planning an event

by Frederik Nielsen on March 3, 2019 Leave a Comment

How To Choose an Event Theme (And What to Include)

If you’re in the planning phase of your event, you’re probably wondering how to choose an event theme.

Don’t worry, we’ve thought about that too.

Read this article to discover how to choose your event theme by…

Looking at the purpose of your event
Considering your target audience
Finding the right venue
Sticking to your budget
Accounting for seasons and weather

We’ll also go through how to incorporate your event theme by…

Getting creative with invitations
Using social media to tell a story
Decorating to create an atmosphere
Matching food and drinks to the theme
Making sure the entertainment aligns
Organising fun themed activities

We’ll also provide you with some tools to help you get started.

How to choose an event theme

Before you pick an event theme at random, you should think about the reason for having a theme in the first place. Will it appeal to a certain audience?

At the same time, it’s also prudent to think about some of the limitations you face when picking a theme. Your event budget might be a deciding factor.

Here are some of the things you should think about when choosing an event theme.

1. Aim

The first question you should ask your self what the aim of the event is. A charity fundraiser will have a different purpose than a community street party.

Tip: Read this article to help you define the goals and objectives of your event. It will make it a lot easier to choose the right theme.

2. Audience

The audience you want to attract should also guide your efforts when you choose a theme. A dress-up event will not be very appropriate for a group of business professionals.

Tip: Ask yourself the who, what, why and where questions to help you define your target audience. Base your theme around the people you want to attend the event.

3. Venue

The event venue will also limit the possible themes you can choose from. You can’t host an indoor beach party at a museum. (Well, you can, but…)

How to choose an event theme: Pick a venue that matches your theme. — Pick a venue that matches your theme.

Your event theme should go hand-in-hand with your choice of venue. Make sure that they complement each other, rather than be at odds.

4. Budget

You should also consider the dreaded B-word. How much money will it cost to pull off a particular event theme? Do you have the budget for it?

Exotic venues and beautiful decorations can quickly get expensive. Consider your event budget when you choose the theme for your event.

5. Season

Depending on your event, the weather might also affect your choice of themes. If you’re hosting an outdoor event, then rain, wind, and snow could get in the way.

Your theme doesn’t have to match the season, however. It would be an interesting twist to host the aforementioned indoor beach party in December.

What to include in your event theme

Once you’ve decided on the theme for your event, it’s time to look at how you can incorporate it. Fortunately, your options are many.

The more elements you can include your theme in, the stronger and more memorable it will be. Quirky invitations, decor, and food are also more likely to get shared on social media.

Here are some of the things your theme could influence.

1. Invitations

Use the event invitations as a teaser for your theme. If you’re organising a treasure hunt, why not use a crumpled treasure map as an invitation?

How to choose an event theme: Get creative with the invitations. — Get creative with the invitations.

You could also use peculiar email headers or write in a particular voice.

Tip: Use some of these ideas for creative event invitations for inspiration.

2. Marketing

The theme should also be part of your event marketing efforts. Social media is where you can use your theme to tell a story about your event.

If you’re organising a 70’s disco party, post images of fabulous outfits. Or ask people to share their favourite disco song and start a conversation around it.

3. Decor

The event decoration is probably one of the most important aspects of your event theme. Along with the venue, the decor is what helps create the right atmosphere.

A Halloween-themed dinner party should include some ghosts, pumpkins, and skulls. A Cinco de Mayo party needs a pinata.

Tip: Look at these examples for more visual ideas.

4. Food and drinks

The menu at your event is also a great opportunity to incorporate your theme. In fact, the food and drinks can be as much a part of the decor as the decor itself.

You can also switch up the way you serve it. Why not serve pina colada in a hollowed-out pineapple for your Hawaiian-themed event?

5. Entertainment

The speakers or entertainers you feature at your event should also be in line with the theme. A Christmas party calls for singing elves, and so on.

How to choose an event theme: Dressed up performers are always fun. — Dressed up performers are always fun.

Tip: If you’re not sure what kind of entertainment would go with your theme, look for an entertainment agency that specialises in themed events.

6. Activities

You can also incorporate some fun activities into your event. In the case of a treasure hunt, the activity is the event. But why not have participants dress up as pirates?

The activities should, of course, be in line with your event theme.

Tip: If you’re stuck for ideas, this list of event activities can help you out.

Tools to help you choose an event theme

If you need more inspiration, there are a number of websites that can help you get the creative juices flowing.

1. Pinterest: Visual theme ideas

Pinterest is the go-to place for visual inspiration. Find boards dedicated to event ideas and look at what other people have done with their event themes.

2. Hire Space: Venue ideas

Hire Space is a good place to start if you’re looking for memorable venues. There is something for every occasion, whether you’re organising a conference or a summer party.

3. Home Cooked Happy: Menu ideas

Home Cooked Happy has a long list of different menu ideas for themed nights. Use them as an inspiration for your event theme, or mix and match the different ideas.

Conclusion

Your event doesn’t have to have a specific theme, but it will definitely make it more fun and memorable.

Your guests will also be more likely to tell their friends about it on social media.

