Continue reading »]]> Fast Facts:

• Place:New York Academy of Sciences
  • Location: 7 World Trade Center, 250 Greenwich St, 40th Fl, New York, NY 10007
  • More Info for ­­­­­­­­­­ New York Academy of Sciences: http://instevent.com/venue/27/new-york-academy-of-sciences/
  • Our thoughts: With a large array of diverse spaces, the New York Academy of Sciences will create just the right “chemistry” for your event.
  • Secret Tip:  Want to hold your event without harming the environment? NYAS is a LEED- certified green building, which makes them environmentally friendly!

When thinking about the New York Academy of Sciences, the average New Yorker would think: science, research, and a little more science. While NYAS maintains a strong dedication to scientific research and science-based solutions to global issues, this spacious and modern venue is ideal for any size private event, conference, or meeting.

Located in downtown Manhattan, NYAS has breath- taking views of the Manhattan skyline and the East River. This allows your guests to enjoy the beautiful views that you’d have at an outdoor venue without having to worry about the weather ruining your day. Another great benefit of NYAS is that their four event spaces have very flexible configurations. For this reason, they can accommodate many different size groups. Also, due to their wide selection of AV and technical equipment, the space is perfect for meetings, and numerous film, television and commercial shoots.

Another great event to have at NYAS? A wedding! Get married against the backdrop of the NY skyline in the Kayden auditorium, and have cocktails in the spacious lobby before your reception! The space is also great for more upscale Bar and Bat Mitzvahs.

Want to hold your next event at the New York Academy of Sciences? Be sure to check out InstEvent.com to book one of their many great private party spaces!

Happy Planning!
- The Event Mavens

Continue reading »]]> One important aspect of event planning, no matter what the event, is the food. The menu that you choose as well as the way you choose to serve your food can have a large impact on the overall atmosphere of your event. However, if you are planning and find yourself wondering what to choose, have no worries. Take a look at all the different options that you have, and examine the pros and cons of each before settling on the food for your event.

Buffet

• Pros: Buffets give you lots of different options to choose from. Also, guests are free to have as much, or as little as they want.
• Cons: Due to the fact that you have to order more food, buffets can get more expensive for larger parties, especially if you have to rent buffet service equipment like chaffing dishes.
• Level of mingling: Medium- people can come and go to and from the buffet as they please and guests are not confined to one table the whole evening.
• Pricing: Buffets often are in the $30 to $40 plus range per head

Plated

• Pros: More formal parties are often best served by a seated dinner. Incorporating a wait staff to your event adds a service element that gives off an upscale feel.
• Cons: Plated dinners limit the amount of choices you have, whereas with appetizers or platters, you can choose several different items
• Level of mingling: Low- while people have a lot of opportunity to talk with those at their table, having a seated dinner limits their ability to openly interact with others across tables
• Pricing: Sit-down meals usually run $50 and up but can get even more expensive for weddings e.g. $100+ per head.

Passed appetizers

• Pros: Passed apps allow you to have a lot of different options and since they get replenished, there will always be enough to go around
• Cons: Passed apps are often on the lighter side, so if you are looking for something heartier, they may not be your ideal choice
• Level of mingling: High- people can quickly grab food without having to curtail their conversation and movement throughout the party
• Pricing: Average passed apps run $10 to $30 per hour/person

Platters

• Pros: For those on a tight budget, platters are often the most economical decision
• Cons: Unlike passed apps which get replenished, platters after a while can start to look picked over and people late to the party might leave hungry
• Level of mingling: High- people can quickly grab food and then continue to move and mingle
• Pricing: The average platter runs $50 to $80 but feeds 5 to 10 people

Now that you know your options, there’s nothing stopping you from having one delectable event planned on InstEvent!

Happy Planning!

-The Event Mavens

Continue reading »]]> Fast Facts:

• Place: Park Avenue
  • Location: 100 East 63rd Street at Park Avenue
  • More Info for ­­­­­­­­­Park Avenue: http://instevent.com/venue/65/park-avenue/
  • Our thoughts: Just take a look inside—you’ll quickly find the reason for every season.
  • Secret Tip: Try out the Chef’s table! It offers an exciting , intimate vibe for smaller events.

One of the greatest things about the changing seasons is having the opportunity to watch the scenery around you transform. Flowers blooming in the spring, leaves changing color in the fall, bare branches in the winter—you really get to see it all. This beauty of the changing seasons is exactly what inspires the décor at Park Avenue restaurant on the Upper East Side of Manhattan, where every season the menu, overall design, and name is changed to match the time of year.

