|
|
Christmas
parties, summer picnics, tax parties, seasonal events are
some of the most fun meetings to plan.
Theme
for Events
- Articles
Will
The Office Holiday Party Become History?
|
| 17
Tips for Bringing Your Event to Life
by Susan Friedmann |
Your job as an
event planner doesn't stop with the meeting in
the company boardroom. You may be called upon
to organize an employee appreciate event, an
awards dinner, a product launch, the
celebration of a company milestone, a gala
recognizing a longtime employee's retirement,
an incentive event for company's sales force,
a fundraising event, a holiday
celebration…the list goes on and on.
One key to a successful special event is to
seek out entertainment or decorations that are
unique and fun to spark conversation among
guests. As you begin envisioning your event,
picture the mood you want the environment to
create. For example, determine whether you
want to create a jubilant, celebratory
atmosphere or one that is more serious. The
ambiance you aim for depends a great deal upon
the type of event you're having. If it's a
product launch where you want to create an
aura of enthusiasm and excitement, you'll
likely lean toward an exhilarating atmosphere.
If you're organizing an event for your
employees and their spouses, perhaps you want
the mood to be somewhat romantic.
Whatever you decide, the following seventeen
tips will help you shape and enhance the
atmosphere with the entertainment,
decorations, and food you choose.
1. Think outside the box when planning the
atmosphere at your event. Novelty is the key
to your success. Give your guests something to
tell their friends about!
2. Create a fun, interesting, and exciting
ambiance using special stage settings,
lighting, special scenery, music, ice
carvings, flowers, centerpieces, candles,
balloons, colored linens, printed menus, a
photographer and gift items. Budget determines
much of your wish list turns into reality.
3. Consider all sorts of amusements –
strolling musicians, chefs' demonstrations,
palm readers…anything out of the ordinary.
4. Keep in mind that your entertainment
doesn't have to come in the form of people. An
elaborate coffee bar or startlingly beautiful
champagne fountain will have your guests
raving.
5. Vary your decorations depending on the type
of event you're throwing and the venue you
choose. Find out whether the facility has
house decorations that it's willing to provide
at no additional charge.
6. Check all decorating plans with the venue
in advance since many have restrictions on
what they allow you to do in their
establishment.
7. Create a theme especially for a large event
to help make it more memorable. In addition,
it helps make it easier to organize
programming, food, décor, and other
accessories. Carry out your theme before,
during and after the event for true ambiance
and memorability.
8. Cut down on decorating costs by choosing a
themed venue and then building your event
around the décor rather than molding a venue
to the theme you've chosen. For example, find
an elaborately decorated ethnic restaurant,
and then provide the musicians and
entertainers from the appropriate area of the
world.
9. Select a theme that fits your group and
complements the tone and content of your
event. But don't have a theme unless you're
prepared to follow through with it.
10. Ask for theme ideas. If you're at a loss,
consider having a competition soliciting ideas
from your target audience. Your best ideas
often come from others. But, remember to offer
a fun incentive.
11. Consider choosing a theme from the most
popular categories, namely: Fashion (e.g. The
Roaring Twenties), History (e.g. A Renaissance
Fair), Politics (e.g. 4 th of July
Celebrations), Popular culture (e.g. An
Evening with Dr. Seuss) or The arts (e.g. A
Night at the Oscars). Avoid the brainwork and
check out http://www.party411.com/themes.html
for the easy way out.
12. Choose appropriate entertainment for your
group. Participants look forward to the
entertainment segment of a program. They want
to have fun, enjoy themselves, and let their
hair down, particularly after stressful and
demanding sessions. Options include: Music
(e.g. live, disc jockey or even karaoke),
Spectacle (e.g. magician, juggler, comedian or
mine), Theater (e.g. dinner theatre,
murder-mystery experience or corporate
theater), Games (e.g. treasure hunt, or a game
show), Video or slide show.
13. Make certain to view a demo video before
hiring talent. Watch for the entertainers'
performance quality and the audience reaction.
Check out their references and ask specific
questions such as: Would they hire them again?
How flexible, reliable and easy to work with
are they? Make sure that their act is a good
fit for your audience.
14. Find out whether the entertainers need
extra staging, lighting, or décor to create
the right ambiance. Special requirements add
to your bottom line – watch out, this could
get expensive. Be sure that the venue approves
any special requests. For musical
entertainment discuss various options, such as
low-volume background music, light
entertainment during the meal, and lively
dance music. Discuss how the entertainers
involve the audience in their act. People
enjoy both passive and active involvement.
15. Sit-down affairs work best when you
include some form of entertainment. However,
if you want something a bit different, look at
alternative areas in the hotel, such as an
indoor patio or pool area. Naturally, a plan
revolving around an outdoor pool is contingent
on the weather. It's best to have a back-up
plan just in case the heavens decide to open.
Buffets and barbecues also work well, but
watch the price tag. These kinds of food
functions often require extra labor, which
automatically means additional dollars.
16. Don't serve anything messy for any event
where food is served while guests are standing
and mingling. Limit your cuisine to bite-size
morsels that guests can easily eat with their
fingers or a fork. Save money by opting for a
few choice hors d'oeuvres in larger quantities
rather than a large selection in smaller
quantities. But remember to include some
interesting vegetarian selections in your menu
for guests who don't eat meat.
17. Make sure you have enough bartenders and
liquor when serving alcohol at your event. You
don't want to run out of beverages in the
middle of the party or have long lines of
grumbling, thirsty guests. Consider whether
you want to limit your guests to certain
selections, eliminating expensive liquors and
specialty drinks.
|
| About
the Author |
Written
by Susan A. Friedmann,CSP, The Tradeshow
Coach, Lake Placid, NY, author: “Meeting
& Event Planning for Dummies,” working
with companies to improve their meeting and
event success through coaching, consulting and
training. Go to http://www.thetradeshowcoach.com
to sign up for a free copy of ExhibitSmart
Tips of the Week.
|
|
|
