1, 2015 Filed Under: Brilliant Blooms, Festive Fare, Inspiring Ideas, Setting the Stage

Easter: tips and tricks to setting a beautiful table

Springtime naturally provides a colorful palette of blooms. With the addition of some creative ideas and techniques it’s easy to make a beautifully decorated table. Here are some ideas that are quick, easy and add just the right amount of fun. Happy Easter!

1. UTILIZE LOCAL RESOURCES!

Call a rental company, hire a caterer, check in with your florist- or let Vibrant Table arrange everything for you! This can create the combination of old and new with service ware, linens, vases, etc. and alleviate any stress hostessing may stir up.

2. KNOW YOUR PALETTE AND YOUR PALATE!

Think of a color scheme and stick to it! Work with a tonal table-simple and light, keeping everything current and clean. Or pick a set of complimentary colors and contrast with a fun spring tone to “pop” your table. Choose a menu and add vibrance with great presentations, garnishes and fun service ware.

3. GROUP! GROUP! GROUP!

Presentations that are grouped look effortless and chic! Hyacinth blossoms pinned to a sphere en mass creates a whimsical pave arrangement. Branches grouped in a vase provide instant drama. Single blooms arranged in a tonal vase- all of these are great ways to create a fun and inspired tablescape.