Planning an event can be fun, but it can also be very stressful if you don’t know what you’re doing. Of course, booking a venue is a given, however, the things you do after that are very important. If you follow these 7 steps, you can ensure that everyone will have a great time and enjoy themselves.
1. Lighting
Lighting plays a big role in the success of an event. If you want to ensure that people will leave feeling good, use uplighting and/or natural lighting to brighten up your venue. Using these kinds of light sources will create a positive atmosphere that guests will be sure to love. Going down the road of stage lighting hire will ensure that you have professional lighting options no matter the theme you’re creating. Whether you want uplighting or special effects, looking at the packages available might be a good option. If you’re planning on hosting your occasion at night, be sure to consider having spotlights for the dance floor so guests can see each other and dance.
2. Decorations
No matter what kind of theme or color scheme you choose, decorating your event space is the most important part of making it come to life. From table cloths and napkins all the way up to balloons and candles, decorating is crucial. Don’t be afraid to get creative! Adding party lights and pom poms can transform your dull space into something truly amazing. Of course, you want your decor to go with the overall feel of the event. If it’s a more serious business-related thing, or a charity, going for a more subdued yet elegant setup is best. For a younger crowd, you might want to choose something that’s more vibrant and colorful as this will make for a better atmosphere.
3. Food & Drinks
For the menu, consider what type of event it is and who you’re catering to. Having a food stand with finger food like hot dogs and chips would be fine for a younger crowd, however, you might want to go with more gourmet items if your guests are older and potentially business-related. When it comes to drinks, the same things apply: If it’s a family-friendly event then nothing too fancy is necessary. However, if this is an upscale occasion where people who enjoy fine wines and things like that are coming, you’ll want to hand out flutes of champagne and organize a wine tasting. Again, depending on the type of theme you choose, food and drinks need to match. Of course, you should always remember to include a non-alcoholic option as well.
4. Entertainment
Entertainment is what people remember most about an event. Whether you’re hosting a sit-down dinner or a dance party, the entertainment should add to the fun and make sure that guests are enjoying themselves. If you’re hiring a band or a DJ, check out what each of them offers as some will be better at one thing than the other. For example, DJs usually have more equipment available which means they can set up speakers for those who want to dance while a typical band may not have any sound equipment. The music should be compatible with your guest’s tastes, however, if it’s a mixed crowd, going for a fun but neutral option is best.
5. Invites
Making sure that your guests get their invitations in the mail is crucial. Whether you’re planning on hosting a dinner or an evening party, be sure to send out invites at least 6 weeks beforehand with RSVP details included. This will ensure that people are able to plan for attending your event. Not only that, but it provides you with an accurate number of people who will be in attendance which you can use for planning. Getting an invitation in the mail always feels a bit more thoughtful. It’s a great way to set the mood even before the event begins.
6. Seating
Having a seating plan is always a good idea. It’s extremely helpful because not only does it give you an idea of who will be sitting where, but if there’s a problem with the RSVPs and some people can’t make it, you’ll know how to re-arrange your seating chart. A good way to do this would be to put the most important people at the head of the table and then organize your more demure or shy guests towards the edges of the table. Be sure that if people are sitting next to each other they have things in common so as to not create an awkward silence.
7. Prep
As the host, you are the one who will have to plan everything until the day of your event so it’s important that you do as much prep work as possible beforehand. Create a list of what you’ll need to buy or rent for your event and then go around checking each item off as you go along. Be sure to set up your decor items at least 1 day beforehand as too much stress can lead to mistakes cropping up. Also, it’s a good idea that the person in charge of food and drinks gets their orders placed well ahead of time and ensures that they’re enough for the number of guests expected.
Taking these 7 steps when planning an event will ensure you have a fun and successful time with your friends, family, or colleagues. By creating a well-thought-out plan, you can relax knowing that everything falls into place on the day of, meaning you can enjoy yourself at your party without too much stress.
