This is the second part of my event planning and party series. I have been to several different functions since I wrote the last one. I have saw things I liked and things that repulsed me. Here are 10 more quick tips to help make your event a success.
1. Be sensitive of factors such as weather, time and season.
This especially applies during the summer months, when its really hot and humid. It's not ideal to have an event outside in the middle of the day or at noon. You should have it in the evening. And if possible, always have an indoor option, or be under a place with a giant tent. Also, pay attention to forecasts regarding other weather such as snow or ice. Be prepared to postpone or cancel your event if people cannot travel on the roads safely.
2. Utilize social media to the fullest when advertising, but don't abuse it.
Facebook, Twitter, Pinterest and now Instagram are all awesome vehicles for promoting your event. However, there are downsides. One you can be too persistent. All of these networks have appropriate usage policies. Don't advertise so much that you appear to be spam. Reminders once or twice/week are adequate. No one sets out to be the annoying planner/promoter. Use alternate methods as well such as evites, mass texts, and old fashioned phone calls. Word of mouth also never goes out of style.
3. Be specific regarding refreshments, and try to offer at least a partial menu.
Please don't encourage people to RSVP for an event so you can get a headcount for food, then all you have is finger food, chips, fruit and meatballs. If that's all you're having, good. But indicate if you're having light refreshments or a meal. People want and need to be prepared going in, especially if they're bringing small children and they haven't eaten yet.
4. Indicate specifics about gifts.
Specifics like this usually applies to birthday parties, weddings, bridal and baby showers. We're in the age where having a registry is the best. It's hard to go wrong with Wal-Mart, K-Mart and Target. Also, if you prefer no gifts, either ask for simply gift cards or no gifts at all. You do not want people spending their hard earned money on a gift you're not going to use or appreciate.
5. Offer directions and hotel info where applicable.
I touched on this in the first part, but it would be nice to copy and paste EXACT directions from the nearest interstate or major highway. And if its a weekend or night thing and you have guests traveling far, check with local hotels for group discounts. Let your guests know the prices of the various hotels, the code to use for the discount, and the deadline to reserve their rooms.
6. Give folks a deadline to RSVP.
When dealing with adults, you shouldn't have to nudge or badger them consistently to see if they are coming or not. Set a reasonable, flexible deadline for responding to the invite, and leave it at that.
7. Location, location, location!!!
This is a motto in real estate and applies to planning events. And I'm not just talking venue, I'm talking city. Don't have it so far away where its unreasonable for anyone to come, and have it in a good neighborhood with a relaxed environment. No one needs to be worried if their vehicle will be vandalized. Take into account where your guests will be traveling for and cater to the majority, but be reasonable for everyone.
8. Make the event profitable, but cost appropriate and effective.
You want your admission costs, drinks, parking, and other expenses to be reasonable. For example, don't charge $40 for a party that's in a small crowded restaurant and there's little to no food. Reach a medium far as your cost. Either charge a steep price and have food and drinks on the house, or have ticket options and VIP for the other perks. Also, take into account travel costs as mentioned previously. Consider even charging a flat rate for a party bus or van.
9. If your event is in a restaurant, call ahead for private reservations.
Go to restaurants that have private party rooms. Currently Golden Corral, Broncos Mexican Restaurant, Gatti Land Pizza, and Carrabbas are some restaurants with private rooms for groups. Trust me, you don't want folks all around and intruding on your party.
10. Treat your guests well after the party is over, and know who to invite back and who to leave alone.
The ones that are most loyal to you, always show support, and even bring others are the ones to continue to invite and associate with. Don't invite that person that's always causing trouble, can't hold their liquor, or is simply a nuisance to those in attendance. Again you want your guests happy, comfortable and at ease.
Hope this helps. Perhaps I should start planning certain events more. Heck I feel I'm decent at it. I may just do that. Stay tuned readers,...
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