Don’t shoot the messenger! Now that we have our gorgeous spring weather, of course we have to remind you to plan for your Christmas party.

Event planning. Say those two words and see how fast your coworkers run for the door. But you’re game. And fortunately, you’ve come to the right place. We are award-winning, event
planning experts. We plan all aspects of any kind of event, no matter the size or circumstance. From extremely small to a cast of thousands, we’ll keep our eye on the details so you don’t have
to. Simply Elegant – Event planning that makes you look good.

Party Planning
You’re thinking: great friends, great time, great party. We’re thinking: great parties come out of great party planning. It’s hard to believe that something as fun as a party can take so much work. But it does… Always. Of course, great hosts make it look easy. Great hosts rely on great people. We’re your people. Your party planning people. We’ll do the planning. You have the fun.

The rewards of a successful Christmas party will carry on throughout the year. There are many steps to planning leaving it to the demands and challenges of the holiday season is a recipe for headaches. Here are some tips to lighten the burden in planning this years parties:

Things to think about in planning this year’s Christmas party:

Use task lists and schedule deadlines to complete all your planning on time. If it’s an office party, then the location, budget, and date all three are usually determined by management so you’re working within limits already. Be mindful of your corporate culture in planning on food and entertainment. (IE food restrictions due to religion)

It is never too early to start organizing. In fact, numerous 500 guests or more companies have completed this planning already. Many of the large facilities are pre-booked on an annual basis with first come first served for the smaller ones.

Book your facility now. The larger the number of guests, the less number of local facilities are available. Why not look at unique locations such as a museum, garden or cultural centre. The environment in these locations create the base decor and give a refreshing feel to the festivities.

Re-think your theme. Successful parties create a common thread that tie everything together using the budget as your guide. Coordinating the entire Christmas program with the menu, decor and entertainment allows for a memorable celebration. An example of this is an international Christmas theme with world food/action stations with matching decor and entertainment.

Poll your employees as to what type of theme and entertainment they would like this year? You could make it a competition! Instead of the comedy show, perhaps they would like to experience a cirque show or a Christmas themed murder mystery? Focus the opportunity for an engaging and interactive party this year.

Guests love to take the dinner table centrepiece home. Why not set up a centrepiece creation competition between departments where the pieces are raffled off to generate money for your favourite charity. Remember to make a note in the invitation that there will be a prize for the department that decks out the most ingenious Christmas centrepiece.

Promote the designated driver concept and these alternative forms of transportation in your invitations. Let’s face it – drinking and driving never mix. Offer a variety of non-alcoholic beverages for the designated driver and others who prefer not to drink alcohol. If preparing an alcoholic punch, use a non-carbonated base like fruit juice. Alcohol is absorbed into the blood stream faster with a carbonated base. Provide for for alternative modes of transportation for guests range from shuttle, limousine service or passenger vans taxi fare for the end of the evening. Don’t forget to budget for this!

Save a tree and go green e-invites for your event.

Planning a party is a lot like buying a house. You do the research, crunch the numbers, think ahead – and you put the best possible team around yourself to help you achieve your goals. When party disasters happen, it usually comes down to poor planning. And many smart, capable social committees just plain and simple don’t think through some of the basic details that will make or break their party. That’s what a planner is for.

Call Simply Elegant if you need support with some or all of your Christmas event. It’s what we do best. From planning, to decor, to entertainment, to catering, we work hard to ensure that every facet of your corporate event says what you want it to say. After all, this isn’t just some corporate event. It’s yours. It reflects back on your Company — and on you. Every detail has to be on message. You wouldn’t let an email go out that didn’t look good on the Company. You’re sure not going to let your company look bad through a poorly thought out or executed event.

Ultimately here are the Top Ten Signs You’re at a Bad Office Christmas Party according to CBS
– Late Show with David Letterman

10. Eggnog smells suspiciously like Liquid Paper.
9. Anyone caught under mistletoe gets choked by Latrell Sprewell.
8. Because of corporate downsizing, Santa is only 120 pounds.
7. Only food available is something called reindeer kebabs.
6. Last time you saw this much sucking up was on the Tommy Lee-Pamela Anderson videotape.
5. Christmas tree is just a fat intern in a green sweater.
4. For the 16th year in a row, the Canadian band leader has passed out in the eggnog.
3. Thanks to the alcohol-free punch, not a single butt gets photocopied.
2. Boss offers to give you a raise, and hes not talking about money.
1. Its held every year on July 23rd.

