Want to create a perfect event?
It’s not easy.
Even the simplest event can require a lot of logistics management, budget wrangling, and exasperated hair pulling.
If you’re planning for a big event, whether it’s a wedding, a corporate meeting or a charitable gathering, you have a lot on the line and you need to make sure you’re able to pull it all together flawlessly.
We’ve put together a list of a few vendors who should be part of your overall success strategy so you can create something perfect and memorable.
1. Your Venue.
The venue sets the stage – literally – and the mood – figuratively – for your gathering. Once you’ve determined the type and size of the event you want, it’s time to start shopping for a venue that can suit your needs.
What should you look for when shopping for a venue? Seek a comprehensive event location that can provide some, or all, of the other vendor partnerships you need.
You may see a higher upfront price tag, but it’s worth remembering that you’re saving time, money and headaches by choosing a more inclusive partnership. And, the peace of mind that comes from knowing, for example, that your A/V guy knows his way around the in-house sound system can make it so much easier to sleep at night!
2. Your Caterer.
When a catered meal is good, it improves the positive feelings surrounding the event. When the food is bad, or the service is slow, or the drinks never arrive, these debacles can upset your guests and make it difficult for them to enjoy or absorb anything about the otherwise exceptional gathering.
You want to make the caterer you select is:
- Permitted to work at the venue you’ve selected (if they’ve already cooked there before, or if they’re in-house, like the 500 Pearl team, that’s a definite bonus).
- Accustomed to preparing meals for the size group that you’re hosting. A chef may be able to turn out a delicious steak dinner, but the question is – can they do it at scale? If you’re hosting 400 people, ensure your caterer has managed events of that size. You may even want to request recommendations from other clients who’ve hosted similar events.
- If your caterer is serving alcohol, they may require specific permits for your location or event, both of which can add another layer of complexity to the event. If your venue has a bar in-house, it may make sense to work with their on-site staff to keep your event planning running smoothly.
3. Your Entertainment.
Your event probably has some sort of key focus to it, whether you’re planning a gala, a dance, an awards ceremony or a company meeting. You’ll need to plan your agenda and run-of-show, then make sure you’ve thought about any issues that might arise from these logistical decisions.
For example, if you want people to shop your charitable silent auction, but you don’t include a time for socializing and browsing, you may not earn the amount of money you were expecting. If you have a speaker or a band taking part in the event, you’ll want to make sure you allot a time before guests arrive to let them test the sound system.
Coordinate with your venue to see whether there’s an early arrival time when you can run through these types of needs and give yourself some peace of mind prior to the event.
4. Your Tech Team.
Speaking of pre-event run-throughs, one of the most important ones is usually the run-through with a technology team. While you can hire outside partners for this, it’s typically recommended that you work with someone who has a deep knowledge of the in-house systems.
Why? Well, because electronics seem, however implausible, to have a mind of their own at times, especially when there’s something exciting and high-profile on the line.
You want the peace of mind that comes with knowing you have A/V team members on site who have flawlessly executed a celebratory balloon drop or who know the on-site soundboard panels like the back of their hand so that your father-daughter dance remains a priceless, never-duplicated moment instead of a wedding highlight reel blooper.
At 500 Pearl, we’ve invested in our own in-house A/V equipment and management team, so that we’re able to make these one-of-a-kind moments go off without a hitch for our clients and business partners.
5. Your Hotel.
If you have guests traveling from afar to attend your event, whether it’s a conference, an industry award program or a wedding, your friends and colleagues will likely appreciate your recommendations on where to stay.
It takes only a few minutes to coordinate with a local hotel and reserve a block of rooms for your guests’ convenience, but it can make life much easier for them, and make it more likely that they’ll come and enjoy the event without the burden of having to drive home or make last-minute arrangements.
When you’re putting together an event, it’s not uncommon to end up with a checklist and to-do list that runs to several pages long. If you’re trying to handle it all yourself, you’ll burn out and feel tremendous stress before the event day rolls around.
Instead of carrying all the burden on your own, work with a trusted partner who can make your event planning a one-stop-shop. Our team at 500 Pearl is ready to help you execute a flawless events that you and your guests will remember joyfully for years to come.