With Ease Catalogue-Issue 2 by With Ease Magazine

WITH EASE Catalogue MAY 2013 ISSUE 2

The Art of Food

Entertaining

WINES ith

The EVENT

LOGISTICS Puzzle

MUSIC

www.witheasecatalogueja.com

YOUR EVENT

31 The Art of Food

...behind the Scenes with Team Ashebre

Entertaining with Wines

- selections for every occasion CHRIS RECKORD

IN THIS ISSUE

The event logistics puzzle ...making it all fit together

C. CHEVANNES-CHAMBERS

MUSIC & YOUR EVENT Racquel Ellis

Light â&#x20AC;&#x2DC;em up baby

Editor’s

Note

Someone please pinch me! I am just as excited now as I was when the first catalogue was published. The feedback and support has been encouraging and we are grateful. The bar has been set high and it will only get higher with every issue. Yes, we’ve only just begun! I look back at when we started as an online publication and marvel at how we have quickly grown to having the catalogue both online and in print. With the second print edition of the catalogue now published, the excitement and passion to achieve greater things has taken over and already work has started on the third and fourth issues. The online catalogue is optimized to be easily viewed on PCs and mobile devices so all our advertisers are at easy reach. You can now request a quote directly from any of our service providers by visiting our website www.witheasecatalogueja.com Thanks for your support and keep referring our catalogue as we work hard at achieving our goal of making our publication the point of reference for anyone planning an event. Until the next issue: read, enjoy, use and share our catalogue. We hope you will find the catalogue extremely useful and the next event you plan will be ‘with ease’ Although every effort is made to ensure the accuracy and reliability of material published in this magazine, the publisher can accept no responsibility for the veracity of claims made by contributors and/or advertisers. Copyright of all material published in this catalogue remains With Ease Catalogue Jamaica Ltd.

Andrea Wilson-Green andreawgreen

Categories Accommodations & Venue 7 Bar Services & Wine Providers Beauty, Hair & Makeup Bridal Attire Cakes

Caterers

Decorators, Florists & DĂŠcor Rentals Event Planners

33 41

Invitations & Favors 43

Lighting

45 47

Masters of Cermony & Officiants 51

Music & Entertainment

Photographers & Videographers 61 65

Models: Ricardo Barrett & Chelsea Taylor Location: Cary Island, Ocho Rios, Jamaica

Jewelers

Registries

Transportation

ON THE COVER Models

Chelsea Taylor (Elite 360o Entertainment) Ricardo Barrett

Design & Layout

Andrea Wilson-Green

Editor in Chief

Andrea Wilson-Green

Associate Editors

Photography

Charlene Chevannes-Chambers Gillian Haughton

Makeup

With Ease Catalogue Jamaica Ltd Tel: (876) 754-2454 Email: info@witheasecatalogueja.com

Christopher Fuller Chris Fuller Photography Sharon Wint Face Forward

Bridal Dress & Tuxedo Petals & Promises

Shoot Location Cary Island

Advertising

Contributors:

Charlene Chevannes-Chambers Danelia Doyle Racquel Ellis Chris Reckord

INSIDE CATALOGUE Models

THE

Chelsea Taylor Megan Stanley Ricardo Barrett

DATE

Photography

Christopher Fuller Chris Fuller Photography

Makeup

Sharon Wint Face Forward

Next Issue

Bridal Dress & Tuxedo Petals & Promises

Shoot Locations

Sandals Grand Riviera Hotel Cary Island

Transportation

KIA MOTORS KIA Optima, Sportage & Sorento

SAVE

witheasecatalog With Ease Catalogue

NOV 2013

CONTRIBUTING WRITERS

Accommodations & Venues Models: Ricardo Barrett & Chelsea Taylor Location: Romeo & Juliet Suite, Sandals Grande Riviera, Ocho Rios, St. Ann

i Choose an accommodation or venue that best suites your need and is within your budget

Weddings at MONTEGO BAY CONVENTION CENTRE Your magic moments will never be like any other at the most “unCONVENTIONAL” wedding venue in Jamaica. Ask about our budget-sensitive wedding packages.

For more information |

www.mobaycentre.com

facebook.com/mobaycentre

twitter.com/mobaycentre

Montego Bay Convention Centre | Half Moon P.O. Box #4058, Rose Hall, St. James, JAMAICA | Email: mobaysales@mobaycentre.com | T: (876) 622 9330

Cary Island White River Main Road Ocho Rios, St Ann Email: tshoucair@yahoo.com

“To dream anything that you want to dream. That’s the beauty of the human mind. To do anything that you want to do. That is the strength of the human will. To trust yourself to test your limits. That is the courage to succeed.” - Bernard Edmonds

i Bar Services & Wine Providers

Moderate Drinking Defined: 2 glasses of wine for men daily 1 glass of wine for women daily

knowledgeable about the total wine experience. Research shows that you entertain at home often and enjoy wine with friends. Enjoying wine is an experience and you tend to buy a wide range of styles and complexities. As a casual drinker you tend to prefer simple everyday wines, you also don’t buy wines and hold them for too long. So what categories of wines exist for these two groups of wine consumers to choose?

Entertaining with Wine - selections for every occasion

ith so many wines available globally and increasingly so in Jamaica, there is truly a wine for every occasion. Unfortunately many persons only drink wine on special occasions. I say to these people that if they only understood the randomness and the excruciating complexity of things that has to take place for us to be actually born on this planet – they would celebrate life every day. So, what is the best way to select wines for entertainment? Like most answers associated with wine – it depends. The wine you select depends on your taste, your budget, the occasion, and who you plan to have the wine with.

