Money Saving Tips For Your Next Event

Money Saving Tips For Your Next Event

Bird light box- galad dinner conference Auckland Viaduct events centre

Right now, times are hard for businesses and individuals. Interest rates are high, and price hikes are present across the board, so there’s less cash in the pot. It’s getting more expensive to hold your events, there’s no doubt about that.

Events, however do provide so much value and ROI for businesses and organisations, not to mention that they drive interactions and connections with others. This connection to others is great for our mental health and well-being. Making your events fun or including a fun element increases engagement and attendee satisfaction. Who really wants to attend an event where they are not engaged and satisfied by the end, no one!

Here are our top tips for saving money at your next event.

 

1. Plan ahead

By planning out your event fully, you can make sure that you have the most important things covered. If you can attach a timeline to this plan, you won’t lose track of what stage each element is at in the event management process.

 

2. Budget Prioritisation

Identify key aspects of the event where spending is essential, such as venue, catering, entertainment, and theming. Allocate a larger portion of your budget to these areas, while being more conservative in others.

 

3. Negotiation

Don’t hesitate to negotiate prices with vendors, venues, and service providers. Many might be willing to offer discounts, especially for larger bookings, repeat bookings or off-peak dates. Consider booking in all your events for the year- conferences, gala dinners, welcome functions, product launches and not forgetting the all important Christmas party!

Full room lighting

4. Flexible Dates and Times

Choosing off-peak days or times for your event can often result in lower venue and vendor costs. Additionally, flexibility with event dates allows you to take advantage of seasonal discounts or special promotions.

 

5. Choose a theme

By choosing a theme early on, you can save costs and not buy unnecessary items that you don’t really need. Core events staples like centrepieces/ table decorations, props and tables and chairs are easy enough to find, but be sure that they fit with your theme and style. Take a look at our event gallery to find your perfect theme. We welcome new ideas and love it when you set us a challenge to create something new.

 

6. Dry Hire

Consider hiring specific pieces of decor, table linen, chair covers etc from an event theming company to save costs on materials and labour. Most companies have items that are already made and ready to go. Contact local companies to find out what availability they have on items for your date. Most companies can offer delivery of the items to the venue if you are going to struggle to collect larger or heavy items for your event. View our dry hire page. If you are going to dry hire items, make sure that you have the people power to pull everything together. A typical gala dinner event with stage theming for 150 people can take 3-5 hours with 2-3 people involved in set up.

 

 

7. Choose in season greenery and florals

Most people come up with a theme for their event and then think of the florals last minute. This is a big mistake and can cost you dearly. We suggest that choosing florals at the same time as your theme can minimise the costs as well as opting for in season florals or even ones that you may have in your garden. If you are not able to come up with creative ways to display the florals, then there are many companies that can assist you with this to create something that truly wows your guests.

 

8. Recycle and reuse

Where possible, reuse items of decor or branded event collateral. This is great for sustainability and will also help you save costs on buying new items for each event. Event styling/ theming companies are great on helping achieve sustainability goals that you have for your event, as they reuse items on a regular basis. Consider asking the companies about their stance on sustainability and how they can help you achieve your event goals.

 

9. Volunteer Assistance

Consider assistance for event setup, and enlist the help of volunteers for tasks such as event staffing or coordination where appropriate. Just be mindful that some volunteers may not have event experience, and this may mean you will need to take the time to train them.

10. Sponsorship and Partnerships

Explore potential sponsorships or partnerships with relevant businesses or organisations that align with your event’s goals. They may be willing to provide financial support or in-kind contributions in exchange for branding or exposure opportunities. This is what our friends at Higher Perspective Conferences & Events are experts at.

 

11. Streamline Services

Opt for streamlined services or packages offered by vendors, they may be more cost-effective than selecting individual options from different companies. It will also save you a lot of time trying to find the right suppliers with the elements you need for your event.  We have strong supplier connections and long-standing relationships, so we know that we will receive quality and professionalism on all fronts.

 

12. Digital Marketing and Communication

Utilise digital platforms for event promotion and communication to reduce printing and distribution costs associated with traditional marketing materials. Email, social media, websites and apps are great communication platforms.

 

13. Minimize Extras

Evaluate optional extras or add-ons carefully and prioritise those that provide the most value to your event and guest experience while cutting unnecessary expenses.