Designer Michael Stillman alongside the award-winning design firm AvroKO developed the Park’s décor from conception to each intricate detail of its final designs. As a point of inspiration for each season, the team drew from the expeditions of several explorers and the scenery that they encountered. These journeys were also the inspiration for the wide variety of materials that are incorporated into each season. Wood, porcelain, mirrors, and even tortoise shells have decorated the walls, and this unique blend of materials has prevented Park Avenue from producing a more modern and less stereotypical representation of each season.

For private dining and events, Park Avenue has several great options. For intimate parties, the restaurant includes a Chef’s table, directly adjacent to the kitchen. This temperature controlled glassed-in room allows guests to get an exclusive view of the chefs in action, and has its own special menu. Also, for larger parties, the Archive Room is great for a variety of seated dinners and cocktail receptions, as is the smaller Townhouse room. Each has its own distinctive look and offers customized music options as well as the best resources for floral design and any AV needs.

Can’t wait to get to Park Avenue? It’s just a click away at InstEvent.com. So check it out!

Happy Planning!

- The Event Mavens

Continue reading »]]> Particularly for novice planners, planning any size event can be a major ordeal. Not only are there a lot of different aspects to consider, but there is a lot of time involved in coordinating everything so it comes together perfectly for your event. Even in our experience with planning, we still have some big hurdles—so we thought we’d share our top 5 with you!

1. Getting in touch with venues
So you begin your search for the perfect space and when you begin contacting places (much to your surprise) you can’t reach anyone! Just like any other place, bars, restaurants, lofts spaces, and all different types of event spaces are very, very busy. We can’t tell you how many times we call a restaurant, for example, and reach that hostess that while very friendly, can’t really tell us much about packages, availability, or the specifications of the room. However, by working so closely with our venues, we’ve now developed a relationship where we can always get in touch. So if you can’t seem to get anywhere, we at InstEvent would be more than happy to put you into contact with your dream venue.

2. Venue restrictions.
Planning your event can also become a big problem when your ideal venue has a lot of restrictions. For example, art galleries are elegant and unique spaces for events. However, they often have restrictions on decorations (quite understandably), and also can have restrictions on event size and type depending on what exhibit they are currently hosting.
Many venues also have restrictions on using outside vendors. Some spaces work exclusively with specific caterers, florists, and photographers, which could pose a problem. This is particularly difficult for non- profits, as they often try to bring in donated items.

3. Making a budget and sticking to it.
The biggest problem with event budgets? Creating one in the first place. A lot of new planners have no idea how much everything will cost, and even more important, what items they need to consider in their budget estimate. You may have, for example, considered the cost of using your venue’s projector for your event. But did you consider the additional cost for using their AV technician? Extra little costs like this can pop up all over.
The best way to figure out what your event will really cost you is to come up with a number in your head and then shop around. If you find that no one can accommodate what you need for the price you’re offering, you may have to cut back. For this reason, communication with venues is key. This way, you can figure out exactly what they can offer you for your price range, which will ultimately help you stay within your budget.

4. Expecting the unexpected.
The best way to make sure that your event goes off without a hitch is to make sure that you consider everything and anything that could happen. For example, if something goes wrong on your end and you have to cancel, make sure that you know the cancellation policies for all of your vendors so you know exactly what losses you will suffer. In contrast, if any of your vendors cancel on you, have a plan B.

Another big problem is under- attendance. It’s disappointing, but it is for this reason that you should slightly underestimate your guest count. You can easily add people, but trying to meet the venue’s minimum for a party of 100 with 50 people can be a big problem.

5. Getting the word out.
Planning and then marketing? We know—it’s a lot of work. But strategic promotion of your event is critical to its success, especially for large- scale events. However, for those without any marketing experience, making sure that your target audience knows about your event can be very difficult.

While not all events require marketing, if yours does, here are some tips to get you going.
• Social media is becoming an increasingly important tool for businesses. Make an event on Facebook and then promote it on your page. Or create a special hashtag for your event on Twitter so that people can check in on what’s happening.
• Begin an email campaign to your target group.
• Create advertisements for local paper, TV, and radio spots.
• Send out press releases to encourage media coverage for your event.
Bottom- line: event planning isn’t for the weak at heart! But with careful consideration and thought beforehand, even a novice can pull off the perfect soiree! And be sure to check out www.instEvent.com to help with your next event. We can help you find the right venue for your budget, and help you get their pricing, packaging, and availability information. Then, the rest of your planning is just that much simpler!

Happy Planning!

- The Event Mavens

Continue reading »]]>

A look inside the Canal Room.

• Place: The Canal Room
• Location: 285 West Broadway, New York, 10013
• More Info for ­­­­­­­­­­Canal Room: http://instevent.com/venue/44/canal-room/
• Our thoughts: The Canal Room offers a lively and fun environment that’s perfect for practically any event.
• Secret Tip:  Reserve a table for the killer 80’s band on Saturday nights.