Categories or Segments of wines The wine industry has no formal segmentation but a number of analysts have been categorizing wines and producers and some of these categories have been widely accepted by most. The most detail I found broke down wines into nine segments which were further summarized in groups of 3. They are (from low to high price) : Everyday Wines: Extreme Value, Fighting Varietal; Premium: Popular Premium, Mid-Premium, Super-premium; Luxury: Ultra-Premium, Super-Luxury, Icon. Entertaining friends – who are not wine enthusiasts The best wine to choose in this scenario is usually a wine from the everyday wine category – these wines are very widely available on the supermarket shelves and make 50% of the global wines market. Brands to look for in Jamaica – Yellowtail, Little Penguin, Woodbridge, Beringer California Collection, Frontera , or Sunrise. These are all good wines, very approachable and easy to drink. Wine enthusiasts typically prefer more complexity in their wines.

Entertaining friends – who are wine enthusiasts A wine enthusiast will enjoy and appreciate wines from the Premium category. An enthusiast will have a few words to say about the wine – they may or may not know this particular product, but Your Taste – Casual drinker or Enthusiast I can assure you that they will either know the producer or the If you are a wine enthusiast, it means you are passionate and region from where this wine came. 12

A sample of brands to look for in Jamaica –Trio, Marques de Casa Concha, Terrunyo, Robert Mondavi Private Selection. Beringer Knights Valley and Beringer Napa Valley. Undurraga Sibaris, Undurraga T.H. A few other tips when entertaining with wine. Keep these tips handy and you won’t need much more than a bottle of wine and a few good friends to enjoy any occasion: Red or White: Toss the adage “white with fish; red with meat” aside–it’s far too limited when applied to the enormous variety of wine types available today. Reds and whites alike range in taste from subtle and simple to powerful, big and brooding, so think in terms of serving “lighter” wines with light foods and “heavier” wines with richer dishes. Prepare for Spontaneous Events: Keep a mixed case of inexpensive favourite wines on hand, as well as a couple of bottles of chardonnay and a bottle of champagne in the fridge. You’ll always be ready for drop-in guests or spur-of-the-moment celebrations. I had prepared a short list in a recent Jamaica Observer Thursday Food Article. Visit www.jamaicaoberver.com and search on wine. Choosing Wine Glasses: Glasses vary in size and shape to enhance the aroma of a particular wine. Start with a set of all-purpose glasses for white and one for red, they must be tulip or pear shaped; wide bottom , narrow top. Since champagne requires a tall narrow glass so that bubbles stay perky for as long as possible, you’ll want a nice set of flutes as well. When filling a glass with white or red, stop just below half full. Leaving room in the glass allows a wine to release its aromas and “open up”. Champagne flutes should be filled two-thirds.

Chilling Wine Quickly: Your guests are arriving in 10 minutes and you forgot to chill the white. Sound familiar? Relax and, most importantly, resist the urge to throw the bottle in the freezer. The fastest way to chill a white is to submerge it in an ice bucket filled with a mixture of ice and cold water. Remember: A white that’s “too chilled” won’t be able to exhibit its full flavor and bouquet; and a red that’s too warm won’t show its full potential. A handy rule of thumb is to take whites out of the ice bucket a half hour before serving, and place reds in the refrigerator for half hour before serving. To Decant or Not to Decant: Do you have an older (10 years or more), or a young full-bodied red on hand? Then yes! Break out your gorgeous decanter and go to it. Decanting separates unpleasant sediment from older wines, and aerates them. Big, younger reds simply benefit from having the opportunity to breathe (decanters, like red wine glasses, have a much larger opening than the slim neck of the wine bottle, giving oxygen easier access to the wine). Some wines will benefit from an hour or so in the decanter before being served, while others can slowly be enjoyed right away. Either way, you’ll notice a progressive deepening of both aroma and taste as the wine opens up over the course of your gathering.

Chris Reckord – Entrepreneur & Wine Enthusiast.

Send your questions and comments to creckord@gmail.com. @DeVineWines @Reckord

Formal Table Setting

...just so you remember the next time you dine.

Try something different!

Tequila Cocktail Recipe: 1/4 oz. Fresh ginger juice 1/4 oz. Agave syrup 1/2 oz. Fresh tangerine juice 11/2 oz. Tequila Preparation: Shake ingredients in a shaker. Strain into a rock glass. Strike Usain Boltâ&#x20AC;&#x2122;s signature lighting pose. Drink the Tequila then finish with a pose 16

Enjoy!

Beauty, Hair & Makeup Model: Megan Stanley Location: Cary Island, Ocho Rios, St. Ann

To get plumper, do not touch up by drawing a hard lip line; smudge it so lips look fuller. For a more dramatic fullness, choose a lipstick shade with a hint of frost

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Tel: 483-5610 (Digi) 826-4023 (Lime) Email: sherellefuller@gmail.com Sherelle Fuller Event Services

Letting your natural beauty shine through

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SERVICES INCLUDES: *Massages *Facial *Body treatment *Manicure/pedicure *Hair salon *Barbering *Waxing *in-house dermatologist a rainforest wet room.

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Tel (876) 754 - 6018 / 906 - 4151 906 - 8276 | Fax: 754 - 6017 /adamandevedayspa www.adamandevedayspaja.com

Bridal Attire Model: Chelsea Taylor Location: Cary Island, Ocho Rios, St Ann

Decide on how much you want to spend on your gown, and tell the salesperson before she starts bringing out gowns. That way you wonâ&#x20AC;&#x2122;t lose your heart to a dress you canâ&#x20AC;&#x2122;t afford.

