| "Special Events" are just that: Special. They are either | | | | the volume level that you will need to fill the space |
| once in a lifetime events, or once-in-a-blue-moon | | | | for dancing. |
| milestones. Occasions like this, if you want to | | | | If you can afford it, and your tastes lean in that |
| remember them clearly and cherish them for the rest | | | | direction, you could have a small music group, single |
| of your life, should be organized, executed and | | | | individual or duo, trio etc, for the earlier part of an |
| captured with care and precision. Using the best | | | | event (wedding ceremony, cocktail hour or such), |
| possible planning, personnel, materials and | | | | and then a DJ or a larger electric band for the |
| end-products. Products that will be your valuable | | | | dancing segment. Live music is always a very classy |
| keepsakes to take into the future are of utmost | | | | way to go at any occasion. |
| importance. How much care and attention you put | | | | PHOTOGRAPHY AND VIDEO |
| into this process determines how important the | | | | There are two schools of thought on this subject. |
| event is in your mind, and how important it is for you | | | | One thinks photography is more important to have |
| and your loved ones to remember it accurately and | | | | than video. Photography, they say, will capture |
| vividly into the future. | | | | precisely how everything looked. You can print the |
| In smaller or larger special events, there is always a | | | | photos to any size, take the pictures with you and |
| list of elements that are implemented that make the | | | | show them everywhere you go, make albums from |
| occasion a memorable success. The list can be very | | | | them to treasure all your life, send pictures easily to |
| long for someone who likes a lot of detail in planning | | | | others The other camp thinks it is video that is more |
| and executing the event. However, the list does not | | | | important. After all, video captures movement, |
| have to be very long to make the occasion a | | | | sound, dialogue, and all the live emotions that went |
| memorable success. Planning is certainly the first step, | | | | along on that day, exactly how they looked and |
| followed by just a few things that are imperative to | | | | sounded when they happened. And video is the |
| carry the remembrance of the event with no regrets | | | | perfect way of showing those who could not attend |
| later. Here I will list the must-haves that you should | | | | how it all went down on that special day. |
| not skimp on if your budget will allow it. You should | | | | Both are right. Both of these records of the event |
| try to include all of them if you have to squeeze | | | | have their advantages. But don't pick one over the |
| them in to achieve it. Unless the money is no object | | | | other. If the occasion is a once-in-a-lifetime event, or |
| to you, start by figuring out your total allowance for | | | | close to it, don't skimp on either one. Later you will |
| the event and how to divide it up into the various | | | | find both of them deliciously wonderful to look at and |
| services you will need. | | | | watch. And you will have one coverage as a backup |
| PLANNING THE EVENT | | | | for the other should anything terminal happen to |
| The planning of the event is of course the single | | | | either. At the very least, have all your guests take |
| most important aspect, and the choices with this one | | | | pictures and video throughout the event that you |
| are simple: plan and organize it yourself, pay someone | | | | can collect from them later. However, always the |
| else to do it all for you, or go half-and-half. The | | | | best idea is to hire a professional photographer and |
| obvious implication is that the more you do yourself, | | | | videographer to do the job. You don't know what |
| the more money you will save. If you are a | | | | you are going to get from your guests, but you will |
| resourceful and organized person, and have the time | | | | know what you will get from your photographer and |
| and energy to do it, go ahead and do it yourself. You | | | | videographer after viewing his/her portfolio. And |
| can always get help at any time before the event if | | | | again, by getting both you will have that backup |
| you need it. Start planning early, though. Don't leave it | | | | should anything go wrong with either. Both the |
| until the last minute. You will regret it if you do. If | | | | photos and the video will be a joy to experience |
| you want to let someone else do it for you, there | | | | years down the road. |
| are many capable planners everywhere that would | | | | FLOWERS? |
| love to work with you. If you hire one, give him/her | | | | Flowers are not an absolute necessity to make for a |
| enough lead time to do a careful detailed job. | | | | successful event. Certainly some events and some |
| THE VENUE | | | | venues will not call for a flower layout. If you choose |
| It could be your house or apartment, or it could be | | | | an outdoor garden for the affair, flowers may |
