convention event planning

10 All Important Questions to Ask The Vendor – (event planning tips)

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Top 10 Event Planning Tips

We know planning a great event comes with its challenges.  We offer a few tricks of the trade so your event planning is absolutely successful.  Whether you’re in charge of planning a corporate event, fundraising event, or school function, you want a seamless event.  We’ve got some great event planning tips to keep in mind.

The All Important Questions….

1) What assistance/service is included or excluded in the costs?

You don’t want to be caught off guard the day of the event.  When you hire a vendor, make sure to get the full details of what is included in the service.   Do they deliver, setup, and take down?  Will they provide attendants?  Will they ensure venue space is equipped to accommodate party rentals?  Depending on type of vendor, do you need your own staff, generators, and other necessary equipment?   Although, most vendors are fully prepared, don’t assume anything, always ask.  It’s better to be safe than sorry.

2) Fees, Fees, and More Fees?!

Event planning tip #2, ask about fees and possible hidden fees.  Are there overtime costs, will there be a delivery and setup fee? Will there be cleanup and breakdown costs? Service fees, gratuity fees, cancellation fees, oh my!  No worries, just ask and be sure to read the contract carefully.

3) Help, Please!

You booked the casino party, but what about trained casino dealers?  It’s important to find out if your party rental service comes fully equipped with a professional staff.

4)Who Says You Can’t Get Something for Free?

Learn the fine art of negotiation.  Ask about special rates, deals for non-profits, and if you’re holding a fundraiser, ask if certain services and products can be donated.  It never hurts to ask.

5) Hey, What’s Your Damage?

Some may not recall this once upon a time popular 1988 movie, Heathers, but it is important to discuss the vendor’s terms and conditions, do they have vendor insurance, how much is charged for damages and cleaning - again read over the contract carefully and ask questions.

6) Too Many Vendors Got You Frazzled?

If you plan on hiring several vendors for your big event, it may be wise to hire a reputable, full service event management company.  They know just the right people and how to get you what you need and want at the best prices.

7) Does Your Vendor Provide Excellent Customer Service?

A professional vendor will, listen to you, keep you in the loop, and promptly answer all questions.  Professional vendors know word of mouth means new clients and repeat clients.

8) Should I Stay or Should I Go?

Many times your vendor will stay with you from start till end, overseeing the entire process to ensure complete satisfaction, but it isn’t always the case.  It’s a smart question depending on the type of vendor.

9) What is Your Gut Telling You?

You may not own a crystal ball, but there are tell-tale signs that a vendor may not be right for you.  Visit their website, make sure they specialize and can customize to your event planning needs. Make sure the vendor has a contract stating their obligations, as well as your obligations.

Ladies and gentlemen…finally, we’ve come to #10 of event planning tips…

10) I’ve got 99 problems, but finding a trusted vendor ain’t one.  Choose a Trusted Vendor.

Although saving money is “Key”, make sure the vendor(s) has professional affiliations, experience, and a proven reputation you can verify (testimonials, references).  Hire the right people.

So, we’ve armed you with a few great event planning tips that are sure to keep event vendors on their toes…go forth, be curious, and plan a successful event!

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Convention Event Planning

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convention event planning

Convention Event Planning in San Antonio, Austin, Houston, and Surrounding Areas!

Holding a convention, trade show or conference is a unique opportunity to showcase a product, idea and brand, but how do you set yourself apart from the rest?

There are endless possibilities when it comes to attracting the most people to your conference, trade show and convention.  It all starts with exciting, engaging and creative entertainment that will provide the ultimate experience.  From a broad range of live entertainment and interactive activities, we can help make your event a complete success.

Need distinctive convention event planning ideas?

Live Event Entertainment

Generate leads and drive traffic with a successful event.  Music, live entertainment, and interactive entertainment are all great ways to draw in large crowds.  You can easily convey your message through entertainment.   A few fun, live entertainment ideas would be to add live music, dancers, belly dancers, Hawaiian dancers, magician, dueling pianos, impersonators, jugglers, cover bands, or even a fortune teller.  Whatever type of live entertainment your event calls for, we can assist you in finding the perfect entertainment.

 Interactive Entertainment

Incorporate exciting interactive games to your convention event planning! Interactive entertainment is one of the best ways to get people having a great time in no time. We have a great list of interactive games for rent.  Rent out the mechanical bull ride, multi-ride, gyro, zorb balls,  laser shot games, electronic darts, strength competition, and other cool interactive games!  Not sure what best fits your event needs?  Click here to take a peek at our event ideas OR just call our professional event specialists.  To ensure your convention event planning goes without a hitch, trust us with event management. We go out of our way to ensure your important event is a complete success.


*Stay tuned for more tips and tricks of the event planning trade.  From the top 10 things to ask your event vendor to affordable event planning, we want to be your top to-go-to source for party rentals, entertainment and helpful, trusted advice.





Multi Ride Surfboard

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Multi Ride Surfboard

Multi Ride Surboard

Dimensions: 20 x 20 x 11

Description:  Surfs up!  See how long you can Hang Ten riding this surfboard.  The unit has an inflatable, complete with Palm Trees, for a soft landing for Wipe outs.  The multi ride surfboard is able to function as a surfboard and a mechanical bull.  Interactive inflatables are a great way to get your guests moving and having fun!

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