Month: May 2017

Why You Need Partial Planning Help for Your Bar or Bat Mitzvah

Partial Planning clients for Bar or Bat Mitzvahs want to be hands on but have help along the way when event planning | Pop Color Events | Adding a Pop of Color to Bar & Bat Mitzvahs in DC, MD & VA

I offer three levels of service for Bar or Bat Mitzvah planning because I’ve found that each meets the needs of a different sort of client. I love working with Partial Planning clients because it really is a collaborative experience. Clients who are ideal for a partial planning package:

Know that they don’t know

These clients are smart cookies! They know that there is a lot that they don’t know about planning a Bar or Bat Mitzvah party and want guidance along the way. They see value in hiring someone who is an expert in planning, since they are often experts in their line of work. They are questioners and seek to get information to make sure they are making good choices.

Are short on time

Let’s face it. Everyone in the DC-area seems to have a demanding job and these clients are no different. Planning a Bar or Bat Mitzvah party take HOURS. They don’t want to spend their free time researching every last vendor, contacting them, asking questions and then worrying that the perfect vendor isn’t even on their radar. They understand the importance of relationships and how a planner’s vendor relationships are a huge time saver. A planner will act as a matchmaker to find the perfect vendor for each client’s unique needs. Especially if you are working with specific needs that limit your options–need a venue for 300 people or a Kosher caterer or a mechanical bull, a planner knows exactly where to start looking.

Want to be hands on

Despite being short on time, partial planning clients want to be involved in making decisions for their event. They want to have a personal relationship with the vendors and feel comfortable with their decisions. They may be a little Type-A (don’t worry, I am too!), so they aren’t ready to fully give up control of their planning process, but still want to make sure that they’re doing things right.

Need help staying on track

See short on time above. There are so many details that are part of the party, that these clients want to make sure that planning is on schedule, everything is covered and nothing gets overlooked. Partial planning clients love reminders, check ins and someone to act as a sounding board for all of their questions along the way. And there are often many questions!

Are looking for creativity and inspiration

Often these clients tell me that they have difficulty visualizing how it will all come together. A partial planner will help to figure out the vision and make sure the client can see it too. This may be through verbal descriptions, photos, design boards, timelines, floor plans and more. Planners have the resources and experience to translate your wants into something unique, creative and just so you.

Want to be able to enjoy themselves at their party

There’s something special about having worked with a planner for 6+ months. They know you, you know them and you trust that they’ll be able to handle anything that arises. That trust leaves you free to enjoy your party and not have to worry about a thing.

In Conclusion

A partial planner for your child’s Bar or Bat Mitzvah will allow you to feel confident that you are making the best decisions for your family, that your planning is on track and that you’ll have an amazing party!

Think that partial planning might be right for you? Contact me for a free consultation

Need a Hotel Room Block for Your Bar or Bat Mitzvah?

Tips, tricks and questions to ask when reserving a hotel room block for out of town guests at your child's Bar or Bat Mitzvah. | Pop Color Events | Adding a Pop of Color to Bar & Bat Mitzvahs in DC, MD & VA
Nowadays many families live far away from extended family and this often requires travel for a Bar or Bat Mitzvah celebration. One way to be a good host is to offer a room block for your out of town guests.

Where to start with your room block

You’ll want to block the hotel room before you send out a save the date (if you’re planning doing one), so you can give guests plenty of time to book their hotel rooms. Generally, this is around a year or so out, but can certainly be closer to the event date if you aren’t planning on sending a save the date. Ideally, the hotel will be convenient to your temple or party venue. If you have a lot of guests who are shomer Shabbat, being closer to the temple is obviously preferable. Sometimes temples or venues have preferred relationships with hotels which may help you get a better rate for your guests, so make sure to ask. Also, if you’re interested in hosting a Sunday brunch at the hotel, this is a good thing to mention to the hotel up front as it also could help with pricing.

When you call the hotel, ask to be connected to the sales office about a room block.

How do I know how many rooms to block?

Unfortunately, there’s no one size fits all formula that works in all situations. People can be so variable and you know your guests the best. I recommend looking at your guest list to see who is from out of town and how many of them you realistically think will attend, then block for that number. It really is a guessing game! Some hotels will only allow you to block a certain number of rooms and then will give the block more rooms if you’re getting close to filling it. Definitely check to see the max number of rooms they will allow to be part of your block and confirm that they’ll let you add in more rooms if needed.

Courtesy vs. guaranteed block and cutoff dates

Generally, you’ll need to have at least 10 room nights (which could mean 5 rooms for Friday night and 5 rooms for Saturday night) for them to create a block for you. As far as the rooms, you’ll want to request a courtesy block of rooms vs a guaranteed block of rooms, if possible. This means that you are not financially responsible if not all of the rooms are booked by the cutoff date (the date when the block of rooms will be released to the general population) vs. a guaranteed block, where you’d be required to pay for rooms if not enough guests book.

And speaking of that cutoff date, make sure to communicate it to your guests! Before you sign anything, double check that once they quote you a rate for rooms it is actually a better price than what is being offered online (go to the website for the hotel chain and a site like Travelocity.com). If prices are expensive or you have a lot of guests, you could always have blocks at multiple hotels.

Check with the hotel and nudge those slow relatives to make their reservation before the cutoff.

Bonus Tips

Another thing to keep in mind is if there is anything in it for you.  If you book a certain number of rooms can you get rewards for their guest rewards program or is there a complimentary guest room that your family could use? Is there a possibility of having a complimentary hospitality suite for your guests? Will they waive fees for gift bag distribution (or is it complimentary, to begin with)? These are called concessions and the more you get, the better it is for you!

Need help with negotiating with a hotel? Pop Color Events can help!

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