Make a Scene: Creating a backdrop and set pieces for events
When adding a theme or setting to a party or event, backdrops and scenery can be useful additions. For instance, if you are putting together a princess birthday party, a castle might be the desired setting. While you could rent a facility that is already decorated as a castle, if that is not a realistic option for your event, you can make a castle yourself. Set pieces and scenery can be as simple or complex as your skill and budget allow.
Perhaps the easiest way to create a backdrop is to paint a mural on a wall, but very few venues will allow you to paint on their walls. Plus, murals take time to paint and often set up time for venue rental is minimal. Therefore for most events you will need a backdrop and/ or set pieces that can be created off site and are easy to set up and remove without damaging the venue where you are holding the event. If the event is taking place outdoors, you will additionally need your scenery to be weather resistant. Most venues have walls and other structural features that can be used to attach or lean the scenery against, but if the venue is an open space, the scenery may need to be self supporting as well.
In the theater, it is common to use muslin stretched on a wood frame and stapled in place with a staple gun. The muslin can then be painted like a canvas. You can create the frame work as a large backdrop or smaller set pieces. Foe instance, you can paint the castle and scenery on a large square or create a frame shaped like a castle and stretch the muslin to fit. You can also create 3D buildings by making multiple muslin and wood walls. If the walls need to be self supporting, you can add wood supports to the back.
If weather is a concern, using plywood may be a better option. Plywood has the disadvantage of being heavier and more difficult to transport, but it has the benefits of being sturdier and weather resistant. You do not necessarily need to put a frame on plywood as it is self supporting; however, if you are using very large pieces supports or re-enforcement may be necessary.
Particle board is a cheaper option then plywood, though the texture of the board can be a concern. There are other options available at the hardware store that you can paint on as well. Take a walk through look at the various materials available. Talk to the employees for suggestions.
For events on a tight budget, consider using cardboard. Cardboard can be easily cut to shape with a box knife. Check with stores that sell large items to see if they have any scrap cardboard they would be willing to give you.
Paper, such as newsprint, is a real economy option; however, newsprint and other lightweight papers are easily damaged and wrinkle when you paint them. If you are using paper, you will need to attach the artwork securely to a wall. Make sure the venue where you are holding your event will allow you to do so. You can use thumb tacks, masking tape, or poster putty, but each of these may cause damage to the wall and there is always the possibility that the paper will fall down or get torn during the event.
Depending on the complexity of your scenery or backdrop and your artistic skill, you can either draw your design directly on the material or you can use a slide or opaque projector and trace your image. A projector makes transferring images much simpler. Be realistic about your skills as an artist when designing your artwork. If you are not much of a painter, don’t try for photo realism.
You can use artists acrylic paints, wall paints, or tempera paints. Make sure whichever paint you use suites the material you are painting on. For instance, if you are painting on lightweight paper, avoid thick wall paints as the paper will not support it. If you are using the painting outdoors, make sure the paint is weather resistant. Keeping the color pallet to a minimum can reduce your paint costs. You can buy primary colors and mix them with most paints, however if you have large areas in single colors, like a blue sky or a brown wall, it may make sense to buy a large container of that color instead of attempting to mix it.
If you are trying to create textures, such as a wall texture, a sponge or a rag can be a useful tool. Consider purchasing a book to help you learn texture techniques. As long as the material you are using is sturdy enough (muslin or plywood), you can use masking tape to block the paint and help you create straight lines, then remove the tape once the paint is dry enough. Consider practicing techniques on a scrap piece of material. Your set piece will be only as good as your painting and construction skills.
When you finish creating your scenery and/ or set pieces, all that is left is to transport them to your venue and put them in place. Be sure to allow plenty of time in case any issues arise. It is a good idea to bring tape and other materials in case of damage in transport and set up. If you do not have a lot of time to set up at the event venue, practice setting the pieces up off site to make sure that you have resolved any issues before the day of the event.
