Live Events in Oregon, What’s Allowed? September 2020 update

We are happily seeing an influx of new inquiries for live events in Oregon to happen as soon as December 2020. Still, COVID-19 is still with us and has not gone away, even though limited event activities are now permitted. As the COVID-19 pandemic wears on much longer than most live event professionals imagined it would, it’s helpful to review the current guidance in order to be updated on the latest of what is allowed at live events in Oregon.

Portland event planning photo of 3 women standing in a ballroom under a chandelier. A view of Lake Oswego Oregon is behind them.
EJP Events visits the Ironlight event venue in Lake Oswego, Oregon. This is an event space that can accommodate many of the new COVID-19 guidelines such as outdoor space, physical distancing, and increased ventilation and hygiene.

As of Friday, September 18, 2020, here is what is permitted in Phase 1 areas with live events in Oregon. This includes Multnomah, Clackamas, and Washington Counties that have agreed to progress through phases together since their populations are geographically linked by the City of Portland.

  • Includes limited reopening of personal services like salons and barbers, gyms, and malls, and restaurants and bars open for in-person service until 10pm.
  • Indoor social get-togethers are capped at 10 people with physical distancing.
  • Cultural, civic, and faith gatherings are capped at 50 people with physical distancing for indoors or outdoors.

And here is what’s permitted in Phase 2 areas of Oregon: The vast majority of counties in Oregon are in Phase 2. No counties in Oregon have progressed to Phase 3 since either a reliable treatment or vaccine is required for that phase; and neither has yet been produced.

  • For phase 2 counties the maximum capacity for gatherings is:
    • 50 people indoors
    • 100 people outdoors
  • Statewide, no matter what phase a county is in, the maximum capacity for an indoor social get-together is 10 people indoors.

In addition, organizers of gatherings and live events in Oregon in any phase are required to follow specific General Hygiene, Distance, Occupancy, Cleaning, and Disinfection guidelines outlined here: https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/le2351g.pdf . This includes correct and proper wearing of face masks covering both nose and mouth for all staff and for guests while not seated and eating or drinking; frequent hand washing and proper hand hygiene; frequent sanitation of surfaces with no shared service items such as food servingware; and maintaining distance of 6′ between parties from different households at an event.

Finally, DIFFERENT guidelines and guest count limits apply to gatherings that take place in what the state calls “Sector-Specific” locations. For example, if your event takes place in a restaurant or a bar, versus an event venue, different rules apply. Per OHA:

  • The maximum capacity limits described in this guidance do not apply to gatherings or indoor social get-togethers at a location covered by other sector-specific Oregon Health Authority (OHA) guidance, as those locations have their own maximum capacity limits and other restrictions. Sector-specific locations to which OHA guidance applies includes, but is not limited to venues, restaurants and bars, retail locations, indoor and outdoor entertainment facilities, fitness related organizations, higher education institutions, schools, and child care programs.

As you can see, it can be very confusing. A patient and experienced event planner will be your best asset, as they have been keeping up with all of the industry changes and updates since March; and will have you and your guests’ health and safety as their first priority. Please contact us if you are looking for event planning guidance.

Sources:

https://govstatus.egov.com/OR-OHA-Reopening-Framework

https://govstatus.egov.com/OR-OHA-COVID-19#collapseOHAGuidance

COVID-19 is an ongoing and changing situation for live events in Oregon and around the world. The Portland Event Planner blog is meant as commentary only. Please check with your local and state health authorities, as well as the World Health Organization, before making any decisions that would affect you and your guests.

The Great and Greater Pause, and What It Means for Event Planning

In addition to the COVID-19 upheaval in the world, summer 2020 heralds a historic uprising against racism and inequity, part of a greater struggle for civil rights that has been going on for hundreds of years. While many of us knew that Black Lives Matter (at a minimum — what Black lives are is priceless and beloved), still many more had been silent about this fact in the face of ever-growing disparity and injustice. No one can be silent any more. Although the feelings of unrest and change may feel concerning, in many ways, this time has us at EJP Events feeling more hopeful, creative, and fired up.

bride dancing with her father on wedding day
Photo: Jessica Shepard

Events are about hospitality and coming together. Weddings are about love. When deep injustices affect our communities of color, it feels impossible and inhospitable to go on doing the work of event planning without first doing whatever we can do to address these threats to life and the ones we love.

When event industry folk talk about wanting to “go back to normal”, what normal were they talking about? The world where it was normal for police to commit extrajudicial executions on city streets? The world where our federal government has defunded public health task forces, and our health insurance system, leaving us vulnerable for a pandemic to cut down 160,000+ of our people and counting? No, we don’t want to go back to normal. We at EJP Events believe Black Lives Matter and that means actively adding our voice to the movement for justice.

At EJP Events, during the week of June 1 – 7 we muted our social media and made it a priority to amplify Black voices. After this, we continued self-directed education, reading, and introspection. We wanted to make sure we explicitly state practices in our event business that we follow, but may not have been vocal about in the past.


