No matter what type of event you are doing, there are a few things that you should always remember to do and that should always be a part of your overall event. Use the following as a check list or formula for your event to make sure you stay on the right track.
- Organize your event details before you tell anyone about it. You should always have a good idea of what type of event you are having, how you are going to run it, who will be invited and what you will actually do at the event before you invite or tell too many people about it.
- Create correspondence that is relative to the event. Every event needs to be communicated but the type of communication needed depends on the formality of the event and the number of people you are inviting.
- Continue to communicate with people. If someone RSVP’s via email, send a quick response that you got it. Or, if you are using web based evite options, set up reminders that are sent to guests to remind about the event and keep the momemtum going.
- Always keep your theme top of mind. You don’t have to be over the top or massively obvious with your theme, but think about it as you pull all the aspects of your event together. Ask yourself if it fits with your theme and would that element work with your event.
- Create a list of all the items that you need. Think of absolutely everything that you may need and make sure you have that list with you on the day-of. Include who is responsible for that item, for example, if you are having the event off-site like at a restaurant or other venue, what will they be providing and what will you need to provide beforehand or bring on the day-of
- Music is a must. Have a playlist lined up and have at least two hours more in playtime ready than your events length. Make sure that music is playing before the first guest arrives. Is amazing how much ambience and atmosphere is created just but having music going. If you feel that you will be too occupied to attend to music duties than designate someone to do that for you, like a spouse, friend, sibling.
- Remember, you are the host. Introductions, including people in discussions, making guests feel comfortable and generally being responsible for a good time are all your responsibilities. There is nothing worse that being invited to a party or event and being expected to go it alone. As host, you must create the atmosphere that encourages people to mingle.
- Have a plan for the day ready and be familiar with how you want things to unfold. Events that people remember were fun, yes, but they also ran smoothly. Set aside some time the week prior to write down what you would like to happen on the day-of and when. For example, at what point will food be served, will there be any remarks, will you have to coordinate for a cake or special moment. Review your day-of a few times, beforehand, so that you are generally familiar with it and you won’t be stressed out on the day.
- Always thank your guests. If a smaller gathering, make a point of speaking to each guest and thanking them for coming. This is easily done when people are leaving. If it is a larger gathering and sometimes speaking with everyone, or catching them before they sneak off, isn’t realistic, aim to thank them after the event, either through an email, or even a hand-written note.
- Have a gift for your guests. No matter what type of event or party always have a take-away for your guests, this includes an intimate dinner party at your home. It is a wonderful way to round out your event and keep your guests thinking about what a great time they had. If doesn’t need to be anything monumental, but should work with your theme and the overall scope and scale of your event.
Above all else, remember that you are having this event or party in the hopes that your guests have a great time and that they will remember it. We all love to reminisce about good and great parties so always keep that in mind as your goal. But, you have to have fun too! Being stressed and overly worried about it just ruins that experience for you. If you have things planned and mapped out, your event will go off without a hitch, and if something doesn’t go according to plan, just go with it.
photo source: an event produced by colin cowie