Constructing scenery and set pieces can be complicated and does require a certain amount of artistry. Volunteering to help with set construction at a theater company or school is a good way to gain skills and make sure you are not getting in above your head with your plans. If you decide that you are not up to the task but would still like to include some set pieces or scenery consider hiring someone to create the work for you. Contact your local community theaters or university theater departments for referrals if you are interested in hiring someone to create your set pieces. You might be able to get a student to do the work for a lower rate than a professional.
Sometimes you can find set pieces and scenery that are already completed to rent or purchase for an event. If you see a theater production with set pieces you would like to use, ask the theater company if they would be able to rent them to you for your event. Remember that sets are often taken apart immediately following the production, so make arrangements as soon as possible to avoid being too late. You can also contact AZ Party Rents to discuss whether or not we have anything available that might work for your occasion.
After an event is completed, you will need to take down your scenery and set pieces. If you have rented them, you will need to return them. If the scenery and set pieces are yours, you might be able to reuse them as is for another event or if you used muslin or plywood, you can repaint them for additional events or reuse the materials. Theater departments often use the same materials over and over again for many shows.
Holding a Carnival Themed Party
What is your favorite part of the carnival? Is it the roller coasters and other rides, the Midway Games, or the Cotton Candy? Carnivals are fun for everyone, especially kids, so a carnival theme is a great choice for a birthday party or other fun event.
Perhaps the simplest way to have a carnival themed party is to hold the party at an amusement park such as Castles n Coasters located in Phoenix, Arizona. Most amusement parks offer birthday party and event packages which make planning your party a cinch.
A party at an amusement park might not be quite what you are after. Perhaps you want to avoid the crowds and lines that go along with the amusement park experience or your budget does not allow for the price of the park’s party package. You use a carnival theme for a party at any venue.
How many people do you want to invite to the party? What is your budget? Where do you want to hold your party? How complicated do you want things to be? How much time do you have to set things up?
Parties can be held at a home, at a restaurant, at a ballroom, or at another event venue. The choices are only limited by your budget and time. If you are planning a party on a small budget, consider holding the party at a city park. You can generally reserve picnic areas for a very affordable price. If the party is small, most parks have picnic tables that are available on a first come first serve basis for free. While rain is unlikely to be a concern in much of Arizona during most of the year, you should plan your party where you have access to shade, especially if the party is during the summer months when the weather gets pretty hot.
Once you have picked your event venue and date, you need to make your invitations. Your local party or dollar store will probably have pre-made invitations that you can hand-write the date and pertinent information in or you can get custom invitations made at copy stores, print shops, or the photo processing departments of many stores.
While you are at the party or dollar store, check to see what other goodies you can find. These stores are great for table clothes, paper plates, cups, napkins, balloons, party favors, and decorations. You should be able to find many of these things with a carnival or related theme.
If you purchase a cake for your party, have it decorated to match the theme. You can also make your own cake and decorate it yourself. If you are making a cake, consider getting plastic animals or other figures to place on top to help it match your theme. Cupcakes can also be lots of fun.
Consider having Cotton Candy at your party. AZ Party Rents has cotton candy machines and other concession equipment available to rent for parties.
After you have the venue, invitations, and food squared away, think about what you are going to do for entertainment. Inflatables make a fun addition to a party. The Wild One Obstacle Course which looks like a roller coaster might be a good choice. Make sure that the venue you are holding your party at allows inflatables and if a permit is required, be sure to get it taken care of in advance. Carnival games are also lots of fun at a party. Balloon artists, clowns and other entertainers help complete the carnival atmosphere.
Carnival are lots of fun and your carnival themed party is sure to be a blast. Once all your planning is complete, have a great time at your party!
Planning an Arizona Wedding
Congratulations! A wedding can be a very complicated event to plan as everyone has their own dream of what their wedding will be like. Here are some suggestions to help you plan your dream wedding.