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Sponsored by:

Cakes

Cupcakes are popular substitutes for expensive tiered cakes. If you prefer a more traditional look, combine a small tiered cake with cupcakes or just have the topper mounted on the cupcake tower.

Email: pebblespastries@gmail.com Tel: 876-906-2722 FB: PebblesPastries 26

1876. 471. 9499 www.sweetestregards.com info@sweetestregards.com Sweetest Regards produces creations of the heart. Each item is designed with the client and produced with the single focus to please both the eyes and the taste buds. Let us bring to life the Wedding of your dreams. From planning, venue sourcing and custom invitation design to exquisite dĂŠcor, flowers, cake and food. We will make your wedding that more special. A custom built cake capturing the personality of the lovely couple, or individual cakes for each guest to appreciate, or a cupcake tower of different flavored cup-

products and giving customers Creations of Heart Works of Art. cakes, or a dessert stand will give you sweet memories for years to come. We will transform any location into a picture perfect setting. Any event, be it a christening, seasonal party, family gathering, product launch or conference Sweetest Regards delights in producing the best

Qfor your Baker uestions

Why cake? Does cake need a reason? Why not cake? It is used to celebrate any occasion: birthdays, weddings (both brides and grooms), holidays, anniversaries, divorces, friendships and everything in between. Before you begin ordering cakes, take the time to do the research and get the answers to your questions. These questions can help you decide on a baker. •

Ask for a Tasting – you want to try various types of cake and frosting. You are looking for flavor combinations and more. Some bakers will even provide you with small sample of the cakes you choose. There is no rule that says only fruit cake can be served at weddings either; explore various options and go for your favorite.

•

Ask about customizing – Does the baker make custom designed cakes from photos or hand drawn pictures? This is only important if you want a customized cake design. Modern techniques are allowing bakers to express their clients’ creativity with ease.

•

Ask to see their portfolio – Most professional bakers will have a portfolio featuring every cake they have ever designed or made. Ask to see them to get a feel for the types of cakes they've made and quality of the finished product.

•

Ask about their cake preparation times – Many bakers will bake and decorate your cake days ahead of your event, but you don't want it done more than 10 days or less than 2 days before.

•

Ask about delivery and set up – Will the baker deliver and set up the cake for you on the big day? If they don't, you need to discuss the pick-up and set up with your catering service provider.

Caterers ‘Ceviche’ Prepared by: Oji Jaja

Catering costs are determined by: number of guests, food choices, rentals, if food will be served (buffet style, seated service or tray passed), and finally, the caterer’s level of expertise. The more flexible you are about these variables, will help the caterer to create the best menu or your budget.

The Art of Food ...behind the scenes with Team Ashebre

n the business of special events catering, all mistakes, big or small, matter. The team at Ashebre, possess precise vision and an eye for detail which they use to bring a memorable experience to all their clients. Ashebre is a culinary enterprise that specializes in modern Caribbean cuisine. They offer restaurant consulting, food styling, group and one-on-one culinary classes and seminars, with their core business being catering and a keen focus on healthy lifestyles. The company is experienced in providing a diverse range of international and Caribbean dishes to events from intimate family gatherings and weddings to those of a corporate and entertainment nature. Ashebre pulled back the curtains and allowed With Ease Catalogue to detail some of the work that goes into their spectacular preparation and production for an event. Usually, the client experience begins with a Request for Quotation; but for Ashebreâ&#x20AC;&#x2122;s clients, the subject line bears the name of their event which excuses the first client trepidation. There is no pattern of uncertainty regarding menu choices, the side-eye at the per person cost and the always lingering possibility that this potential client may not agree to the terms of service. This is replaced by adrenaline, to create a menu that will meet and exceed the clientâ&#x20AC;&#x2122;s expectations, but still hold the flair of modern Caribbean cuisine. Ensuring that they are on the same page with the client, managing the customerâ&#x20AC;&#x2122;s expectation every step of the way is very important. The client will receive an invoice, detailing total payment, inclusive of any applicable rental costs for items offered by the company. Once the client confirms, almost simultaneously, payment proceedings are executed and so is pre- production. Pre-production with its many components; involves the preparation of a market list, ordering and requesting of goods and services, scheduling of pick ups, the booking of staff and continuous communication between the client and the company; All of this must be done as a seamless sweep.

continued on page 32

Ashebre’s Team

Ashebre’s Operations Manager, Danelia Doyle normally heads the process of liaising with suppliers regarding items on the market list and spends the next day sourcing items that are either seasonal, hard to source or negotiating the best prices on items that have increased in cost compared to that of a week ago. Once the market list becomes available, contact is made with a market supplier(s), this from a growing list of farmers and market vendors, from as far as St. Elizabeth offering direct delivery or routed through Papine market then delivered by a bearer. Market suppliers sometimes grow impatient with the specific requests but despite the list of demands, Ashebre has fostered strong working ties with suppliers of fresh produce (market), dry goods (supermarkets) and everything in between. Culinary Artist and managing director Oji Jaja, whose involvement in the process is personal, usually takes on the task of supermarket pickups so he can see first-hand the products with which he will work. Elements such as the guest count and the number of courses per menu are used as deciding factors when booking Ashebre’s culinary staff. A team of cooks is summoned, the menu detailed and staff confirmed to work on prep and event day. Fine dining dinners always require the services of wait staff (another growing list that Ashebre has acquired), and at least 2 persons are confirmed and given event details a day in advance, these along with a cleaning staff complete the team and takes us into day two of production.