Remember those days when all you had to worry about was getting together with your friends, listening to great music, and having fun? Well that’s exactly what the atmosphere is like at the Canal Room. This fun and hip space is great for dancing, offers a wide variety of live music and best of all, hosts tons of private events! With custom catering and a fully- equipped sound and lighting system, stage, and DJ booth, why not host your next soiree here?

The Canal Room is an event and performance space that works for corporate company parties, multi-media evens, wedding receptions, and some rockin’ birthday parties. However, the Canal Room is also great for some events that you may not have thought of. For example, bar/ bat Mitzvahs or sweet sixteens where the kids want a funky club vibe work very well in this space. In addition, the Canal Room doubles as an unconventional space for an art exhibit, which they host a selection of throughout the year (bet you didn’t know that!).

Though at InstEvent we’re all about the private events, we would be remiss if we didn’t mention one of the most spectacular things about the Canal Room: 80’s night. Every Saturday, countless New Yorkers flock to the “Back to the Eighties” Show with Rubix Cube, known as “The Ultimate 80′s Tribute Band”. Bring back the fun and style of the 80’s while rocking out to Pop, Dance, New Age, and Metal tunes. It’s your ultimate blast from the past!

Want to throw your next bash at the Canal Rom? Be sure to check out InstEvent.com to book one of the many great private party spaces or your table for 80’s night!

Happy Planning!

- The Event Mavens

Continue reading »]]> Planning Tip#4: When factoring in costs in your final budget, don’t forget to include  tax & tip. All prices are quoted pretax & tip, so many novice planners are shocked that another 30% was added to the bill. Typically, tax and tip can add anywhere from 25- 30% to your bill.

Happy Planning!

- The Event Mavens

Continue reading »]]> With summer in full swing, many people want to enjoy the outdoor weather for their next event. Luckily, in New York there are a variety of outdoor venue options. Rooftops, decks, terraces—there are a number of outdoor spaces for events of all different shapes, sizes, and budgets. All you have to do is find the right one, and of course, that’s where we come in!

First, there are some potential drawbacks that you should consider when planning an outdoor event. The most important of these is the weather. Sure—you’ve considered that rain may ruin your garden brunch, but what about extreme heat (like last week!), or even fierce winds? Weather can really wreck an event, and it is often hard to regroup after a weather disaster. Even if you have a rain date for your event, making sure that everything you planned for your original day comes together for the rain date can be frustrating and very time consuming. However, if you are determined to have your outdoor event, there are some options for avoiding the elements.

• Rooftops:Many rooftops in the city now have retractable roofs and their own heating systems so no matter what the weather; you can enjoy beautiful views of the city. Now, nothing will stop you from having the New York skyline as the backdrop for your event.
  

  A view of Hotel Chantelle's new roof deck, which we previewed before.

• Decks and terraces: Decks and terraces also offer great views of the city. However, one advantage of decks and terraces is that they are often connected to indoor spaces. So if the weather doesn’t work in your favor, you can always use the indoor space. You’ll just want to be sure that having all of your guests indoors doesn’t crowd them too much.

• Outdoor seating: A lot of restaurants have outdoor street seating, which allows you to bring a little bit of the city into your event. Yet if privacy is an issue for you and your guests, you can inquire about outdoor patio seating, which is also available at several restaurants throughout the city.

Hopefully, the number of different outdoor venues and potential benefits of each will encourage you to brave the great outdoors. However, if you still wary about finding a space, check out InstEvent.com. We have many outdoor spaces from roof decks to garden patios, and we’re more than happy to help you find just the right space.

Happy Planning!

- The Event Mavens

A view of the terrace at the Glasshouses.

Continue reading »]]> Fast Facts:

• Place: The Eventi Hotel

• Location: 851 Avenue of the Americas, New York, NY 10001
• More Info for ­­­­­­­­­­ The Eventi Hotel: http://w
  

  A view of the sunny Eventi Terrace.

  ww.eventihotel.com/

• Our thoughts: The Eventi has a wide selection of beautiful rooms for virtually every event you could imagine. Big or small, corporate or social, they’re sure to have just the right space for you and your guests.
• Secret Tip:  Many of the rooms at the Eventi can be combined or split apart depending on the size of your party. So if you think your party may not fit, think again!

It’s rare in New York that you find a venue that’s perfect for a meeting or a wedding—for a fundraiser or a corporate networking event. However, the Eventi Hotel, one of the latest additions to the collection of boutique style hotels in the renowned Kimpton Hotels chain, does just that.