Weddings can range from a simple event to an extravagant affair with hundreds of guests. The number of guests makes a huge difference, so one of the first things you should do when planning a wedding is figure out the guest list. Knowing the number of guests is necessary to determine all of the other details for your event. Is the wedding just going to consist of the couple and their immediate family, are a few friends going to be included as well, or is this going to be a gala event with everyone the couple knows? Not everyone who is invited to an event will attend; however, once someone is invited, it would be a huge faux pas to try to rescind the invitation. Remember that most people will bring a significant other or guest to the event and plan accordingly. If the event is going to be very small and intimate, make sure it is clear from the get go that only the guests listed on the envelopes are to be included.
Pick a venue for the event. Will the ceremony and reception take be at the same place or separate venues? Be sure your venue(s) can accommodate the maximum number of people you think may attend. When you are picking a venue, consider whether you want your event indoors or outdoors. If the event is outdoors, plan for the weather. Arizona has beautiful weather most of the year, but even if it does not rain, guests will appreciate shade. Consider tenting part or all of the event if shelter is not available at your venue.
When considering the rental price of the venue, be sure to keep in mind what amenities the venue includes and what you will need to provide. Some venues are all inclusive while others may only include the space for your wedding in which case you will need to provide tables and chairs and any other wedding furnishings. If you want to keep the stress of planning your wedding to a minimum, an all inclusive venue might be the way to go.
Pick a date. Consider whether you want to have your event on a weekday or on the weekend. Weekend events are more popular since it is usually easier for everyone to attend; however, if your guests are able to attend during the week, a weekday event may be more affordable and most venues are more likely to be available during week then on the weekend for short notice events. If you have a very specific date in mind, be prepared to consider alternate venues in case your first choice is not available. The farther ahead you plan, the more likely you will get the space you want on the date you want.
Get the required paperwork prior to the wedding. In Arizona, you can pick up a wedding license at the county clerk office which is generally located in the probate or circuit court. The license is valid one year from its issue date and there is no waiting period for the license.
Once you have a definite date and your venue is reserved, put together your invitations. If it is very far in advance, you might consider sending out a save the date notice first. The actual invitation should be sent early enough for out of town guests to make travel arrangements. Be sure the invitation includes clear RSVP directions so you can be sure to know how many people are expected to attend. There will generally be a deadline by which you time must give caterers and the venue a final number of expected guests, so make sure your RSVP date is prior to this deadline and gives you enough time to contact any guests who have not responded to your invitation. If you find yourself with less guests then you want, you can also send out a few additional invitations as long as there is still enough time for the guests to RSVP.
Pick a caterer. Some people have friends and family take care of the food. Some venues include the food in the price or have their own exclusive caterers. If neither of these is the case, shop around and pick a caterer you like and can afford. Choose a menu with the caterer. If the caterer is not providing the wedding cake, make arrangements for the cake as well.
Figure out the details. Who is officiating the wedding? Be sure to book this person far enough in advance so you can have your first choice. What is everyone wearing? Is the wedding going to have a theme or anything goes? Will their be bridesmaids and groomsmen? How many? What is the bride wearing? How about the groom? Will there be a rehearsal dinner and where? Who is planning the bachelor party and the bridal shower? Are you going to give out party favors? What flowers do you want? Who will be taking photos? What music are you going to have? Do you want to book a strings quartet or a DJ or perhaps both? There are so many details to plan with a wedding and it can definitely be stressful and get overwhelming. Be sure to get help and lots of it. If all the planning stresses you out, consider hiring a wedding planner to make things easier.
It may be simpler to elope, but a wedding can be a once in a lifetime chance for a couple to feel like royalty and the memories will last long past the event. Make the day one that you will want to remember forever.
Make Your Own Invitations
Having a party? You can get pre-made invitations at the store and write in the pertinent information or have them custom printed, but if you really want to add a personal feel to your invitations, make your own. With a little computer know how, it isn’t hard to do.
For simple and inexpensive invitations, design your card to take up half of an 8 ½” x 11” sheet of paper. You can then print two cards at a time, cut the sheet in half, then fold the cards. The finished cards will measure 4.25”x5.5” and fit nicely into an A-2 envelope.