Prep Day

When prep day dawns, it’s normally an early start for the team. Everything that is needed for the cooks to work has to be delivered before or during their arrival. A single missing item from the market list can add two (2) hours to production time. Upon arrival of the culinary team, a ‘mise en place’ (prep sheet) is provided and work commences on bringing the menu to life. Fast forward to 8pm and the cooks are just winding down. A peek at their production sheet and most of the tasks are ticked ‘prepped’, indicating success. The cooks and cleaning crew now work together for ‘Breakdown’; another hour in the office doesn’t see Ashebre’s entire team exiting until at least 9 pm.

Event day

8 am, and everyone from prep day is present including additional cooks, there is a short meeting between Culinary Artist Jaja and his culinary team. He assigns tasks for each cook and gives a breakdown of time and what items will get done on location as opposed to in the prep kitchen. Tensions are always high in the kitchen on event day. An opinion from minimum three persons is required for almost all the items prepared and equipment needed for operation on location also has to be packed. With the bustle of people and the scent of something exquisite in the air, there are always wandering eyes and the brave enquirer. Hors d’ oeuvres are at 7pm and Ashebre’s policy is to be on site at least two (2) hours prior to the beginning of the event. The cooks are given full access to the client’s kitchen and the servers are shown the areas for dining and mingling. The servers then set up the bar and the dining room. The cooks set up their work stations and begin to complete menu items for each course. From the time the first guest arrives, to feedback on each menu item served; servers communicate to Chef Jaja who directs his team on what to put final touches on. The task of plating, calls for good time management and support, especially since plating is a signature feature of Ashebre’s work. Focus must be maintained, being quick and taking instructions well are necessary elements of taking catering from subpar to exceptional. Things start coming to a close nearing 9pm over coffee and tea. The client pops in, bright smile and presents the chef to the guests. Thank you’s are then exchanged and everyone exhales: another happy client. Breakdown happens like it did the day before, the client’s kitchen is cleaned and all traces of the team decked in black are erased.

Team Ashebre

Decorators, Florists & DĂŠcor Rentals Decor by: Petals & Promises

It doesnâ&#x20AC;&#x2122;t matter what kind of event you are planning for, decoration does give color to the event. You want the theme to add a surprise element and a lasting memory for the guests.

EXTRAORDINARY

WEDDINGS & EVENTS •Bridal Bouquets •Reception, Centerpieces •Wedding Arches •Clear Top Tents •Laminated Dance Floors •Lighting Accessories •Chandeliers, Lanterns •Accents •Custom Linen, Table Cloth •Napkins, Chair Covers •Cushions •Furniture, Sofas, Lounge Sets •Cabanas, Risers •Draping •Custom Backdrops

Event Planners

Event planners can make planning an event much more enjoyable. When choosing an event planner consider their reputation, and speak with their references. It is also important to make sure your personalities match.

Driver: “About two hours… I’m on Mount Rosser. I just wanted to check which hotel in Kingston we are going, because a truck has blocked the road; I’m not sure what time we are gonna get there” Really Stressed Concert Planner: “you are aware that the Artist is to perform in twenty minutes right?” Driver: “So what did you expect me to do? He was taking too long and I had another pickup” Stressed out No Concert Planner: …..Dial Tone *Mind Blank*

THE EVENT LOGISTICS PUZZLE – making it all fit together

ere’s a conversation you never want to have on your event day, whether you are a professional event planner or doing your first event ever:

Telephone rings Spectacular Concert Planner: “Hello you have reached Spectacular”

Driver: “Hello? I didn’t see the Artiste you sent me for at the airport, so I left with the band alone. He took too long and I have another pickup” Stressed out Spectacular Concert Planner: *long pause* “So how far from Montego Bay are you now?”

Surely Miss Spectacular had put arrangements in place for her stage show to go well. In the event planning world, all eventualities cannot be foreseen; but it is the job of the planner to take only seriously calculated risks. In this scenario making a few changes to the original plan could have saved Miss Spectacular lots of stress. •

Travel plans for invited guests - When inviting presenters or special guests to an event, your initial discussions must include travel and accommodation arrangements. Most professional performers / presenters have contract riders that dictate things like the type of travel considerations expected. During the contract negotiation phase is when you can make your stipulations such as requiring that the international performer arrives a day before their performance or that they travel via the nearest airport to your venue. That way, there is enough time for flight delays and other hang-ups to be handled by Plan B or C or D. Using a professional ground transportation company that has accountability standards is always a wise consideration. For instance the Jamaica Union of Travellers Association (JUTA) is an organization with independent operators who must meet certain standards. They would be able to recommend an operator who would understand requirements for a charter rather than having someone like Mr. Driver who double booked his clients.

continued on page 38

EVENT PLANNING & MANAGEMENT Let us plan your next event.

ENTERTAINMENT EQUIPMENT DESIGN SALES & INSTALLATION Let us bring your entertainment area to life.

88 Barbican Road Unit 19, Kingston 8. Jamaica Tel: (876) 978-6639/376-1778/371-3532 Email: entertainmentservicesjam@gmail.com Website: eventandentertainmentservices.com 37

There certainly are other qualified transport companies that will enter into charter contracts and provide excellent service. The key here is to meet with the operator well before hand, look at the vehicle and ride in it where possible and be specific about what you want.

special touch. But what happens if your performer is allergic to the flowers in your bouquet? Ask them well before for any special considerations that they might not have placed in their contract or rider such as food allergies, phobias and accessibility needs ie do they need a step ladder in their room?

