Wedding Socials – Gudlite Entertainment

A Uniquely Manitoba Tradition

Wedding socials are a unique and cherished tradition in Manitoba, particularly in rural communities like those in the Interlake region. For decades, these events have served as more than just fundraisers for couples; they’ve been a social hub for people to connect, have fun, and celebrate together. In fact, it's not uncommon for attendees to travel from neighboring towns to join in the festivities.

In urban areas like Winnipeg, wedding socials have become a staple weekend tradition. Typically held in community centers, they offer a chance to gather with friends and family while supporting the couple’s wedding plans. These events also help benefit local communities and provide a fun, alternative setting to a bar for guests.

Planning a social requires attention to many details, and while this page highlights just a few important aspects, we encourage you to contact us for more tips and assistance in making your event a success.

The Venue

Choosing the right venue is one of the most crucial aspects of organizing an event, and it requires careful consideration of several key factors. Below are some important points to keep in mind when selecting a venue:

Venue Size and Capacity

Choose a venue that matches the expected number of attendees. A venue that’s too large will feel empty, making the event seem less lively, and could result in higher rental costs. On the other hand, a venue that’s too small will limit your guest list and cause overcrowding, which could impact the overall experience.

Flexibility and Cooperation

The majority of venues, especially those in places like Winnipeg, are flexible and will work with you to ensure the event goes smoothly. Having clear communication with the venue is key to ensuring they provide the necessary time and support to properly close out the event.

Liquor License and Liability

If you plan to serve alcohol at your event, you must determine whether you need to obtain your own liquor license or if the venue already holds one. Some venues provide their own liquor licenses, but if you're making a profit from the bar, you might be required to secure your own.

Liability concerns are important when alcohol is involved. If you want to minimize your risk, consider a venue that handles the liquor sales themselves, as they will take on the responsibility for any incidents related to alcohol consumption (e.g., drunk driving or injuries).

Closing time and Cleanup

Pay attention to the venue's closing time. Some venues close at midnight, while others stay open until 1 or 2 am. Knowing when you need to vacate is essential to avoid any last-minute rush. Additionally, some venues have strict policies about when you must clear out, sometimes requiring everything to be packed up within 15 minutes after the event ends.

Ensure that you have enough time to clean up and remove your belongings. This includes giving the DJ time to break down equipment, taking care of leftover food, and packing up any event materials. It’s a good idea to specify a hard leave time in the contract to avoid issues with last-minute pushbacks.

Flexibility and Cooperation

By addressing these details in advance, you can ensure that your event runs smoothly, with no surprises or last-minute issues.

Late Lunch

The concept of a "late lunch" often appears at weddings, parties, or social gatherings. Traditionally, it consisted of a variety of cold cuts, such as lunch meats and kielbasa, complemented by vegetables, pickles, cheeses, bread, and other finger foods. The aim was to provide guests with a filling yet informal meal later in the evening. If the venue has a liquor license, this meal could even extend to include a "hot lunch," like meatballs or other simple hot dishes.

Historically, the late lunch would be prepared by the family and friends of the couple or hosts, giving it a homemade, communal feel. However, more recently, catering has become a practical and cost-effective alternative. Many catering companies, like Dominos Pizza and Harvest Bakery, offer customizable social packages, catering to different budgets and event sizes, making it easier for hosts to offer a spread that suits their guests without the need for extensive preparation. This shift to professional catering has become increasingly popular, ensuring the meal is both convenient and delicious.

Music

When choosing a DJ or band for your event, it’s essential to consider a few important factors to ensure a memorable experience. For a small crowd, the right performance can make all the difference. Here’s a breakdown of things to consider:

DJ Equipment and Professionalism

Ensure the DJ uses quality, professional-grade equipment suited for your venue size. The last thing you want is sound issues during your event.

Make sure the DJ has the music you want and can adapt to your preferences. There are various types of DJs in Manitoba, each with unique strengths. Some are great at mixing tracks, others excel at reading the crowd, and some have an encyclopedic knowledge of music.

Personality matters! The DJ is representing you all night long, so pick someone whose style aligns with your vibe and who you enjoy working with.

Choosing a band

f you opt for a live band, ensure they are capable of playing your preferred songs and genres. Some bands specialize in certain styles, so be clear about your expectations.

Discuss how they will manage time between sets. Some bands may need a DJ to provide music during breaks or use pre-recorded tracks. A DJ at the start, end, and between sets can keep the energy up and provide seamless entertainment throughout the evening.

