We all do it -- plan parties for ourselves or others. Some parties are intimate get-togethers with few guests, while others are extravaganzas with 600 or more in attendance. Though the numbers attending vary as much as the cost of the event, planning a successful party isn't as hard as it seems. In fact, the success of an event depends on the amount of time spent planning it. As in other ventures, the more time spent in fine tuning, the more successful the final product. As soon as an event is created, the mind starts determining the 5 W's of event planning: who, what, when, where, and why.
Who is having the event? The company or organization sponsoring the event determines its formality. TECH cocktail is a mixture of suits and jeans, and everything in between: these events need to be fun and enjoyable for all, with nothing stiff or uncomfortable. On the other hand, a ladies Arts Board event is more formal, more structured and a tad stiffer. TECH cocktail guests range in age from 21 to 75, while the Arts Board age group tends to be in their early forties to 89. The difference in the age of the attendee is significant in selecting the venue, the food, and the gimmick. Knowing the client is as important as knowing one's self when planning a party.
Day long events need particularly tight planning as the guests can get tired, hungry and then become cranky if their basic needs, rest and food, are not met. The first year an International event was planned from 3 p.m. until 10 p.m. that included appetizers, dinner for 500, and a list of entertainment in a seated auditorium. Careful planning, complete with an itinerary in 15 minute intervals for all volunteers and talent saved the day. Arriving at noon also helped, as did non-stop finalizing plans the week before the event.
Who is having the party determines the rest of the planning strategies. Next topic: What will the event consist of? Stay tuned.
Photo attribution: somewhatfortyplus
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