Plan Like A Pro: 4 Tips for a Successful 2016 Event Season

I’m guessing you’ve been taught that there are four seasons in a year: spring, summer, fall, and winter. Did you also know there is an event season? The days between April 1st and September 30th seemed to be filled with every event conceivable. In most areas, the weather is cooperative and the kiddos are out of school a good chunk of this time. If you are throwing your hat in the ring this year, read on to find 4 tips for a successful 2016 event season.

1. Every event needs a venue, and finding the best one usually causes stress and angst to the event planner. That doesn’t have to be your story this year. Check out www.speedrfp.com. It’s an easy to use (free) site that allows you to contact several event venues with a few clicks of your mouse. You simply fill in a few specifications for your event, select the venues you are interested in, and select send. The venue managers will contact you to setup tours, or offer you a deal.
2. If you are new to my blog, you may not know that I’m a strong advocate for timelines. They are a great way to organize your planning process. Start with your event date in mind,  and calculate how much time you have until then. Make a list of all of the things that must get done. Divide your timeline into months, weeks, and days. Don’t forget to include meetings, marketing events, and any payment deadlines.
3. It might not be a good idea to discuss on a first date, but if you want your next event to be a success you’ve got to talk budget. Even if it’s not your intent to make a profit, you should still come up with an overall budget, keep track of your spending, and re-analyze your budget throughout the planning process.
4. Part of planning a successful event is to track your progress during the planning process and making any necessary changes. I like to use Event Management Page via Eventbrite to help me do this. Eventbrite will help you organize your planning  process. Their Event Management Page makes it easy to track ticket sales and donations, advertise on social media, and track your marketing efforts. This is the time of year when people are looking for things to do. Eventbrite makes it easy for you to reach your target audience with front page advertising opportunities.

BONUS TIP: Think outside of the box. The experience is just as important as the content of your event. Your attendees might not remember everything the speaker says and your party favors very well may end up in the trash, but people will remember how they felt at your event.

There you have it! I’ve given you 4 tips to help you plan like a pro. If you still feel a little nervous, contact Visions by Vaughn for a complimentary phone consultation.
Website: www.visionsbyvaughn.com
Email: visionsbyvaughn@gmail.com
Phone: 832-356-8867

You Are All Invited!

Visions by Vaughn LLC is hosting two great events in April, and you are all invited!

On April 2nd, I’d love to see you at the Vision Board Party. Come together with like-minded individuals to inspire, motivate, and connect with one another. By nature, I am a giver and a helper. I want to see those around me reach their highest potential. If you have a goal, dream, or idea that you want to see become a reality, then you need to be at this event. Not only will you be creating a visual representation of your desires, but you will learn practical ways to achieve your biggest dreams. We will provide all of the materials needed to create your vision board, delicious refreshments, and swag bags full of amazing goodies. There are a limited amount of spots available for this event, so click here to purchase your ticket.

Believe it or not, Mother’s Day is just around the corner. Visions by Vaughn LLC has teamed up with some amazing vendors and small business owners to produce a shopping and spa day for moms! Grab your sister, friend, or neighbor and come enjoy an afternoon of shopping, enjoy some delicious food, and treat yourself to a massage. Our vendors will be offering you amazing deals, and you will have the chance to win awesome door prizes. General admission is free, and the the VIP tickets are only $5. Your VIP ticket will give you access to a 5-minute table massage, mini-spa treatments, a book reading from a local author, and a professional makeover! Mark this date on your calendar, and purchase your tickets here.

Would you like Visions by Vaughn LLC to help you plan an event like these in your area? Contact us today, for a free quote!

Do I Really Need A Wedding Rehearsal?

Here lately I have had quite a few brides who want to know how much money they will save if they opt not to have a rehearsal for their wedding. My answer is none. Why? My brides don’t have the option of not having a rehearsal. There are several reasons why I think most (there are some exceptions) brides need to have some type of wedding rehearsal, and here are just a few.

♡ You have a large wedding party. If you have more than 6 people in your wedding party, not having a rehearsal can spell disaster. Trying to get a large number of people to do something in an orderly and timely fashion without any preparation usually adds stress that could have been avoided.