Finally, remember to have fun with it so it doesn’t come across as forced.

Happy event theming!

by Frederik Nielsen on February 21, 2019 Leave a Comment

How to Prepare for an Event (With Event Planning Template)

It can be easy to lose yourself in the process of planning an event. There’s a ton of things you need to remember and keep track of at the same time.

That’s why it’s good to have a framework to help keep you focused. With an outline of what needs to be done, you always have something to return to if you get lost.

See it as your map in the planning wilderness.

We’ve put together an event planning template you can use if you lose your way. Every event is different so this template will not be specifically tailored to yours.

Yet all events have common elements. And those components tend to be the most important ones.

Follow this event planning template to make sure you don’t miss any steps.

Early preparation for the event

You should begin to plan your event as soon as possible. There is no such thing as having too much time to prepare.

Big events are planned a year (or more) in advance. Small or medium events can still benefit from a good six-month run-up.

1. Decide on a theme

Unless you’re throwing a party for the sake of throwing a party, there will be a theme. It can be a fancy dress-up party or a political conference. Start with the reason for putting on the event.

2. Define your audience

Once you’re crystal clear about why you’re organising the event, you should define your audience. Who will be interested in this kind of event? Why would they attend? Where do they live online?

3. Decide on a date and time

Choose the date and time of your event wisely. Make sure that it doesn’t clash with bank holidays, seasonal holidays, or popular vacation times. Also, keep an eye on similar events, so you’re not competing for the same audience.

4. Research venues

You know your audience and the approximate date of the event. Now it’s time to find a venue. If your event will be outdoors, you need to obtain the proper permits. If it’s indoors, it’s time to shortlist some spaces and get quotes.

5. Research catering

Now is also a good time to think about the menu for the event. Is it an outdoor picnic where people bring their own food? Or is the food the central part of your dinner party? Begin shortlisting some local catering companies and get quotes for your budget.

6. Recruit an event team

If you’re only organising a small event, you might be able to pull it off on your own. Otherwise, it’s a good idea to see if you can recruit a team. Write a to-do list of tasks you want to be done, then start delegating.

7. Create a budget

You’ll want the money side of things out of the way as well. How much will it cost to hire the venue? What about the food? Are you paying your team? Your budget will also depend on whether or not you’re charging entry or trying to make a profit.

Create a budget well in advance of the event.

A few months before the event

You can begin looking more at specific aspects of your event a month or two before it kicks off.

1. Outline a programme

It’s a good idea to have a programme, regardless of whether you’re throwing a party or business conference. Allow for guests to arrive 30–60 minutes late. But ensure there’s entertainment for those who arrive on the dot. Put together a rough schedule for the whole event.

2. Decide on a venue

You’ve already done some research, shortlisted venues, and collected quotes. Now is the time to lock one of them in. Make the booking and sign the contract. Make sure you know what’s included in the price.

3. Secure food and drinks

As with securing the venue, you need to decide on what food and drinks you’re ordering. Are you making it yourself? Will you hire a caterer? Remember to negotiate the delivery of the food, as well as any additional decoration.

4. Hire equipment

If you plan on providing entertainment, you’ll need equipment. Research and book sound systems, microphones, projectors, and anything else you might need.

5. Set up an event page

Create a page or website for your event and set up social media profiles. Include a countdown timer for the date of the event as well.

6. Send out invitations

If your event is private (or you have a guest list), you should also begin sending out personalised invitations.

7. Begin event promotion

Now is also the time to start with the promotion. Set up social media ads, print out flyers, and start an email campaign.

8. Set up ticketing

If your event is ticketed, you need somewhere to sell tickets from. Find a ticketing platform that integrates with your event website and social media.

USe this event planning template to make sure you stay on track for your event. — Use an event planning template to make sure you stay on track for your event.

A few weeks before the event

With a few weeks to go before your event, you need to make sure everything is in order.

1. Confirm attendees

If you’ve sent out personal invitations, then confirm their attendance. It will help you plan the logistics of the event.

2. Plan out the logistics

Think about where people will park and which way they’ll enter the venue. Where will they leave their coats once inside? Does the seating arrangement fit the stage set up? Is the stage even set up?

3. Check health and safety

Depending on the venue, you might have to carry out health and safety checks yourself. Make sure there are no fire risks or other health hazards.

4. Confirm catering and equipment

Confirm that catering, AV equipment, and any other suppliers you’re working with are all in order.

5. Do last-minute shopping

Are there any bits and bobs you haven’t been able to get hold off until now? Then make sure you buy them a few weeks in advance.

A couple of days before the event

The last few days before the event will be your busiest. Make the most of it and do some last-minute checks.

1. Set up the venue

Decorate the interior and exterior of the venue. Arrange the seating and set up a selfie wall if you need one.

2. Test the equipment

Make sure that all sound, lighting, and visuals are working properly. Check if the WiFi connection is good.

3. Do a run-through

Get out your event programme and run through everything that is going to happen. Account for delays and plan what to do if and when they happen.

Let the festivities commence

That’s it! You’ve successfully gone through all the steps required to plan your event. But your work is far from over…

Now you need to execute the event. The planning stage takes a lot of effort, but anything can happen once the guests arrive.

