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Category Archives: Event Tips

5 Step Guide To Choosing Outdoor Event Decor

Every event and wedding planner has their chance to host an outdoor event – whether it’s just for a ceremony or for an afternoon garden party! So how can you avoid disaster when the weather decides to take a turn for the worst?

An outdoor venue requires meticulous preparation and backup plans. From décor to seating, you should expect the unexpected throughout your planning process!

Read on for 5 steps to choosing the right outdoor event décor.

Step 1: Keep It Sturdy

Of course, the most important thing to assess about your outdoor event setup is its stability. No one wants the food canopy to flip over from a strong gust of wind – that would be an absolute disaster! Keeping all elements of the décor sturdy and firmly planted will save you from potential emergencies.

If you’re using food tents, canopies, or arches, be sure to secure them to the ground extremely well. You can purchase a pack of tent pegs from an outdoor store, and use strong ties to secure each section even more. Our recommendation is to always have a backup tie or peg, just in case your initial one fails. You never know what can happen!

In terms of décor, be sure to fasten every piece to its original place. For centerpieces, use a heavy center or filling to keep them in place. With florals and vases, use string ties to keep them standing and secure.

However, the most important element to focus on is your table settings – napkins and tablecloths have a tendency to go flying first! Use double-sided tape to stick your linens to the table, and place napkins under a small decorative weight or the silverware. Your guests will be in charge of their napkins after the meal!

Guide to choosing proper outdoor decor for events and weddings

Step 2: Add Coverage

Just as the wind can wreak havoc on your event setup, the rain can bring misery to your guests. For outdoor events, always ensure there is an option for coverage or moving indoors. No one wants to stand out in the pouring rain while they’re looking their best!

Tents and canopies work well for this purpose, but you’ll need to make sure there is enough room for everyone to fit underneath. As well, try to keep them away from deep grass or dirt – this will just lead to muddy shoes and sinking heels.

For larger events like weddings, you should encourage your clients to choose a venue with an indoor hall in case of inclement weather. Your bride will NOT want to get soaked in the dress, makeup, and hair that she spent hundreds – even thousands – of dollars on! Remind her of this and she should jump on board right away.

Pro Tip: If you’re planning an outdoor event, add a note in your invitations for guests to bring a jacket and umbrella with them.

Step 3: Add Water Resistance

Even if it doesn’t rain on the day of the event, there may still be some lingering moisture in the air or on the ground you’ll need to fend off. Rain a few days before an event can make for soggy or slippery ground – which can seep into seating and other décor.

An easy way to mask the moisture? Invest in a water-resistant spray for your décor. Water-proofing products tend to come in various forms, like for fabrics or wood, and you can choose ones which suit the needs of your event. These will save most of your décor arrangements, but you’ll still want to have a covered area for guests.

Be sure they’re safe to use, and then spray away!

Hosting wedding receptions outdoors

Step 4: Assess the Ground

When selecting your outdoor event venue, be sure to assess what the ground is like before signing any contracts. If you view a venue on a beautiful sunny day, you could be tricked into seeing well-tended grass and missing the softness of the ground. Grass is a great option for outdoor events – but it can turn to tragedy when rain strikes.

A soft ground will be difficult for guests to walk on (especially those in heels!) and no one wants to be flicking mud up at the person behind them. Another potential pitfall is the angle of the ground and lack of drainage systems. Without a place for water to run off, your event will become a soggy mess!

Step 5: Light It Up

Yes, most event planners already know how important lighting is for creating the perfect atmosphere at events. But with outdoor events, planners need to be vigilant of areas where it may be difficult to see where you’re going! Even during the day, cloud cover can make some areas dark and difficult to navigate.

An easy solution is purchasing light sensitive garden lamps, which will turn on when the sun goes down. Use them to light up a footpath, around a pond, or anywhere else you can think of! Stringed lights are also a great option, but lighting up the ground should be your first priority.

Best Kids’ Birthday Party Ideas

Want to throw your child an awesome party without breaking the bank? We’ve got you covered! Here are our best tips for sticking to a budget at your next bash.

1. Timing is everything. Plan your party from 2 p.m. to 5 p.m., says Danielle Walker, author of Against All Grain: Celebrations. After lunch and before dinner is the best time to party, when guests don’t expect a full meal.