While challenging times call for budget conscious planning, engaging events remain crucial for businesses and individuals alike. By implementing these 13 tips, you can host memorable and impactful events without breaking the bank. Remember, a little creativity and resourcefulness go a long way in maximising the value of your event investment.

 

Feeling like you need an expert hand to craft a cost-effective and memorable event? Let our expertise guide you!

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Ten Reasons Why You Should Work with Us to Theme Your Next Event

Ten Reasons Why You Should Work with Us to Theme Your Next Event

MASH themed event

So, you’re gearing up to host an event – be it social, non-profit, corporate or association. One thing’s for certain: you want your event to be unforgettable, leaving a lasting impression! And to achieve that, you need your event styled to match your vision and take your guests on a captivating journey. 

Let’s be honest – we’re a little biased. However, this blog will reveal ten reasons why opting for an event theming company, particularly us, is the right choice for your next event. 

1. The Vision 

Let’s kick things off with the fun stuff: your vision. Mood boards, colour palettes, custom props, and themes – we’re talking about turning your ideas into a visual masterpiece. Working with us isn’t just about dreaming big; it’s about making those dreams a show-stopping reality. Because we know events like the back of our hands, we know what’s possible, so we can help you create an event that will exceed your expectations. 

2. The Logistics 

Our team will work with you around your unique goals and budget – the nitty gritty stuff. Our knowledge of the event planning process means that we can develop your event to suit your vision, but more importantly the execution. In other words, we’re not just about dreams; we’re about making things happen. 

3. The Timeline 

Time is of the essence, and we’re here to master it. Juggling timelines, leading up to an event, is another speciality. Let us handle the scheduling, ensuring every decor and theming element falls into place seamlessly. Depending on the size of your event, the timeline will vary – so let us remove that stress from your plate. 

4. The Values 

We can work with you around your personal values or company values, whether its sustainability, inclusion, or corporate social responsibility, we’re in sync with you. 

We can make your event not just unforgettable but also aligned with your values. For example, if you have goals around having a sustainable event, we can work with you to make this a possibility through reusable materials and other earth-friendly décor elements. The possibilities are endless! 

Full room lighting

5. The Decor  

Let’s face it – you probably don’t have a secret room full of custom props, decorations, lighting, and arrangements. Lucky for you, we do! Cue reason five to turn to us for your event – we have the decorations you need to suit a wide range of event themes and possibilities. 

From Alice in Wonderland to Great Gatsby, or even Native New Zealand, we’ve got the decorations to match every theme, or we can whip up custom props that’ll leave your guests in awe, which leads us to our next point. 

6. The Props 

Just when you thought it couldn’t get better than decor, enter our custom props. From backdrops and centrepieces to fully custom-built props, we have everything you need to take your event from basic to breathtaking and make your guests say “WOW!” 

7. The Convenience    

Ever wish you could clone yourself to handle all the event planning tasks? That’s where our team comes in. We’re not just event stylists; we’re your partner on the journey.  

Working with our team means that you can focus on other event planning elements while we handle all styling and decor. We will consult with you on the vision while handling the sourcing, renting, transporting, setting up, and tearing down – conveniently removing that work from your long to do list! 

8. The Connections 

We’re not name-dropping, but we do have connections. Think venues and suppliers – we’ve got industry networks everywhere. With friends in all these places, we can bring a smile to your guests’ faces. 

9. The Expertise   

We know events! It’s what we do every day and have been doing for the last 20 years. You can lean on our expertise in event styling and management to create something truly special. We stay on top of the latest trends and what works well to help guide you in the right direction. 

10. The Team 

By now, you can see why partnering with us is a smart choice. We have the total package to make your event successful. But there’s one last special ingredient we bring – our personal touch. We don’t just plan events; we craft customised experiences reflecting our clients’ unique stories. 

Your event should represent you or your distinctive style, values and community. Our stylists take the time to understand what makes you special and infuse heart and meaning into every aesthetic detail. The result is an event that represents you, your community or brand beautifully. It creates an unforgettable experience your guests will rave about for years. 

Ready to make magic together? Let’s start planning your best event yet! 