Decide whether you want your card to be vertical or horizontal. Using a layout or photo program, place your images and text as shown in the diagrams below. You can add additional photos or information if you like on inside and back of the card. A map is often a helpful addition.
Vertical Cards:
Horizontal Cards:
When you finish designing your card, print a copy. Be sure the back and front line up correctly and that you like the result. Once you are happy with your card, you are ready to print the finished product. You can do this yourself or go to a copy store.
Since people have different software on their computers, specific instructions for designing the card on your computer are not included here. However, if you are not good with computers, you can also put together your invitation by hand, cutting out photos and using glue or double-sided tape to attach them to the paper. You can either hand letter your card or print your text and glue it in place as well. Take your finished prototype to the copy store to have copies made to send out. Be sure to check the first copy to make sure that it is as you like it. If there are problem spots, use white-out on the copy and copy from the corrected copy for additional cards. Do not have the bulk of the invitations made until you are happy with your results.
Pick a card stock paper you like for your invitation. For a home printer, you will want to pick a light weight card stock and make sure your printer is able to handle the thickness. A white card stock with a smooth finish is usually a good choice, though there are times when colored papers and textured papers are appropriate. If there is a store in your area that sells a variety of papers and envelopes, look at your options before making a decision. If you are having copies made at the copy store, check to make sure they will accept outside papers, and if they will not, chose from their selection. While you are choosing your paper, pick a matching envelope as well.
Once your cards have been printed, use a paper cutter, an exacto knife, or scissors to cut the cards and fold the folded side by hand. Be careful as it is very easy to accidentally cut the wrong side.
You can use your word program to make address labels or address the cards by hand. If you want to put together an RSVP card, you can do that as well. You can make the RSVP card self mailing, like a post card or you can purchase smaller envelopes and fit it to size. Depending on the event, you may include return postage as well.
If making your own invitations proves too challenging or time consuming, many stores offer photo cards. You can also have your card custom designed by a professional designer, a copy or print shop, an artist or a design student. The options are only limited by your imagination and your budget.
Promoting Your Arizona Event
You’ve picked a date, reserved a space, and made all the arrangements to hold your event, but for an event to be a success, people have to show up. How can you promote your event?
The first thing you need to determine is how many people you want to attend your event and which people you are going after. If this is a wedding or party, you might just send out invitations with RSVP cards and be done with it. Small informal events can use email or Facebook invitations. Just make sure that everyone RSVP’s so you don’t end up with too many (or not enough people).
Larger events are going to take more work to promote, especially when there is an admission charge for an event. The earlier you start promoting your event, the better. Figure out what your draw is for your event and use that to your advantage. Sometimes it is a good idea to book entertainers or bring in inflatables games to draw more people to an event.
There are many events calendars online and on print, many of which will include events at no charge. Get on as many of them as possible. If you can not find information on adding your event to a guide, make some phone calls or emails until you find someone who can help you.
Advertise your event in the appropriate venues. The newspaper is usually a smart choice. There might also be magazines that are suited to your event. For large events consider radio and television ads. You can also post fliers and do a direct mailing (or email) to any individuals you feel would be interested. If you have a web-site or Facebook page, use it to promote your event. If you don’t, set up a Facebook page. It’s free and it’s a great place to promote both this event and future functions.
If you are selling advance tickets for your event you should have a pretty good idea how successful your promotion is. After all, once an event is sold out, there is no need to continue pushing it unless you plan to hold additional events in the future. If you have a lot of extra tickets, consider offering some as prizes for giveaways at radio stations, stores, and other businesses. Giving away tickets will get someone in the seat, plus you get advertising out of it every time your event is mentioned.
The event day is your final opportunity to get people to come to your event, so take advantage of it. Don’t stop promoting your event until it is over (or full). Make sure your event is well marked and easy to find. Good signs are very helpful. You can rent promotional items like Sky Dancers and Feather Flags from AZ Party Rents. These are effective for drawing people’s attention and helping people find your event.
After the event is over, keep track of what promotions worked and what did not and use the information to further promote your next event.