2. Stretch your planning. Start supply-hunting early; it’ll give you time to comparison shop. Plus, you’ll save yourself from running out at the last minute to buy overpriced things you’ve forgotten. “I’m on the lookout all year for party items that go on sale, usually in the dollar bin at Target, Dollar Tree, or the 99-cent store,” says Helen Holden, author of the blog Counting Candles.

3. Go digital. In a Parents survey of nearly 1,500 parents, 73 percent of you said you sent paper invitations for your kid’s last birthday party. Next time, send your guests a free electronic invitation; you’ll save what you’d normally spend on paper invites.

4. Double up. If your kid’s birthday falls close to a buddy’s, consider a dual party. You and the other child’s parents will split the cost—and responsibilities. Just make sure each kid gets her own cake.

5. Avoid party-store traps. Don’t pay a markup for party-store items that you could find elsewhere for less. For example, chocolates may be sold five for $1 (20 cents each) at party shops, but a bag of minis from a big-box store can be half as much.

6. Tap your network. For entertainment, think about your personal connections and community resources, suggest Steve and Annette Economides, of MoneySmartFamily.com. For example, the couple once asked a friend who is a police officer to come to one of their son’s parties in uniform; likewise, their local college has bowling lanes where rounds were less than half the price of the commercial bowling alley.

7. Opt out. When kids are still little, consider skipping a traditional birthday party altogether, suggests Simple Matters author Erin Boyle. “My husband and I celebrated our daughter’s first birthday with a picnic.”

8. Make themed favors. Try a personalized craft activity; it eliminates the need for hired entertainment and takes the place of a costly goody bag. “I type ‘blank’ or ‘DIY’ on party-supply sites, to see what comes up,” says Jodi Levine, of SuperMakeIt.com, who suggests you pick something related to your theme—whether it’s plain tote bags or white umbrellas.

plain party supplies

9. Order online. Prices aren’t always better if you shop online, but hitting the Web for your favors and decorations may help you avoid impulse purchases. Here are a few of our favorite sites for discount party supplies:

10. Make a semi-homemade cake. Karen Tack, coauthor of Cake My Day!, suggests baking an inexpensive box mix, but substituting buttermilk for the water for a firmer, less-sweet cake. Then frost the cake with a homemade buttercream, combining milk, unsalted butter, vanilla, and confectioners’ sugar (many boxes of the sugar have the recipe).

11. Dress up humble supplies. Use what you have on hand to make plain party supplies feel special, as they typically cost half as much as decorated supplies. For example, use a hole-puncher to jazz up paper plates and napkins (punch holes around the outer edge of each plate and one corner of each napkin to create a design) and binder- and dot-stickers to decorate plain balloons. Buy a few key items to establish the theme, like a special foil balloon, and stick to affordable basics for everything else.

12. Price out the party places. Not up for hosting at your casa? It may be more cost- and time-effective to let a venue do the work.

13. Upcycle party favors. Hate goody bags? Levine suggests embracing the stuff kids bring home. “I save all the goody-bag candy that I’d rather they didn’t eat and the toys that they forget about immediately. Then I use them for piñata filler at their own parties,” she says. Bonus: The piñata acts as an activity and its fillings as favors. Find piñatas for less than $20 each at orientaltrading.com.

14. Elevate the everyday. Take advantage of kids’ vivid imagination, suggest Steve and Annette Economides, who say one of their most successful party games was a treasure hunt for “gold” (spray-painted rocks) that the kids took home as favors.

15. Streamline the swag bag. These trinkets are usually sold in sets; divide them up for affordable party favors that are way better than your average birthday goody bag:

mixed party favors on a budget

16. Embrace no-cost activities. Instead of hired entertainment, be prepared with a few free activities like these classic games you can play for next to nothing:

  • Freeze Dance
  • Keep-Up-the-Balloon
  • Musical Chairs
  • Hot Potato
  • Charades
  • Red Rover
  • Three-Legged Race
  • Duck, Duck, Goose
  • “Button, button, who’s got the button?”
  • “Simon says”

17. Utilize your library. For a free activity, borrow books, videos, and DVDs from the library that correspond to your party’s theme. Storytime is an especially good way to calm preschoolers down after physically active games.

