Wedding and Event Services for Philadelphia social events: K'Mich Events

Getting the word out, invite style: Budget friendly ideas for sending Invitations

by k'Mich Events - LaFayne Ell on Wednesday February 15, 2012

When we think of parties – weddings, birthdays, bris, etc., we usually think of formal invitations, however, event does not need a formal invitation. A small gathering of family, friends, or neighbors can be easily initiated via word of mouth.

Person-to-person conversations are the best method you can use to invite someone to your event. A conversation is the most highly personal form of communication. It can convey your genuine interest in the other person. Moreover, conversation also gives you the opportunity to encourage someone to attend your event and respond to any concerns or potential problems they may have about attending your event. It also provides you with the best opportunity to promote the event and answer questions about the event particulars. So, let us look at other medium that can be as effective as sending a formal invitation when on a budget.

The first medium we will look at is the telephone. The telephone is the tool most often used to get the word out about events. Sometimes this is the only method of invitation a guest may receive – especially for last minute or surprise gatherings. Such calls cultivate interest, enthusiasm, support and, generally, guarantee stronger and more positive responses from the invited guests. Additionally, phone calls are successfully used as event reminders for guests who have not yet sent in a response or reservation card. Often, a little prompting from the right person is all it takes to boost attendance at an event.

The second medium we will look at is the fax machine. Prior to the use of e-mail, the fax machine was commonly used to send and receive announcements about events or activities. At times, it was also a method of inviting potential guests to casual events. A broadcast fax is still an effective and cost efficient way to get the details of your event on paper and in front of large number of people. However, keep in mind that transmission quality can vary and not all designs or artwork fax well. Moreover, if the recipient does not own a fax, is not sitting in front of one, have access to a particular machine, chances are your invitation is easily discarded by someone else and not reached the intended person. Therefore, make sure the intended recipient know when to expect your fax.

The third medium, which is a trend that I personally like, over email, is E-vite. This method is quite simple. It‘s like sending forwards to your contacts, but with RSVP and tracking capability. You are able to see who opens your invitation and how often. It is cost effective for planners on a small budget. It lets you save on envelopes, stamps and mail time. In other words, your guests will not have to worry about mailing back a RSVP, or finding stamps or traveling to the post office. E-vite is a one-stop shop for both you and your guests. Conversely, email is also a good medium for sending and receiving mails; however, it won’t be formal or memorable as using E-vite – see our invitation that was sent to us from Grace Ormonde Weddings for attending a non-profit event back in December. K'Mich Events is cordially invited to..

The final medium we will look at is one that is popular with everyone, ‘Facebook.’ This medium is a very effective way for spreading the word – depending on type of event, about your event. It also helps to keep track of your invites, and has RSVP capabilities.

Ultimately, these are just a few ideas you should keep in mind when faced with a tight budget. These mediums can be an effective way in sending out invitations; nevertheless, the final decision is up to you.

Happy Planning

by Gloria & Barbara on Saturday November 19, 2011

Before you finally settle on your wedding location, you’ll probably spend a lot of time shopping for just the right one. From that extravagant medieval castle to a gorgeous beach on the coast, every location has its advantages and disadvantages. The key is to be aware of them so you can spot and overcome all the potential ‘pitfalls’.

We’d like to point out the simple, practical things that too many couples overlook. Finding out about these critical factors before your wedding can save you heartbreak on the day of your wedding.

Here’s a great word to guide you: When you think of your wedding location, think of the word “A-R-E-A,” which stands for:

A- ACOUSTICS
R- RULES & REGULATIONS
E- ELECTRICITY & EQUIPMENT
A- ACCESS

This will most definitely help guide you in your wedding location decision-making and hey, it’s easy to remember. Location / Area.

ACOUSTICS

There’s nothing worse than planning a perfectly beautiful wedding music program only to have it fall flat because no one can hear the music. Or even worse, blasting everyone’s ears out in a small room with the horns of a 7 piece band all night – wedding music disaster!

The sound quality that you’ll get with acoustics is dependent on where you are – it’s different for outdoor gardens compared to the beach, large churches or hotel ballrooms, etc. The sound of a live guitar or harp is fine if your ceremony is in a small outdoor garden or indoor setting, but if you’re at the beach, or in a large cathedral type church, it can be drowned out or lost.

To avoid acoustic problems, always test out your music at your location, test your sound system and speakers and make sure you know how your DJ or Bandleader is handling the problem.

RULES and REGULATIONS

It’s only fair to play by the rules. Yes it’s true, and with religious locations, keep in mind that many churches and synagogues have strict rules about the type of music and/or instruments they’ll allow. Some houses of worship will insist that you use their musicians, or they’ll ask you not to use CD/MP3 players.

Do yourself a favor and check early on with your church, synagogue, or other location to see what’s allowed and what’s not. Also, if your wedding is going to be held at a private home or public area, check local regulations for city restrictions, etc.

EQUIPMENT and ELECTRICITY

Ah, there was that one wedding. It was held at an elegant old hotel where the DJ plugged in his amp, and blew out the lights and all the power in the kitchen. Probably, ‘Yikes!’ would be an understatement of the reaction! Obviously it was too late for the DJ to find out about the electrical problems in time to adjust his equipment.

To prevent things like this from happening, make sure your Band/DJ knows all about your location. If they haven’t played there, have them agree to visit the location to scope out the scene at least a couple of weeks before the wedding. They should also work together with the coordinator at your location to prevent problems that could possibly arise. Write these agreements into your contract before you sign or make any deposits.

ACCESS

Who said stairs aren’t expensive?! Musicians charge big fees for having to cart their equipment up flights of stairs or to remote, hard-to-get-to areas. If your location is tucked away in a secluded quiet spot in the mountains or in the wilderness, be prepared to keep it simple. Getting equipment and electricity to these areas might be too costly, or even impossible.

This is an issue that just calls for being aware. Find out the cost of getting the equipment you’ll need before you sign on the dotted line for the location. If you’ve already signed up for a more remote location, remember, there’s always a way. CD/MP3 players today may look small but they can be mighty powerful along with some good speakers! Plus, they can go almost anywhere. Just don’t forget the batteries!

We know that on your wedding day, you’ll be happy you found out about A-R-E-A before the wedding.

Wishing you the best of wedding music plans and a fabulous wedding,

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