DIY to Lower Event Costs!

Sticking to an event budget can sometimes be a challenge, especially if there are a lot of items on your must-have list. To keep costs down, try adding some do-it-yourself (DIY) elements to your event!

Supplies for DIY projects can be found inexpensively at places such as Jo-Ann Fabrics, Michael's Crafts, Dollar Tree, Marshalls, and even just around your home! Search sites like Pinterest and Etsy for ideas of things that you can make. You may be surprised at how many items you can make yourself that will save you big bucks!

• Thinking of renting a photo booth? To cut down on costs, hang up a king size bed sheet in a solid color or choose a printed curtain that reflects the style and theme of the event and have someone take pictures while guests stand in front of it. Cut out mustaches and lips out of construction paper and attach them to small dowels for easy and fun props!
• Looking at catering menus and can't believe how much the food costs? Make it yourself! There are recipes and instructional videos all over the internet that will help you make food that's even better than what you'd pay way more money for at a restaurant or bakery. You can also consider picking up pre-made items or platters at your local grocery store or wholesale club. You can add to them or use them as part of another recipe to cut down costs and labor time.
• Shocked at what a decorator costs? Instead of paying hundreds, maybe even thousands of dollars for someone else to do the decorating, do it yourself! Everything from centerpieces, signage, and party favors can be easily made. Making the decorations is not only fun, but affordable, and you save on labor costs of having someone else do it. 

These are just a few simple ideas to get you thinking about what elements would make great DIY projects. Don't forget to ask people around you for help! We are all born with our own special talent so ask around to see if you could get some friends to help or if they have suggestions on items you have on your list. 

Tips for Hiring a DJ

Having music at an event is not only a great form of entertainment, but it can really set the tone for how things will go. That's why so many event planners hire DJs. How do you find a good one who won't end up playing terrible tunes? Follow these tips:

Find an Experienced DJ: While hiring an amateur DJ may save you some money, there's a very high chance that you'll be sacrificing quality. Ideally you want to find someone who does the job week in and week out and has at least 3 years of experience (anything more than that is a plus). A seasoned DJ will know how to entertain a crowd and engage people if they aren't on the dance floor right away. When choosing a DJ it's important to keep in mind the type of experience he or she has. A DJ whose resume is full of nightclub experience may not be the best choice for a professional event.

Know Their Music Library: A professional DJ should have a wide range of music covering all types of generations and genres. Some DJs do not work well with extensive pre-selected lists, while some do. Let perspective DJs know whether you intend to pick out all or most of your music, or if you'd prefer the DJ to use their expertise and play the best music for the event. If they're willing to work with you on your playlist selections, make sure they already have the music or will be able to get it in time for your event. You should also find out if guests are able to make requests or not. If the DJ doesn't have the music you want and isn't willing to work with you on what you need, then that's not the right DJ for you.

Check References: Asking for references is important so you can find out other people's experiences with the DJ and the service provided. Be sure to get references from people who held similar events. A reference about the DJ performing at a school function won't be an accurate reflection about how they'll perform at a wedding. While a good DJ should be able to perform well at any event, it's good to know that he or she has experience in your particular event. If you're undecided on a DJ, it's good to ask your venue for suggestions. Most facilities are familiar with the professionals in the area and will know who has worked well in the past.

Pricing: Before going into conversations about pricing, you need to know your event date, time, and location, as rates can vary based on all three of those factors. If a company is trying to ask you to provide them with your budget first or if they won't give out their price over the phone, odds are they're more expensive than other companies and you should continue your search. When making a decision, be sure that you're not only considering the cost, but the value of what you're getting. Always remember that quality is not expensive - it's priceless! 

Sign a Contract: Once you've decided on a DJ and have worked out the details, it's important that you sign a contract. Your written agreement should state the exact date, time and location of your event so that you know that your DJ will show up and be ready on time and at the right location. It's also important that other details are included, such as what happens in the case that the DJ can't make it to the event or that they can't drink on the job. A contract is a Legal document, so you should feel safe knowing that you'll be getting the services you're paying for.

The most important thing to remember when looking for a DJ is to go with your gut. If you have a bad feeling about anything at all, then the person isn't right for you. When everything lines up and you feel confident in your decision, you'll very likely end up with a great DJ who will help make your event a success!

