Things to Consider When Planning an Event

There are many things to consider when planning an event. This article will not cover everything, but it does talk about the main factors that go into planning a successful event.

Type of event

First of all, what type of event are you organising? Here are a few of the possible types of event and the differences between each.

Corporate event - These are generally quite formal, so this should be reflected in the dress requirements
of the guests, the location, the service and the food.

Family event - Family events can be more casual affairs, depending on the occasion. Dress codes may be more relaxed, and the food served can be less formal to accommodate for children.

Wedding reception - Wedding receptions usually follow very strict protocols in terms of dress codes, seating plans and activities, so each guest must be made aware of this so they can prepare themselves accordingly. Traditionally the men are dressed in black tie, with the women in dresses. Definitely no jeans unless that is the theme of the wedding. The bridal party has the last say in what people can wear, and it is possible that they will specify exactly what must be worn to the event.

Birthday celebration - Birthday celebrations are quite likely to be a themed event, possibly with costumes as well. In addition to food you of course need to consider a cake!

Theme of event

Coming up with a unique theme to your event rather than just something standard will leave an impression on your guests, and have them talking about your event for some time after. If you plan to involve the guests in some way (with costumes or interactive entertainment) it is a good idea to alert your guests before hand, and give them constant reminders as you approach the event date. This will save embarrassment and frustration on everyone's behalf.

Location

Do you want to have an event in the city, out in the suburbs, next to the beach etc? Each location has its' pros and cons, it is up to you to weigh each of these up and determine the most appropriate location for your event.

Number of participants

This may seem very obvious, but you must gain a clear number of the attendees well before the event. You must also make sure that you specify on the invitations whether or not people are allowed to bring guests, and the limitations each invitee is allowed. This is especially important in wedding functions, as the people organising it would have a very clear idea of who they would want, and not want to attend the reception.

Age and interests of participants

Break it down into groups based on age and sex. A teenage boy is going to have a different outlook on the event than an elderly woman for example. Calculate the percentage of males vs females that will be attending, as well as their ages. The age and sex of the majority of participants will greatly influence the food and style of service to be employed, as well as the possible entertainment.

Dietary requirements

Ensure that you clarify whether or not any of your guests have special dietary requirements. This can include vegans/vegetarians, lactose intolerance or special dietary requirements due to religious beliefs.
What sort of service do you want or expect?
If you are planning for a formal three course meal then the service must reflect this, but if you are planning on having a buffet the service can be more relaxed.

Pre-event drinks/appetizers

Will the event be dinner only, or will there be pre dinner drinks and snacks? This is something to consider as well when booking the venue; if you chose to have pre dinner drinks you must make sure that the venue has a bar area that is large enough to accommodate your guests, and that you hire enough service to provide drinks and snacks.