We all like to spend life’s big moments doing something memorable. We want lights and music and top notch entertainment. Unfortunately, when you’ve got something big to celebrate, there isn’t always a suitable event in town. If that’s the case, maybe hosting an event of your own is the ticket.
Whether you’re throwing a big birthday bash, launching your new brand, or introducing an up and coming artist to the world, hosting your own event will ensure it goes off with the bang it deserves. Don’t know where to start? Don’t worry. Learning how to host an event is a whole lot easier when you get event planning experts involved.
How to host an event they’ll remember
The most important part in how to host an event is leaving the guests with something they’ll remember for a long time. Maybe it’s an inspired performance by a popular act. Perhaps a dance or costume competition. It could be as simple as putting together a great party with people who get on well with each other. Whatever you do, make sure they remember your event for the good and not the things that could have been better.
Select the right venue
Selecting the right venue is more than a detail. It’s essential to hosting a great event. Many people won’t even attend an event if it doesn’t feel like a fun venue or is too far from home. No matter what type of event you’re putting together, make sure you do it in a place that has ample space and visual appeal to put your guests in a great mood.
If you’re planning a party event, a bar is a great choice. They’ve got the drink selection and staff to ensure everyone gets their favorite drinks to keep the party rolling. Hiring a bar also comes with the perks of a stage, sound system, and food, as long as you choose the right one.
Another thing to remember when selecting your venue is location. Is it easily accessible by the people who will be in attendance? If the majority of them live in the same area, choosing a central location can increase turnout. If people are flying in, make sure it’s near the airport or transit lines, so they don’t have trouble getting there.
Keep your budget in mind
Throwing an unforgettable event relies heavily on working within your budget. A big budget can accommodate a large guest list and expensive details. A small budget can’t. Hosting an influencer event probably isn’t feasible with a $2000 budget, so make sure you get the biggest bang for your buck.
Choosing the right venue can actually help a lot here. If you hire a bar for an event, you won’t have to worry about things like seating, glassware, beverages, or any of the other items that keep patrons comfortable and mingling. Rent a room at a hotel, and you’ll be on the hook for creating the ambiance and supplying the hardware yourself. That means more work and more money.
Give yourself plenty of time to plan
Putting events together at the last minute is certainly doable, but rushing things inevitably leads to loose ends and makes it harder to get the attendance you’re looking for, especially if this is your first event.
If guests will be flying in, early planning is especially important. Don’t wait until people have filled their calendars to hire a bar and send invites. Planning things in advance gives your guests ample time to save the date, and it gives you the opportunity to weigh your options and plan a party they will be glad they made.
Use social media to promote your event
Nearly everyone is on one social media platform or another these days, and that makes it the perfect platform for promoting your party. Don’t waste time rounding up phone numbers or mailing addresses when all your potential guests are just a click away. Social media also makes it easy to track RSVPs and can automatically add the event to guests’ calendars when they decide they’re going. It’s a great tool for putting events together, so make sure you use it to its full potential.
Define your event
The biggest aspect that needs to be taken into consideration is the type of event you are planning. A midday luncheon event will look different than a weekend birthday event. A wedding will look much different than a product launch party.
The specific type of event you’re planning will be the thing that sends you down one path or another. Understanding the difference from one event type to another is really what learning how to plan a social event is all about. Let’s look at a few examples.
How to plan a wedding
When we plan large social events for the first time, it’s often due to an upcoming wedding. It’s the biggest day in a young couple’s lives, and the pressure to put on a great party is often overwhelming. Learning how to host an event under this kind of stress can weigh heavily on you. It’s incredibly helpful to enlist professionals to handle many of the details for you.
You can rent a mobile bar and staff from a bar hire company, but they usually only supply the bar and servers, along with a limited selection of alcohol. Plus, you’ll likely have to engage a number of other companies to handle things like tables and chairs, not to mention the room itself.
If the couple is open to different types of locations for their wedding, finding a location that can handle the bulk of your details will save you considerable time, money, and headaches. If the venue is able to provide seating, food, beverages, and staff, then you can tick off multiple boxes at once.
How to plan a launch party event
A launch party looks a little different. Many guests will be potential clients, customers, or business partners. While some guests will know each other, many of them won’t. It’s more networking and less reconnecting. You’ll need to put together an event that encourages people to mingle and engage with your product.
A corporate bar hire is a good idea for this type of event. People will enjoy having a few drinks to loosen them up but may not be expecting the full party experience. A good bar with experience hosting corporate events can make the planning phase much less painful.
You’ll also want to focus on your message. If you’re putting an event together, there’s probably a good reason for it. Are you promoting a new product or service? Trying to attract partners or investors? Asking yourself these types of questions will help narrow your focus on the details that will make your launch party a success.
Another important note: make sure you have some way to gauge that success. Knowing what worked and what didn’t will help you plan for future events and will let you know if future events are even worthwhile.
How to plan a birthday party event
Planning a party event for friends looks much different from planning a corporate event or an album release party. Generally, the guest list will be much shorter, and you have the advantage of common ground in the fact that everyone is already on board with celebrating the birthday boy or girl.
If the person being celebrated has a favorite bar or club, that’s a good start. Do they have a favorite local band? There’s another decision that can make itself. The focus of a birthday party is the person celebrating their birthday, so focus on the things they like, and the event should be successful. When asked how to host an event? You know what answer to give: Easy.
Planning a social event of any kind requires attention to detail. If you’ve never done it before, the thought of hosting your first event can feel exciting and daunting at the same time. There are so many moving parts that you may not know where to begin. It’s a natural feeling, but one you will get past.
The quickest way to gain experience in hosting events is to get started sooner rather than later. You can spend weeks researching how to host an event, but you’ll move things along much more quickly by jumping in and getting started and enlisting the help of a venue that has done it before.