Our Anti-Racism Pledge:

We recognize that the lack of diversity in the events and weddings business hurts Black-owned event businesses and Black people in general. As a business owner who identifies as Asian-American and a woman of color, I see how being “white-adjacent” and how the “Model Minority” myth plays into systemic racism and harms our Black colleagues. It’s time to commit to doing our part to right these wrongs. Therefore, we pledge to be actively anti-racist in our communication materials, our business processes, and our hiring practices. The following are four specific practices and policies we use to highlight and uplift the Black community, especially the Black LGBTQIA+ community, and to be inclusive in events and weddings:

• We use welcoming and inclusive language in our internal communications as well as in the communications we help write for event clients. We pledge to educate others when we see non-welcoming and non-inclusive language, especially in marketing materials and event registration forms.

• We recommend venue and vendor choices to our clients that are welcoming to Black and Indigenous hosts and attendees as well as those of all ethnicities, and remove venue and vendor choices from our recommendations who practice racial profiling or other discriminatory practices.

• We hire from an ethnically diverse roster of vendors that includes Black event professionals. We pledge that the number of Black event professionals we hire will be proportionally representative or more, of the racial background of the community we live in.

• We center positive and joyous Black and BIPOC representation in our website, marketing materials, and social media. The number of images we feature will be at a minimum, proportionally representative or more, of the population of the community we live in.

These practices are implemented effective immediately, and we promise to review our practices on a quarterly basis, with our first all-company review due in December 2020, to ensure that our public actions in the event and wedding planning world align with our values. We ask that you call us in and hold us accountable by emailing us at accountability@ejpevents.com if you have feedback or notice ways we can be doing better.

We acknowledge that we didn’t come up with these ideas on our own, and do not position ourselves as experts in this field. Racial justice expertise is an area we defer to Black leaders, to whom we pledge to expand our knowledge of, and continue to listen to. Equity and justice work is the labor of a lifetime. As humans, we acknowledge our own mistakes and imperfections in this process; we ask for, and continually give grace to others, in this journey. We’ll be updating, refining, and adding to our pledge as our understanding and processes continue to evolve.

We are grateful to the individuals and communities who have welcomed us into their networks in order to continually learn and grow. Also, many thanks to these events businesses who are leading the way and have inspired us in this discussion: All the Days, Cocktails and Details, EllyB Events, and Andrew Roby Events.


Additionally, to further underscore our commitment to being inclusive hospitality professionals, we:

• Undertake disability justice training, and apply these lenses to event design. This can manifest in a recommendation of specific event setups to accommodate different types of physical and mental/emotional event accessibility needs.

• We educate our clients to offer translation and other accommodations to make their events more inclusive.


This time can feel overwhelming. If you are a Black event professional, likely this time has felt like an additional blow to your sense of safety. Non-Black and White people are wondering, how can I help? While we’d never say we have all, or even any answers, for anything that’s going on, at the moment it feels right to share the following three focus points:

1. Take care of yourself!
Community Care Resources for Black / BIPOC Event Professionals and others:

The Loveland Foundation

The Nap Ministry

Self-Care for Event Planners

Mindfulness and Self-Care for Event Planners

Free Guided Meditations from Yale School of Medicine

How Small Business Owners Can Take Care of Their Mental Health

2. Ways to Be Generous and Share of Yourself and Your Resources.

Many of us feel overwhelmed by both the pandemic, and at the same time, know it’s necessary to show up for Black lives. I have found that giving and being generous assists me in being thankful and feeling gratitude. Gratitude can lead to better mental health and may alleviate the feelings of depression that come from working through challenging historic times. If you are able, here are some places to give (some Black/BIPOC-focused, some event industry-focused):

There are many places to give and participate; I’ve highlighted these as I’m an event planner based in the Pacific Northwest and these links are particularly relevant to me. You may find other organizations that are relevant to your situation or location.

3. Why you should want to work with diverse vendors, and how to find them:

Liene Stevens of Think Splendid says it incisively in her blog post about lack of diversity in wedding media.

1 in 5 millennial marriages, the majority wedding consumer today, are interracial. Yet wedding publications do not reflect the reality of current weddings, even with the real weddings they choose to publish.

I would add, that not including faces and stories from the nearly 42% of Americans who are not White, in wedding and event media, is a cultural erasure. Avoiding the full picture of the many cultures of the global event experience can lead to increased stereotypes, implicit bias, and to a decline in event quality and creativity. When all you’re seeing is the same whitewashed and filtered Instagram wedding and event feeds, all of similar, non-diverse people, you’re missing out on things that your attendees expect from you, like creative and varied design choices, visuals, menus and tactile experiences.

Erasure can even lead to violence – for example, if you don’t see Black men as hotel guests in your cultural experience, you could be wind up making wrongful and dangerous assumptions like that one manager who called the police on one of his own guests.

How do you find diverse businesses to work with? Perhaps, like us, you’ve been on your own journey working on event diversity, inclusion, and justice work for several years, and you have a roster of contacts. If you don’t, you might want to make a list. But watch out! I have mixed feelings about creating new lists of BIPOC-owned businesses. In some ways, it’s great to have a list to refer to at your fingertips. In other ways, it can feel like a “roundup” or tokenism. BIPOC-owned businesses don’t want handouts or to be the lone non-White face in the name of diversity. These businesses have unique voices and stand on their own merits, and that alone is the reason you should be working with diverse businesses – because their contribution will make your event better.