•

Entourage – Some performers travel with a group: any amount of people with varying functions to keep them happy, like the person that fetches the water and the other person who pours it into the glass. It is extremely important that the number of persons in the entourage be discussed and agreed so that your planning can include acceptable accommodation and travel for them as well as your main presenter. There are instances where the presenter will prefer not to even be in the same hotel as their entourage, preferring a 2 diamond resort for themselves and 5 stars for their entourage. Your logistics plan must include arrangements for moving/transporting everyone seamlessly so that no one is left behind and no one hampers the performance.

•

Work Permits – If your performer / presenter is a professional that does this sort of thing for a living and resides in Jamaica then you don’t really have an issue with work permits. If they are internationally based however, be sure to check in with the Ministry of Labour for work permit requirements well before your event. The stories of Jamaican performers not having work permits when they visit other countries are numerous, and although taken for granted sometimes, Jamaica does have similar labour laws and requirements as most other countries. A performer from another CARICOM country may receive certain considerations because of the Single Market and Economy thrust but check your facts to see what applies to your specific event.

In essence, the logistics do not have to be overwhelming. Give yourself ample time for things to go wrong, work with a master list of things to do so that nothing gets left off and have an associate or someone with fresh eyes go over your list. Sometimes they will bring perspective and ask questions that highlight small things that might have been overlooked but that would have catastrophic impact on you event.

•

Special Considerations – If you have a green room for your event or a chill-out area for your performer to use before and after their presentation, fresh flowers would be a beautiful

Say Thanks - Preparing a welcome or thank you gift for your presenter is just good manners. If they have a personal assistant, contact that person and find out their likes and dislikes so you can arrange a thank you gift that will mean something to them. One very enterprising event planner went the distance and found out that their presenter was leaving from a series of events over a period of days to get to hers. Considering that the person would not be going home between events, she got the presenter’s team to email pictures of the presenters’ family and had them framed and placed in the room before their arrival. Needless to say that one special touch has endeared that presenter to the organizer and now; no request is too great.

Your Winning Events Formula

Event Planning & Management Day-of-Event Coordination

Email: nc3events@gmail.com Telephone: (876) 443-7947 Twitter: @NC3Events Facebook: NC3Events www.nc3events.weebly.com

When the only thing you want ... is Everything

Organizers of the annual

Invitations & Favors

When choosing invitations think about the theme of the event. You may wish to embrace the season or convey the level of formality for an event. This will influence color and design choice.

we donâ&#x20AC;&#x2122;t just print on paper...we create an impression!

Addressing the Invitation 42

Be explicitly clear when addressing your wedding invitations. For example if you plan to invite your friend Paul and a guest, the invitation should be addressed to Mr. Paul Davis and Guest (or his date's name if you are aware of it). The same should go for families. If you plan to invite Mr. and Mrs. Grant and their 3 children, then the address should read: The Grant Family. If you decide against having children at your ceremony or reception simply include a line that states 'adult-only ceremony' or 'adult-only reception' inside your invitations. Remember if you decide on an 'adultonly' wedding you mustn't invite any children at all..

Jewelers

When shopping for an individual who likes unique pieces of jewelry, consider purchasing an item that is made specifically for this person. This will express the time you spent to get their gift right.

Islandgems Jewelry Ltd

Gemstone. Pearl. Bridal. Custom Jewelry

Sovereign Centre 106 Hope Road Kingston, Jamaica (876) 927-8472/276-3836 www.islandgemsjewelry.com

Lighting

Lighting your event can be the difference between a good and an incredible environment. A well designed lighting rig, set up by an experienced crew is the best way of turning your event in to something special.

LighT

‘em up

baby

ighting is one of the most crucial yet often overlooked items when planning an event. It is the easiest way to make your event look elegant and complete, and conversely, foregoing professional lighting is one of the easiest ways to undo all the other wonderful touches you put into your event. An event requires just the right lighting in order for the people to be left astonished. Like moths to a flame, lighting affects people; drawing them in or scattering them around and shifting their moods. If you are throwing a major event in a hall or marquee, you need enough lighting for people to feel warm and welcome but not too much lighting that it proves to be too bright. You may wish to be able to keep a stage well lit while the rest of the place remains dim. In order to achieve this you can hire much of the equipment needed from an event lighting business that will have vast amounts of lighting options to ensure your event leaves lasting impressions with your guests. They will also ensure it is all installed and fitted for you as part of a hassle free service that allows you to focus on other aspects of the event. In deciding which lighting is need for your event you should arrange a site visit with the lighting service provider at the time of day the event is being held (if possible). 46

This will give you the opportunity to share your vision for the event with the provider and for them to advise if your vision can be realized. During the meeting with the lighting provider you will hear them use lighting terminologies that you are not familiar with. Don’t be afraid to ask what those terms mean and how it translates to your event. If you are doing it yourself, keep these lighting tricks up your sleeve: •

A simple white fabric backdrop can be used as a partition or pleated /draped to hide unsightly areas while providing a decorative element to your event. Step it up a notch by uplighting the fabric with beams of colors that accentuate or create contrast. If it’s for a wedding, consider projecting the client’s initials or names onto the backdrop or dance floor.

•

If your event is fun, exciting and quirky, keep the house lights low and add some glowing / flickering ice cubes to your cocktails. They are specially designed to be food safe so they are non-toxic and are generally larger than regular ice cubes so there is less of a choking hazard. To be extra safe, you may choose lighted cups instead i.e. disposables with different types of lights built in.