Ever wonder how you can create a great party that is fun and safe for your children for less than $60 including gas?

Considerations for age appropriate parties:

1. Invite a maximum of children to match the age of the child. An easy guideline is to invite only as many children as your child’s age, plus one. This keeps the party small with young children reducing the opportunity for them to be overwhelmed. Each year your child learns to emotionally handle a larger group of children.
2. Have the child choose a theme. It makes your job easy (a favorite book, sport, movie, or a TV show. Then they can further help with the planning plus make decorations.
3. Keep the party simple.
4. Focus on structured group activities. Individual games focuses on a winner which leaves children out – maybe even the birthday child.
5. Always ask parents about food allergies.

Ways to cut birthday party costs without cutting the party experience:

1. Hold the party in your home
2. Avoid traditional meal times by holding the party between 2:00 p.m. – 4:00 p.m. and serve snacks & dessert.
3. Bake your own cupcakes and let the kids decorate their own cupcake for a fun activity.
4. Make and hand deliver your own invitations, or “be green” and send e-vites with an RSVP date.
5. Resist hiring an entertainer or bouncy castle! Kids only remember the fun activities and birthday cake.
6. Make it a family affair and ask family members plus the guests parents to assist with activities.
7. Source theme decor from your own home first, then purchase the rest of supplies from economy stores.

ACTIVITIES FOR A BEACH PARTY (GEARED TO 5 YEAR OLDS)

We chose a beach theme to counter against our snowy Calgary weather. Collect all your colourful beach towels to cover your
party table and inflate all beach air mattresses and balls to decorate the party room.
Welcome each guest at the door with a lei and a tropical sun visor (can be part of their take home goody bag).
Encourage everyone to dress the theme (beach shorts, T shirts, flip flops, sun glasses and visors)

Simple party activity starters:

1. Decorate the birthday cupcakes (while the children are calm) using an assortment of frostings and toppings.
2. Do simple crafts (stickers, buttons with yarn, straw crafts, using little sea shells with beads and pebbles etc. Glue these onto mini frames or juice-cans. You can even use lids and add a magnet on the back.
3. Save time and purchase simple craft kits for only $1-$2 at the numerous economy stores.

Games for children with energy:

1. Fill balloons with small treasure based on your theme before you blow them up. For beach we used mini fish, wiggly worms, costume jewelry. The children then pop several balloons and gather their treasures. You can hang, hide or put them in a large garbage bag or box.
2. Group hunting games (same as Easter egg hunts) This can be treats, treasure chest items or even a puzzle piece to a treasure map that all the children work collectively to put together.
3. A circle dance of ”Hokey Pokey” works great and is completely non competitive.

Move into quiet games:

1. Hand make Lei Necklaces made from yarn, drinking straws, and colored crinkled tissue paper.
2. Simple relay races such as potato-on-spoon using a beach water toy.
3. Pin the “crab on the beach”. No winner needed here too!

Holding the party mid afternoon reduces the cost on food. Create a mock tail with juice and give it a beach name. Snacks can
include vegetable sticks and dip, seasonal fruit kabobs, mini pita pockets or bagels and finish with the individually decorated
cupcakes.

BEACH THEMED GOODIE BAGS

For less than $9, our goodie beach pail was equipped with a shovel had a snorkel face mask strapped to the outside of the pail
and was filled with a house safe beach sponge ball, squiggly florescent worm, a motorized bathtub sail boat plus a colourful
slinky. The children go home in their colourful foam visors (we collected a mixture sharks, butterflies, monkeys and pink
flamingos) Always make a few more in case extra guests arrive – yes this often happens!

