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Every customer’s needs, goals and objectives are unique. So our job is to listen, to understand those needs, and then develop an event plan that meets those desires. To help us do that, we need to understand your vision for your event. The vision will be driven by the significant factor for holding the event, such as a corporate VIP visit, wedding, gala, fundraiser, festival or holiday party. With each event, different elements will be more or less important based on the event type. The use of each element is a matter of taste, style  and budget. And you may be surprised, but outdoor events are often more expensive than those held at indoor facilities because of the need to create the facilities to do the things that are routinely handled at a hotel or event center.
The key elements to address early in the visioning process are budget, venue, rentals, lighting, food & beverage, décor, entertainment and event management.
Budget is the constraining factor. You may want to have a beach wedding, but when the cost of constructing platforms on the sand are considered, it may not be realistic. Your Gala plan may be to have top-shelf wine, but the sponsorships may not support it. So first things first, determine your budget.
Next, venue is the most significant element of the event. It can be a backyard, hotel, park, parking lot, estate or event venue. EventRents and your caterer will be your most significant partners when doing an off-site event. Furnishings for the event can range from a simple tables, chairs and linen event to a tented event with lighting, heating and caterer’s kitchen and more. Once you have selected your event theme and colors, the rental company’s selection of linen, tableware and table style will define the look of your event.
Lighting sets the ambiance and feeling of an event, whether it is intentionally planned or not. Lighting is a special element that adds color, sets mood and provide uniqueness. From colored ceilings to string lights to pin spots, lighting provides ambiance and directs the attention of your guests to the unique elements of your event design. When it's done well, lighting makes everything look better -- including flowers, cakes and guests
 Food and Beverage is probably the largest cost element of the event on a per person basis. Hors d’ouevres, dinner, alcohol, dessert and coffee are the basic items. Once again, event type determines the value that is placed on food and beverage.
Entertainment/Presentation is another driver of the event vision. Live bands have different costs and feel to the guests than a Rock DJ or string quartet. Plus, audio-visual requirements need to be addressed for the different style of entertainers and presentations.
Flowers & Interior Design are the next element to plan.  This is an area that is often flexed due to budget availability. Depending on event type, it may not be needed at all, or it could be the signature element of the evening. Our staff thrives on the creativity involved in customizing programs and events to our clients’ needs. We want everything to be new and different, exciting and outrageous. In this industry, we are constantly battling the “seen it” phenomenon, and one of our tenets is to present something with enough innovation to keep people talking. For our part, the most interesting aspect of planning is the endeavor to offer utterly novel and thoroughly enjoyable programs and events for our clients.
Event Management is a critical factor that should not be overlooked. Someone needs to be responsible for hiring vendors, managing logistics and handling the tasks of running the event during the festivities. Whether it is done through volunteers management company or an experienced event planner, event sponsors need to intentionally assign these tasks to individuals in order for the event to run smoothly.
It is rare to have an unlimited budget to put on an event. So, once each item is selected, then the sponsor needs to make trade-offs based on what is valued most. Refining these selections brings you to a final vision for your event that can now move into planning and design.
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