The Ultimate Guide to Planning a Backyard Wedding

A backyard wedding is perfect for couples who love to be outdoors and want a uniquely sentimental feel for their big day. There are so many benefits to a backyard wedding, including cost and convenience. But with those benefits come a few extra details you need to keep in mind and situations you need to plan for. To keep you on track, we’ve compiled this comprehensive guide with everything you need to know about planning a backyard wedding, from logistics to design. We’ve even included a handy rentals checklist to ensure you have every item you’ll need to pull together your special day!

photo by Kaoverii Silva

Benefits of a Backyard Wedding

You can invite your furry friends

A backyard wedding gives you the perfect excuse to include your pets in your big day! You don’t need to clear it with a venue or pay a deposit, your furry friend doesn’t need to stress over travel, and they can head back inside when they’re finished partying with your guests.

You will save money

When you decide to have a backyard wedding at a family member’s or friend’s home, you automatically slash your wedding budget dramatically because you aren’t paying for a venue, security deposits, per-person fees, and all the other hidden charges that go along with it. You can also save money on decor since you’ll have the natural elements to add visual interest. Yes, you’ll likely need to rent almost everything else, but those rentals will not outweigh the cost of a venue.

You can choose any date

This might seem like a small thing but having complete freedom to choose a date that works best for you and your fiance is actually a huge benefit of a backyard wedding! It’s especially helpful if you want to get married during peak wedding season when venues book up at least a year in advance.

You can keep the guest list small

Because a backyard wedding tends to be naturally more intimate than a wedding at a traditional venue, this is the perfect reason to keep your guest list small. If you’re nervous about how your families will react to a small guest list, remind them that space is the main limiting factor in your decision. Unless you’re getting married in the backyard of a multi-acre mansion, there simply won’t be enough space to accommodate a huge guest list. (But, really, you don’t need to feel guilty about your wedding guest list, no matter where you decide to tie the knot!)

The sentimental factor

There is nothing like saying “I do” in the backyard where you played as a child or getting ready in the room where you grew up. The sentimental factor of a backyard wedding can’t be recreated at any other venue and shouldn’t be underestimated. You and your guests will feel more comfortable in a space that feels like home and it will be a special memory your family and friends will cherish forever.

Logistics

Power

Between the extra lighting, the sound system, and the food prep equipment, you’re going to be using a lot more power than most homes can handle. So, to ensure you don’t blow a fuse or put the entire neighborhood at risk of an outage, rent generators to accommodate the extra power you’ll need. After you check with your caterer to find out what equipment they’ll be using and DJ to find out how much power their setup needs, ask your wedding planner and the generator rental company for help in choosing the power sources that will fit your needs.

Restrooms

If your guest list is larger than 20 people, you will need to provide additional toilet facilities. There are so many options for upscale portable toilet trailers that provide a comfortable experience, including lighting, mirrors, sinks, and — most importantly — a more space than traditional port-o-potties! You can even add a personal, homey touch by adding a small amenities kit to each bathroom with breath fresheners, Band-Aids, hand sanitizer, cotton balls, and safety pins. Trust us, this will save a lot of headaches on the day-of because you won’t have everyone walking through the house and the day after because you won’t have to fix an over-used bathroom system.

Yard Maintenance & Setup

You’ll want to plan yard maintenance in advance to give plants time to fill out, flowers to bloom, and space to be cleared, if necessary. You might even consider hiring a landscaper to take care of all the design and maintenance so it’s one less thing on your to-do list. At the very least, you need to cut the grass a few days before the wedding. One thing you absolutely can’t forget to check is that the ground is level enough for chairs, tables, and a dance floor. If you’re renting a tent, their professional team will be able to check and let you know if they need to lay a foundation so the dance floor is level. If you’re not renting a tent, a landscaper should be able to check if the ground is level.

Insurance

As much as you don’t want to think about anything bad happening on your special day, it’s best to be safe than to be sorry if an accident does happen. Contact your homeowner’s insurance to see what is covered, such property damage outside or inside the house. Then contact your vendors to find out what insurance they carry. You might have to purchase supplemental insurance, but your vendors’ insurance might also provide enough coverage for certain areas, such as bartenders.