Ultimately, whether you go with a DJ or a band, choosing the right fit for your event can elevate the atmosphere and create an unforgettable experience for your guests.

Tickets

When planning to print tickets for an event, it's important to consider both quality and practicality. There are several options available:

Local Printers: Using a local printing service like Galaxy Printing ensures personalized service and high-quality results. They can offer custom designs, special features like perforated edges, and may be able to help with specific requirements for your event tickets.

Online Printers: If you're looking for a more budget-friendly option, online services like VistaPrint provide lower-cost tickets. However, the quality might not be as high as what you'd get from a local printer. Online printing can be convenient for larger quantities and simpler designs.

You can print tickets yourself at home using business card templates and a home printer.

Key tips for ticket design

Highlight Grand Prizes: Make sure to include enticing details about the prizes available at your event. This creates excitement and gives potential buyers a reason to attend. For instance, listing the grand prizes on the ticket encourages people to participate and brings more attention to your event.

Number of tickets to print: Printing too many tickets, especially more tickets than the number of people the venue is allowed, may create an overcrowding risk. On the flip site, if you print the same number of tickets as the number of people the venue can hold, you may end up with empty seats and lost revenue. Try to base your ticket printing on a realistic estimate of how many people are likely to attend.

Support Tickets: Consider offering "support" tickets for lower prices. These tickets are designed for people who may not be attending but want to support the event or couple. It’s a great way to raise extra funds while giving everyone a chance to contribute and will help with determining how many primary tickets to print!

Stay on top of your sales

Delegate Effectively

Assign Clear Roles: Make sure everyone who is selling tickets knows exactly what their responsibilities are. If someone is holding onto tickets but not selling them, gently remind them of their commitment and offer help if they need it.

Diversify Sales Channels: Have different people selling to various groups (e.g., coworkers, friends, family, social media followers) to avoid the issue of overlapping sales or selling to the same crowd.

Set Deadlines: If possible, set a firm deadline for when tickets should be sold or returned to you. This helps to avoid holding onto unsold tickets and ensures you can plan accordingly.

Track Sales

Maintain a Spreadsheet: Create a simple spreadsheet (or use a CRM tool) to track who has what tickets, how many have been sold, and how many are remaining. This allows you to stay organized and quickly assess the progress.

Weekly Updates: Regularly check in with those selling tickets and gather their sales data. You can collect the money weekly and restock their supply of tickets as needed. This keeps momentum going.

Use digital tools for ticketing

Eventbrite: This platform allows you to easily create an event page, sell tickets, and even track the number of tickets sold. Just keep in mind that they charge a fee per ticket sold, so factor this into your pricing.

PayPal & Square: These are good options for peer-to-peer ticket sales. They let you accept payments online, but be aware of transaction fees.

- PayPal: You can use PayPal’s "PayPal.Me" link or create an invoice. Keep in mind that PayPal charges a processing fee (usually around 2.9% + $0.30 per transaction).
- Square: Square offers payment solutions with similar fees. It's user-friendly and works well for in-person sales as well.

Social Media

Promoting your event effectively on social media can generate excitement, attract attendees, and keep everyone engaged! Here's a breakdown of strategies and tips for using Facebook and Twitter to promote your social event, especially focusing on the amazing prizes and getting the word out:

Create a Facebook Event Page

Event Title

Make it catchy and clear. For example, "Join Us for the Ultimate Social Bash + Amazing Prizes!"

Event Description

Include key details such as date, time, location, and a brief summary of what the event is about (e.g., “Come enjoy a fun evening of socializing, great music, food, and the chance to win incredible prizes!”).

Highlight the prizes prominently to spark interest. You could include photos or a list of prizes (e.g., "Win a $500 gift card, an exclusive experience, or other exciting giveaways!").

Add a call-to-action (CTA): "RSVP now and don't miss out on these amazing prizes!"

Event Image/Graphic

Create a visually appealing image to accompany your event page. This could include photos of past socials, engagement photos, a fun graphic with the event details, or images of the prizes.

Invites and Share

Invite your friends, followers, and anyone who might be interested. Encourage others to share the event page.

Use Facebook’s "Invite Friends" feature to send personalized invites to your followers.

Updates and Posts

Keep the page active with updates leading up to the event. For example, “Can’t wait to see you all there! Don’t forget, you could win this amazing prize!” with a picture of the prize.

Post reminders like "Only 5 days until our big event!" or "Limited spots left to RSVP, don’t miss out!"

X (formerly Twitter) promotions

Tweet Announcements

Share the date and time of the event, along with the prizes, using hashtags like #EventName, #SocialNight, #WinBig, #Prizes, or #Giveaway.