The Eventi includes a variety of different spaces for any event. In addition several general event spaces, the Venture boardroom and Screening Room work great for meetings. The Eventi also offers large suites for less formally structured meetings, small social gatherings, or anything else you can think of!

With such a wide selection of different rooms, the Eventi lends itself to unique events that would be hard to have at other spaces. For example, not into an over the top party for your daughter’s Sweet 16? Why not bring her and a few of her closest friends to the Eventi? Book a couple of rooms for a sleepover! The décor of each room exudes a fun and young vibe that they’re sure to enjoy. Book the Screening Room so that she and her guests can watch a scary movie on the big screen. Then wake up and have breakfast on the adjoining terrace. Or what about a charity poker night for your favorite non- profit? The large table in the Eventi suite offers the perfect setting for your game. And while your tournament goes on, additional guests can mingle on the terrace and enjoy a cocktail under the stars.

Have your own unique event? Be sure to check out InstEvent.com to book one of the many great private party spaces at The Eventi Hotel.

Happy Planning!

- The Event Mavens

The Eventi Suite.

Continue reading »]]> Fast Facts:

• Place: BLT Prime
• Location:111 E 22nd St, New York, NY 10022
  

  Main dining room.

• More Info for ­­­­­­­­­­BLT Prime: http://www.e2hospitality.com/blt-prime-new-york/
• Our thoughts: An incredible space for private events, especially for corporate groups.
• Secret Tip: BLT Prime is booked or steak not your thing? Try BLT Burger, Casa Nonna, BLT Fish, BLT Market, or BLT Bar & Grill for top- notch cuisine that’s sure to satisfy even the most discerning New Yorker’s tastes.

BLT Prime, located in the Gramercy Park neighborhood, boasts a beautiful dining room, mezzanine, and an adjoining outdoor café so that you can dine in the beautiful New York summer sun. With its casual yet elegant dining décor accompanied by its expansive menu selection, BLT Prime clearly distinguishes itself from the average steakhouse.

The “BLT” in BLT Prime stands for Bistro Laurent Tourondel—named after the renowned chef who created the vast BLT empire. In 2004, after travelling around the world, Tourondel opened the first in his series of signature modern bistros, BLT Steak, in New York. The positive reviews and consumer feedback sparked the creation of BLT Prime and Fish in 2005. This New York chain now includes BLT Market, Burger, and Bar & Grill as well. The empire, however, does not end in New York. Chef Tourondel has expanded to over a dozen different locations worldwide, each with a wide variety of dishes crafted in Tourondel’s unique vision.

BLT Prime is perfect for a variety of private events. From private corporate dinners to a birthday cocktail reception, BLT Prime can accommodate any special event needs. In addition, the 63” television with laptop capabilities in the private dining room make it a perfect unique location for day meetings. The

A view of the private dining room at BLT Prime.

room also includes DVD and iPod equipment. For those who don’t require full privacy, the semi-private mezzanine also offers a beautiful setting for your next event.

Be sure to check out InstEvent.com to book any of the BLT restaurants.

Happy Planning!
- The Event Mavens

Continue reading »]]> When searching for an event space for your next affair, there’s no need to limit yourself to the same restaurants, clubs, and bars that you’ve been to a million times. If you need a custom space and are having trouble finding just the right place, why not try a loft? Lofts are great spaces for events because they provide a wide, open canvas for creating your unique event vision. And in New York, there is a wide selection of beautiful loft spaces to choose from. But not so fast! Make sure that you consider all the benefits and drawbacks of a loft space before settling on one for your next event.

Benefits:

1. Lofts provide you with a raw, open space: For those who wish to create a unique and customized atmosphere for their event that they’ve been unable to find at other spaces, lofts are great! You can bring in all your own decorations and transform the space into whatever your heart desires. Also, if you are worried about food and beverage budgets, you can customize any catering to your event needs.  You can buy the wine yourself or hire one of NYC’s premier caterers.

Drawbacks:

1. It’s a raw…open…space:While having a large open space may be great for some, it does have some negatives. Using a loft space means that you will have to bring in many things on your own, and that can entail a lot of work. Catering, flowers, AV equipment—it can be a lot. Not only this, but you have to remember that y
   

   Your own personal blank canvas

   ou’ll need the space for a longer period of time for set up before and take down afterwards.  Before renting a loft space, check to see what is included or not included in the rental agreement.

In the end, lofts can be amazing event spaces. And if you feel overwhelmed, there are often times event

managers that work with loft spaces to ensure that clients are able to have successful events without any trouble.

And be sure to check out www.instEvent.com

to book your next loft event.

Happy Planning!

- The Event Mavens