Whether it is a social gathering or a corporate function, one thing is common in all events. They bring people together. Events create an opportunity for people to get acquainted, socialize, improve their bonds, and even iron out their differences. Especially if there’s some fun, events give the attendants a chance to have fun and create memorable moments with their dear ones or even total strangers. Nonetheless, not all events are the same. Whether or not an event will be successful depends on how well you prepare and plan it, which is why most people hire reputable event planners for their upcoming functions.
On the same note, the dream of every event planner is to organize an event that will not only attract a huge attendance but also leave the attendants wowed and comfortable. However, not everyone is lucky to witness their dreams come true. For many people, hosting a party comes with a lot of stress and anxiety, most of which is experienced during planning.
If you have planned an event in the past that didn’t go quite as expected, this piece is for you. Perhaps the problem was the venue or you chose the wrong theme. Maybe the aspect of decoration let you down or the guys in entertainment didn’t quite play their roles well. Was the event promoted and marketed accordingly? Whichever the case, you can comfortably keep all these thoughts aside for now because you have an upcoming event to organize, don’t you?
Without further ado, here are some tips on how to organize your event so it can be seen from miles away.
Pick the Perfect Venue
Where you hold your event will highly influence attendance. It should be determined by the location of your target group. If most of your guests live in a certain neighborhood in a city like London, it only makes sense to host the event in a strategic neighborhood or location in the UK capital. If the party venue is far from the area of operation of most guests, you might as well prepare to expect a lot of empty tables. Events are supposed to be fun, so it becomes a buzz kill if getting to the venue means long tiresome hours on the road, rail, or plane.
Also, the place should be accessible via well-maintained roads or within the highway. Few people would drive their off-road cars to a party. It is a plus if you can get a venue known for its wow factor. This implies that the location has elements that people want to get a taste of. It can be a high-end spot that is commonly not accessible or a place that has received a lot of praise from the media for being a spectacular event venue. This will have crowds coming to be part of the hype.
When picking a location or venue for your event, be sure to think about space and amenities. Your chosen location should:
• Have enough capacity to accommodate the number of people on your guest list and a room for extras. Guests should not feel congested since this limits movements, which can be a downer during dancing.
• Have ample parking space that is free and flowing to avoid congestion. The area should also have good security for both the guests and their vehicles.
• It should have a kitchen or catering service. This is because, for every great party, there should be good food and refreshments. If it does not offer this service, they should allow an outside caterer.
Therefore, take your time in selecting the most strategic and comfortable point.
Choose an Appropriate Theme
A theme will help you decide on the décor, music, and location. It also helps to invoke the emotions of your guest. Most events end up coming out dull because the theme is poorly articulated. If you want people to notice the event from far, you have to convey the theme. Coming up with one can be somewhat overwhelming, but once you get the wheels turning, the results will be worth it.
When choosing a theme for your event, the first step is to understand the nature and goal of the event. A birthday party or music concert cannot have the same theme as a fancy charity dinner. However, this does not mean you hold a boring party. This means getting creative with decoration items, not forgetting that the colors, decoration, and lighting are everything.
Colors:
Of course, the colors will go hand in hand with having great event décor. In many events, the organizer or host communicates to the guests in advance about the type and color of the outfit to wear to ensure uniformity. Bold colors such as whites, yellows, reds, and shades of blue do a better job at attracting an audience and creating a cheerful mood. These can work great for celebratory events like graduation parties, birthdays, baby showers, and so forth. Some of these can be included in table dressing and other decorations. Choose the right colors that blend perfectly to create an aesthetically pleasing area that is hard to miss.
Professional Lighting:
Nothing is more effective than lighting in defining the mood of a place. Professional lighting is even more critical in an event that you want to be fun and memorable for you and your guests. However, lighting equipment doesn’t come cheap, especially in prime cities like London where event venues are nothing short of breathtaking. You may also need different types of lighting equipment and services to make your event more colorful and fun. Fortunately, a reputed lighting hire company in London is all you need despite the type of event and the effect you envision. Whether it’s an award show or a wedding, a conference, or an exhibition event, all your lighting needs will be met by an experienced service provider.
