From your guests first impression to the ease of lines and the amazing stage production, your event is being judged not once, not twice but numerous times. Your guests don’t come to your event looking for something wrong, but they are looking for an experience, and when you don’t deliver, they will notice.
Here are 5 ways to build the perfect event:
1. Entrance – your entrance is your first impression. Why not have a red carpet and a Hollywood photo background, and position your own photographer there to capture guest arrivals. This will not only wow your guests, but also will be a way to gain their email address to send them their photos and follow up on their experience.
2. Access to bathrooms – it might seem like a no brainer, but whether your event is indoors or out, you must think about bathroom access. If you are hosting an indoor event, post directional signage, and don’t plan your event too far away from the facilities. If you are hosting an outdoor event, make sure you have enough port-a-potties in place, and if your event is upscale, spend the extra money for luxury portable bathrooms. Your guests will thank you.
3. Food and Beverage Lines – the menu is very important, but how many food and beverage stations you have is just as important. People do not want to spend the entire event in line waiting for food or a drink. Make sure to plan for food that is easy to eat, and is displayed well so guests can quickly grab a plate. And there are never too many bars. Be sure to strategically position the bars in areas where guests not only have access, but long lines won’t impede others from walking through.
4. Stage view – not everyone can sit on the front row, but everyone wants to see the show. Think about the way that you set up the room, and also get advice from the professionals on the best seating formations. If you think you might have a portion of the audience who wants to stand (depending on the act), then leave an open pit area, and be sure to start your first row of seats far enough behind the pit so those seated can see the stage.
5. Stage production – this task should really be left up to the professionals. We highly recommend letting your talent buyer also manage the stage production. You have enough things to worry about in planning your event, and lighting and audio can get pretty tricky. Having someone produce your entertainment will pay off greatly. They can even help you with the proper set up of the room as this is what they do for a living.