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10 Tips on Achieving the Perfect Event

July 14th, 2016

10 Tips on Achieving the Perfect Event

One of the most important parts of a successful event is the atmosphere! A great atmosphere allows your guests the ability to relax, interact with other guests and enjoy the festivities of the events. Below are ten steps that The B-Side Entertainment Group uses to help manage a great event!

1. Strategy Development and Having the Right Support

When planning an event, our event manager starts with developing a thorough strategy. We house established suppliers with experience, expertise and exceptional reputations and this is key when creating the perfect event atmosphere. While planning the event, we are always sure to stay in constant communication with our client(s). We present a clear plan for the event production, room design, event theme, media equipment, venue, catering, etc. and work with our client on what the event schedule will be so we can best support them. Regardless of what type of event you are having (a wedding, special celebration, conference, product launch, awards ceremony or charity fundraiser) we make sure our event team is clear about their responsibilities in order to ensure a smooth event.

2. Location, Location, Location

Choosing the right location and venue is extremely important when planning your event. The right venue will enhance the atmosphere of the event. You’ll want to take into account the type of event in order to make sure the layout and event space is sufficient. For example, for an awards ceremony or conference, the venue must have plenty of space and facilities for your event guests not to feel crammed or be stuck in queues. One-off events will take a little bit more consideration, so you may want to choose a contemporary or novelty venue to make an impact, (particularly if it is more of a party than a formal affair).

Something else to keep in mind is that you’ll want to make sure your venue is conveniently located close to all major transport links (airports, motorways, trains and buses) and has sufficient parking space for the projected number of guests. A single day event is most conveniently held in a town or city with good transport links, but for a weekend conference it is a great idea to use a more rural retreat that provides accommodation, dining and leisure facilities in one package.

3. Make Your Guests Feel Welcome

First impressions count, so provide your guests with a warm and positive welcome. We suggest having someone designated to "host" your event which will free our event manager to troubleshoot during the event. Every guest should be welcomed by a host or hostess by someone warm and friendly, and also someone familiar with the venue facilities and layout. We recommend 1 host to every 50 guests that will be in the event.

4. Set the Mood with Lighting

We are very passionate about event lighting! Setting an atmosphere and creating a dramatic first impression is why mood lighting is so vital to any event! If you can get the lighting (and sound) right, this will help you create a very dynamic event. Our lighting professionals can transform a venue space helping to create an atmosphere you desire – they have the ability to use various colors and intensities of light to give an astonishing visual impact, LED uplights, color washes which can give the event stage impact, and many other great techniques that can help transform a room and provide the right energy for an event.

Among the lighting techniques that can be used are LED uplighters, which can enhance the venue’s internal architecture, color washes to give impact to the stage, ceilings and walls, and gobos, which can liven up dead spaces by shining patterns or monogram logos onto them.

5. Create Ambiance with Music

When planning an event, music is a fun part of an event to plan. We help you choose a style or genre of music that suits all tastes as there will be a variety of people at the event. Calm classical music or relaxed jazz is a good choice for cocktail hours or more intimate affairs. If planning a wedding or big celebration, consider using one of our live band or one of our DJs to add a touch of class, elegance, and style to your event.

6. Food & Drinks

Picking out a menu to fit all types of tastes and requirements can be quite difficult. You’ll want to keep on top of trends in the catering industry and ask the opinion of our catering vendor to know what is current and popular and what might work for your event. This will go a long way in helping to design your menu for the event.

If the venue where the event is being held doesn’t offer catering, you’ll need to hire a professional catering team and that's where we come in. Our catering team will ensure the menu is good quality, the service is fast and reliable. Choose delectable dishes for the menu to impress the guests and stock the bar with a wide range of beverage choices. This will make for a relaxing and enjoyable event for all guests. It is a nice gesture to place it on the menu.

7. Set the Room to Meet Requirements

Our events team sets the room to meet the particular requirements of the event and this is done well before the guests arrive. We like to make sure everything is ready and prepared for the day of the event.

8. Choosing a Great Master Of Ceremonies

The host of any event will either make or break the occasion, so choose wisely who will take control of the audience and manage the proceedings in a professional manner. The host must set the atmosphere of the event, striking the right tone according to the subject and objective of the event.

Please note that it is absolutely essential that the host, guest speaker or chair for any type of event is able to encourage the participation of the audience – this is extremely important in creating a fun and exciting atmosphere that keeps event guests engaged and excited. We can provide you with one of our outstanding MCs to help facilitate any wedding or special event.

9. Table Dressings

Since guests at seated events will be seated for most of an event unless they are on the dance, we like to make sure they are comfortable. Votive candles, tea lights and small floral displays work well to set the right, relaxed mood and a bowl of sweets is also a nice touch.

It is also a good idea to have the host/hostesses float around to answer any questions and bring anything to the tables as requested by the seated guests. This is a nice touch!

10. Saying Thank You and Farewell

At the end of the event, we encourage our clients to make it a point to give each and every guest a hearty thank you and farewell. It is a nice gesture to have the same person who welcomed the guests give a warm goodbye – this will help to create a sense of continuity to the event. Many events are made all the more special at the end by presenting guests with a gift or goodie bag.