Proper lighting will not only get your event noticeable from far, but it will also keep your guests entertained and in the party mood. This is not to mention specific types of lights that will help ensure security, safety, and functionality during the party.
Have Sponsors
At times, organizing a successful event involves partnering with individuals with similar goals or thoughts. It is quite common today to hear of investors or business people funding events. For instance, having a celebrity brand image or person to be part of your exhibition or corporate event can help attract many guests from their clients or fans. Sponsors actually like such involvements because they also benefit from them, one way or another. Other benefits of having your event sponsored include:
You get to cut down on your budget. The saved money can be used to improve on the event or put back into your savings. Through this, you get your awesome party at a cheap cost.
Your event planning business is put on the map. Most investors will highly market their participation on social media. This creates curiosity among their vast followers, which secures you an unlimited audience or attendees.
Most investors are aiming to enhance their brand visibility. If they are in your event, it translates to media representation and give-away. The media craze is always an element in attracting crowds.
Therefore, partnerships will make your current event as well as the future ones a success.
Music and Sound System
Music is the heart of every party. There are various genres geared towards different events and moods, which means you have no excuse. With music comes the decision of whether to hire a live band or use a dope playlist. A live band means you have the advantage of having most of their fans at your event because they always tag their location. A DJ, on the other hand, can play a great mash-up that will get people dancing. Therefore, music is a great way to engage with the crowd.
On the other hand, an appropriate sound system is a way of creating a good impression among your guests. You can have the best music playing, but the system will determine if the people enjoy it. The benefits of having a good sound system include:
• It ensures there is good sound in the room and beyond. Despite where they will be sitting, your guests will get to hear you or the music well. A system can also attract non-invitees into joining the party. This can be good if it is a concert or promotional event.
• There is good interaction and connection if the sound is superb. Guests can talk without shouting. Also, the lack of glitches will ensure the attendees do not go home with headaches caused by sound issues.
• Sound systems mostly incorporate lighting. This helps to draw people into the party. All this is necessary for a good time.
Above all, a good sound system will not fail. This means an endless experience of good music and good vibes.
Exclusivity Element
The harder it is to get into an event, the more buzz is created among the people. Therefore, it would be to your benefit to add a little extra that makes people feel special. An exclusive list creates a sense of class and sophistication. In today’s world, this is the type of distinction people use to get bragging rights on social media. Having a VIP section or some benefits granted to a few makes it more interesting. Through this, you will have the non-lucky craning their necks to get a glimpse of the unknown.
Besides, exclusive events are mostly sold out before the deadline due to the word of mouth marketing. Also, the fear of missing out (FOMO) is a nightmare for most people. The idea of being left out while friends have fun or experience cool things drives traffic to an event. The benefit of having your event this way is that you get free advertising, plus you can charge extra. However, planning this type of event is not a walk in the park. You will require;
- A top-notch location that brings out the appeal and majestic nature of the event.
- A good ticket or booking system that does not allow frauds or duplication.
- The correct pricing to make the event seem non-ordinary without scaring people off.
Great Marketing
You can be a great planner and have minimal attendees, while a less skilled planner gets packed to capacity. The difference can be how well your event is marketed. A good promotion makes people aware of the event, which gives them time to prepare for attendance. The good thing is, you do not have to break your savings account to get a good following.
This is because technology has made this aspect simpler through the use of the internet. Planners are using blogs, emails, and websites to reach out to their target group. Another great way is to use social media hashtags and follower interactions. Besides, you have the option of influencers who ensure you reach millions of people without breaking a sweat.
Another form of marketing that will draw people in is the promise of a good time, say a photoshoot. When guests hear about the possibility of a red carpet or photo booth, they become excited to attend. Who does not want a professionally taken photo that could put them on the front page of a famous magazine or blog during a fun moment?
If you prefer non-virtual advertisements, do not panic since there is something for everyone. You can opt for billboards or magazine adverts. A more personal approach would be holding roadshows and promotional campaigns in targeted locations. Through a good marketing strategy, even those not attending will be aware of the ongoing event.
Organizing an event that will have many people takes time, good planning, and patience. Also, it requires you to liaise with your team to ensure attention to detail in all aspects. Having these points up your sleeve will make the seemingly nerve-wracking experience a breeze.