My take? If you have a non-Black business or organization, do your research first. There are already a lot of lists out there! Consider partnering with or reaching out to Black-owned businesses to collaborate on a resource, before striking out making lists on your own, which runs the risk of looking like saviorism or Columbusing. It’s a nuanced issue, and in all cases, the wants and needs of the business owners themselves should be considered first, as well as the motivation behind the list. If a directory is created in order to promote and support BIPOC business, great. However, if an entity by “creating a list” winds up drawing attention to themselves, positioning themselves as a gatekeeper to information, and centering their non-BIPOC business in the current conversation, then that can be problematic. Whether or not that’s the intention is immaterial – it’s the action and effect on the business and how the BIPOC business owner experiences the interaction, that counts.

That being said, it’s easy to find Black, Indigenous, and Person of Color-owned businesses to work with and to enjoy. We put together a resource to help you get started. Don’t be shy, follow and support! You may be surprised at how the vision for your event becomes that much more creative and inspired.

What to do if your event is affected by COVID-19 regulations

what to do if covid-19 affects your event

What to do if your event is affected by COVID-19 is on all our minds. This is a rapidly developing situation. For the most up-to-date information, check resources like the Oregon Health Authority (OHA), Centers for Disease Control and Prevention (CDC) and World Health Organization (WHO) regularly. This post will be updated as new information becomes available.

It has never been easy to plan an event, but to do so during the pandemic era of COVID-19 comes with unprecedented difficulty. As of today, April 14th 2020, all 50 states of the U.S. and many parts of the world are under some form of Stay at Home order. Here in EJP Events’s home base of Portland, Oregon, we’re beginning Week 5 of social distancing and “Stay Home/Save Lives“. Travel, both locally and internationally, is severely curtailed if not outright banned. Our hearts go out to the many people affected: whether due to COVID-19-related illness, or to business and financial effects.

Most events for April, May, and June have already been rescheduled or cancelled. Event planners are taking cues from major world and regional gatherings and festivals such as the Olympics, Edinburgh Fringe Festival, Coachella, etc. which have all cancelled or postponed.

What does this mean for a couple planning a wedding, or an association planning a conference in late summer through end of 2020? First things first: please take care of yourself and your family, friends and coworkers. Do what is safe and healthy. The science tells us: COVID-19 is extremely contagious, can possibly be carried while asymptomatic for up to 14 days, and is potentially life-threatening for many. So follow your local health authority guidelines and right now: stay home and stay safe. Take care of your mental health too. The emotions around planning an event can be overwhelming enough without a global pandemic. It’s important to acknowledge the many feelings that can arise and be kind to yourself and others involved in this situation. Check out these resources from the CDC on coping.

OK, so thankfully you’re safe and healthy at home, but you have an event on the future horizon. Now what? While no one has a crystal ball, here are some thought processes we recommend as you plan what to do if your event is affected by COVID-19 and your event date approaches:

We agree with, and really love this chart made by the folks over at Filosophi Events in Vancouver BC. In general, you should have a Plan B for any event occurring in 2020; and you should set a “go/no-go” date on which you decide whether or not to invoke your Plan B. For most people, this “go/no-go” date will be about 60 days or 2 months before the event.

In order to create your Plan B, you’ll need to communicate with your venue and vendors about what options you have, find alternate dates, and find out if everyone is available on the possible alternate date. This is also a good time to review your contracts, especially any clauses about Impossibility or Force Majeure. Ideally, your contract should cover you in the event it becomes “illegal or impossible” to hold your event. There should be a way to seek relief from this impossibility (such as a reschedule) through this clause in your contract. Please contact your legal advisor or attorney for further advice on this.

Canceling outright (termination of contract) should be a last resort, as typically it will incur the most financial loss. A recent survey showed that 96% of couples are not canceling their weddings. It’s better to postpone than cancel. Should any of your event partners, whether vendor or venue, not be available for your Plan B, you’ll need to work out how to release them from their contract with you, and what, if any, financial repercussions there will be.

If your event is not a wedding, but a corporate event or conference, however, you may need to set your go/no-go date earlier than 60 days, since it’s not just the actual event itself that is affected, but your business partners’ ability to plan for and market the event as well. For example, if you aren’t able to sell trade show booths or registrations because your business partners aren’t sure if your event will even be allowed, it becomes impossible and commercially impracticable to hold your event, which may trigger a need to postpone.

Ultimately, the most important things are for you and your attendees to be safe; and for the purpose and spirit of your event to be upheld. Love is not canceled. Education is not canceled. With these things in mind, and with the positivity and teamwork of your vendor team, a solution will be found.

If you are looking for assistance with this process of what to do if your event is affected by COVID-19, please contact us. We’re currently offering complimentary phone and online consultations to assist any new and existing clients with COVID-19 questions. We are here to help. 

Hotel Zags Relaunch – Corporate Event Planning with EJP Events

Corporate event planning in Portland, Oregon.

Weddings and special events get a lot of attention, but corporate event planning can be fun, engaging and creative too! The Hotel Zags changed its name and branding from Hotel Modera, and EJP Events was hired to produce all the entertainment celebrating the big launch. They needed an event that would send-off the new brand into the future of hospitality in Portland, featuring the hotel’s position at the center of Art, Adventure, and Play.

Not just another hotel opening, the Hotel Zags relaunch featured local celebrity Carlos the Rollerblader as MC, with their trusty DJ – ‘DJ No.Bi.Es’ – (Bianca Estrella) spinning tunes. Contortion artists from The Orchidea greeted guests and wowed them with feats of agility and physical artistry. 3-piece power-pop combo The Zags came straight out of SE Portland and brought some very Beatles “Get Back” vibes as they rocked the crowd from the courtyard’s living roof.

