In Depth Events and the Winter Wedding Wonderland

Our December bride was fortunate to have grown up in a suburban home with a stunning backyard, including a custom deck, swimming pool, treehouse, and a breathtaking natural lawn that slopes down to a creek on the edge of their property. Her dream was a backyard wedding reception in the home she loved growing up in. Our task was to build a level structure into the yard with a clear top tent that would accentuate the natural beauty of the space. In addition, we were asked to use lighting to accentuate the Holiday feel. By tying in a black and white dance floor, power rentals, executive restrooms, and heaters, we were able to plan a reception that would accent the space instead of overpowering it.

Peerless Tents and Events was an invaluable vendor for the event. The clear tent structure, banquet tables, garden chairs, custom bars, and all linens were all a part of the planning. In addition to tent/table/chair/linens, Peerless showcased items from their furniture rental catalog for the lawn area. This provided the finishing touch in the planning for this distinctive area of the event. The installation of the custom, load bearing deck was a three day build. Along with the deck, In Depth Events provided a custom curved edge to match the elevation of the pool deck, and a custom step unit to access the lawn and treehouse. Building the structure had to be structurally sound, as over 140 guests were going to be seated on the deck for a plated dinner!

In Depth Events crews worked for another three days to bring in the lighting, decor items, dance floor, heaters, power, bars, tables, and chairs. All items had to be hand carried into the event space. Sunup to sundown over the six day build, the event began to take shape. The night of the event, guests began to arrive, and all were completely blown away by the amazing layout that our client planned and we executed. The food provided by Wendy Krispin catering was delicious, the atmosphere was phenomenal, and the compliments to the wedding couple and family flowed like water.

If you are planning a winter wedding, here are some things to think about:

Heaters are a must have. Electric or LP (top hat) heaters should be the go-to. Avoid glass heaters. They are pretty but don’t project much heat.
The sun sets earlier in the winter. Work with your photographer for the best timing on natural light, and hire experts like In Depth Events to handle your *LED and decor lighting.
With any outdoor wedding or wedding reception in a residential space, consider the limitations of the house, especially in regard to power and restrooms. You will need a generator for power for decor lighting, band needs and catering needs. You will need to bring in executive restrooms for your guests.
Consider warm and hearty foods for catering. Think hot soups, hot appetizers, and make sure to include coffee and cocoa in your bars. A signature warm cocktail is great too!
Lighting should be warm as it will make your guests feel warm. Avoid cool blue, and instead, use warm white, yellows, and reds for decor and uplighting. *Don't forget that bulb stringers and christmas lights need to be warm white too!
Advise your guests that the event will be outdoors on the invitation. Suggest that they dress appropriately. It never hurts to have throws, scarfs, or shawls on hand for older guests.

First off, we should mention that we LOVE winter weddings and wedding receptions. Our warehouse has everything you need for a magical event. We handle everything from custom tents, swimming pool covers, event heating and cooling, generators, lighting, audio, and vendor recommendations.

We have over 25 years of experience, which comes in handy for complex events, like winter weddings. Winter weddings do require different rentals and custom builds to ensure things go smoothly, and your guests are safe and comfortable. If you are ready to plan a winter wonderland wedding or wedding reception, contact our team today. We can't wait to bring your vision to life as we did for Gracie and her family!

Commencement Event Updates for 2020 and beyond

It's been one heck of a year for Texas educators, from online learning to social distancing and all of the changes in-between. As we move forward through the COVID landscape, you might be wondering how commencement events will look for the coming year and beyond.

If you are planning and preparing for this year's commencement events, we are happy to help. The good news is we have plenty of time to plan and design a fantastic commencement event for your students and parents. We are closely monitoring Governor Abbott's updates on Texas commencements so you can stay informed and keep your students safe.

Social distancing is still in place for commencement ceremonies

How will commencement events look for 2021?

That's a good question. So far, the recommendations and guidelines require that commencement ceremonies be held outside. This allows for social distancing, but we see some schools allow for pods. Pods are just groups with the student and family members in them only.

There will most likely be limits on the number of tickets available to allow for enough space and ensure that social distancing best practices are followed.

To have a successful outdoor event, you will; want to consider adding these rentals to your event.

Our team has prepared for these changes, so we are ready to help you with your commencement event. We suggest you book early to get a head start and secure your rentals and our technicians for your next commencement event.

Live streaming is here to stay

Live streaming is one element of commencement events that is here to stay. Live streaming is a great way to allow family members and friends from other states or who cannot travel to be at the ceremony virtually. There is no downside to live streaming as long as you have the right team ensuring there are no unwanted comments or technical difficulties while streaming. This is an excellent way to social distance but still allow other family members to feel involved.

Why should you hire In Depth Events?

Look, we know that not every school has the right set up to live stream or run an outdoor event. We have experience with complicated connectivity and can get you up and running with high-quality equipment rentals and an experienced team to run it all for you. We even handle the social media component for you. We want you to focus on the graduates and not the technical setups.

What are the next steps?

Whether you have the latest audio system or need a full set up, we are here to help you. Contact our team today to schedule a no-cost call. We know there is still a lot of uncertainty around 2021 events.