♡ Your venue has stairs or a complicated layout. If anyone in your processional has to walk up or down a set of stairs having a wedding rehearsal is a good way to ensure their safety. The layout of your venue may require your wedding party to venture to unusual places like the kitchen. Holding a rehearsal will help familiarize everyone with the floor plan.

♡ The father of the bride is a little nervous. In my experience, the bride’s father usually has no idea what to do once he gets to the end of the aisle. The rehearsal can not only give him direction, but also bolster his confidence.

Rehearsals are all about logistics. It’s “you stand here”, “put your hands here”, “walk a little slower”, etc. While I’m a strong advocate for wedding rehearsals, I know that they won’t stop something random from happening on your big day. However, if you practice the basics it makes it a lot easier to handle the randomness of weddings.

Spring Has Spring…Sort of

If you are not a resident of East Texas, then you may be puzzled by the title of this blog post. We have been experiencing some unusually warm weather (it’s currently 65 degrees outside), and I think that’s why I’m so excited about my spring events. Here is what Visions by Vaughn has coming up in the next few months.

1. Vision Board Party
   I recently met a local business owner , Nathalia Jones Watson, who has a passion to see others reach their greatest potential. The two of us have teamed up to bring a vision board party to East Texas. The goal is to create a cozy atmosphere, and at the same time challenge the attendees to stretch themselves. This vision board party will not be a grown-up craft project. Nathalia will be sharing practical information and teaching you how to apply right away.
2. Mother’s Day Pampering Event 
   Moms’ rock, and I’m not just saying that because I am one. This year, I will be bringing together some amazing vendors to provide local moms with a pampering and shopping event. Moms and their guests will be able to sample great food, get a little pampering, and do some shopping. Our vendors will have lots of gift ideas for shoppers who are not sure what mom really wants.

Are you wondering how you can get involved? I am currently booking vendors for the Mother’s Day event. If you would like to participate, please send an email to visionsbyvaughn@gmail.com. Include your business category and contact information, so that someone can follow up with you. Make sure you are following my blog to receive up-to-date information about these and other events produced by Visions by Vaughn LLC.

We Love Referrals

Did you know that event coordinator ranks no. 5 on the list of the  10 most stressful jobs? The funny thing is, I love what I do, and I get to work with some amazing people. I’m sure all of my fans and followers have been telling everyone they know about the great experiences they’ve had with Visions by Vaughn. Well, now I’m offering you a little reward for spreading the word.

Word of mouth is one of the fastest ways for a business to grow, and here at Visions by Vaughn we love referrals. In fact, referrals are so important, that we would like to say a special thank you to everyone who says good things about us. How are we going to do that?

Well, we are rolling out a referral program. Check out the details below. 

*Tell all of your friends and family about Visions by Vaughn.
*Direct them to the website www.visionsbyvaughn.com so that they can fill out an inquiry form.
*Make sure they mention you as a referral.
*Once they book their services, you will receive a $25 gift card. (this will require a contract and paid retainer)
*You will receive one gift card for every new client you refer.

It’s that simple! So keep spreading the word about us.

Do you need help planning an event? Click here to contact us for a complimentary phone consultation.

My First Sip & Shop

I’ve had this blog for several months now, and I’ve shared all sorts of things about myself, but you might not now that I am an only child. Growing up, I was labeled as shy, but looking back I realize I was just cautious. I love being with people. I like to socialize and connect with like-minded individuals. So when I saw a woman in my area asking for ideas on an event she wanted to host, I jumped at the chance to work with her.

Laquita Pegues is the owner of Lady Fab Boutique and she and I recently co-hosted a Mardi Gras themed Sip & Shop. This was my very first time participating in this type of event, and to be honest I was a little scared that I wouldn’t be able to pull it off. We recently moved to a small town, and as the new girl on the block, I haven’t had as much success as I would like to see when it comes to event attendance. However, I was very pleased with the way things turned out.

We teamed up with Maggie’s South Tex-Mex. The owner, Andy, provided the venue free of charge and he made the most delicious quesadillas. I hear the margaritas were pretty good as well. 

 

 

 

 

 

 

 

I was excited to welcome a few new vendors. Latoya Lister was there with her custom made gift baskets, and Kristen Lommel represented USBORNE.  

 

 

One thing I know for sure, the people of East Texas love cake. Billie Webster brought a selection of cakes that were as delicious as they were beautiful. 