Evrim Icoz staged a paparazzi style photobooth in the hotel’s Gear Shed, where guests could check out, library-style, anything from longboards to mountain bikes for their enjoyment. Additional treats awaited guests in the Colosseum, the hotel’s game room, as well as henna artistry from local favorite Salon Amrapali.

Urban sketcher Rita Sabler.

Instead of boring room tours, EJP Events organized “room vignettes” where guests were invited to take a sneak peek into the lives of two travelers: “Ms. Business”, played by urban sketcher Rita Sabler; and “The Diva”, played by mezzosoprano Sophie Gregg. Guests were treated to impromptu operatic warmups and the friendly hospitality of tiny Coco, the weiner dog (Rooms at Zags are pet-friendly!), as well a live sketching of the urban scene surrounding the Zags courtyard.

Over 200 of Portland’s travel and hospitality elite were entertained, as well as corporate reps from The Hotel Zags parent, Sage Hospitality. Food and drink were hosted by the killer team from Chef David Machado’s Nel Centro and guests gathered around the courtyard’s centerpiece – a five-foot fire globe.

It was an unforgettable night right at the beginning of Rose Festival, Pride, Pedalpalooza, and the summer event season in Portland. A great way to use corporate event planning services to launch the new endeavor. Congratulations Hotel Zags on your relaunch!

All photos courtesy Evrim Icoz Photography.

The Zags performing on the rooftop.

Feeding Vegetarians at Events

feeding vegetarians at events: platter of fresh tomatoes, goat cheeses, herbs, and crackers
Catering: Your Kitchen Chef. Photo: Vera Gazayov Photography

EJP Events’ staff are invited to lots of open houses, and other networking events. We love being able to check out new venues, caterers, and vendors. Most of these events have some form of refreshments and snacks. While none of us expect a full meal from this type of event, snacks are definitely helpful, since most of these events happen late on a weekday afternoon or early weeknight–right around the time most of us would be eating dinner.

I’m sharing my thoughts as a vegetarian about feeding vegetarians at events, from a few of these recent catering open houses; this also applies to caterers setting up any menu for a number of people.

The default for event catering is “omnivore”. This being Portland, the event catering company will typically provide some concessions to those of us who have a restricted diet, whether it be vegetarian, vegan, gluten-free, etc. As someone who has been vegetarian for over 20 years, I’m thankful that someone has put some thought into feeding vegetarians at events.

But a lot of times it still feels like tokenism, something to check off the “to do” list. Vegetarian foods are often not given the same degree of detail and attention than their glutenous, dairy-and-meat filled counterparts. Flavor isn’t considered. It becomes frustrating when there’s only one thing I can theoretically eat, and that one thing isn’t actually appetizing.

Why should this matter to you, the food provider?

In the short term, someone like me is going to be cranky and not think so fondly of the event or the food. In the long term, when the particular caterer comes up as an option for a future event, I’m going to cross them off the list. If a caterer can’t be bothered to feed vegetarians at events when they’re supposed to be putting their best foot forward for an event planner audience, I don’t have confidence that they would be able to do it on a day-to-day basis like for a wedding or event.

It isn’t difficult to offer decent, plentiful, and tasty food options for vegetarians, vegans, gluten-free folks, those that have allergies, and the like. It just takes a bit more thought. Here are some ideas to consider when feeding vegetarians for events:

  • Have MULTIPLE options. Having only one thing to eat for a vegetarian or gluten free person comes across as doing the bare minimum. Consider having two, three, maybe even more things to eat for us.
  • “One size fits all” actually fits few. Making one hors d’oeuvre option both vegan and gluten-free kills two birds with one stone, sure. But these two dietary restrictions are not similar and have little overlap. As a non g-f vegetarian, I can eat bread and cheese. Someone who is gluten-free may still eat meat. A gluten-free vegan item might be good if  the chef can suss out the common ground of tastiness shared by the two disparate diets. That’s tricky and takes thought. Most of the time the “one size fits all” option appears like you, the food provider, cannot be bothered. Are you only providing it so someone can’t complain about the lack of vegan and/or gluten-free food? Take a look at the item that you are providing: is that edible-flower-on-a-beet-cracker substantial
  • Ensure that the vegetarian / alternative dining option is appropriate to the formality level of the menu. I once went to a fine-dining restaurant where the vegetarian option was a Beyond Burger – the same thing that I can pick up at my local Target. Meanwhile, my dining mates feasted on Beef Wellington and plats de mer.
  • Vegetarians and vegans want protein and calories, too. There’s a popular misconception that we vegetarians are just rabbits: We eat nothing but vegetables in their raw form. I do like my vegetables, but I don’t make meals out of salads unless there’s no other option. (And I’ll probably go get a burrito afterwards.) Most vegetables have little in the way of protein and calories, which vegetarians need to sustain ourselves. Plus, fat adds flavor. Consider adding beans, lentils, tofu, and yes, even hummus into the mix.
  • Refrain from putting meat on everything. Often I’ll find foods that look mostly tantalizing, filled with delicious sauces, cheeses, and veggies. But, meat is also on this item, so it’s a no-go for me. Some folks feel that meat needs to be on everything for it to “taste good.” That is simply untrue!
  • And especially hold back on the bacon. The whole bacon-on-everything trend shows no signs of dying. I’ll sometimes go to an event where every food item has some form of bacon on it! (Contrary to popular belief, bacon isn’t “the meat I miss” since becoming a vegetarian.) It’s not just vegetarians to worry about: pork is forbidden to those with Kosher and Halal diets. So consider that, especially if you promote yourself as an inclusive event company. Turkey bacon is still meat.
  • Consider “build your own” food stations. It’s not going to be as pretty as your meticulously conceived and executed bread/cracker with stuff on it. But it will make it easier for everyone to eat food they’d like. Consider something like a fajita bar. No, they are not as Instagrammable as those delicate crostinis, but it makes it easier to satisfy all sorts of dietary restrictions. Just make sure that meat is not touching the veggies!
  • Ask, “Would this stand alone by itself?” That pretty looking small flower on a beet cracker is fine if you put it on a plate loaded with other foods that will fill you up. But what if it’s the only thing you could eat? Consider what satisfaction those restricted to the flower-cracker are going to get out of it. If it’s something that’s going to make them crave for something else while stuffing themselves on dessert until they leave, you’re not doing your job in feeding vegetarians at your events.
  • Find out what vegetarians, et al would like to eat by asking them. What you think a vegetarian would eat may be different than what they actually do eat. Consult your vegetarian friend and ask what they’d like to see in your menus. Don’t know one? Go online. Find vegetarian themed websites and online communities, there’s plenty out there. Same goes for other dietary restrictions. Here are some places to start: One Green Planet, Vegetarian Times, and Vegetable Love on Pinterest.
  • And most importantly, be open and willing to accommodate. I noticed that at the event where the flower-covered beet cracker was the only vegetarian/vegan/gluten-free option, chefs were making those hors d’oeuvres right behind the table. It would have been so easy for them to build hors d’oeuvre to order, to satisfy folks with dietary restrictions.

If you liked this content, check out these other posts:

 

Events Industry Council – Resources for the events industry related to COVID-19

UPDATED 3/23: We’ve added more resources for small business and the latest info on Executive Orders from Governor Kate Brown and guidance from the CDC. Information changes on an hourly and daily basis, so please pay attention to source information from official government websites.

Governor Brown has issued a “Stay At Home” executive order effective 3/23/2020 immediately until terminated (no known end date at this time).

The CDC and Whitehouse.gov recommends that all event activities with 10 or more people be cancelled for the next 15 days.

Get Your Mass Gatherings and or Large Community Events Ready (Guidance from the CDC)

A resource guide for small business, from Portland Business Journal

Join the Portland Event Industry COVID-19 discussion group on Facebook

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As a Certified Meeting Professional designated by the Events Industry Council, I’d like to provide you with access to these resources about the ongoing issues related to the COVID-19 coronavirus outbreak. Please follow all WHO and CDC-advised measures for hand washing and sanitation, and stay home if you’re not feeling well. EJP Events staff will be following these guidelines as well. Please keep checking the above links, as information is updated on a regular basis. We hope you find this information helpful and wish you a safe and healthy event.

Revisiting: Tacoma event venues

Stadium High School, Tacoma

We visited Tacoma, Washington in fall of 2018 and afterwards reported on various event venues in the City of Destiny. We passed through the city again earlier this fall and checked out some more unique event spaces. Here are three more Tacoma event venues to check out!

Courthouse Square.

This former federal courthouse in the heart of downtown has a lot going on. There are local businesses, a couple restaurants, office space (both standard and co-working), and a United States Post Office located in this historic structure. There are also three different event spaces: A 2,000 square foot Ballroom (formerly a courtroom), the Gallery, a former post office warehouse room that can accommodate 90-120 attendees, and Suite 430, the former judge’s chambers that can accommodate 20-50 attendees.

Historic 1625 Tacoma Place.

Formerly a truck and car dealership showroom built in the 1940’s, this Tacoma event venue features a total of 6,000 square feet of space. They offer catering via five preferred caterers.

Tacoma Union Station.

Built in 1911, Tacoma Union Station served the city as a train station until 1984. (The current rail stations are about a mile east of here.) Since 1992, this Beaux-Arts beauty has served as a United States Courthouse. Now, the Grand Rotunda is currently available for rental as a Tacoma event venue. This three-floor cavernous space can hold up to 800 in a seated reception, and you can use the caterer of your choice. Plus, the Rotunda is decorated with glass art by famed local artist Dale Chihuly.

Tacoma Union Station

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Many of these Tacoma event venues are easily accessible via Tacoma Link! This is a light rail train that currently runs 1.6 miles from Tacoma Dome Station (Sounder commuter rail and soon Amtrak) to the Theater District on the north side of downtown. The trains run about every 12-24 minutes, and are free. In 2022, the line will be extended an additional 2.4 miles to the Stadium District and Hilltop neighborhood.

Hope this gives you some ideas for a unique event venue in Tacoma!

Outdoor patio venues for rehearsal dinners and special events

Xport Bar and Lounge, from their website.

It’s winter here in Portland: short, damp days are the norm. But before we know it, summer will be here in full force. There’s nothing more glorious than a nice summer day in the Northwest. Everyone wants to spend time outside, so they head to one of our fine restaurants that have outdoor patio venues.

