Outside your office window, the thermometer might still be hovering in the 80s but pumpkin spice, Black Friday and the bourbon-versus-rum-in-your-eggnog debate is just around the corner!  If you are the person at your place of business that everyone will look to for this year’s holiday get-together, it’s never too early to set those plans in motion!

Here are five steps to take now that will pay off big time when the holidays are actually upon us!

Photo courtesy of Nixon Studios.

Step One

Set a date.  December is such a tricky month for event planning!  Even though it has 31 days, so many of them are absolutely out of the question for event planning thus you’re already starting out with fewer days to work with. By considering your team’s other obligations, vacations and work-related deadlines early, you can get your desired date nailed down and set so it’s not a scramble later on. 

Pro Tip: Who says it *has* to be in December??  There’s a lot to be said for the January holiday party!

Photo courtesy of Hillary Muelleck Photography.

Step Two

Book your venue.  Just as the calendar poses a challenge with limited dates, venues fill up fast in December so the earlier you start making calls and planning site visits, the more likely it is you can find a desirable date open.  Love a venue?  Ask for a courtesy hold on the best date available so that you can go back to your colleagues and take a poll before getting locked into a contract. 

Pro Tip: Thursday is the new Friday!  Grab one of the first Thursdays in the month for your celebration and we bet you can convince your boss to give everyone a half day that Friday!

Photo courtesy of Hillary Muelleck Photography.

Step Three

Confirm your caterer.  Just as the venues are in high demand for the holidays, caterers are sure to find themselves stretched thin also!  Review your menu and bar package options now, do any “taste testing” offered and then lock in a great food and beverage partner and you will be off to an amazing start!

Pro Tip: Know your per-person budget before you contact a caterer.  If you call and ask “how much is it to cater a party” you are likely to be overwhelmed with options!  However, if you call and say “we have a $50.00 per person catering budget,” your email will soon be filled with mouth-watering menu suggestions and you simply need to choose the one you like most.

 

Photo courtesy of Heather Beerman Photography.

Step Four

Plan your entertainment.  What style party does your team appreciate?  Dinner, Secret Santa and dancing or more family style with games, an art activity and an appearance by Ole St. Nick?  Hone in on your vision for the celebration so that you don’t find yourself going down a rabbit hole of bands, musicians, and jugglers.

Pro Tip: Contact your local non-profits with a child-related mission and ask about team building activities that might be available for your group, such as building a bicycle.  You and your colleagues will have a blast while also giving back to the community.

Photo courtesy of The Barn at Reynolda Village.

Step Five

Delegate!  This is probably the most important step because there is still a lot of work to do in order to execute a well-planned, stress free celebration!  Organize your most efficient and trustworthy elves, make sure everyone understands the vision for the event and then distribute them!  Some of the tasks to entrust to others are:

-          Invitations and RSVPs

-          Recognizing staff and company milestones

-          Transportation

-          Alcohol policy

-          Party favors or gifts

-          Ugly Sweater contest?

Pro Tip: Having bi-weekly meetings with everyone involved in the party not only ensures you will get the help you need to get things done but it also fosters bonding among the team and can increase staff morale! Win win!

If you are ready for step two, call The Barn at Reynolda Village to learn about available dates for your company’s holiday celebration. 

Mention this article for 50% off an optional upgrade!

336.758.BARN or sales@reynoldabarn.com

You will find rental rates under Book the Barn at www.reynoldabarn.com and fabulous photos on Instagram, Pinterest and Facebook.

 

Do you ever wonder how many people you “see” every day?  Between work, social outings and the friends and family that you spend parts of your day with, add the countless faces looking back at you from your social media feeds.  The number is surely in the upper 100s!

Photo courtesy of Nixon Studios.

Perhaps that is one of the major factors in why smaller, intimate weddings are on the rise nationwide!  Are we beginning to realize that, with the unlimited access we have to people every day, a wedding should be a special celebration with just our nearest and dearest there to share it and the rest of the world can “see” it later?

Photo courtesy of Nixon Studios.