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How Event Styling Can Help You Establish Your Brand

How Event Styling Can Help You Establish Your Brand

Welcome to the world of corporate events, where growth and connections take centre stage! Event styling, often overlooked yet incredibly powerful, goes beyond aesthetics. It’s a tool that helps establish and reaffirm your company’s unique brand identity. 

To unlock it’s potential, comprehensive event planning becomes the foundation of success. Join us on this creative journey, and together, we will transform your corporate event into a branded masterpiece! 

Event Styling 

Event styling has the power to make a significant impact on the overall event experience. It offers an opportunity to channel this impact towards specific objectives. Let’s talk about brand perception, for example. By leveraging event styling, we can elevate how your brand is perceived while focusing on your company’s key objectives. 

That’s where our expertise comes in. As a dedicated event styling company, you can count on us to help you achieve your branding goals. We’ll collaborate with you to devise a tailored event styling strategy, turning your brand vision into a tangible reality through the art of event styling. 

Remember, event styling at corporate events acts as the first glimpse attendees have of your brand. It should thoughtfully align with your corporate objectives, reflecting your company’s essence. 

We can’t wait to work with you and bring warmth, approachability, and friendliness to your corporate event! 

CDANZ 2023 conference spe

Branding at Events  

Event branding is the heartbeat of creating a corporate impact. To leave a lasting impression and foster a genuine connection with your brand, it’s essential to weave a thoughtful brand styling strategy into the fabric of your events. 

So, what exactly is event branding? Well, let’s break it down. Branding, in its broader sense, creates cohesive advertising, messaging, and designs that set one company apart from another, making it easily recognizable amongst competitors. 

When it comes to event branding, we take it to the next level, specialising in these branded elements for live events, which may be virtual, in-person, or both. 

Event branding elements include logos, designs, theming, and messaging, which boost your brand identity and make your event memorable. Event styling complements this by enhancing your branding strategy, reinforcing your brand identity, and aligning it with your company’s broader approach. This synergy ensures a consistent and impactful brand presence for each event. 

It’s essential that all the branding elements come together harmoniously, resulting in a distinct and cohesive experience for your audience. This means the event should be able to stand independently while also establishing meaningful connections between attendees and the business. We believe in creating an atmosphere that feels warm, approachable, and friendly, ensuring that your audience feels welcomed and engaged throughout the event. 

Branding and Marketing Work Together

In the past, branding has been viewed as an optional component for businesses. However, in today’s dynamic business landscape, it’s clear that branding is a necessity for achieving success and enhancing brand visibility.  

For companies seeking to forge a genuine connection between their brand and their audience, branding and marketing strategies are central to their success. Event marketing provides people with insights into what to expect from an event. This reveals the importance of ensuring that the event experience aligns with pre-event marketing efforts.  

 

The Collaborative Approach  

At Activities and Events Unlimited, we understand that creating branded corporate events includes many aspects. That’s why we encourage collaboration among our event planning, event styling, and marketing teams. This team-driven effort not only streamlines the event planning process but also ensures a seamless brand experience.  

So, why choose us? We’re event styling experts dedicated to turning your vision into reality. By transforming ideas into actionable plans, we craft branded events that exceed your expectations. We also can collaborate with the Right Turn Agency marketing team to receive guidance on how to align our services with your corporate objectives.  

 

 

CDANZ light box design

Enhancing Your Brand’s Potential  

 

Incorporating event styling into your branding strategy might initially seem like a daunting task, but don’t worry! We’re here to provide actionable guidance to make it a reality. Remember, your styling choices should seamlessly blend with your brand’s identity.  

Investing in a branded corporate event yields both short-term and long-term benefits. Not only does it increase brand awareness and exposure to a wider audience, but it also allows you to connect with the right people who resonate with your brand and offerings.  

Beyond financial gains, a comprehensive event strategy serves various purposes for businesses and organisations. Common event branding goals include conveying the event’s vision, gaining recognition, attracting new prospects, securing sponsors and vendors, and fostering trust and loyalty.  

We believe that events are a dynamic tool for conveying your message. By engaging with customers and potential clients at events, you can establish personal connections that foster brand loyalty and humanise your brand. Events offer a break from the daily distractions, allowing you to capture your client’s undivided attention and showcase your brand.  

If you’re intrigued by the potential of an event branding and styling strategy to elevate your brand, don’t hesitate to reach out to our team today. We are here to help you enhance your brand’s full potential through memorable events. 