Delicious Dessert Trends

For some people, food can make or break an event. If you're planning a Halloween or holiday party, wedding, trade show, or a sit-down gala, these hot dessert trends will ensure that your guests leave happy (and full!).

Bite-size Is In: Taking the place of gourmet cupcakes and jumbo slices of cake are colorful desserts in small sizes spread out on a dessert buffet. Small desserts create the illusion that they aren't that bad for you. Instead of being stuck with one huge dessert you probably won't finish, you get to sample a variety of desserts without the guilt. Bonus: guests who have allergies or food preferences still have plenty of choices. Try s'mores, bite-sized tartlettes, and cheesecakes.

Branded Take Home Desserts: Many companies are looking to save money on food served at their events, so they now opt for a boxed dessert rather than a lavish dessert display. Branded dessert boxes not only make for a great favor, but they allow guests to reminisce about the event when they're eating it later on, and they keep your brand in their mind. Before giving out the desserts, use them in a creative display to help save on your decor budget. What should you put in the boxes? Cookies and cupcakes have been done too often and are now an expected option. Try whoopie pies, pie slices, doughnuts, or macarons to give guests something fresh and new.

Must-have Stations: 

1. Cotton candy is a hot new trend popping up at events. Cotton candy be added to anything - try it as a cocktail garnish, on s'mores, or even just on a stick. It can come in a variety of unique flavors that will satisfy all of your guests, and you can use food coloring to ensure it matches your color scheme. Talk about versatile! 
2. Candy buffets have become a staple at events. Not only is a candy bar a great decor opportunity, but it brings out the kid in everyone. Use candy that is easy to pick up, and place it in a variety of different jars and containers. Plan for 15 different types of candy, as most guests with try four to five pieces per person.
3. Any do-it-yourself station is sure to be a hit, because guests get to pick exactly what they want. Try a crepe station with made-to-order fillings (Nutella, chocolate, and strawberries), a S'mores station with different types of chocolates and spreads, or even a hot cocoa station with different flavors of mix and a variety of add-ins (caramels, chocolate chips, and crushed peppermints).

Horrifying Halloween Event Themes

With less than 30 days left until Halloween, it's time to start finalizing the details of your big Halloween event! 

Halloween is already a great theme for a party. It has its own color scheme (orange and black), atmosphere (dark and spooky), and attire (costumes). You can give your party more of a focus with a theme that will narrow your ideas for invitations, food, decorations, and activities. Here are our suggestions for Halloween event themes that will terrify your guests and ensure a spooktacular time:

Haunted Circus

A clown entryway used at the 2012
ezEvent staff Halloween party

Why it's scary: A circus theme takes fun memories from your childhood and turns them on their side. Clowns, by nature, are terrifying to many people. Who knows what kind of person is hiding under that makeup? The music from the calliope sounds like it's calling on Death to come take the souls of everyone in attendance. Let's not forget how circuses used to have sideshows where people would come to gawk at real life "freaks."

 

Decorating tips: Any kind of clown prop you could put around the event space will be sure to bring out everyone's coulrophobia, especially if the clowns are wielding bloody knives or have glowing eyes. Have guests walk through a clown entryway as they enter the event space so that they're anxious right off the bat. Hang table cloth roll in orange and black stripes around the event space to bring the tent feeling inside. Play the film "Freaks" silently against the wall to fill wall space and have eerie moving images of the olden days of the circus. If you have the budget, hire entertainers such as a sword swallower or fire juggler to amaze guests.

Anything Based on a Movie/TV series

Why it's scary: When people watch horror movies and scary television shows, they get scared but they're comforted by the fact that the villains and creatures they're seeing are safely confined in their screens. Bringing those fears to reality will always make for a terrifying experience! It's also fun to take a movie or show that's not meant to be scary, like The Wizard of Oz, and turn it into something horrifying. Something about seeing nice things gone bad that really creeps people out.

 

ezEvent party decorations!

Decorating tips: Have guests dress up as their favorite scary character so they're forced to interact with their fears embodied. Set up animatronics of famous villains like Michael Myers or zombies from The Walking Dead that move and talk. Have props around the room that go with your chosen movie/show, like Freddy Krueger's long creepy hand in the middle of the punch bowl just waiting for someone brave enough to get close. For ezEvent's 2013 staff party, we're having a twisted Wizard of Oz party. For party decor, we'll be having an entryway that goes from black and white Kansas to colorful Oz, creepy directional signs, including one for a haunted forest containing apple cider donuts and candy apples, a mini house with witch feet sticking out, and death certificates around the room for the film's main characters.