 

The company that I normally use for swag bags was unable to assist with this event because it was very short notice. I put these together myself. I’m so thankful to Stacie Flowers of Tribute Magazine and all of the amazing vendors who provided samples and coupons for the attendees. 

No matter what the outcome is, there is something to be learned from each event I host. This time I was reminded that networking is vital to every business, and that girl talk can be very refreshing. I would also like to thank Nathalia Watson of Mary Kay Cosmetics and Irene Johnson owner of Just 4 U Bling N Tees. Both of these ladies were vendors at the Sip & Shop and helped to make the night a success!

If you are a small business owner in the East Texas area, and would like to be included in my next event, click here to contact Visions by Vaughn.

My Last 1st Birthday Party

I am done with 1st birthday parties. Let me explain. My youngest, my last born, my last baby turned one on February 2. His middle name is Leonidas, which has garnered him the nickname Leo. We celebrated Leo’s first year of life with a lion themed party. Here are a few of the highlights.

This year, I’ve decided to add at least one personalized element to my kids’ parties. I purchased these letters from Hobby Lobby. I wanted to paint little paw prints on them, but I didn’t think of that until just before the party and I didn’t think the paint would dry in time.

 

 I kept the idea of personalized items going with these cute lion paw cookies. I ordered these from Divine Desserts of Longview, TX. I sent a quick message to Erica Minter, and she gave me exactly what I had envisioned.

Erica also made this gorgeous cake and cupcakes! 

I searched high and low for lion themed party bags, but I could find any. I purchased plain orange paper sacks from the dollar store, and decorated them with foam stickers that I purchased from Hobby Lobby. I filled the bag with chocolate candies (in orange wrappers), more foam stickers, and a ring with a lion face. 

The pictures that I am sharing are ones that I took with my cellphone, but I did have a professional photographer there. I think that is one of the best decisions I made. I was able to be in the moment, and not have to worry about capturing the special moments.

What milestones will you be celebrating this year? Comment below and share.

Superbowl Success: How to Class Up Your Superbowl Party

Superbowl parties attract every one from the die-hard football fan to those who are just in it for the commercials. If you are hosting a Superbowl party on Sunday, read on for a few tips to add a little pizzazz to your event and wow all of your guests.

1. Design a table runner to look like a football field. Spread out chalkboard contact paper, and draw yard lines with chalk and a ruler. 
2. Create a potato bar. Bake up a large bag of potato wedges and serve them with a variety of toppings like shredded cheese, chopped red onions, jalapenos, and sour cream. 
3. Serve drinks inspired by the teams playing. For Denver, try the Dark Horse Beer and let the Carolina Panthers fans sip on a tall glass of Carolina Blonde.
   

   
4. Create a Penalty Flag Bucket. Use 3/4″ wide black & white electrical tape to make stripes on a metal bucket. Design a sign on your computer and print it out on sturdy paper. Tape the sign to your bucket, and fill it with yellow napkins. Your guests will have a blast making their own calls.

With this being the 50th Anniversary of the Superbowl, I’m sure it’s going to be over the top amazing. If you are hosting a watch party this year, comment below and share a little of what you have planned.

And The Winner Is…

 

I want to thank all of the lovely brides who entered the Day-of Coordination Giveaway. I am pleased to announce that the winner is Sandy Mahaffey! Congratulations, Sandy! I’m excited about working with you to create a fabulous wedding.

Didn’t win the giveaway? You can still book Visions by Vaughn. Click here to get started.

Blessed to be a Blessing

Last year was amazing for my business! I worked hard, had more fun than I expected, met some amazing people, and learned lots. One of the things that I learned is that I am blessed. Ok, I knew this before last year, but seeing my dreams come true was amazing. I want to pass these good feelings on.

In my last blog post, I told you all about how wonderful my day-of coordination services are. Well, I’m giving one lucky couple the chance to experience it first hand. That’s right! I’m giving away day-of coordination services. To enter, click here, and fill out this short form. That’s it! The contest ends on January 18, 2016. The winner will be notified by January 19, 2016. Good luck!

After you enter, comment below and share a little bit about your wedding plans. Of course if you feel you are in need of assistance with your event, contact Visions by Vaughn at visionsbyvaughn@gmail.com or call 832-356-8867.