THANK YOU NOTES

It is never too soon to teach etiquette to children. Create a list of the guests’ names before the party, and then jot down each gift
beside the giver’s name as they are opened for thank you cards.
Take photos of the children dressed in theme or put them in front of a prop. Download the photo onto your computer and
colour print them into thank you cards.

The party is a quick two hours, organized with a logical rhythm for child interest and safety and it was super inexpensive. Plus
why not forget our Calgary snow for awhile and transport yourself to the beach? Happy Birthday!

Simply Elegant / Bayer CropScience

Bayer CropScience really knows how to take care of their key clients! From a fabulous spousal program of art classes and spa retreats to a beautiful Valentine’s Gala – this event was magical for all.
Special thanks to Faby Martin for the lovely photographs!

Your holiday office party planning starts with great food and drink.  Usually the hardest part of planning a party is what to serve.  Some parties feature appetizers, some offer full sit-down meals, and others will have a buffet that could include separate stations for each food type i.e. a salad, meat, seafood or dessert stations.

While you’re in the office party planning stage, keep in mind that the time you schedule your party for  will directly affect the type of service and quantity of food required and staff expectations.  But…the most important factor that will determine the style of catering you choose is your budget.

Holding your Christmas party in the office means space is a consideration.  A sit down dinner requires room for tables and chairs.  Before you plan on it, be certain your budget will accommodate this style because you will need to hire serving staff.

A buffet style gathering will require tables for catering equipment, and if you choose to have traditional turkey or roast beef, space for the chef carving station is a must. Presentation tables for an appetizer party are needed unless you decide to have wait staff serve guests as they mingle.

You will still require a preparation area. Your staff kitchen could do the trick for this choice.

If your holiday office  party planning budget is very small,  opt to have the caterer drop off your menu choices. Then all you’ll need is a table to set up the presentation.

Here are a few more tips as you finalize your Christmas office party planning:

-       Know your office party food etiquette. If yours is an office of women, serve food that is pretty and always add chocolate something.   Perhaps you are a construction company; you will want to fill the gap with delicious home-style portions.

-       Be sensitive. Keep in mind the ethnic and religious requirements of your colleagues.

-       How much food is needed will depend on how many people will attend and the time of your party. Luncheons typically require less food then evening parties.

Office Party Planning For a cocktail style party:

• Light: 3 to 5 pieces
• Medium cocktail party: 5 to 8 pieces
• Full meal cocktail party: 8 to 15 pieces.
• Dinner style cocktail parties require 15 to 20 pieces per person.

-       Renting China, Glassware, Cutlery will make any party planners life much easier and is eco-friendly. You should be able to rent them from your caterer.  If you want disposable, choose a caterer that has eco-friendly items available. Have the order delivered the day before to ensure you are ready for the set up the day of the event.  If you are missing items, early delivery gives you time to make wrongs into rights.

-       Double up on everything if you can. People tend to leave their glasses, plates, and cutlery wherever they wander.  Plan on having as much as twice the amount as the number of guests.

-       Serving. If you are not hiring serving staff, a buffet is the way to go. Stack plates at the start of the buffet line, and place cutlery and napkins at the end. Guests will then have less to balance while they serve themselves.

-       Consider setting up the food in several spots if you have the space. That way everyone won’t be crowding around the same buffet table at once. Make sure there are plenty of napkins and plates at each station.

-       Choose a theme.  You can theme any party from décor to food to menus.  How about a Winter Wonderland with an elegant colour theme of purple and gold.

Fire & Ice: think ice sculptures and icicles combined with fire torches (fake of course!) or candles and a red Christmas tree.  Or choose a Victorian Christmas to add warmth and charm to your office gathering.  Themed parties add great value that will provide your office with an unforgettable experience.

-       The wow factor. If you have the budget go with butler service and provide your staff with an elegant experience that says they are the best.

Okay, there’s no getting around it, we need to talk about… The weather.

Calgarians are a hearty group. We embrace the chilly mountain summer air and we laugh in the face of summer snowstorms… But what’s with all the rain?  The last time we checked, Calgary was supposed to be one of the sunniest cities in Canada.