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Making Waves at MEETINGS 2023: A Glimpse into New Zealand’s Event Scene

Making Waves at MEETINGS 2023: A Glimpse into New Zealand’s Event Scene

Our team at Activities and Events Unlimited had a blast exhibiting at MEETINGS 2023, Aotearoa’s biggest and best trade show for the events industry. This marked our third year attending the event, and we were excited to once again connect with industry peers and engage with potential clients at the flagship event.

Our team not only had the pleasure of exhibiting with the RotoruaNZ team, but we also played a significant role in creating and building the stand that won the MEETINGS 2023 “Best Regional Stand Award” as voted by the hosted buyers. The stand was truly a treat for all the senses, incorporating their captivating story throughout.

We were thrilled to be involved in building the Wharenui, which provided a culturally immersive entrance for the buyers. The stand was filled with photographs showcasing the iconic sites of the city.

Image credit- RotoruaNZ Business Events

As an extra special touch, a bespoke signature scent was created specifically for the stand by Conan Fee, Professor at the University of Canterbury, and founder of Fragranzi Artisan Perfume Studio. Harnessing his expertise in chemical engineering, Conan worked alongside our Business Development Manager, Demelza, who was excited to be part of this creative and unique process. She describes the scent as a refreshing Redwood Forest walk, with the clean mountain air and nearby cold streams invigorating the senses.  

To complete the extraordinary sensory experience that RotoruaNZ provided for its buyers, a playlist was curated in consultation with Vanessa Wallace, the Business Events Manager. This playlist incorporated traditional Māori musical instruments, such as the Kōauau, adding an authentic touch to the ambiance. 

 

Unveiling MEETINGS 2023 in Wellington 

This time around, MEETINGS 2023 chose the vibrant heart of Wellington as its backdrop, and the result was nothing short of spectacular. The event unfolded at the brand-new Tākina Convention Centre, offering a dazzling display of networking activities and show-stopping exhibition stands. 

Organised by the Business Events Industry Aotearoa (BEIA), the annual gathering is now in its 28th year. It’s an opportunity for professionals from various sectors to come together to explore fresh business opportunities. It serves as a vibrant hub for corporate conferences and incentive travel, packing two action-packed days with excitement and opportunities. 

Over these two dynamic days, our team was engaged in more than 30 scheduled appointments. We had the pleasure of meeting both domestic and Australian buyers, all eager for insights into corporate events, conferences, incentive trips, and gala dinners. 

MEETINGS stands out as the sole event of its kind in New Zealand, featuring a pre-scheduled appointment programme that offers exhibitors like us a golden opportunity to connect with qualified buyers. These face-to-face encounters provided us with the opportunity to answer questions about our services, showcase some of our most memorable events in our photo gallery, and establish valuable connections for their future events. 

Our Business Development Manager, Demelza Smith, was the face of our three companies at the event – Activities & Events Unlimited, Higher Perspective Conference & Events and Right Turn Agency. By joining forces in our exhibition, we had the perfect stage to present the complete range of our services, covering corporate conferences, event theming, incentives, and marketing. 

 

Deb director and demelza business development manager at Meetings 2023 Wellington

A Toast to Excellence 

MEETINGS 2023 wasn’t your run-of-the-mill event; it was a grand celebration of the exceptional work within our industry. It was a nod to the resilience and determination of businesses in our sector, especially after facing some challenging times. 

We cherished the opportunity to reunite with our friends in the event industry scene, including both suppliers and providers. It was an excellent excuse to catch up with our fellow event enthusiasts, and it was amazing to reconnect with each other. 

Our Director, Deb Wootton, had always dreamt of being a part of MEETINGS, since she began our company. So standing shoulder to shoulder with the best in New Zealand’s events industry was not only a dream come true, but also signified how far our young companies have come. 

The grand finale wrapped up with a fabulous gala dinner and awards ceremony, capped off with an announcement that Rotorua would host Meetings 2024. We’re all excited to get back together next year in our own neck of the woods! 

We want to extend a big thank you to the Business Events Industry Aotearoa, for putting together this incredible experience. Until we reunite at MEETINGS 2024, here’s to an exciting future filled with events and opportunities. 

