Hosting an event may seem overwhelming, especially in a city as vast and varied as Melbourne.
However, many event planners actually appreciate the flexibility that this bayside city provides. The sheer amount of venues in Melbourne translates to plenty of options when it comes to venues, activities, catering and other necessary prerequisites to hosting a party.
Whether you’re hosting a wedding, an exhibition or a corporate seminar, organising an event doesn’t have to be something that will weigh you down for weeks on end.
Here are some tips you should pay attention to when organising a Melbourne-based event.
1) Plan Venue Selection via Headcount
Before confirming a large function hall or a tiny hotel conference room, you should get an estimate of how many people are invited to the event. There are several ways to obtain a headcount, from sending out RSVPs to conducting a survey. If you’re sending out private invitations, be sure to have enough seats to cover everyone’s presence.
Estimating the event’s headcount will be a major determining factor in your venue location and budget. By getting a proper read on the potential attendants, you’ll strike the balance of having an appropriately-spaced event space and a well-allocated budget.
2) Host it During The Summer
Melbourne’s temperamental weather is a major thing to take into consideration when planning events, particularly parties that are hosted outdoors.
Colder weather tends to bring down people’s spirits and may lead to a lack of attendants. As such, it may be wiser to wait till the summer months, when people are more likely to embrace the warm weather and find a reason to step outside their cosy abodes.
The summer months of December, January and February tend to be the most reliable when it comes to sunny days and relatively warmer temperatures. You can use this to your advantage by hosting your event during these months and using the abundance of sunlight as a bonus.
3) Nail Down the Event’s Purpose
Another crucial aspect of event planning is defining the event’s purpose. A clear objective is the cornerstone of any successful event. Without it, it’s merely a gathering of people without a common goal or purpose – and while it can be fun, it’s also money down the drain.
When deciding on your event’s purpose, consider the desired outcome and make sure everyone attending is aware of it. This will help to streamline the proceedings and make it easier to quantify milestones.
For example, if you’re hosting a corporate seminar, make sure to state the purpose of the event, who the speakers are, and the level of interactivity between the guests and the speaker. Similarly, if you’re planning an extravagant birthday party, make sure you let the guests know in advance what’s expected from them if any.
4) Feed Your Guests
If your event lasts longer than two or three hours, it’s a common courtesy to provide some kind of food and beverage for your guests. Not only will this keep your guests energised, but it’ll also give them something to look forward to amidst the proceedings.
Melbourne has a variety of catering services like Gathar that offer a wide range of cuisines and drinks, from classic Australian dishes to international gastronomy. Additionally, many of these caterers are open to creating custom menus that match the event’s theme and purpose. Alcoholic beverages may also be provided if the event permits it.
5) Choose a Good Host
No matter your event, the host is someone who dictates the pace of the gathering. They are responsible for facilitating the event’s progress and making sure people are having a good time.
It’s important to pick the right person for the job. If you’re hosting a corporate event, you may need someone with charisma that can captivate the audience. If it’s a birthday party, someone with an outgoing personality might be perfect for hosting work.
Finding the right host is crucial for making sure your event leaves an imprint on your attendees.
6) Give A Commemorative Gift
Your guests took the time out of their schedules to join your event, and as such, they deserve to be treated with respect and appreciation. A small commemorative gift is one way to help them remember your event in a lasting way.
This could range from something as simple as a customised pen or something like a gift card that allows them to pick out whatever they’d like. You could also give something that fits the theme of the event itself.
While this gesture is entirely dependent on your budget, it’s something that’ll make your guests remember the event fondly and turn an average event into a superior one.
7) Find Strength in Numbers
As the popular adage goes, two heads are better than one. Many times, event planners find themselves overwhelmed by the ever-growing workload that their specific event entails.
It’s stressful enough to tackle the logistics behind organising an event; you wouldn’t want to add more things to your pile of tasks. That’s why it may be wise to rope in some help.
Grab some volunteers and assistants and form a group with the express purpose of making sure everything runs smoothly and on schedule. Photographers, layout/design artists and other such professionals can all play a part in ensuring the event runs smoothly.