We are watching developments closely to see how COVID and the calls for social distancing will affect indoor and outdoor commencements. We are dedicated to our clients and ensuring schools comply and provide safe events for their students!

: Social distancing graduation ceremony

: Outdoor commencement ceremonies

: Seating and stage set up

: Commencement ceremony seating and stage set up

: Social distancing

: Stage set up at commencement ceremony

Update from In Depth Events

It's hard to believe that the year is coming to a close, and it sure has been one for the books. The event industry has changed drastically, but we are happy to tell you that things are starting to go back to a new kind of normal. We want you to know that we are open and here to help you navigate the new event space. There are recent changes, procedures, and guidelines to follow, but we are up to date and ready to help you.

We have remained open through the year by providing virtual event services and management for our amazing clients. At In Depth Events, we pride ourselves on finding creative and innovative solutions to navigate any complications or roadblocks with ease because, as you know, the show must go on. We eat, breathe, and sleep that phrase.

So, if you are ready to get your event back and running, we are prepared and excited to help you today! Contact our team for your event needs (we are open and ready to help).

Political event

How can we help?

We know events are looking a little different these days, but our team is fully prepared and able to help you whether you need to host a virtual event or a live event- we've got you covered.

If you have never hosted a virtual event before, you might be surprised by how effective and profitable they can be. You don't have to worry about space, security, and other live event details. You also can reach attendees all over the world through smart marketing and videos. This has been a big part of our business these days, and if you need to host a virtual event, contact us today!

We are also finally seeing an increase of in-person events, and that requires up to date information on how we can keep your attendees safe and follow all CDC guidelines. We know it can be a little stressful trying to figure out the new rules for live events, but we are fully versed and ready to implement new procedures for your next live event. Along with keeping your guests safe, we also handle all of your lighting, audio, staging, and pool cover needs.

What kind of events can we help you with?

We can help you with your next event, whether it is virtual or live.

This is by no means an extensive list; we love managing and offering rentals for new and innovative events. The best part is we handle everything in-house, so you don't have to juggle fifty different bids and worry about anything falling through the cracks. We strive to bring your vision to life, without any added stress. We make sure your event is stress-free and successful.

So what are the next steps?

You might have some questions about what events can be hosted live and also how you can implement a virtual or hybrid model into your next event. We would love to hop on a call and walk you through the next steps and the best options specific to you and your event needs. Contact us today. We can't wait to work with you!

: Helping our clients pre-produce video for their non-profits

: Outdoor commencement ceremonies

How can we Prepare for Distance Learning and Virtual Events?

Is life going digital?

We are all still learning one day at a time, what life will look like in the wake of 2020 changes. There is still some uncertainty about how our state will re-open, what schooling might look like, and what other significant changes we might face. At In Depth Events, we are working hard to stay up to date on any changes or procedures so we can help in any way we can to ensure smooth transitioning into digital learning, virtual events, and hybrid work guidelines. Have questions? We have answers, feel free to reach out to our team here.

Our team filming distance learning video

Distance learning

As the new school year is quickly approaching, parents have been scrambling to figure out what school will look like for the rest of the year. Previously, schools were informed they could only function virtually for up to three weeks. However, since then, that number has increased, and schools will not be penalized financially for more extended periods of distance learning. So what does distance learning look like? Well, this could be pre-recorded videos discussing lesson plans, or even live streaming with the teacher. Here is a fun example of a video we helped record for the Frisco Library.

What do I need for distance learning

If you are a parent with a kiddo at home, distance learning only requires an internet connection, webcam capabilities for zoom calls, and a computer. If you are a school, this will be an entirely new process and have some challenges. You will need high-quality audio, video capabilities, and streaming capabilities; you will also need the ability to edit any pre-recorded video if necessary. These requirements might sound a little overwhelming, but we are happy to help!

How we can help you

Our team has been providing equipment rentals and high-quality video services for years now. We handle set up, recording, editing, and of course, ensuring all video is of the highest quality. Some of the equipment we offer is;

So whether you need to live stream a call or assembly, or have pre-recorded lesson materials ready to go, we are more than happy to help. Our team is here to support the changes schools are facing, so be sure to reach out to us today!

Virtual events

As guidelines and procedures change, you might be worried about the state of your events. The good news is, many events can successfully be hosted virtually. Weddings, Concerts, graduation ceremonies, and even holiday events can still be successful if you get creative enough. Our team is working hard to ensure we can support our clients if they are changing over to virtual events. Be sure to contact us today to find out more about how you can successfully have virtual events, and even monetize them.

Hybrid work environment

Many companies are choosing to have hybrid work schedules, requiring some upgrades to video and streaming capabilities. Many have chosen flex-work schedules that don't require employees to work in person every single day. Of course, moving to a virtual work environment comes with its own set of challenges; however, this method can be hugely successful if done correctly. You will need a few things to get started like the right equipment, video editing, and streaming capabilities. You will also need platforms to handle video and video conferencing as well. We want to help you make this transition smooth and efficient, so we are looking forward to working with you.

Category: Events