How we create show-stopping experiences

When organising an event, no matter what that might be, the effort you put in will be directly reflected in the event itself.

If you spend time thinking about the intricate details that make up the very best events, you will reap the rewards on the night, with many happy guests creating memorable experiences with one another.

But understanding what these intricate details are can be tricky, and once you do, they can seem rather daunting.

Here is a breakdown of how we create show-stopping experiences for our clients, helping them plan events that live long in the memory of their guests.

Important event planning aspects to focus on

With that in mind, let’s look at some of the most important elements of any large event or gala. Each of these aspects must be considered in great detail to ensure your event is memorable for all the right reasons.

The location

Firstly, it’s crucial to find a location that perfectly meets your event and guest requirements. To do this, there are several factors to consider.

How many guests are coming to the event? Do you need outdoor or additional indoor space? What infrastructure do you need? These are just some of the questions you need to ask yourself when planning your event.

The location you choose is the foundation on which everything else can be built, so it’s important you choose somewhere that has all the facilities and space you need while also accommodating your guest’s needs by being accessible from their location and offering the right transport links or parking opportunities, for example.

Your event staff

When attempting to host the perfect event, it can be difficult to delegate important jobs to other people. As the host of the event, you want everything to go off perfectly, so it can be tempting to try and do it all yourself.

But the truth is that for a high-quality event that your guests will be talking about for many years to come, you need a great team in your corner. At Blue Strawberry, we have a wide range of dedicated event planners, extremely talented chefs, and event organisers who have years of experience planning and hosting large-scale events across the United Kingdom. Our team of experts operate as a cohesive unit to ensure everything from planning to the very last moment of the event is accounted for, allowing you to take up the role of the overseer, highlighting anything that needs more focus, allowing you time to socialise with your guests and work the room.

How your guests will arrive

Next, as we have already briefly touched on, it is important to consider the transport options available to your guests, especially if your event is an evening one that will serve alcoholic beverages.

If the event is hosted within a large city, you have the benefit of having public transport and local taxis located in the surrounding area, but you could go one step further, providing guests with a small flyer that offers them directions to these locations. This is a nice touch to show your guests you have thought about them and is ideal for any guests who may not be from the area.

For events hosted in the countryside, it is important to ensure your guests do not end up stranded at the end of your event. 

To do this, you can offer information about local accommodation, hire a fleet of local taxis to have on standby, or ask your guests who they plan to arrive in advance so that you can accommodate their needs.

Finally, if your event is hosted within a hotel, and guests may be arriving from their rooms, it’s important to ensure you are setting up as much of the event as possible behind closed doors so that the allure and intrigue of the event are not ruined.

What time will your guests arrive?

But it’s not just about how your guests will arrive. It’s also important to consider when they will arrive.

Setting a clear arrival time for your guests is crucial for time management to allow you to plan the event around those timings. It allows you to ensure everything is set up before your guests arrive while also providing enough time for all of the entertainment and catering you have planned.

When your guests do arrive, it’s important they are welcomed by either yourself or a representative of the event, welcoming them, thanking them for coming, and perhaps even offering them a welcome drink.

The host can also help move these people through the room to ensure the foyer does not get crowded with guests while others arrive.

Catering for all

When catering for a large guest list, it’s easy to think of something that can be made quickly and easily and serve to everyone, but your event catering needs a little more thought than that.

Your catering is a direct reflection of the effort and thought that you have put into the event as a whole and can be a make-or-break element of whether the event is a success.

Rather than looking at catering as something that needs to be ticked off your list, you should view it as an opportunity. 

An opportunity to play into the theme of your event, an opportunity to excite and delight your guests, and an opportunity to show you care.

By providing a detailed menu that caters for all dietary requirements, you can add even more style and class to your event.

Opportunities for socialising

Finally, consider how the layout of your event will promote socialising opportunities. Are you hosting an event where the opportunity for guests to network and engage with one another is important? 

If so, then laying out your seating plan to accommodate those needs, providing additional breakout rooms for private conversations, and creating time for socialising in between catering and entertainment are all important elements to consider.

Final thoughts on event planning with flair

As you can see, planning a high-quality event is not easy, but the results are worth the effort. Whether you are aiming to host the perfect one-off event that your guests will remember fondly for many years to come or you are attempting to create an event that makes people want to come back in the future, event planning plays a crucial role.

Get in touch with Blue Strawberry today, and we will be happy to discuss how we can help you achieve your event goals and create lasting memories for you and your guests.