Planning an event is an exciting, but also a bit stressful thing to do. Whether it’s a birthday party celebration, a work event, the launching of a new product, or a family reunion, celebrating big moments with the right people is always a good thing. On the other hand, when you’re the one that’s hosting the event, there are just so many things to think about it can get a bit hectic. The good news is, no matter what kind of event you’re planning, there are 6 ways to make sure everyone is comfortable and is having a great time.
1. Temperature Control
One of the most important things to consider when planning an event is controlling the temperature. When hosting, people usually focus on how the venue looks and how many people it can accommodate – which is obviously important, but how people feel once they get there is at least just as vital. Whether you’re hosting the event indoors or out in the open, renting an air cooler, if the venue doesn’t already have one, is essential. They are better at regulating the temperature in outside spaces, use less energy than traditional ACs, and they’re easy to install. Even when the temperatures aren’t scorching hot, crowds of people will raise the temperature of any space up, so making sure your guests are comfortable is a must.
2. What The Event Is For
When planning something like this, it’s always important to find things that can elevate the experience that’s specific to what the event is for. Whether you’re throwing a company party, a fundraiser, or a family reunion, you need to consider what the people are there for, and then amp up the key aspects of it. The best way to hype up your event is to give people something that they can take away from it. You don’t have to go overboard, but if you’re planning a company party, try creating branded giveaways for your employees – like pens, water bottles, or coffee mugs. Take a moment to show your appreciation for everything your team does. If it’s a family reunion, creating a slideshow that captures all the big moments everyone has had up to that point – on a collective and individual level is always a nice touch. Whatever it is that will remind people of the special moments, and what the event means, find it and build upon that.
3. Seating Arrangement
Unless it’s a very formal event, you don’t have to have a strict seating arrangement. That being said, if it’s a mixed company of people that know each other well and newcomers, it would be a good idea to group them in a way that will make it easier for everyone to mingle and get to know each other. By thinking about what different people do, or what their interests are, you can provide initial seating arrangements – or simply introduce them to someone when greeting them, so that nobody feels left out or bored. It’s also a good idea to take the time to chat with everyone attending throughout the night (or day). That way you can get a feel of how things are going, and if there’s something that you can do to make everyone even more comfortable.
4. Group Activities
Whether you’re hosting for kids, or it’s an event for adults, everyone likes to have something to do in a new space. The best way to allow people to mingle and stay comfortable together is by providing group activities that they can do. It’s one of the easiest ways to get the party going and keep the mood light. Obviously, depending on the format, group activities will vary quite a bit – but to get you started here are some examples:
- Opening a game of twister to get everyone moving around and laughing together.
- Wine tasting with small snacks or appetizers that go along with each wine.
- Arts And Crafts.
- Themed group games that put focus on why you’re all there.
- Board games or card games that end with a prize for the winner.
Depending on the company you’re entertaining, you might one to include just one or two activities, or you want to provide multiple ones to give structure to the entire event. When choosing one, just make sure it’s something that everyone can participate in easily.
5. The Atmosphere
You don’t have to go all out with decorations for this, but it often helps if your guests feel like they’re in a pleasant environment where they can enjoy themselves. Flowers or other types of décor are good to start off. Motivational or inspirational quotes are another way to set the mood for what kind of energy is being spread around. It might be a good idea to ask some friends or family members if they can think of anything that might help, but keep in mind that it doesn’t have to be overly done or complicated. Props for taking pictures are always a nice touch as well. However you decide to decorate, it’s important to do it in a way that adds to the overall atmosphere, instead of pulling focus away from it. It’s about how you put it all together with the seating, the mood you create with activities, and how clean everything looks.
6. Music And Sound Quality
Another thing that’s overlooked way too often is sound quality. You can have the best of everything else, but if the music isn’t good, people won’t be happy campers. Make sure you’re hiring an appropriate DJ for your event – if it’s more of a casual party, choose someone that can add to the atmosphere without overpowering it. If you’re hosting an event that requires specific music for different parts of it, make sure they have all that’s required to keep everything on point. Also, having suitable sound equipment is important. If you don’t have it, rent it or make sure that your DJ can provide one for you if possible.
There are many things that go into hosting an event, but with some attention to detail, you can make sure that everyone is comfortable and having a good time. Once you take care of the big things – the venue location, food and drinks, and all the things mentioned here, it’s time to have fun and mingle with your guests.