Event Planner Notes

We plan lots of weddings, but we also produce other events too, Groundbreaking Ceremonies, Fundraisers, Corporate Galas, Product Launch, Holiday Parties, Birthday Parties, and Company Picnics. Whatever the reason to host an event, Encounters is here to help.

Finding the right venue is always a key factor that will ensure your event is well attended. Event sites need to be easily accessible and parking should be hosted or affordable. Another consideration is to be sure the message that you want to convey is easily recognized.

This past summer we put together an annual picnic for one of our regular corporate clients. Generally this is hosted at a venue that has lots of outdoor grounds. But because their winter party had to be postponed twice due to the 2009 snowstorms, this year’s picnic was held at the Gaylord Hotel. This was the site of their canceled winter event which had a requirement that the Gaylord hold this group to their contractual obligation. So we used part of the Gaylord’s massive exhibit hall, which led outside to a great view of the Potomac.

The venue worked out extremely well because of our exceptionally hot summer.  To give the (unfinished) exhibit hall a fun look, we had Fabrications drape the columns in primary colors. This also helped to conceal most the exposed electrical panels and piping. We had huge inflatables indoors for the children with water slides and other activities outdoors on the patio. Buffets for the expected 1,200 guests were inside along with most of the seating. We also provided outdoor seating for those guests who enjoy the warm temperatures and wanted to take in the view.

Everyone enjoyed the entire picnic experience, from the young to the “young at heart”. There was a lavish picnic inspired menu with ice cream bars, cotton candy and popcorn machines, plenty of games and Caribbean sounds from the Mellowtones. Ending the day was an early evening fireworks display which the Gaylord puts on each Saturday night over the summer. Company employees and their families all left on a high note; children with their carnival game prizes, adults with their bingo winnings and management with appreciative employees.

Find us on Facebook