Ah well, as we at Simply Elegant say, “when life gives you a rainy day, have a Rainy Day Party.”  Just because it’s pouring outdoors doesn’t mean we can’t bring the sunshine inside. After all, it’s family, friends, and good times that ultimately brighten our lives.

And guess what?  We’ve been saving all our rainy day party ideas for a rainy day.  So  now it’s time for us to share our Rainy Day Party ideas with you…. 

- Send your Rainy Day Party Invitations on cheery and sunny stationery.

- Decorate your house with bright and sunny themes.  Make a big sun out of yellow construction paper and hang it from the ceiling or on the wall. Hang a few white, puffy paper clouds from the ceiling. If you have any sunlamps, make sure they’re on.   

- Have an indoor picnic. It’s fun and easy to set up.  Choose a room for your picnic that has lots of floor space and then spread a large blanket on the floor. (You can even cut some ants out of construction paper and scatter them around.) To help enhance the feel of bringing the great outdoors inside, arrange paper flowers all over the floor. And (of course) bring a picnic basket that’s packed with sunny day food – oh, and don’t forget the picnic plates!   

- Serve “Weather Themed Foods and Drinks” such as snow cones, cold salads, fresh fruit, funnel cakes, cold chicken, citrus coolers, and rainbow trout. Or, you can beat the rainy day blues by serving comfort foods.

- Play weather related music.  Stormy Weather, Let The Sunshine In,  Ain’t No Sunshine, Have You Ever Seen The Rain?  There’s no shortage of songs about the rain. In fact, there are over 5,000 albums containing at least one song with the word ‘rain’ in their title. Talk about a flood of rain songs.

- Or you could throw a Movie Marathon Rainy Day Party.  Rainy days and movies go hand in hand. A few viewing suggestions include: Waterworld, Cloudy With A Chance Of Meatballs, Twister, and Rain Man.  If these aren’t to your tastes, not to worry, it’s easy to find a list of the best rainy day movies. You’re sure to find something there that suits your viewing tastes.  

- Or how about having a Rainy Day Board Game Party? Nothing beats the precipitation blahs like playing a board game. Board games remain wildly popular, and for good reasons. They’re fun and provide plenty of guest interaction.  Who needs to worry about the showers outside when you’re trying to find the money to put up hotels on Boardwalk and Park Place?

A Rainy Day Party is the perfect thing for a… well, a rainy day. We hope you enjoy yours. Oh, and try not to be too disappointed if the sun makes an appearance – that just means you can take your Rainy Day Party outside.

You’re getting married next summer. Think it’s a little early to plan your perfect wedding? Think again. Venues and caterers are already booking up.

But before you charge out to book a hall, order flowers and create the ultimate in wedding menus, we suggest you sit down, take a deep breath and look at the bigger picture.

Ask yourself what is important to you. That requires you to look honestly at your intended and yourself and determine the expectations you both will have from the day. Should it be formal? Religious? Infuse heritage and culture? Involve family? Only when you determine what you want out of the day can you even start to plan your perfect wedding.

And plan is the operative word.

While it might not sound wildly romantic, think of planning the perfect wedding as if it were a work project that you are overseeing. Set specific deadlines, schedules, timetables, goals, and divide the tasks. Breaking everything down into smaller jobs will make everything less overwhelming and much more manageable.

To plan your perfect wedding, you are going to need nerves of steel and anywhere from 9 – 12 months of preparation time.  Remember, you’re on a timetable and you’ll need to stick to it.

Yes, there’s a lot to do. But if the two of you plan it together, you’ll both learn how well you work as a team on a big project. And sharing and working together on something this important is actually indicative of your future happiness. There will be give and take, and you’ll hit some snags, but it will also be one of the greatest experiences of both your lives. And if things get too overwhelming, you can always consider hiring a wedding planner. A wedding planner can be your best friend. Not only will a wedding planner relive you both of some of the stress but they can save you time and money.

Here’s a look at what you’ll need to do to plan your perfect wedding starting now.  

9 – 12 Months before Your Perfect Wedding Day

Up first: choose your wedding date. Whether you plan to be married in a church, temple, pagoda, at home, etc., make sure you clear the date and time with your clergy.