Are you thinking about having a special event or perhaps a rehearsal dinner using an outdoor patio venue? The time to plan that event is now. Once folks start shedding layers and ditching umbrellas, you can be sure that these special outdoor patio event spaces are already booked up.

Here’s a selection of outdoor patio venues for rehearsal dinners and special events in Portland, Oregon. All of them are unique; many feature great views of the city.

Departure

The view from the west patio of Departure Lounge is dramatic! ©Evrim Icoz Photography

This restaurant sits atop the historic Meier and Frank building next to the Pioneer Courthouse. Meier and Frank was THE Portland downtown department store, but is no longer with us. Much of the old building is taken up by The Nines Hotel. Departure features pan-Asian food and its outdoor patio features one of the most impressive views of the city!

Xport Bar and Lounge

The Xport is another downtown rooftop venue. Located above The Porter Hotel, XPort offers eclectic New American cuisine. The patio features sweeping views of the West Hills and the Cascade Mountains.

The Hairy Lobster

Located in the Pearl District, this seafood restaurant has a patio that is directly across from Jamison Square Park. This shaded outdoor patio can accommodate parties from 70-110 people.

Revolution Hall

Revolution Hall.

This Southeast venue consists of the former Washington High School, a public school that served Portland from 1924 to 1981 and counted Linus Pauling as a student. It now hosts Revolution Hall, one of the city’s premier music venues, plus restaurants (including Martha’s), bars, and private event spaces. The Roof Deck Bar is an outdoor patio venue available for private events from mid-June to mid-September.

Shine Distillery

Shine Distillery’s Patio.

This new distillery is located on vibrant North Williams Avenue. Besides spirits, you’ll find a restaurant and a small patio overlooking the neighborhood. Williams Avenue really comes to life during the summer months, manifested in the scores of cyclists you’ll see bounding up the bike lane!

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Hope this list gives you some ideas for outdoor patio venues for rehearsal dinners and special events in Portland, Oregon. And again, we urge you to make your reservations early, and to call us if you need some help planning your event.

Tips and Tricks to Attending Portland Wedding Shows (or any wedding show!)

It’s Portland wedding show season, and I thought I’d share a few tips on how to get the most of your wedding show experience, and how to avoid “wedding show overload.”

Portland Wedding Show and Bridal Show Attendees and Bridal Show Shoppers
Photo: Fritz Liedtke

What’s Happening?

We put together a list of the upcoming Portland wedding shows, just for you! If you’re planning a Tacoma, Seattle, or Skagit Valley wedding; or in any other location, email us for specific information for your area or destination wedding.

Portland Bridal Show | Oregon Convention Center | January 18-19, 2020

Portland Venue Crawl | starts at Rossi Farms and visits 8 total venues | February 1, 2020

Marry Me! Wedding Night Market | Redd East | April 1, 2020

Portland Bridal & Wedding Convention | Portland Expo Center | May 17, 2020

Portland Wedding Showcase | Oregon Convention Center | November 14, 2020

Gear Up!

First things first, make sure to have a good breakfast or lunch before attending the show if it doesn’t have a food function offered. Many times samples of cake or champagne are offered, and all that sugar and alcohol can wreak havoc on an empty stomach.

Bring a water bottle so you stay hydrated while you’re walking around. Air-conditioned, recycled convention center air can dry you out and leave you feeling fatigued.

Finally, make sure to wear comfortable shoes since you might be doing lots of walking or standing.

Be Prepared:

Use your show time efficiently! Make a few sheets of labels with your name, address, email, and wedding date if you want to avoid standing in lines to enter drawings or raffles. At the same time, remember that if you provide personal information, you’ll probably receive mail and email from those vendors. If you provide a wedding date , most vendors will stop contacting you once your date has passed. Or, you can also create a separate email just for wedding-related business, so your personal email doesn’t get clogged up with vendor requests.

Understand the show timeline. Is there a seated food function, or seminars to sign up for? What time should you arrive in order to get a seat for the fashion show? Make sure you take a look at the program offerings; that way you get the most out of your admission fee. Some Portland wedding shows, such as The Portland Venue Crawl,  have scheduled bus or shuttle tours of venues, so you’ll want to make sure you understand what time you should be at the pick-up point so you don’t miss out on a tour.

Make a list of items you still need from your wedding checklist, and target those booths first. Otherwise you could spend precious time wandering the aisles and getting distracted! Also, bring notes or pictures to help your planning along — for example, if you’re looking for jewelry and accessories, bring a picture or swatch of your attire.

If you plan on hitting the gown or attire sales at a Portland wedding show, avoid wearing makeup, as products are bound to smear. You can always stop by one of the beauty vendors for a touch-up once you’re done shopping!

Finally, Enjoy Yourself!

You’ll probably receive lots of brochures and business cards. Try to sort through them as you go through the show, otherwise you could wind up with a heavy bag that just gets recycled.

In the end, be sure to have fun and enjoy yourself! Don’t be overwhelmed by the choices; in the end you’ll be sure to find some great ideas and with the help of your family, friends, and planning team, put together a winning team for your wedding day.

A version of this blog post originally appeared on November 13, 2013.

