An Event Case Study – Rock n Roll Barbecue on the Beach
Objective: The client hosts this annual themed event that lends itself to interaction that encourages mingling and socializing. She wanted a theme that would appeal to both the adults and children and be interactive and fun.
Action: The event was successful because we were able to include activities, entertainment & food that were theme related and engaging. The planning for this event included a “Save The Date” Invitation that was sent in advance to inform guests of the theme & date, encouraging them to dress in 1950’s costumes. We really promoted the costume contest, as we realized that the more guests that got into the spirit of the event, the more successful the event would be. (Lucky for us about 75% of the guests did dress up). Approximately 6 weeks before the event, we mailed a hard copy invitation of a 45 Record to convey event details such as event timing, parking options, contests, etc. We even announced the theme menu – coloured Jell-O, Ice Cream Sundaes & Floats, Cheeseburgers, French Fries & Theme Candy.
The Plan: Guests were transported back in time to the Fifties for a complete 1950’s experience with antique cars thanks to Bright Ideas employee Sandra Douglas. She approached an Antique Car Club and had four antique car owners attend and show off their cars. They were so excited about our event theme!
Registration was a pinnacle station, as it set the tone for the entire event. When guests approached the registration tent, they immediately felt that they were at a 1950’s Rock N Roll event. The band was playing rock n roll songs in the background, as they were greeted by our female staff dressed in poodle skirt costumes, rhinestone sunglasses, red chiffon scarf tied in their hair and male staff in classic jeans, white T-Shirts with cigarettes in the sleeves, black sunglasses and hair comb to keep their greased hair in place. We even had a guessing jar where guests could guess how many Bazooka Bubble Gum were in the jar. The winner took home a whole lotta gum!
We choose a decor colour scheme of bubble gum pink, black, red and white and stayed within those colour parameters. All of the signs were created in bubble gum pink with black diner font. Our tablecloths alternated with white or black on the bottom, covered by either pink or a customized tablecloth illustrating joining images of 45 records. We inflated giant Guitar (4.5’ long) and Jukebox (4’ tall) Mylar balloons and used them as table centerpieces under our dining tent. A jukebox balloon weight held down the cluster surrounded by rock n’ roll confetti. From the ceiling of the tent, we created a mobile of black musical notes and 45 records. It was a nice complement with all of the colour on the tables.
Under the performance tent we installed a black and white checkered dance floor and decorated the stage with customized pink signage that lit up behind the band. Flanking each side of the stage we erected 1950 car flats on an upright. We finished off the vignette with a 4’ record to cover the stand.
All of our entertainment was theme related and interactive. Elvis performed his classic hits on the stage for 30 minutes and then stayed for an hour to pose with guests by the Antique 1950’s cars. Marilyn Monroe sang “Happy Birthday” to two of the guests celebrating birthdays, and posed for photos with guests. The rock n’ roll band assisted in various contests which added to the ambience. A popular station was a live Interactive Video Recording Booth where guests could record their own rendition of “Heartbreak Hotel” and immediately email it to all of their friends, post it on twitter or their facebook page.
The event objective was met through creative decor, activity and entertainment plans. Many guests commented that having others in costumes encouraged conversation. People left with 1950’s souvenirs, photos with Marilyn, Elvis and 1950’s Cars, as well as personalized Cat Eye Glasses and Chiffon Scarves. It was a truly magical day!
We are proud to introduce you to our award winning event – Best Event Produced for a Corporation – Rock ‘n Roll Barbecue on the Beach. Call us today and we will make your next average company barbecue into an Award Winning Event that guests will talk about for weeks!
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