It seems so as we are hearing from more and more couples who are opting for wedding celebrations with less than 100 guests. Or even sweet elopement packages where the ceremony is witnessed by just a handful of people - if any! - and then a small reception follows.

There are undeniable benefits to a smaller wedding event!

·       Fewer guests means fewer costs.  And this doesn’t mean you’re being skimpy – just the opposite!  Having fewer people allows more room in the budget for upscale choices with your venue, menu, your décor and even your wedding favors.

·       Having less people to hug, shake and chat with gives the couple a more relaxed feeling and they are able to spend time with their guests in a way that just isn’t possible with large crowds.

·       Who needs a long engagement to plan a special boutique wedding event for 75 people?  Less envelopes to address, less hotel rooms to block, etc.

Photo courtesy of Nixon Studios.

As you begin to work on your wedding plans you might decide that you’ve always wanted a huge wedding event with everyone you know in attendance.  And that can absolutely be a dream come true for many couples!  However, we also invite you to consider the smaller wedding movement that’s underway and think about how the idea of having an intimate wedding day makes you feel!  And if you want some feedback,  you can always post it as a question on your Facebook page and see what your 978 “friends” have to say about it!

Photo courtesy of Nixon Studios.

 To learn more about wedding and event packages of ALL sizes, give us a shout at sales@reynoldabarn.com and be sure to find inspiration on our Facebook, Instagram and Pinterest pages!

The Barn at Reynolda Village is thrilled to welcome guest blogger Megan Nelson, the talented owner of Grace & Greenery Events. Megan has kindly shared her insights into wedding floral budgets and how couples can prioritize what’s most important to them on the day of their celebration. Thank you Megan!

Newly engaged and wondering how to allocate your floral budget? Our brides, on average, spend $4,500 to $8,500 or 8-12% of their total wedding budget on florals. There are many factors that can impact this amount such as seasonality, types of florals used, size of your bridal party and number of guests. We suggest that you focus on floral items that are the most impactful and will be highlighted in photos. For example, your guests will spend most of their time at your ceremony and reception and very little time at cocktail hour.

Photo courtesy of Adornment Photo.

At Grace & Greenery we love to focus on the following:

·       Bridal bouquets

·       Ceremony installations

·       Aisle flowers (These can easily be repurposed during the reception. A great way to maximize your floral budget.)

·       Sweetheart table

·       Guest tables (Remember this includes all of your tabletop elements such as linens, china, chargers, flatware, candles, special design elements such as signage or fruit and most importantly flowers! We want to help you create a cohesive design.)

·       Other installation features like barn doors, fireplaces, staircases and hanging installations

Photo courtesy of Jenn Eddine Photography.

Bonus items we love if budget allows:

·       Florals for signage and seating charts

·       Florals for the bar

·       Bud vases for cocktail tables

·       Intricate cake florals

Photo courtesy of Alexandra Blackmon Photography.

Ways to save money and maximize your budget:

·       Choose a venue that offers a blank canvas with beautiful architectural details (The Barn at Reynolda Village is the perfect choice.)

·       Repurpose aisle flowers and other ceremony elements (These are a great addition to a sweetheart table, fireplace and more.)

·       Limit your guest count

·       Limit the size of your bridal party

·       Eliminate family flowers such as corsages and boutonnieres for parents and grandparents

·       Eliminate boutonnieres for the groomsmen

·       Eliminate flower girl crowns/petals and ring bearer boutonnieres

Photo by Liz Andolino Photography.

Remember that floral designers are artists! We always want you to share inspiration, likes and dislikes. This inspiration can come from your favorite painting, a picture from your favorite vacation destination or even personal items that evoke emotion and bring you and your partner joy. You should make general requests when it comes to design, style and your color palette to allow your floral designer ample room for creativity. You should not focus on specific flowers because we are unable to guarantee availability. Instead place your focus on the overall aesthetic and guest experience.

Photo courtesy of Jenn Eddine Photography.

 About Grace and Greenery:

 Grace and Greenery offers full service floral design and a la carte services. We serve modern couples in the Triad and beyond that value tradition but desire a contemporary take on classic style. Each design is as unique as our couples with carefully selected details, flowers and foliage.

