Tag Archive for 'event planning'

Event Planning Idea: Table Centerpieces

Floral Arrangements | WTTC Blog

Great table centerpieces add color and sophistication to any party, reception, or event. The choice of centerpiece can be made according to a number of factors, including the type of event, its size, purpose, or theme. In this post, Jim Edwards of Toronto’s San Remo Florist & Design Studio lists five things to keep in mind when selecting your table centerpiece.

Style — Floral arrangements are the most common and traditional table centerpiece options. There are, however, many imaginative ways to combine flowers with other materials for a custom centerpiece that will truly be the center of your event. Some options might include, flowers and candles, flowers and feathers or event flowers and fruits or vegetables. A hot new trend is to use ordinary household objects, such as empty cans, teapots, mixing bowls or baskets, as the starting points for unique centerpieces. Along this same line, is the use of eco-friendly alternatives such as dried flowers.

Floral Arrangement Trends | WTTC Blog

Size — The size of the table centerpiece is important. It shouldn’t be so small as to get overlooked. But if it’s too large, there might not be enough room for other things like place cards, cutlery, and tableware.

Height – The height of the centerpiece also needs to be carefully considered. If the centerpiece you choose is something thin like a beautiful candle, the height won’t matter. On the other hand if the centerpiece is a floral arrangement, ensure that it is short enough that guests can see each other over the arrangement.

Tall Table Centerpiece | WTTC Blog

Location — If your plan is to place the arrangement in the center of a table, make sure it is fairly low, below chin level, so guests can see each other. Candles or other elements should be either very short or very tall so they don’t block conversation or isolate guests. Placing the arrangement at the ends or at one side of a table, means that the size of the arrangement can be much larger.  A very large buffet table can hold a large arrangement placed in the center towards the back with two smaller ones echoing the colors and style of the main design at either ends.

Table Centerpiece with Candles

Budget — Your budget will largely determine the table centerpiece you choose. Event centerpieces can be very affordable or very extravagant. It’s up to you to decide how much to spend. One idea is to choose a centerpiece that can doubles as a party favor. This allows you to combine your decor and gift budget towards something better.

Site Inspections: Back-Up And Stand Away From That Facility Guide

WTTC.com - Site Inspections

There are many challenges independent meeting planners face and offering site inspection services, whether for a fee or complimentary, ranks right up there.

When an independent meeting planner conducts the initial meeting with a client, they ask a lot of questions to help  determine the specific needs and wants of the client.

Normally after meeting with the client, the planner will do an extensive site inspection including off-site venues, convention centers, hotels, etc.  A good site inspection will uncover the good, the bad — and ‘yes’ even the ugly of any potential venue, allowing ‘you’ the planner to avoid any pitfalls as the program unfolds.

Site inspections, on the other hand, can be time-consuming, costly, and bad for the back — especially when you’re having to heft heavy hotel or facility guides.

One way to save both time and money is to turn to the Web — and the “virtual” site inspection.

From free online databases such as our own WTTC.com to scalable floor plans and 360° views, it’s become much easier for planners to conduct their research without leaving their desks. With current information in hand, planners can then tap into local “experts” to get a more complete picture of the site being considered. And although the virtual site inspection won’t totally replace an on-site visit, it can still help narrow your searches, gather venue information, and eliminate the stacks of brochures piled up on your real desktop.


Randy Markus is a parter at WTTC.com. She can be reached at
1-888-224-3178 or by e-mailing randy@wttc.com

Event Planning: Getting More Bang For Your Buck?

WTTC - Event Planning is Stressful

Under the best of circumstances event planning can be stressful.

The current economy, however, has increased the stress level as planners try to bring down the costs while keeping up with the challenges.

One theme remains in the forefront – value for the dollar.

How can you get more bang for your buck?

It’s an age old question. But here are some simple ways to help save money while planning an event:

* Budget - Developing a budget will help you stay organized and keep you focused. Even before the planning begins, you need to establish a budget so that you can best determine the event requirements and what you have to spend. With a budget in place, you’ll be able to stay within those parameters when booking suppliers. Most importantly, you have to stick to your budget or you’ll have an even bigger headache on your hand.

* Negotiate - You can get greater value! Talk to your vendors. You’ll be surprised at how many are willing to work with you…but you have to ask! In this economy most vendors will negotiate a reasonable price and/or discounts for services provided. Keep in mind, you need their services but in turn they need your business.

* Sponsorship - Although not as easy as it used to be, sponsorship will give you bigger bang for your buck. Search out and identify potential sponsors, review that budget you so carefully pulled together and then start to request money. You’ll need to plan ahead so that you fall within their budget deadlines.

* Decor – These days decor doesn’t have to be over the top to be effective. A little decor can go a long way to set the mood and theme at an event. Sometimes all you need is a little creativity as shown by these steal-able ideas from BizBash New York.


Randy Markus is a partner at WTTC.com - The Meeting Planner’s Best Resource. She can be reached at 1-888-224-3178 or by e-mailing randy@wttc.com

Five Tips For Planning An Artful Event

The Art Gallery of Ontario

Museums and galleries can offer unique settings for corporate events.

This month, Jennifer McGregor, Group Sales Manager at the Art Gallery of Ontario, offers up 5 tips for planning your own “artful” event.

  1. Let the uniqueness of the venue be part of your event. Remember that these are place that house valuable artifacts and artworks and that the venue’s number one goal is to protect those artifacts and artworks. Don’t let this work against you. Instead, make it part of the experience and work with it.  Allow the uniqueness of the venue and the rules and regulations to be part of the experience. Open your mind. Get creative and have fun with the venue.
  2. Choose an artifact or artwork and build your theme around it. Customize your event around a painting, piece of sculpture or even a sarcophagus! Be creative with food, drink and decor. How about a party themed by color? Red martinis anyone?
  3. Remember a museum or gallery is not just a venue — it’s also an experience. Tailor your event theme to the experience. For example, you may want to organize a private tour of the venue that is based on your theme. I’m always amazed at how easily art can be related to everyday situations and how easy it is for us to customize a tour based on your theme. For example, The AGO did a tour around ships for a shipwreck association and another around spirituality for a medical conference.
  4. Visit the venue. Don’t just drop by. Always try to tour the museum or gallery as part of our event. Or give your guests tickets to visit it on their own. Most guests want to see the gallery, especially if they are from out of town. It will also add to the event experience.
  5. Consider daytime events. Daytime events or off-sites at galleries or museums are a great way for your guests to see the venue in all its splendor.

Consider the Art Gallery of Ontario for your next event. For more information contact Jennifer at 416-979-6660, ext. 434 or by e-mail at jennifer_mcgregor@ago.net. information.