Setting up a Booth at an Outdoor Event
Booth space at outdoor events, such as fairs and trade shows, can be a great venue for selling products and advertising services. However, in order to be successful, a booth needs to draw an audience by being visually interesting and clearly presenting the products or services it is selling.
One of the first things to consider when setting up a booth is a tent. Sitting in the sun or rain all day without any shelter can be pretty uncomfortable. Arizona has beautiful weather for outdoor events most of the year, but tents still are useful as a visual draw and to protect products and people from the sun.
When choosing a tent for your booth, there are several things to consider. What size space are you renting? Standard booth size is generally 10’x10’; however, some events may provide smaller or larger spaces and you can generally rent multiple spaces if you have a lot of product. Make sure the tent you are renting is the correct size for your booth. Do you want walls on the tent? Walls can provide additional protection from the weather, especially if it is a windy day, but on the other hand you might prefer open sides on the tent so people can see your product from all four sides. Some tents are available with removable or lift-able fabric walls so you can remove them if you do not need them. If you are getting a tent with walls, do they need to be load bearing so you can hang pictures or other items from them?
How are you planning on promoting your product? Do you have signs, posters, or other media to attract people to your booth? How are you going to hang your signs? Are you going to need an easel? Additional promotional items such as feather flags and sky dancers can also help draw people to your booth.
Once you get people into your booth, how are you going to show your product. The interior of the booth can be as simple as a table and a chair or it can be complex with media players, racks and shelves full of product. Be careful not to overwhelm your audience by having too much product or too cluttered a set up. Products should be organized, easy to see, and prices should be clearly marked. If you want to bring extra product just in case, remember, not everything needs to be out and on display. Out of the way bins and drawers can be useful for stowing away replacement products and additional items you do not have room to display.
Vendors often lose customers because they get behind setting up their booths so be sure to arrive early so you can have plenty of time to set everything up to your satisfaction. If the fair allows you to come set up the booth the day before, consider doing so, but keep in mind any security concerns. You might decide to set up the tent, table, chairs, and shelving but wait to put your product out until the day of the show. Multi-day shows provide an extra challenge if security is a concern as they may necessitate pulling product and setting things up on a daily basis. Whatever product you do decide to leave out can be covered with a blanket or placed out of view so it is not as big a draw for thieves. If you get a tent with walls, close them up at night so they hide what is inside. Some vendors who do a lot of shows invest in trailers to display their work in or use security fencing that they can lock up at night.
Use your booth to get your information out and collect your customers and clients information. Have fliers and business cards available at your booth. Free giveaway items are always a good idea, especially if they have your name and number on them. A jar of candy can be a cheap and effective way to draw people to your booth.
Make sure you have a way to collect people’s information, especially email addresses, once you get them to your booth so you can gain later sales and business. A guest book can be helpful, but many people will be hesitant to sign in. A more effective way to gather information is by having a drawing for some sort of prize. The prize does not need to be really expensive, but it needs to be something people want. Consider giving a gift certificate for your product or services. Send out an email to all of the addresses after the show thanking them for visiting your booth, inviting them to your web-site, and offering some sort of special on your products and services. Making sales at your booth is nice, but finding repeat customers is even better.
Putting Together an Oscars Celebration worthy of the Stars
The Oscars are coming up February 26 and for movie aficionados, that is ample cause for a celebration. An Oscars Academy Awards party can be loads of fun, whether you just invite a handful of friends or have a big gala event.
An Oscars Party can be an informal event, or you can have your guests dress up like stars. You can hold the party at any location you wish, as long as it is big enough for your guest list. Just make sure that you have a good sized television to view the show on. If you really want to pull all of the stops, rent a movie theater to host your event and watch the Oscars on the big screen.