Hopefully, this event planning template has helped you prepare for any scenario.

Good luck!

by Frederik Nielsen on February 18, 2019 Leave a Comment

17 Event Planning Tips You Need in Your Life

There is no such thing as knowing too many event planning tips. It’s not an easy ride to plan and execute an event, so you’ll need as many tools in your arsenal as possible.

We’ve put together a list of 17 invaluable event planning tips here. We hope they’ll make your life as an event planner just a little bit easier.

Some of the tips we’ll go over in this article will teach you how to…

Make a battle plan
Use planning software
Collect and use data
Manage your time and money
Find and prepare a venue
Get the timing right
Find a ticketing partner
Synchronise apps
Automate tasks

Ready to roll? Here we go.

Tip #1: Think big (and then scale down)

Outline what the perfect event would look like if there were no restrictions. Describe each aspect of the event.

Then go back with a red pen and write what you’d be happy to settle for. You now have a range you can work within and have managed your own expectations.

Tip #2: Use event planning software

There are a number of event planning programs available for you to use. They will help you manage your to-do list, budget, and deadlines.

Read our guide on The Best Free Oline Event Planning Tools to see some of them.

Tip #3: Collect data (and use it)

Data is great because it allows you to measure your success and predict outcomes. If you don’t have data from previous events, you should start collecting it now.

Look at the buying patterns and online presence of your guests. Alternatively, you can run surveys and look at case studies from events similar to yours.

Tip #4: Manage your time efficiently

Since you’re most likely working independently, it’s important you structure your day. Use a calendar app to schedule your tasks and account for breaks.

You should also allow yourself a buffer in case of unexpected delays.

Tip #5: Create a realistic budget

No one loves spreadsheets, but they’re a necessary evil. Create a budget based on your vision (see Tip #1).

Then track it with a spreadsheet or event planning software (see Tip #2) to make sure you stick to it.

Creating a realistic budget will always be one of the top event planning tips.

Tip #6: Think about additional funding

The planning stage of an event is not too early a time to think about funding. After all, you’ve just created a budget.

Fortunately, there are ways you can boost your finances. Make a list of potential event sponsors or think about potentially crowdfunding your event.

Tip #7: Research venues (and facilities)

Your choice of venue should reflect your event theme and your budget. But it should also have all the facilities you need.

Think about location, seating, WiFi, safety, catering, lighting, sound, and anything else you might need. Make sure the venue you choose has everything on your list.

Tip #8: Write up detailed contracts

Always have detailed contracts between you, the venue, the entertainment, and anyone else involved. Seek legal advice if need be.

Make sure any quotes you get are all-inclusive. You don’t want a surprise bill at the end of the event.

Read the fine print and make sure there can be no misunderstandings.

Tip #9: Visit the venue before the event

Most events will have websites with nice pictures and maybe even a 360-degree virtual tour. But you should go there in person beforehand.

Put yourself in the shoes of your guests and think about what will impress them. It will help you visualise your event and the experience you’ll create.

Tip #10: Find selfie spots

Try to find some selfie spots while you’re at the venue. It will help boost your social media mentions, which can only help your marketing efforts later on.

One of our favourite event planning tips is to create a selfie spot.

You can create a selfie wall by deliberately planting a backdrop by the entrance to the venue. That way, your guests can share it on Instagram as the first thing.

Tip #11: Expect the unexpected

Many things can go wrong when you plan an event. If your event is outdoors, you need to keep an eye on the weather.

If your event is in a big city like London, you should account for traffic jams and tube strikes. Anything could happen. Be prepared for it.

Tip #12: Watch out for competing events (and holidays)

You want to make sure your event isn’t clashing with a competitor when you schedule the date.

Likewise, you should watch out for public holidays your event might clash with. Depending on your target audience, you should also plan outside of popular vacation times.

Tip #13: Find a reliable ticketing partner

Choose a ticketing site or platform that will make your life easier. Make sure they accept all forms of payment and integrate with your other platforms.

A well-known name will also lend credibility to your event.

Tip #14: Connect your social media accounts

Although social media belongs to the marketing phase of your event, now is the time to prep it.

Use an aggregator like Buffer or Hootsuite to connect all your accounts in advance.

Use a social media planner like Buffer to connect your accounts in advance.

Tip #15: Automate, automate, automate

Find out how many aspects of your event you can automate. Schedule emails and social media posts.

Synchronise your ticketing app with your CRM or event management software. Automate everything.

Tip #16: Make a checklist

Create a checklist, either physical or digital. Trello is a good app for checklists. Pen and paper work fine, too.

Just make sure you have one with you at all times. It will help you keep track of progress.

Tip #17: Keep learning

It’s easy to get stuck in routines, especially if you’ve been in the game for a while. But trends and technological advancements don’t rest. Neither should you.

Read ebooks (and real books), take short courses, and create a Google Alert for industry news.

Learned something?

That’s it for our event planning tips…for now. We’re always on the lookout for more techniques to make your life as an event organiser easier.

If you know an event planning tip we haven’t covered, we’d love to hear from you in the comments below. Sharing is caring!