Permits

Before you get too far into booking vendors, you must check with your city officials to find out if you need permits to host a large part at your home. There might be noise ordinances, fire codes, health department regulations, and zoning issues that you don’t want to violate. In some cases, your vendors might need to file additional paperwork, so be sure to include your wedding planner on any meetings with or emails from the city clerk’s office. Your planner should either be able to coordinate with the vendors to file the paperwork themselves (usually for an additional fee) or file the paperwork for you.

Neighbors

A month or two before your wedding, notify your neighbors of your backyard wedding plans. This will give them plenty of time to plan ahead, rearrange any plans that might conflict, or plan a night away. Give them as many details as possible, such as the exact time of your ceremony, so they know when you’ll need some extra quiet and let them know where your guests plan to park in case they have concerns about street parking. If you’re going to tell your neighbors in person, we recommend also giving them a written schedule so they have all the details for the day-of. You could even include a small gift, such as a pair of earplugs, as a token of appreciation for their patience. A little consideration will go a long way in keeping everyone happy!

Parking

When you’re checking on permits, also check the rules for street parking in your neighborhood. Some communities have certain times that street parking is not allowed or even prohibit overnight parking. If that’s the case — or you don’t have enough street parking near your home — consider hiring a valet service to park the cars at a nearby open lot. Just be sure to tell guests ahead of time so they don’t leave valuables in their cars that you could be held liable for.

Clean-Up

This is one of the most important details to keep in mind when planning your space and your rentals. A group of 20+ people will produce a lot of trash over an entire day, so you’ll need to rent plenty of trash and recycling bins to collect it all. Your caterer might even take care of emptying the bins throughout the day, so ask if that’s a service they offer. If not, you might want to designate or hire someone to monitor the bins so they don’t get too full and cause an unpleasant sight or smell.

Plan B

Weather happens. It’s best to have a Plan B just in case it rains or even if it’s unseasonably hot or cold. With enough planning, your Plan B can be just as incredible as Plan A. If your house is large enough, move the party inside. If you’d rather keep it outdoors, put a hold on a tent early so that it’s ready to be picked up in case you need it. If you do go the tent route, ensure that the sides are completely covered to protect against the rain, bring in small fans to beat the heat, or rent propane heaters to keep your guests warm. The hope is that you don’t have to go to Plan B, but it’s best to have a plan in place ahead of time so you’re not scrambling at the last minute.

Timeline Suggestions

There are a few things to keep in mind when planning a timeline for a backyard wedding. First, and most importantly, you want to work around the light. Try to avoid having your ceremony during the harshest light to ensure you get beautiful photos. Second, because guests won’t be traveling between events, you want to ensure there is no downtime. You might consider doing all your photos before the ceremony so you can go straight to cocktails with everyone else. But, if you’d rather wait, you can also plan an activity or set out yard games to keep them occupied until you finish taking photos. Lastly, you want to be considerate of your neighbors. You might need to cut your party short — or ask everyone to head out to an after-party at a bar — so you’re not keeping your neighbors awake until the early morning hours.

photo by Heirlume Photography

Space Planning Tips

Ceremony

Whether your backyard is small or sprawling, you’ll want to pay particular attention to where you set up your ceremony. Large trees make for the perfect backdrop and provide shade from harsh sunlight. If you want to make the house a focal point, you could set up your ceremony so you, your fiance, and the officiant are standing on the back porch with all your guests on the lawn, facing you. Keep in mind that, if you’re getting married in warm months, you’ll want to keep your guests’ chairs out of direct sunlight before the ceremony or, ideally, choose a shaded spot to set up chairs. If you’re getting married in cooler months, you might consider setting up your ceremony in a non-shaded spot so you and your guests can enjoy some natural warmth.

Reception

Tents are perfect for designating a reception space in a backyard and make space planning a breeze. Before you rent a tent, work with your wedding planner to decide how many tables and food/drink serving stations you need and how large your dance floor should be. You don’t want to overcrowd the space and you want to ensure your guests have plenty of space to dance — even if that means you’ll need to move tables/chairs at certain points of the day. Because your reception will also include food and drink, your caterer and bartender should visit the space so they can let you know what extra equipment they’ll be bringing and how much space they’ll need. If your kitchen isn’t large enough, you might need to set up another food prep area, which is something you’ll need to account for when planning your space.