| the Staples Center. The key is that it should be | | | | already be abundant. But if the event is a wedding or |
| comfortable to be in, and to experience, for you and | | | | high profile occasion of some sort, specially an indoor |
| your guests. The things to remember are: how large | | | | one, a well appointed flowery location will certainly lift |
| is your budget, how many people will you be | | | | up the spirits and the scent of it all! Of course, there |
| expecting, will many kids be running around tripping | | | | are expensive flowers and not-so-expensive ones, |
| into things, other than your personal guests how | | | | expensive arrangements and not-so-expensive ones. |
| many others in the hired crew do you expect, will | | | | Let your budget and your artistic sense dictate how |
| you have enough space for everybody to move | | | | to apportion for this. |
| around freely and comfortably, enough space for any | | | | A FURTHER WORD ABOUT "PROFESSIONAL" |
| wheelchairs to maneuver, enough bathrooms etc? | | | | SERVICE PROVIDERS |
| The venue should have the facilities to accommodate | | | | Many vendors will call themselves "professional" |
| all your guests. | | | | because they are willing to take your money and |
| There are thousands of venues for rental in a large | | | | promise you the moon for small fees. Beware of |
| city like, say, L.A. Think of the kind of location you | | | | these "bargain priced" swindlers. You've heard about |
| would like: indoors? outdoors? half and half? beach? | | | | the ones that haven't delivered the products they |
| church and banquet room? romantic setting? child | | | | promised after 6 months or a year? How about the |
| friendly? The possibilities here are endless. with | | | | ones that deliver half of what you expected, if |
| budgets to match. Think of what would best suit the | | | | anything at all? Those vendors feel justified in giving |
| kind of event you are planning: romantic? stylish? | | | | you the barest of service and of very inferior quality. |
| scenic? playful? simple? spectacular? | | | | After all, you get what you pay for, don't you?. And |
| FOOD AND DRINK | | | | if you later take them to court over the poor service |
| If it's a short event of two hours or less, you could | | | | or end product, chances are the judge will side with |
| get away with drinks and snacks. Something longer | | | | them to some degree since you didn't pay much for |
| would require a full meal of some sort. It could be a | | | | the service. And what about the ones that disappear |
| buffet or a waiter-served sit-down meal. Could be a | | | | from town after you have given them your one or |
| served buffet with servers or a serve-yourself type. | | | | two thousand dollar deposit? |
| There should be a bar and bartender, at least one, to | | | | If you want to be reassured that you will get good |
| serve drinks. | | | | service, guaranteed by contract, do a little |
| MUSIC | | | | homework and pay the higher price that good quality |
| The supply of music could be a simple setup, but | | | | and reliability demands. A true professional will have a |
| there should ALWAYS be music. Music will remind | | | | track record with verifiable references and portfolios |
| your guests that they are having fun at every | | | | that you can investigate. A true professional will have |
| minute of the event. Music will create the | | | | the high quality equipment and supplies it takes to |
| atmosphere that you want at all times. A good DJ will | | | | produce an excellent product. A true professional will |
| set the necessary mood for the festivities at every | | | | not only show up to your event with the promised |
| turn. He or she will also have a couple of microphones | | | | equipment and supplies, but will also have on hand |
| which you more than likely will need for speeches | | | | back-up units in case of a failure. Now, isn't it worth |
| and dedications during the event. If you don't care if | | | | the extra price to have that reassurance for your |
| there is an actual DJ spinning each tune individually, or | | | | once-in-a-lifetime event? |
| a live band on a stage, you could arrange to have a | | | | AND THERE YOU HAVE IT- |
| stereo system of good quality on site, with a multiple | | | | Good planning, a nice comfortable venue, good food |
| disc changer or someone dedicated to changing discs. | | | | and drink, good music, and good photography and |
| If you want to eliminate as many possible problems | | | | video. Those are the required elements that will |
| in this regard, have a backup disc changer or | | | | make your event memorable and make your guests |
| complete system on stand-by just in case. Have at | | | | happy that they attended. Anything else you add to |
| least one good sized good quality speaker that you | | | | that combination will only make it better. |
| can plug into either system, but with two speakers | | | | Happy trails! |
| you will have a backup if one fails. Think in terms of | | | | |