Announce your engagement in local newspapers.

Set a realistic budget. Take the time to talk with your fiancé (and your parents if they’re paying) about the budget and style of your wedding, reception and wedding-related parties, and who pays for what.

Enlist help. Consider hiring a wedding planner. If your budget won’t stretch that far, consult with one for an hour or two and get some much needed advice and guidance. Then ask relatives and close friends to assist you in specific tasks – choosing the band, interviewing caterers, locating a reception site – look for guidance from them in areas where you feel you really need support.

Compose your guest list. Plan to send Save the Date cards or emails to let out-of-town guests know your wedding is in the works so they can make travel plans.

Reserve your reception site.

Choose your wedding attendants.

Select your wedding gown, shoes and accessories.

Decide on bridesmaids dresses and choose your color scheme.

Determine the theme or mood that you‘d like to establish with the food, table settings, flowers and entertainment at your reception.

Interview caterers, musicians, florists, photographers, videographers and bakers. Get written estimates of their costs. Keep records of your discussions and their bids in a notebook or with wedding planning software.

6 Months before Your Perfect Wedding Day

It’s time to choose your caterer. Remember to get a written contract.

It’s also time to choose your musicians. Once again, remember to get a written contract.

Book your photographer and videographer. We’ll say it again; remember to get a written contract. 

Select your baker and order the cake.

Choose your florist.

Shop for wedding rings with your fiancé.

Decide on your honeymoon destination. Work with a travel agent to book your travel and accommodations.

Select your wedding invitations.

4 Months before Your Perfect Wedding Day

Register for gifts at one or more bridal-gift registries.

Help both mothers to coordinate and shop for their wedding-day attire. Make the most of the day and take them to lunch.

Select music for your ceremony and reception.

Choose readings for your wedding and write your wedding vows.

Plan a rehearsal dinner for members of your wedding party, your family, and out-of-town guests. Reserve the location.

Make appointments for gown fittings.

Check the requirements for a marriage license.

Reserve your wedding-day transportation and any other wedding-day rental needs.

Make sure contracts and arrangements are complete with all of your service providers.

Make appointments for a hairdresser and makeup artist for the big day.

Arrange hotel accommodations for members of the wedding party who live out of town.
Reserve a block of rooms for other out-of-town guests, and let them know the rooms are available. Remember to ask for any group discounts or special packages.

Carefully prepare directions, including simply drawn maps, if necessary, to help guide guests to the wedding and reception, and to hotels. For guests who will travel a long distance to your wedding, consider assembling an information package on fun things to do and see while in town.

Begin addressing invitations and announcements.  Invitations should go in the mail six to eight weeks before your big day.

Give the caterer or other food suppliers a close idea of the number of guests you expect.

Make sure all reservations are in place for honeymoon travel.

Select your “going away” outfit and special items for your trousseau.

Check with bridesmaids to make sure they have their gowns and are getting them adjusted.

Shop for gifts for your bridesmaids.

Offer to help your fiancé select gifts for his attendants.

Make a date with your photographer for any formal portraits you desire.

Make an appointment to have your hair done just before your portrait session and again the day or so before your wedding. Consider including your bridesmaids in a “day of beauty” before your wedding, with manicures, hair styling, massages and makeup sessions.

2 Months before Your Perfect Wedding Day

Mail out your wedding invitations and announcements.

Have wedding portraits taken.

Send bridal portrait and wedding announcement to newspapers for publication.

Make your final choices on the music that will be played during your wedding ceremony.

Meet with the musicians who will provide entertainment during your reception and let them know what you want and when you want it played. Remember those nerves of steel and don’t be shy to voice your preferences, from everything to the volume, favorite songs you’d like to hear and even songs you don’t want to be played.

Plan your rehearsal dinner and a brunch or fun activity for out-of-town guests to enjoy on the day following your wedding.

Purchase special accessories for your wedding-day attire.

Plan a luncheon for your bridesmaids.

Finalize honeymoon plans. If you’re traveling overseas be sure to double check that your passports are current and that you have any and all necessary visas.