 

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10 Ways to Take Your Work Christmas Party to The Next Level

10 Ways to Take Your Work Christmas Party to The Next Level

The holiday season is fast approaching, and that means it’s time to start planning your annual staff function – the much-anticipated Christmas party at the office. If you’re in charge of organising the festivities, you’re probably searching for fresh and exciting Christmas party ideas. No worries, we’ve got you covered! In this blog post, we’ll explore 10 fantastic ways to elevate your work Christmas party this year. 

We understand that this time of year can be hectic, but we also know that you want to reward your coworkers with a Christmas party that celebrates them this year. Picture this: as you step into your staff function, you’re greeted by captivating theming, sparkling lights, and exciting entertainment. The atmosphere would leave your staff feeling appreciated and valued. 

From decorations to food, entertainment, and more, we’ll help you create a memorable end-of-year function that your colleagues will love with these tips.  

1- Plan Ahead

Your work Christmas party should begin with careful planning. It may seem obvious, but starting as early as you can by creating a timeline and setting a budget will help you avoid last-minute chaos. Form a planning committee if necessary to share the workload and invite collaboration to the occasion.  

 

2- Choose an Exciting Theme

Make your work do stand out with an exciting theme. Christmas party decoration ideas are endless, and themes like “Winter Wonderland” or “Retro Christmas” can add a memorable touch to your event. If you‘re in need of theme inspiration, don’t forget to explore our dedicated blog post on unique corporate event themes. Simply click here to find the inspiration you‘re looking for.

 

3- Unique Venue Selection

Consider unique venues for your office Christmas party. It can be a game-changer for the overall atmosphere of the event. Think about hosting it at a local art gallery or a rooftop garden with stunning views of Auckland. The more out-of-the-box, the better!

 

4- Engaging Invitations

Create invitations that build anticipation for the Christmas party. Personalise them to match your chosen theme, and consider both digital and physical invitations for a broader reach. Digital invitations are a great, sustainable option that can still evoke excitement.

 

5- Fun Food and Drink Ideas

Impress your colleagues with Christmas Party Food in a buffet-style or a grazing table. Catering with a wide variety of dishes can accommodate different tastes and dietary needs. Don’t forget to include signature drinks for a festive touch, because you can’t go wrong with a Christmas themed cocktail!

 

6- Entertaining Activities

 Keep your work party fresh with engaging activities. Think of fun games, contests, and team-building exercises to ensure everyone has a good time. Plus, it’ll bring together teams of people who might not typically work together on a day-to-day basis.

 

7- Live Entertainment

 Consider booking live entertainment like a band, DJ, or a comedian. It can introduce an extra layer of excitement to your end-of-year function, offering a unique experience distinct from the day-to-day routine.

 

8- Creative Decorations

Set the mood with creative decorations. From lighting to table settings and props, the possibilities are endless when it comes to Christmas party decorations. This is where our expertise truly shines. We’ll collaborate closely with you to elevate your theme, décor, and planning, ensuring your Christmas party exceeds all your expectations.

 

9- Thoughtful Gifts and Favours

Don’t forget to show your appreciation to your colleagues with small gifts or party favours. Consider something personal that will make your coworkers feel appreciated for their year-round hard work.

 

10- Capture the Memories

Make sure to document the event with a photographer, a photo booth, or even a designated social media hashtag. Sharing memories with your colleagues is a great way to get closer as a team. Having a unique photo wall that matches your theme means the memories of your amazing event will live on beyond the night.

Consider a photobooth with props as an engaging and fun activity! Plus, people can leave with a photo from the night to take home. Our friends at The Photobooth Lady can help with this.  

With these Christmas function ideas, you can transform your typical Christmas party into a memorable work do that will have everyone talking for months to come. Start planning early, choose an exciting theme, and pay attention to details like decorations, food, and entertainment. With these tips, your work Christmas party will truly shine. 

We understand this time of year is busy. If you’re considering adding styling ideas to your staff function, reach out to our team. We can style events of any size and work with any budget.

 

Together, let’s make your Christmas party unforgettable!  

 

 

Need help to bring your ideas to life? Get in touch.

 

BLOG POST!

Corporate Events Don’t Have to Be Boring: Reimagine Your Event with These Creative Theme Ideas- READ NOW

 

 

 

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