Planning Fabulous Events, Part II

Continuing on our series of blog posts about creating the most memorable event, here are a few more tips to remember.

• Theme: Choose a theme with relevance either to the location or to the customers who will attend. For example, I planned a themed party "Phantom of the Opera" and held it in an old church that was owned by a hotel. Another party I threw was "The Golden Sunset" party. This was held at an aquarium which overlooked the Pacific Ocean. I got lucky and the Golden Sunset appeared at 6:38 p.m. that evening and happened to look exactly like the picture I chose for the invitation. Now, that doesn't happen every day but it make the party just perfect and memorable. For a Star Wars themed party, I chose a Discovery Science Center.

• Venue: Once the theme is chosen, then choose an appropriate venue. You don't always have to rent out a hotel ball room. There are many options depending upon the size of your event. For smaller parties, you may want to rent a yacht for the evening. Or, as in the previous bullet point, a Science Center, Art Museum, Aquarium, or other appropriate venue. Many of your local attractions will rent space for events. Think out of the box and use your imagination ... the sky is the limit.

• Party Favors: I always like to get my guests involved from the invitation on. I like to send them a special item that they have to turn in at the party to enter a raffle, for example. Then upon arrival, I like to get the party started by offering them a specially concocted drink and some other party favor. For example, in the Phantom of the Opera party, I handed out Mardi Gras style masks for each guest. For the aquarium party, I handed out flower leis. That way, everyone got into the theme of the party from the very beginning.

• Entertainment: Hire some entertainment, whether it be just a D.J. spinning the tunes, a band or some other theatrical event, entertainment is a must for a successful event. Again, for example, the party at the Aquarium, I hired a band that played California surfing music akin to the Beach Boys. For the Phantom of the Opera party I hired a hypnotist. It was fun. But, if I had to do it over again, I would have hired a magician. You, see my audience was a bit stiff and really didn't want to be hypnotized. So, I learned a valuable lesson "know your audience".

• Parting Gift: Always remember to provide your guest a parting gift. This could be a photo of them at the event or a small token of your appreciation. I gave my guests a CD of The Phantom of the Opera musical. It kept to the theme of the party and it was a gift that they could listen to forever and remember the event.

Try some of these tips and you, too, will create a memorable event.

Tips For A Fabulous Event That Everyone Will Be Talking About, Part I

Do you ever get stuck being the one to plan a company event, whether it be an employee awards dinner, a press conference, or a national sales meeting? If you don't have any formal event planning experience, here are a few tips to help you create a memorable event.

• Hopefully, you have, at a minimum, 90-120 days to plan the event. It is very difficult to put a large event on in just a few weeks and expect it to be successful. Most hotels want you to book space at least a year in advance. Despite the fact that some hotels have closed their doors due to the economic downturn, the ones that are still getting the business, want to be sure they have adequate space for your event. You most likely will need to book one main ballroom for opening ceremonies, or a banquet event. But, you should also consider if you need smaller breakout rooms for small group meetings. Or perhaps, renting a suite for a hospitality event is all you need. Before you even start looking at hotel space, be sure you have plotted out the space you need.

• Invite your participants well in advance. Perhaps create a fun teaser to get them to attend your event. You could send out a piece of a puzzle to each participant requesting that they bring that piece of the puzzle with them to the event. Upon arrival, they would have to figure out which piece of the puzzle they held. Or you could plan a treasure hunt and send out clues several months in advance. Upon arrival your guests would have to find the hidden treasure with the clues they were given. In other words, entice your guests to attend your event and then once they are there make it interactive. There's nothing worse than to have people check in to the hotel and attend a boring series of lectures for an entire week. So, make it fun and memorable. In other words, create a theme and make sure all of your planning supports that theme.

• If you are planning a customer event, make sure the food is excellent. No rubber chicken for your guests, please. Hire a caterer or choose a hotel or restaurant with an excellent reputation. Don't forget the place settings. Colorful tablecloths, flowers for each table, or some sort of centerpiece will create the ambience you want. Make sure all of the components of your event relate back to your event theme. If you have the money in the budget put on a theatrical presentation, hire a band, or some other entertainment to create a relaxing atmosphere.

The main goal is to have great food, great entertainment, and create a great atmosphere. Offer your guests the best hospitality you can muster. Make them feel welcome and create an event they will remember forever.