Decor & Design Inspiration

Choosing Your Colors

One of the best parts of having an outdoor wedding is that you have the freedom to choose any color palette you like! You aren’t restricted by a venue’s decor, colors, or style. If you love the earthy feel, draw colors from the flowerbeds, grass, and trees in your backyard. If you want a bolder look, add vibrant pops of color in your bridal bouquet, linens, bridesmaids dresses, or accent decor. If your backyard has distinct architectural elements, choose colors that complement and highlight those unique aspects of the space. Plus, here are a few of our favorite wedding color palette ideas to help you get started:

Setting the Scene for Your “I Dos”

Your ceremony will be the highlight of your day, so you want to make sure it looks beautiful! After you’ve chosen the perfect location with either a natural or architectural backdrop, you’ll need to decide whether you want to frame the space with an arch or artsy backdrop. We recommend ceremony arches and backdrops for every wedding style because it adds dimension and creates a defined focal point. We also can’t say enough about aisle markers for adding visual interest without too much fuss! If you’re looking for inspiration, here are our favorite ceremony decor ideas from real weddings to spark your creativity:

Styling Your Reception

We’ve already mentioned that a tent is a perfect way to designate a reception space. It gives you a way to hang lights or larger than life floral installations, plus it adds texture and depth while providing set boundaries for your tables, dance floor, and serving stations. But, a tent isn’t the only way to go. There is something uniquely romantic about dining under the stars. If you’d rather keep your backyard wedding reception uncovered, you might want to use tall centerpieces that will take up vertical space and hanging decor in the trees to fill out the design. The benefit to an open reception is that you have more space to spread out tables and serving stations. Whichever you choose, make sure to check out our tips on how to style your outdoor wedding reception dinner. Then bookmark these handy styling resources:

Use This Wedding Reception Table Checklist for Stress-Free Styling

34 Creative Table Runner Ideas for Your Wedding Reception

6 Finishing Touches to Create a Unique Reception Tablescape

40 Reception Table Numbers We Absolutely Adore

Planning the Perfect Cocktail Hour

You might be wondering whether you should plan a cocktail hour since your guests won’t be leaving your backyard between events, and the answer is YES! The cocktail hour is the perfect time for your guests to mingle in a more casual way and allows everyone — including you — to transition from ceremony mode to party mode. If you plan to take couple portraits and wedding party photos after the ceremony, this is also a great way to keep your guests entertained while you’re away.

Lighting Up the Night

Lighting is one of the easiest and most dramatic ways to create a certain mood for your wedding, especially for a backyard wedding where there is little to no built-in lighting sources. Twinkle lights or strings of cafe lights in the trees, lanterns with candles, marquee signs, chandeliers, and clusters of votives are all great ways to add some romance to your look while providing enough light for you and your guests to party safely.

Preparing for Nature & Weather

While you can’t control nature or the weather, you can be prepared to keep your guests comfortable in all scenarios. Provide insect repellent and sunscreen for your guests to apply (and re-apply) as needed. Incorporate citronella candles into your decor to keep bugs at bay. Set out blankets if it will be chilly or provide hand-held fans to help guests beat the heat. If your guests will be sitting in the sun, you might even consider providing sunglasses in case they forget their own. If there is even a slight chance of rain, make sure to have plenty of umbrellas on hand, as well. The bonus is that, if you’re purchasing items that guests will want to keep, they can simply double as wedding favors!

photo by Kelley Deal Photography

Rentals Checklist

As with any outdoor event, you’re going to need to rent a lot of items for your backyard wedding. You might end up not renting everything on this list if you decide to use DIY or repurposed decor and furniture, but it’s a great checklist to have handy when you need to double-check that you have everything you need.

Here are the rentals you’ll need for a backyard wedding:

  • Ceremony Chairs
  • Ceremony Backdrop
  • Ceremony Decor
  • Tent
  • Reception Chairs
  • Dinner Tables
  • Cocktail Tables
  • Serving Tables
  • Gifts Table
  • Guest Book Table
  • Dessert Table
  • Bar
  • Place Settings
  • Linens
  • Centerpiece Vases
  • Table Decor
  • Dance Floor
  • Lighting
  • Overhead Decor
  • Photo Booth
  • Food Prep/Storage Equipment
  • Generators
  • Portable Restrooms
  • Trash and recycling bins

PIN THIS RENTAL CHECKLIST