Example tweet:

“🎉 Ready for an unforgettable night? Join us for the Social Bash of the year! Great company, amazing food, and BIG prizes! RSVP now: [Link] 🏆🎁 #BigPrizes #SocialBash”

Countdown Tweets

Post a countdown to create anticipation. Example: “Only 3 days until our Social Bash! Get ready for incredible prizes and a night to remember! 🎉 #Countdown #BigPrizes”

Share Sneak Peeks of Prizes

Give followers a sneak peek of the prizes you’ll be giving away. Use visuals of the prizes to grab attention.

Example tweet:

“🎁 Get a sneak peek of one of our amazing prizes! Who’s ready to win this [Prize Name] at our Social Bash?! 🏆 RSVP now: [Link] #SocialNight #Giveaway”

Engage with Followers

Ask questions to build excitement, such as: “Which prize are you hoping to win at our upcoming Social Bash? 🎉🎁”

Respond to comments and retweet excited RSVPs to keep the buzz going.

Hashtags and Mentions

Use hashtags like #EventName, #SocialEvent, #BigPrizes, or others related to your event.

Tag influencers, partners, or people who are involved to expand your reach. If they retweet or share, that could lead to more visibility.

Social Media Strategies to Keep the Buzz Going

Create Shareable Content

Design engaging, shareable posts (like event countdowns, teaser videos, or fun polls about the prizes).

Encourage your followers to share the event with friends by offering incentives, such as an extra entry into a prize draw for everyone who shares the event page or post.

Engage with Visuals

Share behind-the-scenes content or sneak peeks to build excitement, such as showing off the venue or setting up the prizes.

Use Stories or Reels (Instagram or Facebook)

Post engaging stories or reels with fun clips or event countdowns to keep your audience informed and excited. You can show off the prizes, tease event activities, or give sneak peeks of the event venue.

Promote in Facebook Groups and Twitter Threads

Share the event in relevant Facebook groups or Twitter threads where your target audience is likely to be active (local community groups, hobby groups, or groups related to the prizes).

Post-Event Follow-Up

After the event, don't forget to:

Share Photos and Highlights

Post pictures or videos from the event, showing everyone having a great time, highlighting the winners, and sharing any additional moments of excitement.

Thank you Posts

Show appreciation for everyone who attended or participated. Example tweet:

“Thank you all for making our Social Bash unforgettable! 🥳 Huge congrats to all the winners 🎉 Until next time! #EventRecap #ThankYou”

By using these strategies across both Facebook and Twitter, you can maximize engagement, increase RSVPs, and create excitement for your social event. The more you share about the event and the prizes, the more likely people will get excited and mark their calendars!

security

When organizing large social events, ensuring safety and security is critical to protect both the guests and your organization. Here are some key points to consider when addressing security at socials:

Importance of Security

Security guards are crucial in maintaining a safe environment. They ensure that the event runs smoothly, manage crowd control, and address any disruptive behaviors. Their presence can also prevent potential incidents, making guests feel safer and more comfortable.

Venue Requirements

Many venues now require event organizers to hire security, especially for large events. Some venues may even include security services as part of their event packages, while others may charge a nominal fee. It’s important to verify security requirements when booking the venue.

Role of Security

Crowd Control

Security staff are trained to manage large crowds, ensuring that guests behave appropriately and that the event runs according to plan.

Alcohol Management

Security ensures that alcohol does not leave or enter the venue without authorization. This is particularly important to comply with liquor laws and prevent underage drinking.

Emergency Response

Trained security personnel are skilled in responding to emergencies, including medical situations or potential threats. Their ability to handle emergency first aid and contact emergency services when needed is crucial.

Choosing the right security provider

Experience with Socials

Ensure the security company has experience working with large events and understands the unique challenges of social gatherings. Their knowledge of crowd management, alcohol regulations, and event safety protocols is essential.

Trained in First Aid

Select a security service that has staff trained in emergency first aid and CPR. This can be invaluable in case of accidents or health-related issues during the event.

Licensing and Insurance

Verify that the security company is licensed and insured to operate in your area. This ensures they meet industry standards and can legally provide their services.

By investing in a reputable security service, you help ensure that your social event is enjoyable, safe, and compliant with regulations, while also minimizing your liability.

Have Fun

We hope this information was helpful. We’ve addressed the most common questions we receive, but if you have any other inquiries or need further clarification, please don’t hesitate to contact us.

Remember: The key thing to a successful social.. HAVE FUN!