Planning a special event is an ambitious undertaking. You will invest quite a bit of your personal time into handling all the details, to say nothing of the expense involved in throwing a fabulous event. If you hope to throw a special event that attendees will remember for years, you need to start planning as soon as possible.
Thankfully, there are some simple tricks and quick tips that can make it easier to create a memorable and unique event for everyone who attends.
7. Upgrade to Cutting Edge Audio and Visual Technology
Whether you want to show a retrospective video about the guest of honor or hope to integrate some scares into a murder-themed party, the right audio and video equipment and effects can make all the difference.
If you can’t handle them yourself, consider outsourcing the technology and the effects.
Working with an outside company is often the easiest way to integrate the hottest, newest audio video solutions into your event planning process. Your guests will be impressed by the quality of the effects they encounter at the event.
6. Look into Projection Mapping
Projection mapping can turn even the dullest space into a house of horrors or a fantasy getaway. High-resolution projectors create images on the walls, ceilings, and floor of a space that transport attendees into another realm entirely.
You can get as creative as you want with projection mapping. The only real limit is how many projectors you can afford and the artistic skill of the individual handling the map creation process.
5. Create Inclusive Spaces, Fun, and Food
Different people at your event will need different things. From dietary restrictions to physical disabilities, there are issues that keep certain people from truly enjoying special events. Try to plan for or accommodate these needs, perhaps by including a questionnaire with your digital invitation.
For example, flashing visual presentations could prevent the risk of seizure for people with epilepsy. Loud noises or fireworks could be triggering and emotionally difficult for veterans with post-traumatic stress disorder. Seafood may be a popular menu choice, but people with allergies or religious dietary restrictions may not enjoy that shrimp cocktail. Know what your guests need, and plan accordingly.
4. Test Everything Before the Big Day
The more complex technology you integrate into your planning, the more testing you need to do. Make sure that every individual component for your party works well. Enjoy sample drinks and dishes from the menu.
Check any projection mapping or special videos for flaws or issues with sound. That way, you will know ahead of time if there is a glitch that could impact the party.
3. Focus on Atmosphere
The best events have carefully controlled atmospheres. Whether you’re looking for the frivolity and fun of a 1920s Gatsby-themed event or hope to scare people with a horror-themed special event, everything from the temperature to the lighting can impact the atmosphere. Spend time planning to create an immersive atmosphere that will allow your attendees to truly experience the theme of the event.
2. Create ‘Grammable Moments
Creating a few special tableaus throughout the event space can attract people to take and share images online. Whether you have costumes station or a photo booth that uploads digital images, there are many ways to make your party into a source of long-term social media memories.
Consider how people will announce their attendance at the event online, and consider creating signs with a shared hashtag to track social media posts by guests.
1. Require an RSVP From Everyone
Unpredictable turnout to a party is a major stressor as the host. Absolutely demand an accurate RSVP from everyone attending several days before the event. Not only will this ensure that you have adequate refreshments for everyone and all special needs accounted for, but you can also ensure that there won’t be issues with crowding, a lack of seating, or too much noise for the space.
A little planning goes a long way when it comes to special events. Creating a memorable event doesn’t have to cost a fortune. It just requires careful attention to atmosphere and detail. By following the tips on this list, you can rest assured that you will create an exciting event that people who attend will talk about for years to come.