 
Our florals are artful and organic, accentuating nature’s beauty with grace and greenery. We specialize in romantic, garden style floral designs featuring lush arrangements and hand tied bouquets filled with beautiful texture and natural movement.

www.graceandgreenery.com

Instagram: @graceandgreenery

Start your venue search by completing a short inquiry form at The Barn at Reynolda Village. Or give us a call at 336.758.BARN. Of course you can also find us on Pinterest, Instagram and Facebook.

Chris Fletcher contributing

The Barn at Reynolda Village is happy to welcome this month’s guest blogger, Chris Fletcher from Triad DJ & Events. Chris and his team have been friends of The Barn for years and we are grateful for his expertise. Read on to enjoy a terrific perspective on the value of hiring a DJ for your wedding or special event.

Photo courtesy of Aura Marzouk Photography.

I have been doing events for over 30 years now, and I think we’ve been fairly successful at what we do. This success, I believe, can be attributed to: Solid Communication, Over-the-Top Customer Service- and consistently meeting or exceeding the client’s expectations. Rinse and Repeat.  Sounds simple enough, right? Sadly, you’d be surprised how often people do not figure this out until after the event is over. And by that time, well, it's too late. With most events, one only gets that one chance to really nail it! It’s not like you can call a Do-Over and try again tomorrow.

So, how does one determine the true value of a professional DJ service? It’s a valid question.   Let’s take a prospective client, a wedding couple in this case; they are looking for DJ services for their upcoming wedding…. Most likely they have never had to hire a DJ before. Personally, I find this to be true a majority of the time as I’m speaking with future clients.  I, myself, would probably be in the same position if it were not what I did for a living, so I get it.  

Photo courtesy of Aura Marzouk Photography.

What are the criteria one uses for this selection-making process?  You’d be astonished, but I’d say the number one variable that drives most people to choose a specific DJ/Company is price. However, does price really equate to good value? The short answer: No.

Now, it’s hard to assign fault to the customer for not knowing because they’re probably under the assumption that most DJ’s are pretty much the same and finding the least expensive is the best “deal”.  This, in my opinion, is the same thought process that one might use when purchasing a new car or refrigerator. Trust me, it’s not the same. These are products and not services, and these services are ultimately responsible for the event’s successful outcome. 

Remember This:  A professional DJ is responsible for entertaining your guests, while protecting your overall investment.  Meaning, a couple who is planning their wedding has spent countless hours and thousands of dollars on the BIG DAY, and if the DJ is not great, this could be disastrous.  Bad DJ = people leaving early and that’s money wasted.  I know that I want my guests dancing until the very end, chanting. “One more song. One more song” after the last dance.  You’re not saving money by cutting corners and hiring your friend who has some speakers and a laptop.

Photo courtesy of Chris Fletcher.

As I mentioned earlier, the DJ is responsible for the overall success of the event. Meaning, as good as the food is and as nice as your flowers are, these items won’t keep guest entertained until the very end of the event.  Remember, if your entertainment is poor, it affects everything from the mood of the event to pictures your photographer has been paid good money to get. An empty dance floor doesn’t make for good photographs.

 I cannot say it enough, but the professional DJ is an integral part of your event. Below, I’ve included a short list of what I feel make this person so important as well as some Do’s and Dont’s,  so feel free to use these helpful tips when doing your research.

Photo courtesy of Adornment Wedding Photography.

5 Things that Make a Professional DJ Invaluable:

1.    We sit down with you, the client, to not only discuss music but also help develop a timeline/order of events. Having a good plan is key to a successful event.

2.    We work closely with other vendors, especially your planner, to ensure you are on the same page. We are working together as a team.

3.    DJs MC the event by managing the introductions and announcements. This keeps guests informed, so they have a better time and stay longer.

4.    Your DJ will invite guests to the dance floor, be approachable, and take requests when you can (as long as you are ok with it). Having your guests excited and involved makes for a better event.