Gather necessary birth or baptismal certificates you may need for your wedding license.

1 Month before Your Perfect Wedding Day

Get your wedding license.

Have a final fitting of your gown and make sure your attendants have theirs.

Check that your menu selections and service plans are locked in place with your caterer.

Purchase a special book to keep track of wedding gifts as they arrive.

Keep writing those thank-you notes on a daily basis!

If you plan a formal dinner for your reception, it s time to draw up a seating plan and make up place cards.

Check with your florist to confirm dates and times of flower deliveries.

Review your wedding-day transportation plans and make sure drivers are clear about addresses, times and number of passengers.

Make name or address changes official on documents, including driver s license, Social Security forms and financial accounts.

Meet with your photographer to specify the formal shots you want taken of the bridal party, as well as specific, candid shots you d like taken during the reception.

Review the video plans with your videographer.

2 Weeks Before Your Perfect Wedding

Keep writing those thank-you notes for wedding gifts!

Pick up your wedding rings. Make sure any special engraving appears precisely as you wished.

Begin packing for the honeymoon.

One Week before Your Perfect Wedding

Make final checks with all your vendors: musicians, florist, photographer, videographer, limousine, service, caterers and baker.

Ask a friend or a family member to arrange for wedding gifts that may be brought to your reception to be delivered to your home or another safe spot.

Wrap gifts for bridal attendants and have them ready for the rehearsal dinner.

Purchase  travelers checks and reconfirm honeymoon travel and hotel plans.

See that checks are written and ready to be handed out to vendors at the agreed-upon time.

Inform your caterer of the final number of guests. Confirm that out-of-town guests are set with hotel accommodations, transportation and wedding-day directions.

The Day before Your Perfect Wedding Day

Take time to relax and enjoy a massage, manicure and pedicure.

Traditionally, this is your day for rehearsal ceremony and rehearsal dinner.

Have fun!

Turn in early for a good night’s sleep.

Your Perfect Wedding Day

Allow plenty of time for dressing, makeup and hairstyling.

If you plan on photography before the ceremony, allow ample time so you’re not rushed.

Relax, breathe, and remember: This is your special day, the result of all your careful planning. Now it’s time to enjoy.

Refuse to let any glitch get to you. Savor every moment of this sacred day. Let your happiness shine through and have a perfectly wonderful wedding day!

Looking for some company picnic ideas? After all, July is National Picnic month, and what better way to celebrate than by having a picnic?  We Calgarians are especially fortunate to have all kinds of fabulous picnic areas and hiking trails.  And so we have some helpful tips to help make your event “picnictastic.”

There are plenty of good reasons to have a corporate picnic.

- They lift staff’s spirits and company morale
- They show appreciation for employees
- They demonstrate a commitment to employees and their families   
- They build teamwork
- They’re fun

These days, picnics are no longer about a single basket filled with soggy sandwiches, warm drinks and ants. Today’s picnics can be innovative and creative.

Here are five important things to remember when you think through your company picnic ideas.

1. Location, location, location. Not only do you want it to be scenic but it also should be  close to where the majority of your workforce live. You’ll need to think about transit routes, or consider options such as taxi vouchers or car pooling.

2. Make sure you’ve got the basics covered. On-site power, permits, washrooms, tents (anything above 600 square feet needs a building permit), tables and chairs, set up, strike down, and recycling are just a few of the many things on the picnic-to-do list. 

3. Put lots of “fun” into the day’s agenda. You’ll want to ensure there are plenty of games and activities. You don’t want everyone sitting around with nothing to do – what is this, the office? (kidding). When thinking through your company picnic ideas and activities, remember to consider your employees’ interests (not everyone likes softball).  And make sure the kids have plenty to do too.

4. Theme your picnic. Today’s picnic events can have their own themes with corresponding menus that can be custom designed. Remember to incorporate the theme through the entire event, from the invitation to the décor, food, activities, music and entertainment. Make sure that your entertainment compliments the day and the activities. 