Asylum

Why it's scary: Abandoned asylums are places that everyone assumes are haunted. Everyone has heard the horror stories of people getting thrown into asylums and doctors doing horrible experiments or painful procedures on them. There are bound to be some vengeful spirits hanging around! Let's not forget that some of the patients themselves were dangerous. Asylums are not a place any sane person would want to be, so forcing guests to be in that environment will be sure to mess with their mind!

 

Decorating tips: Create condemned signs and post them all over the entrance to your event space. Put together zombie/ghostly patients and doctor figures holding torture devices. Print out old patient files and scatter them all over the floor. Break up an old mirror and cover it with polyurethane so it look like the patients broke out and caused damage. If you can find old, rusty wheelchairs or cots it would make a nice addition to your space!

Masquerade Ball

Why it's scary: Masquerade balls are all about hiding something. Do you really know who or what lies behind the mask? The fear of the unknown can be extremely unsettling. Also, have you seen Venetian masks? Just looking at some of them will send a chill down your spine, especially when they're paired with an elaborate outfit.

 

Decorating tips: Have guests come wearing the scariest mask they can find! You may not think about it, but the masks themselves are a great decoration. Holding your event in an old mansion or building that seems like it's from another time will really get guests in the right mood. Find antique candelabras and frames from a local thrift shop to put around the event space. Cover tables and walls with fabric that has a damask pattern.

 

Lessons Learned From the 2013 Emmy Awards

Most of us will never have the opportunity to plan a large-scale, televised event like the Emmy Awards. If, however, you are planning a local award ceremony, an event that has an awards portion, or any other event with a similar format, the 65th Primetime Emmy Awards telecast is a great example of what works and what doesn't.

The Host

What happened: This year's Emmy Awards telecast was hosted by Neil Patrick Harris, star of comedy series How I Met Your Mother. People had high hopes for Harris, who won an Emmy for his turn as host of the Tony Awards. Unfortunately, he didn't quite hit the mark. It's not that he was a bad host - you can tell he took the job seriously and was having a lot of fun. The problem is that nothing really memorable happened. Harris started with a dreary opening sketch of him trying to binge watch every episode of every series that aired in the last year. He tried to keep the energy up with jokes and a number in the middle of the show called, quite fittingly, "The Number in the Middle of the Show," but everything seemed stale and didn't quite live up to his Tony performance.

What we learned: Just because someone is a great host one year, it doesn't mean they'll be great another year. Find a host who is passionate about the subject of the ceremony, will keep the ceremony on track, and who will bring something fresh and new to the table.

Entertainment vs. Time Constraints

What happened: An award show that runs at three hours long is by nature going to get a bit dull, but this year's Emmys were harder to sit through than usual. The usually fun banter between presenters felt strained. Many of the acceptance speeches were cut short by the 'wrap it up' music before the winner had time to say more than a few words. It seemed as though producers were so focused on keeping the show on time that they wouldn't give anyone room to breathe. The problem is that they cracked down on the parts of the show people love. It's one of the rare moments on TV where we get to see celebrities completely unscripted. Fans eat up stars' emotional reactions to their wins. Cutting all of this short brought an overall feeling of emotionless to the show that shouldn't have been there. It also took away the moments from the show that are the most talked about the next day.

What we learned: The Emmy Awards are a televised event, so of course the producers have to worry about keeping it within the designated time. The way to do that is to cut the fat from the show. Were the two musical performances that were only loosely TV-related really necessary? No. Do we really need Shemar Moore's weird backstage segments? No. Focus on the awards and anything relevant to them. The presenters and the award speeches will bring the entertainment. If you want extra entertainment then do a big opening number, but don't waste the audience's time with things that they don't want to see throughout the show.

