The boss just asked you to organize the office event that everyone looks forward to each year. You last planned an event when Uncle Sam celebrated his 50th birthday at the local hall around the corner from her residence (we all know those places). There was no entertainment provided, the food was BYO, and there were certainly no Instagramable moments that you could share on your social media channels. It appears that you have searched the internet to find the top eight tips for planning an event, but you have not been able to locate them.
You are somewhat intimidated by the planning aspect since you have been provided with a large budget (thanks boss! ), but are not sure where to begin... At Holiday Inn Melbourne on Flinders, we specialize in planning the perfect party, meeting, birthday party, christening, etc. We are here to help.
We've gathered the top 8 things we've learned from our recent launch party. So you won't have to wing it when planning your next event.
1: Make Heidi Klum jealous
We just launched a 100-guest event in Melbourne, and despite the fact that it was 6 degrees (thanks Melbourne), everyone had a blast. Maybe it's because our heaters keep everyone warm on the terrace, but we like to think it's because we worked hard with our partners and suppliers. Flowers Vasette created a stunning floral theme for our pool terrace that everyone talked about for weeks afterward.
By floating balloons around the pool and terrace area, our pool became a burst of color. This was then offset by lights around it. All of our spaces were decked out with brightly colored lights by our amazing AV company Audio Visual Dynamics, highlighting our art and the beautiful greenery on our terrace.
As soon as the conference and events spaces had been unveiled, our DJ from Instinct Events and Entertainment started playing.
2: The Party Must have a Moment
The moment is when you take your party from good to mind-blowing by showing off everything you have planned. It could be something as easy as giving prizes to employees at a party or unveiling a brand-new product.
Our launch party was the moment when the blackout blinds were opened to declare that the spaces were finally open. Previously, the blinds had been closed so people couldn't see our spaces.
3: Ensure You Have a Host
Make sure the host knows your objectives and can introduce the festivities, keep the crowd entertained, and make them feel welcome. Choose a host who knows your objectives. For instance, if it's a retirement party for the CEO, let him/her know how much the company will miss him/her. Describe the timing of the event and anything else they might need to know about the host.
4: Plan Activities
Did you ever attend an event all the way to the end? We had a photobooth with GIFs and still photos that were posted directly to your social media feeds. It seemed as if everyone was having too much fun to leave. Furthermore, we had a DJ who played awesome tunes that made you want to dance, as well as entertainers in each of our rooms.
Each of our uniquely Melbourne spaces showcased an entertainer that complemented its theme:
- Paintings of people from Instinct Events and Entertainment were painted by the studio's artist
- With Polly Filla playing Miranda Priestly from The Devil Wears Prada, she discussed fashion with anyone who listened
- From Instinct Events and Entertainment, a quirky tennis umpire discusses sports in the Arena
- The Table had Instagram star Chiliphilly showcasing his range of crochet hats and outfits
5: Prize Giveaways
You can provide an incentive such as a bottle of wine or a travel voucher for your attendees to keep them entertained while they wait for the draw.
6: Make Your Moments Instagram-worthy
One in three Australians use Instagram actively, and we know if it wasn't on Instagram, would it really happen? Flowers Vasette's talented florists created a flower wall that smelled incredible and looked amazing in photos. You can also create your own wall by following Pinterest's ideas. Also, we partnered with Place Settings and DecorIt to showcase The Arcade and what a dinner setup could look like.
Moreover, we should ask entertainers to encourage attendees to take photos with the hashtag by encouraging them to take selfies.
7: It's All About Service
Pre-brief everyone on the objectives, the timing, and any VIPs attending your meeting or event. Be sure to let the team know what to promote at a pre-briefing.
We can all work together at the Holiday Inn Melbourne on Flinders, no matter what our roles are.
8:Food Glorious Food
You really thought that nobody went home hungry? With the help of our amazing chefs, and thanks to Gathering Events who made it possible by arranging delicious foods and carts. These foods included drinks, cocktails, food items, and all that we wanted. We created a menu that ensured nobody went hungry, and our bartenders made sure everyone's glasses were filled to the brim.
Each of our spaces creates a unique Melbourne foodie experience:
- In the studio, there was a colorful wall covered in painter's doughnuts
- Melbourne shopping arcades serve mini macarons
- It's like watching your favorite team from a private box at the MCG at the Arena with footy catering
- A platter of grazing and everything to accompany it adorned the table
Each guest was given a custom cocktail when they arrived by our bar team
Lastly, we would recommend treating them as if they were guests in your home, as it is a party.
Hopefully, these top eight tips will help you plan a successful event/meeting!