4 TIPS FOR A SEAMLESS EVENT

Events Through A Guest’s Perspective

event and meeting planner

Courtney Sirrine Rankin, Social Media Administrator & Project Coordinator

17 July 2017

Throughout the event and meeting planning process, event planners often take a step back to imagine what the scene would look like through the lens of a guest. Visualizing from the guest’s perspective may begin in planning stages as early as the marketing and invitation creation. The purpose of visualizing an event from a guest’s point of view is to improve the guest’s experience of the function since planners and clients want happy attendees.

The Event Concierge strives to make the gathering flow as smoothly as possible so everyone can enjoy the festivities. Here are four main components to consider that impact a guest’s experience.

1. Clarity of Information

Providing clear and consistent information is crucial to the success of any meeting or event. Make sure the event location, time, date, expected attire, and any other key details (such as whether bringing a plus one is acceptable) are consistent on every circulated document, advertisement, email, and invitation. Communicating different information can be a fatal oversight, resulting in poor attendance to your event. We have received invitations to events on social media with the incorrect and incomplete information to networking events and have seen the chaos ensue. Imagine explaining an incorrect start time to your guests!

2. Flow and Timing

During an event, the space and agenda should be laid out in a way that makes it obvious to guests what they are supposed to be doing and where they should be at any given point during the gathering. For example, if you are providing a meal, guests should be able to expect to be fed at a reasonable time and to know where to line up for a buffet or where to sit for a plated meal. People naturally like to feel informed, rather than confused. We can help you create a timeline for the event and assist in executing that timeline during your function.

Event table and name tags

When staff members go above and beyond to make a guest’s experience positive, it becomes a memorable and special part of the event

3. Atmosphere

A lot is involved in creating the atmosphere for your event. Each element chosen as part of the décor and entertainment should add to the feel of your event. The Event Concierge is prepared to assist you with your decoration and entertainment needs. Beyond that, we will strive to produce an event where guest and hosts alike are happy and are enjoying the event. The general ambience of the event is crucial to setting the tone. They may not remember the exact centerpieces or the DJ’s playlist, but they will remember how they felt entering the event space.

“People naturally like to feel informed, rather than confused. We can help you create a timeline for the event and assist in executing that timeline during your function.”

4. Service

Guests notice the staff at an event. Were they kind and thoughtful? Were they proactive in refilling drinks or cleaning up messes? When staff members go above and beyond to make a guest’s experience positive, it becomes a memorable and special part of the event. A warm, friendly greeting upon entering the event and continued attentiveness of staff does not go unnoticed by guests and is sure to make any event a success.

Event travel bus

The general ambience of the event is crucial to setting the tone. They may not remember the exact centerpieces or the DJ’s playlist, but they will remember how they felt entering the event space.

Next time you plan any sort of event, remember to take a few moments throughout the planning process to examine what the guest perspective might look like. We guarantee you will plan or host a better event if you keeping this in mind.

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