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.

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.

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Event Design Ideas: Playing With Opposites

February 18, 2014 Filed Under: Setting the Stage, Soiree Spotlights

Sophisticated and rustic? Shimmer and timber? How do you marry opposing design elements into an elegant event backdrop? Watch Vibrant Table’s Kurt Beadell describe his inspiration for this stunning holiday party at the Portland Art Museum.

More Eye Candy

Here are a few stunning shots from the talented Ambient Sky Studios, who also created the video above. Based in Portland, Oregon, we cannot say enough wonderful things about Ambient Sky!