5. Food. We’re thinking barbequed burgers, hot dogs, chicken and ribs. And while they will please most of your guests, remember to include plenty of vegetarian options. Avoid foods that spoil quickly in the heat (hello, mayonnaise and seafood). Make sure you’ve got the appropriate refrigeration for drinks and food. Water and fruits will keep everyone hydrated. 

Calgary picnic site bookings can be made in advance by contacting the City of Calgary:

Check out their website or email: facilitybooking@calgary.ca You can reach them by phone at: Customer Service Center 403-268-3800 and in person at: Customer Service Center, 2808 Spiller Road S.E., Calgary, AB.

Now the question is – where to go for a day of picnicking?

Don’t ever say we never done nothin’ for ya. Here is a comprehensive list of Calgary picnic areas and their locations, including playgrounds, off-leash dog parks, natural environment parks as well as the outdoor resource center.

Coming up with company picnic ideas is just the beginning. There are a huge number of details to work through. In fact, you might want to consider hiring an event planner who can also cater your event to make sure all potential obstacles are covered. A professional planner can’t stop it from raining but they can make sure that none of your guests get wet. 

While you’re at it, check out Simply Elegant’s Summer Packages. They’re designed to ensure your event is exactly as you want it at a price you can afford.

Planning in advance and taking care of the details will ensure your outdoor experience is relaxed and stress-free.  So bring your company picnic ideas to life! Get out there and have a fun day in the great outdoors. Oh, and don’t forget to bring the sunscreen.

Every four years, Canada embraces cultures from around the world in one massive, month-long World Cup Party.   Because, whether you like soccer or not, there’s something about the World Cup tournament that gets people excited.  Really excited.

It might be because of the country vs. country competition. Or maybe it’s the fact that even the smallest of countries are in the same league with the big ones. Whatever the reason, there’s no denying that the world’s biggest sports tournament (a month-long phenomenon) is sweeping across workplaces and homes. 

And why not?  It’s fun. It brings old and young together to celebrate the cultures that raised them. And it gives everyone a chance to join together and cheer on their teams. Everywhere, people are wearing the colours of countries that they’re rooting for, and all in a frenzy of football. For the more than a billion soccer fans worldwide, “the beautiful game” borders on religion.  Cities come alive as people pack into restaurants and bars to watch their teams and celebrate.

But if spending time with dozens or hundreds of strangers isn’t your idea of a laugh riot, don’t be shy about throwing a World Cup party on your own terms – even right in your own home. How? Oh, we were hoping you would ask.

First off, decide what you want out of it. Do you want to use the occasion to visit with friends and families? Bond with co-workers? Impress the boss? Or blow off some steam?  Set your intentions and your budget. If the goal is to spend quality time with your guests, book a caterer ASAP. It’s party season and it will get harder to find a caterer as the month goes on.   

Regardless of whether you hire a caterer or do it all yourself, here are a few ideas to kick around that will let you really embrace the World Cup party spirit. 

- Send out stadium ticket-like invitations.  Make sure your guests know they need the tickets for entrance! Throw some confetti in the envelope for an extra festive touch.

-Ask each of your guests to come as their favourite competing country. Or draw country names out of a hat and assign each person a country to represent at the party. Have fun with it.

-Flags. Lots of ‘em. And from everywhere. You can buy them at various sporting shops or you can go all Martha Stewart and make mini flags for participating countries out of construction paper and popsicle sticks. Because let’s face it. When you think World Cup, it’s hard not to think of Martha Stewart.

-Decorate with soccer ball balloons.  You can put them anywhere and they’ll spice up your party room. Batch them with black and white balloons.

-Hand out the vuvuzela horns. And the ear plugs. You’d better invite the neighbours – and maybe take away the horns as the night wares on.

-Serve drinks that represent the countries whose teams you’re watching. A little research can go a long way. For example, Caipirinha is Brazil’s national cocktail (you can substitutes vodka for cachaça), Limoncello is now considered the national drink of Italy. Both drinks are easy to prepare.

-Use soccer themed tablecloths, piñatas, banners, flags, jerseys, candy, cups, and bowls/serving trays. You may even be able to find some miniature soccer balls to keep your guests or their children entertained.