Tributes to Those We've Lost

What happened: Modern Family creator Steve Levitan summed it up as he was accepting the award for Outstanding Comedy Series when he said, "This may be the saddest Emmys of all time, but we could not be happier." The "In Memoriam" montage is always a nice way to honor and celebrate those in the entertainment industry we've lost over the last year. The problem with this year's Emmys is that we were smothered with five individual tributes throughout the show on top of the montage segment that aired later in the show. While they were heartfelt and appreciated, they also made the evening a bit of a bummer. Any time the show had a good pace going, the somber tributes brought the mood back down. Many viewers were also a bit put off by the fact that certain actors received individual treatment, while other big names in TV industry, such as Larry Hagman, Jack Klugman, and Annette Funicello, were lumped into the standard group memorial. If you're looking to offend family members of the deceased, that's the way to do it.

What we learned: It's great to pay tribute to those who've been lost, but do it right. Do them all at once so as not to offend anyone and to keep the pacing of the event going. Having some lighter entertainment after the tributes will help bring the mood of the room back up.

Creating a Frightfully Delightful Halloween Event

Halloween is one of the most exciting events to plan for because you can let your imagination run wild! It's also a time where you don't want to hold back because people are expecting a lot.

Your greatest planning efforts should go into decorating and setting the atmosphere. Halloween is the one night a year where everyone wants to be scared, so it's important to set the right mood. Jack-o'-lanterns and fog machines can be placed around the event entrance to start building up anticipation right away. Keep the lights in the event space low and use candles to create a spooky glow. Have creepy music playing as guests walk in to invoke that horror film experience  where you hear the music and know something bad's about to happen. Then hit them with something horrifying! Whether it's an life-size animatronic prop from the Halloween store or just someone popping out, use that opportunity to give them a good scare.

Decorations should be everywhere you can possibly put them to continue the scary effect. If you can't afford to buy out your local party shop, purchase a few key pieces that you think will really be spine-chilling and then be thrifty with the rest! Thrift stores are a great place to find decorations that are extremely marked down, or pieces that you can use to create decorations for a fraction of what they would cost in the store. Buy some dolls, spray paint them white, and black out their eyes with marker to create Dolls of the Living Dead! Buy a white sheet and cut out some bats from construction paper to create a fun Photo Backdrop.

The food at your event can be an extension of your decorations. Start with savory appetizers that will balance out all of the Halloween sugar. Try a Yummy Mummy Spinach Dip or chicken fingers shaped like Monster Claws. If you're short on time and decide to  serve a "normal" menu, put out tags in front of each item and assign them a creepy name. Sandwiches become sandwitches. Steak and potatoes becomes spooky steak with mashed boo-tatoes. Have fun with it!

Of course, what's a Halloween party without candy? Set out glass jars and fill them with different types of candies and mini scoops so guests can fill goodie bags to take home. Cookies and cupcakes are another great item to have because they're easy for guests to eat and fun for you to decorate. You can go simple by using orange frosting on a chocolate cupcake, or show off your decorating skills with Jack Skellington cupcakes or mummy cupcakes that have white frosting strips and red M&Ms for eyes!
 

Don't forget to plan for something to keep your guests entertained! Costume contests, pumpkin carving, and bobbing for apples are classics that people always enjoy. If you have a theme you can center your activities around that. Here at zEvent, our Halloween party theme will be Wizard of Oz. To go along with that theme, we're having a scarecrow contest, a band that will play creepy covers of songs from the movie, and a photo booth with a green curtain to elicit the idea of the man behind the curtain.

If you have any tips or creative ideas for Halloween party foods, decorating ideas, or activities, share them in the comments below! Happy haunting!

Sell Merchandise the 'ez' Way!

ezEvent® is excited to announce our new merchandise with custom questions feature! 

Now with ezEvent®’s powerful event management and ticketing software, you can list t-shirts, program books, and any other merchandise you may be selling right alongside your event tickets! Gone are the days of guessing the quantity of each item you need to bring to your event. Custom questions give you the ability to obtain a buyer's shirt size, preferred item color, design choice, and any other information you might require to give the buyer exactly what he or she needs!

This feature can be set up when you create an event. After you define your Ticket Type, Price and Fee, click the Enhanced Options link. The Item Category should be changed to Merchandise. From there you can add in any information you'd like about the item, including a picture and detailed description. Click the +Add Custom Questions button to create questions specific to your item. Answers to these questions can be in the form of a dropdown box or radio buttons.

Go try out the new feature and let us know what you think!