Venues that Allow Outside Catering { Roundup Update }

couple marrying at an outdoor pavilion Portland Wedding Planning
Matt and Diana wedding at Horning’s Hideout, 2018. Photo courtesy Anthony Gauna Photography

For many couples, the food is THE most important part of the wedding celebration, so they will only consider venues that allow outside catering. I often hear from them: “The food HAS to be good”…”We like the Portland food scene and want to integrate it into our wedding”…”We want to give our guests a taste of Portland and the Pacific Northwest”. Often, they already have a caterer in mind when they start their venue search, and are challenged when they keep running into venues that have strict exclusive lists.

That got me to thinking. What Portland wedding and event venues allow unrestricted outside catering? Here are just a few as of January 2020. Keep in mind that policies do change, so check with the venue first before making any plans or appointments. Know any others? Let us know by sharing in the comments below!

Horning’s Hideout is a great outdoor venue in North Plains, Oregon, only about 45 minutes from downtown Portland. The venue features covered pavilions, a relaxed vibe, and the ability to use any caterer you like.

Read more…

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Venues and meeting spaces in Berkeley, California

Sather Tower, University of California Berkeley

This past January I was invited by Visit Berkeley to check out various venues in town. The city of Berkeley is on the east side of the San Francisco Bay, across from San Francisco and just north of Oakland. Located in the heart of a region of almost eight million people, with numerous transportation connections to the rest of the US and the world, having a meeting or an event in the Bay Area is never a bad idea. Berkeley has numerous spaces for events small and large. There’s plenty to do in town, and if that isn’t enough, it’s just an easy BART (Bay Area Rapid Transit, their subway/commuter rail system) ride to Oakland and San Francisco.

Here are the places I checked out while in town:

Shattuck Hotel Opened in 1910, this classic hostelry done in the classic Mission Revival Style is located in the heart of the city. They have about 200 sleeping rooms, plus 7,500 square feet of event space, including a ballroom, courtyard, and boardroom.

DoubleTree by Hilton Hotel Berkeley Marina Located a few miles west of downtown, this facility gives a great view of San Francisco Bay. They have many different meeting spaces that can be combined into different configurations, the largest room is about 5,100 sqare feet.

UC Theatre and Taube Family Music Hall. This historic former cinema was built in 1917 and is located on University Avenue. The 17,500 sq foot theater can host banquet, reception, and theater style events for anywhere from 225 to 1350 people.

Berkeley City Club  Built by famed architect Julia Morgan (Hearst Castle), this establishment initially opened in 1927 as the Berkeley Women’s City Club. This means it’s one of the few (maybe only?) civic club that has always allowed women. This famed institution built in the Moorish and Gothic style has one grand ballroom, the Venetian, which can hold up to 350 people. It also has more meeting rooms, sleeping rooms, and a beautiful indoor pool.

University of California Memorial Stadium. This historic stadium located above the city gives a great view of Berkeley and the campus. The stadium offers numerous different event spaces, such as the Chancellor’s Box, University Club, Stadium Club, and Field Club.

David Brower Center. Honoring former Sierra Club Executive Director, this three-floor building in downtown Berkeley. Besides office and gallery space, the center features conference facilities and a 178-seat theater. The Brower Center’s focus is on hosting low-impact, environmentally conscious events.

Graduate Hotel. Formerly known as the Hotel Durant, this classic hotel off the UC Berkeley Campus offers an impressive view of the city. The six floors of this Spanish Colonial styled building features 144 sleeping rooms. Their California Room can hold up to 70 people. The hotel does weddings as well.

Destination: Astoria, Oregon.

Astoria, Oregon is about a two hour drive from Portland. Located near the mouth of the Columbia River just a few miles inland from the Pacific Ocean, Astoria has a lot of charm and history as it is the first American settlement on the West Coast. Portland folks love going out to Astoria for a day or three, so it’s not hard to convince folks to come out here for an event.

One good event spot is the Hotel Elliott, located downtown. Besides being a great place to stay, the hotel has a 950 square foot conference room. This room is great for small weddings, birthdays, family reunions and other celebrations. It can accommodate up to 75 guests in a theater setting, 75 for receptions, 42 in a banquet set-up and 40 in classroom style.

interior of conference room, Hotel Elliott, Astoria Oregon
Hotel Elliott’s Conference Room, from their website.

Interior of the Commodore Hotel, from their website.

Another good place to stay in Astoria is the lovely Commodore Hotel, an old hostelry that has been converted in the last decade to a boutique hotel. The prices are reasonable, and most importantly, it’s in the heart of downtown. While Astoria is no big city (population 10,000), it does stretch for a few miles west-east along the river. So getting something central would mean being able to just walk to the various attractions quickly and easily. (This is a good thing to think about if you are planning an event here.)

Astoria has a number of good breweries. Buoy Brewing is right on the river. Buoy is also a great spot to have an event. The Taproom can accommodate up to 50 for seated dining, and up to 80 reception style. Plus, you’ll have some great food and beer on hand! (Please note that they do not rent out the space in the summer months.)

{ Photo of Buoy’s event space }

There is also Fort George Brewing, known for their delicious pizza and tasty beer. Fort George consists of three spaces: the main tap room, the pizza restaurant upstairs, and the Lovell Showroom next door. The Lovell hosts private parties and the like, so it’s a good space for your meeting or other event!

The Ruins at the Astor is located in the former Astor Hotel, a former hotel built in 1922. The nine story tower is still the most prominent building in downtown, so you can’t miss it! he Ruins can accommodate up to 200 guests seated, and 400 standing.

