[This article was originally published on our affiliate site PlanYourMeetings.com.]
Are you interested in educating yourself on some of the best traditions in event planning so that you can improve your approach? A lot of event planners have their own style, but sticking to a proven formula is a good recipe for success.
With that thought in mind, here are some of the top event planning traditions you should be aware of for your next project.
1. Provide great food
At an event for a lot of people the highlight is the food they are going to be eating. The food is part of what makes a great night out so you cannot sacrifice on this all-important aspect of the event. There are a lot of events actually planned out around a specific meal.
Even though the main meal is the highlight, you need to create a four-course meal structure. The event might take place over a period of several hours, and a single meal is not going to cut it. Be creative with the entrees to get things going.
2. Efficient registration
You must select a way of registering for the event that is efficient. Decades ago cards were sent out and people would need to RSVP. Nowadays online registration is the way to go and there are many software options to get this done.
You can view things such as how many invitations were opened—even if they haven’t yet selected an option. Providing an easier invitation delivery system means you’re going to get much higher response rates, and the length of the response time will be reduced.
3. Plan the event socially
Whilst planning the event allow the attendees to have input on the different decisions. This can be done online via a variety of different social platforms. Let’s say that you are selecting the flower arrangements and aren’t sure which ones to go with. You’ll provide a few different combinations and the feedback from the community will make the decision for you.
Overall, the ease with which decisions are made will improve and guests will get an event that better matches their preferences—it’s a win-win for everyone.
4. Get staff you can trust
On the big day it will be too late to post an ad for a new waitress or cook. You need to make sure that you have a team of dedicated professionals that will perform when the event day arrives. Also make sure that they are put in the best possible position to succeed. Equip them with the best technology to make the event easier to coordinate.
For example, reliable headsets can make for improved communication, which can be essential when you need to find the guy organizing the chairs when there are a few unexpected guests.
5. Engage the audience
Guests that are left to make their own entertainment can very quickly get bored, and once that happens it can be an uphill battle trying to get their attention and enthusiasm. From the very start try to engage the audience by hosting a quiz, putting on a presentation via video or in person or holding a games session. What you go for should depend on the type of audience you’re dealing with. There are countless ways that you can engage the audience.
By following this framework, you’re on the path to hosting a successful event. These methods have been tried and tested by countless event planners before you so they are worth paying attention to. But don’t be scared to try something new from time to time for the chance to give guests an event experience that will stand out for a long time to come.
