Successful events, large or small, formal or informal, are the result of planning, period. Some events, such as weddings or galas, require tons of planning as they are very important for the hosts and guests, while others aren't as elaborate but the hosts want to make sure that their events turn out nicely. Either way, planning is the only way to ensure that everything DOES turn out nicely.
Below, our key thoughts and tips on planning a successful event, Part 1.
Choose a date and decide the guest list--Check your date for conflicts with other major events. The number of guests you want to invite will determine a lot of the planning, so start there. If you're on a budget, invite fewer people or change the format of the party from sit down dinner to substantial appetizers at a cocktail party or a wine and dessert or wine and cheese tasting.
Invitations--If you do use paper (appropriate for more formal events such as weddings and galas), there are beautiful recycled options out there. Google "recycled paper invitations."
Menu--In future blog posts we'll share more about choosing a menu, but for now, you need to know that you should start by determining if any guests are on a special diet or have food allergies. If unsure, serve buffet sauces and dressings on the side, for example, and at seated events bring the plated food to the special dietary needs guests directly.
Location and Setting--For a large or formal event, these are often rented. For smaller or less formal events, look around your home and see what areas might work, especially areas you might not have considered, such as the living room, under a backyard tree or pergola, an unused parlour or family room, a porch, or even a clean garage or guest house--be creative! As long as the space is big enough for YOUR group and is attractive, that's what counts. It's prudent to plan for rain if you hold an outdoor event and to be realistic about temperatures--a few years ago we attended a party in December where the hostess forced everyone to sit at tables outside because the temperatures had been warm-ish during the day that week but were way too cool at night to be OUTSIDE. No one stayed long at that party.
Linens--If you have a beautiful table you'd like to showcase you may want to put the dishware directly on your table (but beware of hot things or spills that can ruin a table). Or if you want to create a mood or theme, a tablecloth can help you carry it off (just ask brides and fundraisers how linens set the mood!). Neutral colors (not boring beige, but neutrals of actual colors) adapt to almost any theme or season, but bright colors or patterns can add pizzazz and even show off tableware. What kind of mood are you looking for--restful, elegant, spirited, vintage, funky?
If you decide to use "disposables"--We advise clients to use compostables or recyclables instead of disposables that will add to a landfill. The most attractive ones in our view are by Terraware, available at Whole Foods. If you like a very modern look, bamboo recyclables are appropriate (although the square ones, and any square plate, are yesterday's news on the East and West Coasts).
Next time: Event Planning Guide 101, Part 2: Getting the details right
Warmly,
Kristina
Kristina Ríos de Lumbreras, Ph.D.
Director of Sales and Operations
Event Manager
(713) 522-0077
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