We know that planning a party or special event, no matter how big or small, can be challenging and detail-oriented. You may have many questions as you start planning. Here are some of the most frequently asked questions and helpful tips that we discuss with our clients. We are happy to share them with you.
If you have a specific question that is not answered here, please feel free to call one of our experts: 516.741.4562
Or you can just click here and send us your question via e-mail:perry@rentdesks.com
GETTING STARTED |
| Q: | If I am planning an event/party, what are the most important things I need to consider to get started? |
| A: | You should consider the following:
- When do you want it to be?
- Where do you want it to be?
- How many people do you think you will invite?
- How much are you willing to spend?
After you answer the above, you will need to consider the following:
- What type of invitations will you want? Where will you get them? Will you do them yourself or order them from a supplier?
- What type of food? Will it be catered or will you prepare it yourself?
- What type of entertainment will you want? Musicians? Clown?
- Will I need to rent any items?
- Will I need flowers?
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| Q: | When should I start planning my party/event? |
| A: | When you start planning depends on the size/scope of the event. We all know that most people start planning some affairs (weddings, bar/bas
mitzvahs, corporate parties, etc.) more than a year in advance in order to secure the right location and often the right caterer.
But in general for most simpler events, you should start planning 8 weeks in advance. |
| Q: | If I want to plan a party on my own, what should I do to get started? |
| A: | Planning a party can be overwhelming if everything is put off till the last minute
so here is our advice:
- Start 6 to 8 weeks before the big day. Remember this is the timing for a normal party (not a wedding, bar/bas
mitzvah, etc.)
- Choose your theme (e.g., golf theme for husband’s birthday, etc.)
- Decide on your guest list
- Decide on whether it will be at home (inside or outside) or at a location
- Decide on the day’s activities (what time,what to eat, any games or entertainment, etc.)
- Decide on party supplies (good china, throw-away plates, decorations, favors)
- Decide on whether you will need to rent any equipment/supplies (tents, tables, chairs, dishes, table line, glassware, etc.)
- Lastly, make a list of everything you have to do with the dates for each step... you will need a clear, well-defined timetable.
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EVENT PLANNERS |
| Q: | What is an Event Planner? |
| A: |
| An event planner is a person you hire who is responsible for nearly all aspects of management and planning of a specific event. His/Her responsibilities cover selection of site, design the event (theme, look, feel), manage food, decor, flowers and entertainment. Also they will arrange transportation, handle invitations, hire event staff (caterers, rentals, etc.), and coordinate their activities. An Event Planner works with you from the initial planning stages through the day of the event, ensuring your social event unfolds effortlessly. |
Garden Wedding Party |
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| Q: | Do I need an Event Planner? |
| A: | You should consider using an Event Planner for the following types of occasions:- If you are dealing with a large number of people (over 50 guests)
- If you will be including the public at your event (charity benefits, corporate affairs, etc.)
Also you might consider an Event Planner if you want peace of mind that your event will be well-executed and trouble free! Or you might want an Event Planner if you do not have the time to put into creating and managing the event due to your other family and/or work obligations.
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| Q: | If I don't use an Event Planner, what is your most important advice? |
| A: | You need to be sure that you- Keep lists of everything you are doing
- Are organized and detail-oriented person
- Have a well developed timetable
- Read/check and understand all contracts (fine print) that are provided to you.
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CHAIR RENTALS |
| Q: | What color chair is best? |
| A: |
| There is no right answer here. The color of the chair depends entirely on the look, feel and theme of the event. While white is the most popular, many other colors are available and widely selected. Please see our website for all the colors you can choose. |
Outdoor Graduation |
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| Q: | Why do people put cloth “dresses” on the chairs? |
| A: | The reason is simple. It looks elegant and it is fashionable. However, the use of dresses on a chair depends entirely upon the type of event, the image desired and your personal taste. |
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TABLE LINEN |
| Q: | What color table linen should I select? |
| A: | The color you select depends entirely on the type and them of your party. Additionally, the season of the year has lots to do with the choice of color. |
| Q: | I know lots of people who are using disposable table linen. What is your point of view on this? |
| A: | We find that we do have many clients today who choose disposable linen. The reason for this choice is usually due to their budget. However, we must say that it is quite acceptable and well-made and we offer a wide range of color choices. You should compare if for yourself if you are considering it. |
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TABLE RENTALS |
| Q: | What size tables should I choose and how many will I need to rent? |
| A: | This is not really a complicated issue and our experts will advise you about this based on your particular event. There are several considerations:
- How many people will you have?
- Are you planning a buffet or a sit-down meal? If it is a buffet, more people can sit at a table than if it sit-down. For example, a round 60” table will seat 10 people for buffet, but 8 for sit-down.
- Are you planning to use tents? If you are, the specific size of the tent will dictate the number of tables in it. Please review our size suggestions- Click Here to see examples.
- Must keep a minimum of 4' open space between tables and sides to allow people to sit and move comfortably.
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IMPORTANT CONSIDERATIONS |
| Q: | What are some of the most important considerations that come up in party planning? |
| A: | Here are three considerations that we face over and over again with various clients. They are so important that we want to mention them here for you to be sure that you address them, if necessary, for your event.
- Layout of the room —this is particularly important when you are working in an outside location (not your home). You need to consider how to lay out the space so that food service, the guests and the entertainment can all operate simply and conveniently. For example, you don’t want a buffet to be in the way of dancing (guests walking through the dance floor) so you need to consider where to place the tables in relation to the buffet tables and dance floor. Also at a wedding, you need to consider how to position the bridal table vis-a vis the tables for guests and also whether you want to elevate it. The flow of the party is dependent upon the layout of the different variables in the given space.
- Location Preparedness -You must be sure that the beautiful location you select is prepared to host an event such as you are planning. Many people choose a gorgeous location and then find out that it cannot support
the lighting, the entertainment/projection and catering that will be necessary to service the event. Be sure to review each location you are considering to ensure that it has the infrastructure you will need.
- Parking -No matter if your event is at home or at another location, you
need to consider how you can accommodate parking for a larger group of
people than usual. If the event is at your home, and you are planning for 15 or more couples, you need to consider where all those people will park. How agreeable are you neighbors? Is there space on the road and driveways? Should you consider a valet attendant? Do you need to hire an off duty policeman to help? All of these issues will likely come up. Be sure how you can best assure comfort and ease for your guests.
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