Make your Oscars party really special by renting a popcorn machine from AZ Party Rents and popping fresh popcorn for the guests. No movie event would be complete without popcorn. Something about fresh popped corn from a movie theater, it just tastes better then the stuff you make from home. By using a movie theater style popcorn machine, you can have the good stuff at your event, plus the machine is easy to use, pops a large quantity at once, and keeps the corn warm until it is served. To really replicate the flavor from the theater, put a small spoon full of Flavacol seasoning salt on the kernels before putting them in the popper. Serve the popcorn with melted butter or if you prefer you can use Whirl or another butter alternative.
For a casual event, serve movie theater style concessions, pizza, candy, and soda. Be sure to get theater bags (or buckets) and cups, so you can replicate the whole movie theater feel. If you prefer a more elegant affair, serve champagne in glasses and fancy hors d’oeuvres.
Have partygoers vote on their favorites for each of the categories at the beginning on the party. You can then name off the winners based on your party’s ballets right before the actual winners are announced on the show and see how many coincide with the official vote. Find out which one of the party goers votes for the most of the actual winners for a prize. Consider giving a prizes, like DVDs and posters of the nominated movies. Play movie trivia during the ads and sing along and dance with the songs. Send the guests home with swag bags with fun movie related stuff. Most importantly, have lots of fun. Be sure the paparazzi are invited to your party or at least make sure there’s someone taking lots of pictures to immortalize the event.
Hope you have a great Oscars event! In the mean time, hurry up and watch as many as the nominees as possible so you are ready to cast your ballet on Oscar night.
Inflatable Fun for Parties and Events
Having a birthday party, a picnic, or another event with lots of kids? Consider renting inflatable play equipment to add extra fun to your event. Many parks and event venues allow the use of inflatables for events. Inflatables are also a great draw for trade shows, conventions, and fairs to make the events more kid friendly.
Kids love bounce houses! AZ Party Rents has a selection of great bounce houses to choose on so kids can jump around to their hearts content. Bounce houses have soft walls, making them much safer than the old fashioned trampoline. And they are so much fun! Plus, as long as the event permits, adults can jump too!
Inflatable slides are also a popular choice with kids and adults. AZ Party Rents offers a variety of slides to choose from including a water slides which are perfect for warm Arizona weather.
Obstacle courses include a variety of fun obstacles and activities such as climbing, sliding, and bouncing. Kids and adults can race through the course to see who gets the best time or just go through at their own pace.
Can’t decide between a bounce house, a slide, and an obstacle course? Get them all! Combo units combine slides and bouncers plus add in other great activities such as obstacle courses, a basketball hoop, and climbing walls.
Having an inflatable at your event is sure to add fun to the event, regardless of which inflatable you choose.
Scottsdale Arabian Show
February 16-26, 2012
For most people, Scottsdale is well known for its resorts and its sunny desert landscape. Among horse people, Scottsdale is famous for the annual Scottsdale Arabian Show where some of the worlds most beautiful horses have competed every year since 1955.
The Scottsdale Arabian Show is one of the biggest Arabian horse shows as well as being one of the first shows of the year. As a result, it has been the debut show for some of the most famous Arabians including international contenders. Arizona’s beautiful winter weather allows show events to take place both indoors and outdoors during a time of year when other states are dealing with cold winter weather.
The Scottsdale Arabian Show’s shopping expo, featuring art, jewelry, clothes, gifts, and horse equipment, runs concurrently with the horse show. The expo is very popular with shoppers and vendors alike. Vendors return year after year resulting in an expo that is often sold out with a waiting list. For those able to get a space, renting a tent, tables, and chairs can be an economical and simple solution, especially for vendors who are traveling great distances to take part in the show. AZ Party Rents provides standard 10’x10’ and larger tents, tables of all sizes, and chairs for trade shows and other events.
Everyone should be sure to visit the barns while at the show. Participants often decorate their stalls and hold barn parties and other events to celebrate wins and promote their horses and training programs. AZ Party Rents can help make these events a success with all sorts of equipment available to rent including tables and chairs, promotional items, and even popcorn machines.
The 2012 Scottsdale Arabian Show takes place from February 16 to 26 and promises to be an entertaining event with nearly 2,400 horses expected to participate.
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