•

Speaking of cocktails… bistro tables with built in under mount lighting can be used to define a space. Imagine having an evening function on a large lawn; if you want to keep persons in a specific area, use these tables. Remember not everyone will be brave enough to stand next to them if they are very bright so provide a mix of lit and unlit tables. You may also use regular bistro tables so that you can swap options like using a denser fabric to diffuse the light, or using spandex covers with a twist instead of the plain linen table cloths to add some ‘sexy’ to this look.

•

Glow-sticks and lighted balloons are other fun ways to “light it up”; hand these out to your party guests and use ‘black light’ in some areas to really make the colors POP. Your friends that love an exciting party will make use of them on the dance floor.

•

Spotlights are no longer only used for performers. Any star of your show can be highlighted using a spot light. So if you are participating in a trade show indoors, draw your customers’ attention to your best product by putting them under a spotlight. Cue the 12 piece orchestra and watch the light draw in customers .

•

Light up your marquee and the columns as entrances to your tent at a trade show. They will serve the dual purpose of advertising and creating excitement.

•

A single candle is romantic, but it doesn’t throw enough light to ensure your diners can see their meals properly if there is no other close light source. Consider using multiple candles in varying sizes / heights. Using clear glass holders and shades in different designs and textures can add interest and stimulation.

•

Pair lighted orbs floating in your pool with Chinese lanterns floating from your trees to give your next poolside affair some chic elements.

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Use rope lights to highlight your stairs especially off a deck for your next backyard hang out. This helps with your guests’ security and its cute… you can’t ask for more.

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Intelligent lighting is all the rage for parties and large-crowd events. Laser Light shows lights that pulsate with the music, mood lighting that shifts dependent on what is happening on stage are all available from professional companies.

You’ll Always Professional Remember Wedding The Music Entertainment 1.876.842.1908 / 1.876.833.0881

Disc Jockeys: Weddings, Parties, MC’s, Corporate Events, Kids Parties, Dance Floors Lighting: LED Pars, Lighting Controllers, Par Cans, Source 4 Pars, Lekos, Stage Light, Decorative Lighting, Dancefloor Lighting, Party Lighting Video : Fastfold Screens, Tripod Screens, Flatscreen TVs, Seamless Video Switchers, LCD Projectors, Pipe and Drape, Laptops.

Master of Ceremony & Officiants

Choose a MC who is easygoing, comfortable in large crowd. Whomever you hire to be your MC, avoid any unpleasant surprises by walking through the entire event with them to ensure you have the same vision.

Music & Entertainment

Ideally, your music should set the mood and reflect the style of your celebration. Therefore, music should be appropriate to the event, leaving guests with positive memories and emotions.

disturbed by the lyrics, sound, or volume of the music. Deciding What Music to Play at Your Event As an event planner, whether you are directly responsible for deciding the music or hiring a deejay (DJ), there are some significant things that you need to bear in main when deciding the type of music to play at events. These are:

The nature of the event

Music and Your Event

ccording to Robert Zatorre, professor of neurology and neurosurgery at Montreal Neurological Institute, music is strongly associated with the part of the brain that tells us if things are valuable, important or relevant to survival1 . In fact, research has found that at the point in a piece of music when people experience peak pleasure, part of the brain releases the chemical dopamine – the same substance that is released when we experience pleasure from food or sex!2 No wonder Bob Marley belted out “one good thing about music, when it hits you, you feel no pain”!3 Each of us is unique, so it stands to reason that our tastes in music, like everything else, will vary. Failing to select the right music for your event could have devastating effects, as your guests may get bored, upset or leave early with a bad impression of your well-planned event. Music at your events – whether performed live or booming through your sound system – should then be a pleasing, relaxing experience where your guests and people in the surrounding environs are neither 1. Landau, E. CNN. May 28, 2012. Music: It’s in your head, changing your brain. Retrieved April 19, 2013 from http://www.cnn.com/2012/05/26/health/mental-health/ music-brain-science 2. Ibid 3. Marley, B. Trench Town Rock Lyrics. Retrieved April 25, 2013 from http://www. sing365.com/music/lyric.nsf/Trenchtown-rock-lyrics-Bob-Marley/66DED9181E4B7E98 48256945000D6E76

Whether it is a personal celebration or a corporate function, the type of event will affect the kind of music you decide to play. Music is often used to spice up a party or social gathering. Take weddings for example. Music at weddings should not only be romantic but also positive and uplifting catering to all age groups since typically every age group – from children and teenagers to seniors and every generation in between – will be present. Generally, for personal celebration events or social gatherings, it is best to select music based on the theme of the event. For instance a Halloween party would feel more realistic with spooky melodies playing in the background combined with other upbeat tunes for a lively and exciting celebration. When it comes to corporate functions, the music played should support the goal or theme of the event. As an event planner it is important that you align your music with the objectives of the programme and the various presentations in such a way that the music and lyrics can positively contribute to the mood. If your goal is to encourage teamwork, you don’t want to play a list of sentimental love songs or slow dance music that could lead to inappropriate behavior. When people get excited by music, they are likely to start singing along or rocking to the beat, so when selecting the music, be sure that the lyrics reflect the results you want.

The intent of the music

Music has the remarkable ability to trigger various emotions and memories. Therefore, music should be appropriate to the event, leaving guests with positive memories and emotions. While the beat of some music is great, they may contain profanity, violence and sexually explicit lyrics and may offend your guests. People should not leave your event feeling upset because of the music performed or played. 53

On the other hand, some music’s beat can do more harm than good at an event. For example, would you like to hear heavy metal or raunchy dancehall music performed or played at a toddler’s birthday party? Enough said. Leave your guests content and smiling with a good selection of music at your events.