-Create your own world cup decorations.

-Have foods that people can munch on throughout the event … the most important part is being able to watch the game.

-Use the food to complement your party’s theme. In honour of the colours in a soccer ball, try making desserts – like brownies – out of both dark and white chocolate.

-Have soccer themed door prizes. Inflatable soccer balls, soccer jerseys, soccer ball maracas, are just a few ideas…

-Plan an international potluck.  This is a great opportunity to sample and taste all the spectacular flavours of the world. Frikkadels are like South African meat balls – and they’re delicious!  Or how about trying some Korean fried kimchi rice with beef? Or why not sample some authentic Argentinean chorizo?

-Hire a face painter.  For the football fan that really goes all out to support his or her nation, wearing the flag of their country on his or her face during a world cup match is a fun way to demonstrate their love of their country and the game.  

-What about an “indoor-outdoor” theme? People love being outdoors in the summer. Depending on your set up, you may be able to move your TV out into a shady spot in your yard.

Now that you’ve got all that sorted out, you can sit back and enjoy the game. Because, when all is said and done, isn’t that really the goooooooooooaaaaaaaallllllll!

Companies sometimes wonder if it’s possible to hire bands that have celebrity status for a private, corporate or charitable event. And the answer is: yes, if the price is right. The fee range is huge and, of course, the bigger the name of the band, the higher the cost. Some bands are in the tens of thousands, while others are often hundreds of thousands of dollars — or more.

Charities often want to know if, rather than hire bands, celebrity musicians will do events for free or a reduced rate. Sometimes. But usually only if they are already deeply invested in a cause or a person involved with the event. If a band does agree to play for free, there is a risk. Bands that are getting paid have a much better chance of appearing than those that don’t. They may even have some kind of arrangement with their agent that if a paying opportunity comes up on the same night that there’s a pro bono gig, the paying gig must be accepted.

Let’s say everything is going along perfectly: the bands are available on the date they’re needed and the fees have been agreed upon. Then what? A whole lot of reading. The event planner has to read each contract and every rider that comes with each one – forwards and backwards. She has to understand exactly what she is getting her company or charity into and what it will cost to hire bands for this event.

There are usually additional, sometimes hidden costs, and knowing what those are can be the difference between a responsible event and a financial disaster. Even the flight. There’s a big difference in the cost between an economy airline ticket to Calgary from Vancouver and a private jet from Japan.

In fact, there’s a very good possibility that members of the band will be coming in from a variety of cities and may have to be picked up separately. Some bands will have riders about ground transportation and will require limos or town cars and professional drivers.

Bands often expect per diems, intended to cover certain costs when traveling. Sometimes bands prefer large per diems and pay for all of their expenses out of those. Other times, travel, accommodations, maybe even some meals will be covered, in which case per diems will be smaller.

Bands usually have green room requirements, the first one being that there be a green room. A green room is simply a (usually) private room put aside for bands to gather. It is usually stocked with food, drink and other amenities. The items required are usually listed in a document from the contract, often called a hospitality rider – and that document needs to be reviewed very carefully to ensure there’s nothing in there that will break the bank.

The technical rider is another standard document that accompanies contracts and must be read before any decision to hire bands. It outlines sound, staging, lighting and other similar requirements that the host must provide. Once a deal is signed, the event is obligated to provide the band whatever has been agreed upon in the contract and any riders that accompanied it. That can be anything from table space in the lobby for one star ‘s  favourite charity to metal detectors and inspection of venues by police K9 unit for another.

How seriously do bands take the riders? Very. The standard performance contract used by Van Halen famously had a line item for M&M’s with all the brown candies removed. Brown M&M’s were cause to cancel the show but still be fully paid for the gig. The band claims to have snuck that article in the technical rider to see how closely local crews were reading the contract and riders. If brown M&M’s were present, they felt they had a good indication that there would be problems ahead with the show.

Of course, most events can’t afford to hire bands from the A-list. The good news is, a myriad of options are available at almost any price point. If the boss has his heart set on the rolling stones, however, start saving now. They come in at several million dollars.