5.    We bring great attitude and personality. This personality contributes to the overall success of the event. Being agreeable and willing to make changes on the fly if needed is invaluable.

 DJ DO’s and Don’ts 

Don’t:   When researching, don’t email looking for a price. I know you’re busy, but take a little time to get to know the company/DJ who is potentially responsible for one of the biggest days of your life.

My Advice: Instead of sending an email asking for a quote, send an email asking for a consultation. Consultations should be quick and painless. No more than 10-15 minutes. 

DO:  Always speak to the DJ/company via Phone/ Zoom/Face-to-Face. The experience is invaluable. You can learn a lot by how someone carries himself or herself. Are they happy to speak with you? Trust me: You’ll know it just through their tone and inflection.

 DON’T hire an inexperienced DJ. An inexperienced DJ can make or break and event. How? Not being on time, not playing the right special song, being unorganized, and the list goes on. But hey, you got a great deal.  Look, I admit you have to start somewhere. But your wedding day is absolutely not the place for them to begin.

 DO: Hire with experience. Get to know the company and the DJ. Do your homework and always ask people you trust for referrals. Your friends won’t lie to you about their experience.

 In conclusion, I know that there are plenty of good DJs out there, so do your research, ask good questions and try not to make hasty decisions based solely on price.

Chris Fletcher is the owner of Triad DJ & Events, Triad Photobooth Rental & Triad Event Sound and Lighting.

 Ready to host your next event with a great DJ at The Barn at Reynolda Village? Give us a call at 336.758.BARN or send us an email.

Finally!  Your boss said it’s time for a change of scenery and you are in charge of planning this year’s off-site meeting!  There’s no denying that the world looks a little different than the last time you all gathered together and there are a few new considerations in your planning process.

Here are five pandemic era corporate event planning considerations.

Photo courtesy of Hillary Muelleck Photography.

1. Let’s Eat!

   A venue that allows you to choose your own catering plan offers maximum flexibility. Pre-packaged boxed lunches, snack breaks and dinners are more popular than ever and having a choice of caterers allows for you to find the exact menu and budget that you need for your function.

Photo courtesy of Hillary Muelleck Photography.

2.       Fresh Air for Everyone

Planning a 100% outdoor corporate event comes with its own set of challenges that might be more than you and your colleagues are willing to take on.  Instead, look for a venue with ample opportunity for doors to be propped open and with convenient areas for your clients and guests to step outside.  Walking trails nearby?  Even better!  An activity break is just the thing to keep energy up and creativity flowing!

3.       What the Tech?

Zoom. Livestream. Satellite Input.  If you are only vaguely aware of how these tools might come into play at your next corporate function, then leave it to the experts!  Your venue manager can connect you with the best Audio/Visual professionals in your area to make sure you deliver the impressive multi-media experience your attendees expect.

Photo courtesy of Hillary Muelleck Photography.

4.       It’s a Set-up

Creative use of space is essential in helping your colleagues, clients and guests feel comfortable at an off-site retreat or conference.  Does your venue provide a variety of table sizes and styles that allow for a wide choice of event design options?  Maybe you need 16 people to each have their own table, six feet apart?  Or maybe you need a large boardroom style square with space in the middle for product display?  Be sure to inquire about set-up flexibility when you have your site visit.

Photo courtesy of Hillary Muelleck Photography.

5.       Clean As A Whistle         

The venue you pick for your event should be one that follows safety protocols very strictly. Even though all venues claim to do this, you can easily differentiate between the ones that are committed and the ones that aren’t. Be sure to ask questions about their cleaning routines such as how frequently they clean, which areas they clean, and the number of people they have designated for cleaning duties. In addition to cleanliness factors, do they have hand sanitizer and complimentary cloth masks available?  Some states have certification programs that require a venue to meet certain requirements - does yours?

As you and your team find yourselves ready and willing to get back out in the world for retreats, meetings, fundraisers and conferences, a little bit of research will go a long way in finding just the right place for everyone to feel comfortable and inspired!

For more information about hosting your corporate event in historic Reynolda, click here.