The impact of the music on your guests

As an event planner, you cannot ignore how the music will affect your guests. While you cannot be aware of each guest’s favourite song, you don’t want to select music that appeals to only one set of your guests. When planning an event, you should consider the atmosphere you want to create. Do you want your guests to mingle and talk quietly to each other or do you want them dancing? Do you want your guests to feel relaxed and mellow or dynamic and filled with high energy? Even if you want the music to be more of a background element, it doesn’t mean that you should only play instrumentals that may work as a lullaby and put some of your guests to sleep! It is best to have a mix of music from a variety of genres so that everyone will likely hear something he or she can relate to and will enjoy. Even if it means playing some songs that rank way below your preference list, keep your guests in mind. Never forget, every event you plan should bear your signature of being well executed and thoroughly enjoyed by your guests. The music you select should enhance your event, not detract from it. Variety is the spice to life, so show that you embrace and celebrate diversity at your events by selecting the right kind of music.

The quality of the Disc Jockey (DJ)

A disc jockey (DJ) is someone who plays recorded music for an audience. However, when it comes to the music for your event, hiring a good DJ is just the beginning. Notwithstanding, the DJ should have a track record of selecting the right music given the nature of the event, the intent of the music for the event and the effect on guests who attend the event. It is therefore important that you provide the DJ as much information as you can about the purpose and flow of the event as well as a profile of the characteristics of your guests in terms of their age, marital status, relationship to each other, and so on. You should work with the DJ to make sure that the lyrics and tempo of the music are appropriate to the event. Remember, first impressions are lasting and with each event you are building your image as an excellent event planner!

Music Usage at Events – Legal Issues

Music creators (i.e. lyricists, music composers and music publishers) and owners are protected by copyright or have the exclusive right to perform, make copies, license, and otherwise exploit their musical works. Therefore, once music will be played or performed live at your event a license/permit from the copyright licensing authorities in Jamaica is required. According to the Jamaica Intellectual Property Office (JIPO), 2010, The Copyright Act of Jamaica, 1993/1999, sets out the basic principles governing copyright administration in Jamaica. These basic principles are common to the 160 member countries including Jamaica, who are signatories to the Berne Convention of 1886 which is the principal international Treaty on Copyright. These principles assure authors and owners of copyright works; namely original musical, literary, dramatic or artistic works; certain exclusive rights over the use of their works for a minimum period of the authors’ lifetime plus 50 years after death.

Which institutions are authorised to grant licence/permit to play/perform music?

Under of the Copyright Act of Jamaica (Section 87, Part VII) and various international treaties and conventions governing copyright and related rights, to which Jamaica is a signatory; the Jamaica Association of Composers, Authors & Publishers (JACAP) Limited and Jamaica Music Society (JAMMS) are the two Collective Management Organisations (CMOs)/Licensing bodies instituted to protect and licence the works of local and international creators and owners of music. Consequently, once you’re going to use music at your event, you need to contact both the JACAP and JAMMS Offices before hosting that event.

About JACAP and JAMMS

Both JACAP and JAMMS are non-profit, members-based organisations. JACAP was established in March 1998 and commenced operations in January 1999. It is authorised to collects license fees from music users and distributes these fees as royalties to the music creators (songwriters, composers and publishers) who own the copyright in that song. In other words, JACAP manages copyright in all musical works. According to one of JACAP’s informational flyers “A JACAP licence is a legal requirement that allows the usage of both the local and international repertoire of copyright music in Jamaica”.

JAMMS was incorporated in 2006 and began operations in 2007. The organisation is responsible for administering the ‘public performance rights’ of owners of copyright in the sound recordings. Owners of copyright in sound recordings are the record producers, record labels or record companies. It is important to point out that although both organisations execute similar functions to protect the rights of music creators and owners, they secure the rights of two different categories of rights owners. To reiterate, JACAP manages the rights of songwriters, composers and publishers and JAMMS manages the copyright in all sound recordings, that is, the rights of the record producers/record labels

When do you need a JACAP & JAMMS licence/permit?

Given the purpose of JACAP and JAMMS, event planners need a licence/permit from both institutions to play or music played at events – whether participants are required to pay to enter or the event is free of cost and whether the performers are being paid. In other words, the licences are required for any kind of music usage at public events. That is, in situations where there is an audience and the musical work is being used outside of the event planner’s personal consumption. According to E. M. Mullings, General Manager of JAMMS “Where the playing of music is concerned, a Copyright Permit is needed once the music is being played outside of your own personal use, such as your home or car”. JACAP issues a copyright music licence for the legal public performance of all musical works. JAMMS issues a copyright/permit licence for the public performance of sound recordings across all categories of music users. “Event promoters/organisers obtain a Copyright Permit for each event whilst a place of business such as a nightclub, hotel, bar, restaurant, or gym, obtains an annual Copyright Licence to play sound recordings”, stated Mullings.

Who is responsible for getting the JACAP & JAMMS licence/ permit?

The event planner/promoter (the person who normally facilitates the music performances) or the owner or manager of the premises where the event is being held, is responsible for obtaining the JACAP license. For the owner or manager, this is a requirement EVEN IF he/she has any

of the following: • • •

TV, radio or cable license (issued by the Broadcasting Commission) Local authority entertainment license or permission (e.g. cinemas, stage shows etc.) Phonographic performance licenses

For JAMMS, the event planner is responsible for obtaining the JAMMS licence/permit, where he/she has been hired to execute the event including getting the necessary permits and approvals. However, if the person who employed the event planner retains this responsibility, then he/she is fully in charge of securing the JAMMS licence/permit. Additionally, venue owners and event sponsors are responsible for confirming that the event planners/promoters using their venues or benefiting from sponsorship have a JAMMS licence, as well as the JACAP licence and other licences/permits.