The Ruins at the Astor, from their website.

The Loft at the Red Building is perched on the Columbia River just west of the Astoria Bridge, affording great views. This former cannery offers a large space for weddings and events.

Interior of The Loft at the Red Building, from their website.

*****

There’s some other nifty non-event places to check out if you are in town, like the excellent Columbia River Maritime Museum and along the waterfront. And a good spot for breakfast is Street 14 Cafe (located adjacent to the lobby at the Commodore).

If you are looking for a venue for a destination wedding or small meeting, consider Astoria.

Destination: Tacoma

Tacoma skyline, Tacoma Dome in background. Photo: Shawn Granton

Recently we found ourselves in Tacoma, Washington, a city about 2 1/2 hours north of Portland and just south of Seattle. Tacoma has had a reputation in the past of being a place that you skip over on your way to Seattle or Portland. But that perception has been changing over the last decade or so. We spent a day here to check out what’s going on, thoroughly enjoying ourselves while keeping an eye out for meeting spaces.

We decided to spend the night at Hotel Murano, conveniently located in the heart of downtown and adjacent to the Tacoma Link Light Rail which connects downtown to the Tacoma Dome. (Alas, we didn’t have a chance to ride the streetcar on this trip. Next time!) The Murano is a boutique hotel with an impressive view of the city. It’s named after Murano Island off the coast from Venice, Italy, an island considered to be the center of Old World glass art. That name is significant, as Tacoma is now a New World center of glass art, with the nearby Museum of Glass just a few blocks from the hotel. The Hotel Murano features glass art throughout, with a different featured artist on each of its floors.

tacoma-museum-of-glass-events
photo via https://www.museumofglass.org/private-events

Hotel Murano is not just a great place to stay, but it’s a great space to have an event! Their 30,000 square foot flexible use space can host corporate events, executive retreats, association meetings and leadership seminars.

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Three Questions to ask when booking Event Transportation

This guest post was provided by Party Bus Portland.

portland bike friendly wedding planner
Why not consider a bike friendly wedding? Photo by Taran Nadler

There are so many choices for you to consider when booking transportation for an event. If it’s an event such as a wedding in Portland, making the right decision is all the more important. Here are three questions you can ask potential transportation companies before you make a commitment to booking with them. Following up with these questions will ensure that you’re getting the best transportation possible for your specific needs.

1. Have you been to my chosen destinations?

It is quite important to choose a transportation company who has been to the destination or destinations you’re trying to reach for your event in Portland. We say this because if they have never been to these places before, they could have to take extra time trying to figure out where to park or drop you off. After all, you are paying for a time slot when it comes to limousine and party bus rentals, so every minute counts! Not to mention, if you’re planning an event such as a wedding, this could easily have a negative effect on the efficiency and timeliness of your wedding where you’re paying multiple vendors per hour.

2. Can I come view the vehicle in person?

Don’t get fooled by shady companies! Your best bet is to view the vehicle you’re interested in at the garage it’s being stored at. If you don’t you’ll never know what is going to show up to your pick up location. The pictures on their website could differ a lot from the reality of their selection. When you view a vehicle in person, you get a better idea of how the company provides customer service and the cleanliness of their vehicles, which is extremely important.

3. Is your advertised price all inclusive?

The last thing you want to deal with is extra costs that you weren’t expecting. So, be as clear as possible in the booking process, and ask about the all inclusive price. If you aren’t getting a clear answer, request to see a copy of their contract. That should provide all of the details of potential charges as it relates to your transportation. There you have three questions that are sure to be helpful as you try to navigate booking the best mode of transportation for your event in Portland!

For more information on event transportation, head over and visit our friends at Party Bus Portland.

{ Portland Wedding Venues } Planner’s Roundup – Five sites that allow outside catering

For many couples, the food is THE most important part of the wedding celebration. I often hear from them: “The food HAS to be good”…”We like the Portland food scene and want to integrate it into our wedding”…”We want to give our guests a taste of Portland and the Pacific Northwest”. Often, they already have a caterer in mind when they start their venue search, and are challenged when they keep running into venues that have strict exclusive lists.

That got me to thinking. What Portland wedding and event venues allow unrestricted outside catering? Here are just a few as of September 2018. Keep in mind that policies do change, so check with the venue first before making any plans or appointments. Know any others? Let us know via sharing in the comments below!

Horning’s Hideout is a great outdoor venue in North Plains, Oregon, only about 45 minutes from downtown Portland. The venue features covered pavilions, a relaxed vibe, and the ability to use any caterer you like.

Photos courtesy Anthony Gauna Photography

 

Continue reading “{ Portland Wedding Venues } Planner’s Roundup – Five sites that allow outside catering”

Anatomy of a Business Event – Through the Eyes of A Guest

photo: MaxPixel

I’m an event planner, but often I’m also an event guest. I wanted to share a recent experience I had with you, as a sort of case study, and would love to get your feedback.

I received an invitation to come to a sales event for a brand of event software. This event promised lunch and networking. It seemed like a great idea: Check out a possibly helpful software tool, have lunch, and meet other event and meeting planners. To top it off, the event was being held in a popular downtown venue. Sounds great! I signed up online for both myself and my event manager, and put the event in my calendar.

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