Having worked in the Kapolei event planning industry for almost 7 years there are not many surprises left – but occasionally I still get the, “They did what?” pass my lips! Why am I not surprised anymore – because over the years the number one rule for event planning is putting time into the pre planning of the event, and then planning contingencies for the exceptions that may happen?
So where do you start? As far out from the event date as possible as getting space is the first step. In Kapolei , where we do a lot of work, it is not unusual to be booking one year out at some of the venues, as they are booked solidly every week.
The first few decisions are the easiest. What is the budget? What is the event about? A party, corporate seminar, convention, festival, wedding, or an anniversary – the list is endless, but one thing remains constant once the event has a name and the type of event is decided, the next step will be to decide where to hold the event. This is where the real event planners stand out from the crowd. So you have an event – okay lets book a hotel is normally the next answer but why would you miss out on an opportunity to create a unique experience?
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The art of setting up seminars or company gatherings has really taken off in recent years. Dallas event facilities are amongst the leading venues in the state, and possibly the country. Dallas ranches offer wide open spaces where the company delegates can relax and enjoy all that is on offer, and perhaps learn a thing or two along the way.
With any kind of seminar, or gathering to say thank you to the employees, it is important that the place where the meeting is held fulfills all the requirements of the company. Merely booking a hall or hotel doesn't seem to cut it these days and suppliers have caught on to that fact.
Nowadays it is far more likely that a retreat of some standing will be booked to make sure that the employees get the message that they are valued, or that they can achieve bigger and better results with the company should they strive harder to meet goals.
Take, for example, the theme inspired ranch style settings beloved of those who hail from Texas. Wide open venues, with space to see and feel nature, must be like paradise to those who are tied up in board rooms and offices most of the day. These venues often spread over about one hundred acres and offer superb facilities like trail riding, horse riding lessons, mechanical bull riding, armadillo racing and a host of other western themed events to keep the reveler happy.
Even country and western style music is on offer with lessons in line dancing or shows from some top of the line entertainers mean that there will never be a dull moment at this style of seminar. Imagine stumbling across a gunfight at the OK corral in the local area. This would be a highlight in the entertainment package for sure.
But of course, these seminars do not have to be all fun and games. Rather, they use the entertainment to make the minds of the attendees open to some teaching points which will be done throughout the stay. Meeting halls can seat up to one thousand people or more, but still in the 'down home' style that is Texas. Although these state of the art convention centers have all the modern equipment that one would expect, they still manage to make the visitor feel like part of the family for sure.
Indeed, these venues are not just for sales and marketing teams, or company picnics. They can be used for just about any kind of meeting that will have to house a large number of participants. By putting it into a country setting means that the whole experience will be that much more memorable and enjoyable.
Clever companies will reserve their meetings when the headline entertainers are booked to appear. This means that their delegates will get an even greater thrill out of meeting up with other company workers as well as seeing some top notch entertainment at the same time. This is surely a great way to show company representatives that they are valued and needed.
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When planning an event, you must think about if you need centerpieces. Personally, centerpieces are one of my favorite parts of an event. They can be big, small, quaint, or flashy. Centerpieces can really add something to the event and make it look complete. There are some things to think about though. You don't want to make a centerpiece too tall that you can't see through at a social event. One time, we were planning a Christmas banquet and we thought it would be a great idea to use mini Christmas trees as the centerpieces, though we were wrong. The trees were too thick to see the people across the table, so the guests took the trees off of the tables. Talk about a centerpiece disaster. Another time, we planned centerpieces that had big, tall branches painted silver. These worked out fine because the branches weren't too flourished. You really have to think about the setting and events happening at your event when planning centerpieces, otherwise they can hinder the success of your event.
Invitations are not as simple as they appear to be. Invitations are the very first impression you make on your guests. You make the first impression completely without even seeing them and weeks in advance. Your invitation sets the tone for the event. Your guests get a feel for the event before attending.
How soon should you send them out you ask? If planning for a wedding, it is suggested you send them out 8 weeks before the wedding. If planning a party, it is suggested you send them out 3-6 weeks before the event depending on the specifics. Make sure you give people enough time to plan. Make sure to include all important event info, as well. Who, what, when, where, why, what to wear, and how to RSVP.
Get creative with your invitations! Personally I love invitations that are an actual object to be used. Maybe you make a mixed CD of your favorite songs and send that as an invite? When I was a kid, my mom always had the coolest invitations for my birthday parties. One time she laced shoe laces up a paper roller skate for a skating party. Another time she wrote all of the party info on a beach ball for a pool party. Your invitations don't just have to be paper sheets. Think outside of the box! It will also make your guests more interested and excited to come.
Some people argue that the best part of any event is the food. When choosing food for your event, you really need to think about the audience you're catering to.
Are you planning a kids or family event? Pizza is always a safe option for kids. Most children like pizza and it is easy for you. Planning an event for college students? College students just like free food. You're pretty safe with anything. As for adults, it depends on the formality of the event? A black tie affair, then of course you will have a course meal. A wedding? It's up to the couple if they'd rather go the buffet route or the plated meal route.
You also have to decide whether you want your event catered or if you will make the food in house. Of course this depends on the size of your event. The bigger the event, the more food you need, the more likely it's better to have it catered. A smaller party could be taken care of in house.
Overall, the food should be a high priority on your planning list. People love food and expect it to be delicious.
Your venue truly depends on what type of event you're having. A wedding? Your options are very very broad. A corporate meeting? Your options are a little more narrow. Maybe you're just throwing a party? You can really choose wherever fits your theme. Your venue sets the tone of the event.
Venue options include:
Outdoor event space
Your options are really endless, but you need to put some thought into the feel you are trying to go for. You also will always want to have a back up plan for outside events. Maybe you'll want to hand out fans if it's hot outside? Or maybe you'll have covered awnings in case it rains? Whatever the case may be hope for the best, but be prepared for the worst.
Decorations can change the feel of the entire event. Your decorations can make or break the event. But remember sometimes less is more as well, so don't think that you have to use a million different things. Also the type of event you're planning might not need decorations. Evaluate the type of event you're having and the level in which you want to decorate to. Good luck and happy decorating!
Follow these guidelines and your event is sure to be a hit!