What is the cost of obtaining a JACAP & JAMMS licence/permit?

The cost of JACAP and JAMMS licence/permit is based on the nature of the event and will vary according to the size of the event, the number of actual or potential attendees and the admission fee (if any). JACAP is amenable to reducing charges for making arrangements for early compliance where event planners and promoters contact their offices far in advance of the event. Additionally, JAMMS charges less for its permit when the event is free of cost.

What is the process for getting JACAP & JAMMS licence/permit?

Obtaining a JAMMS permit is pretty easy, comprising three (3) simple steps: STEP 1 Event planner/music user provides JACAP/JAMMS with ‘event particulars’ –such as type of event, venue, date, expected attendance, admission fee and amount (if any). STEP 2 JACAP/JAMMS provides the event planner/ music user with an invoice of the cost of the licence/permit. STEP 3 Event planner/music user makes payment and JACAP/JAMMS issues the 55 licence/permit.

Are there instances in which individuals/institutions are exempt from obtaining the JACAP or JAMMS licence/permit to play/ perform music at an event?

injunction (last resort) or take the event planner/music user to court (after the fact) where a fine would be levied, based on assessment of damages etc., as a result of the copyright infringement.

A JACAP/JAMMS permit may not be required where the music is being used for the purpose of ‘praise and worship’ in religious settings. Additionally, a JAMMS permit may not be required where music is being used as supporting teaching material in educational settings. However, churches and educational institutions putting on religious events such as concerts are required to obtain the JACAP/JAMMS licence/permit.

Do you have the right to use?

Do JACAP & JAMMS grant waivers for their licence/permit?

JACAP does not grant waivers of its licensing fees. However, it may consider reducing its fees for events being held for a charitable cause. JAMMS may offer partial waivers for charity events. For both institutions, the individual/institution requiring the favourable consideration or partial waiver must put his/her request in writing, clearly describing the type of organisation and the nature and purpose of the event.

What will happen to persons/organisations that use music at their events without obtaining the JACAP/JAMMS licence/ permit?

Under Sections 31 and 32 of the Copyright of Jamaica Act, failure to obtain the legally required Copyright Licence and Permits can result in legal action. If the event planner or owner of the venue where the event will be held neglects his/her duty to obtain the JACAP licence, the event will be inspected by law enforcement officers who will apply the law, which may result in stopping the event. Individuals/organisations in breach of JACAP’s requirements may also be subject to a fine or even imprisonment. JAMMS prides itself in “building business relationships”, stated Mullings, seeking to resolve matters first through administrative actions at its disposal. As such, continued Mullings, “JAMMS… will do all possible to notify, advise, educate, and encourage voluntary compliance”. While legal action is not the first choice for JAMMS, where there is flagrant disregard for the need for a JAMMS permit/licence, the organisation may prevent music from being played at the event, through a court

It is always best to err on the side of caution with the law. Event planners, whatever your event, when playing music at your events or having live performances of musical works, get your JACAP and JAMMS licence/ permit along with approval from other agencies/personnel such as the Kingston & St. Andrew Parish Council, the Jamaica Fire Brigade, and the Police. These agencies are responsible for matters such as safety of the public, disturbance level and advertisement media used to promote the event. This topic will be covered in subsequent issues of WEC’s magazine. Look out for it, as you keep planning your ‘talk of the town’ events! Racquel Ellis, Contributor Acknowledgements • Newton Nelson, Licensing Officer, Jamaica Association of Composers, Authors & Publishers (JACAP) Ltd., 21 Connolley Avenue, Kingston 4 • E. M. Mullings, General Manager, Jamaica Music Society (JAMMS), 7 Stanton Terrace (Off Old Hope Road), Building # 2, Kingston 6 References • Landau, E. (2012). Music: It’s in your head, changing your brain. Retrieved April 19, 2013 from http://www.cnn.com/2012/05/26/health/mental-health/musicbrain-science • Consider the Nature of Your Event when Choosing the Music Your DJ will Play • http://www.djmarcburgess.com/2011/08/24/consider-the-nature-of-your-eventwhen-choosing-the-music-your-dj-will-play • Choosing the Right Music for Your Event, • http://www.djmarcburgess.com/2011/07/14/choosing-the-right-music-for-yourevent/ • Deciding on the Songs to Include in Your Party Playlist • http://www.southwestmobilediscos.co.uk/devon-discos/party-music-playlist • What Music Would You Play at My Event? • http://www.danceallnightdjs.com/what-music-dj-will-play-at-our-event • http://www.jammsonline.com/ • http://www.jacapjamaica.com

Revised: May 22, 2013

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Photographers & Videographers

Create a list of shots you'd like to capture on the day so that your photographer is aware and can check them off. Thereâ&#x20AC;&#x2122;s nothing worse than getting the photos back and realizing you didn't take pictures with in-laws.

Registries

Keep in mind that guests are not obligated to shop using a gift registry. There are even those who feel a gift registry is poor etiquette. Just remember to receive all gifts graciously and send out thank you notes.

Transportation

If your event is at a location that is an unfamiliar part of town, then it might be a good idea to organise transport for your guests. Notify your guests in advance and ask that they RSVP as to whether they will require the transport or not.

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