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March 2005 - Hospitality and Team-building
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Make your team-building worthwhile
Your gift's in the post!
How accessible are our historic venues?
How to entertain in style!
Don't show me the money!
Boost your hospitality rating
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Conference Focus: Edinburgh
Celebrate how fabulous you are!
Managing money
Re-use, not refuse
My Career: London
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How to entertain in style!
Creating a truly successful event for clients and colleagues
is no easy task. But it's one which can earn you serious brownie points. Susie Cliff,
Director of the RSVP 05 exhibition reveals her expert advice for putting on a show to remember!
Look at the big picture - Decide on a theme
- Get the best of the best
- Love your venue!
- Go mad on invitations if it is an outside event.
- It's all about food and drink
- Entertainment
- Prepare for the unexpected
- Add a touch of the "wow" factor
- Consider yourself!
Who is this event for? How many delegates/people will be attending? When will the event be held? Until you know the answer to these questions and probably a few others you cannot even begin to start the perfect planning process.
A theme will be key in deciding on your venue, your catering, your music, your invites your drinks and most importantly your outfit!
Once you have decided on a theme you can start to source your suppliers. Finding a venue/caterer/entertainment company that is appropriate for you and your needs is essential. This task can be done through various magazines or internet searches or you can use exhibitions.
If you are organising a party that is not at your office then pick your venue wisely. Make sure you are aware of its limitations, and work closely with your venue managers to ensure that you get the most from the space. Don't try to change your venue, if it's a grand ball room it is unlikely that a futuristic space themed party will look very good in it. If you constantly stay in contact with your venue they are less likely to double-book you.
Do not under-estimate the power of your invite. Sending a great invite is "the" way to get your guests to attend. Design something that is relevant to the theme of the party/event and something that is personal to your company or yourself. Investment in your invites or a specialized invitation company will be well worth it to ensure attendance. Sending an invite is great but it is essential that you follow it up. This is likely to generate more of a response and should mean you have a clearer idea of what your attendance to the party/event will be.
Food and drink are vitally important at your party/event. Even if you are serving nibbles or canapés make sure you have enough to go around. Not only is it bad form to run out but it will be important to have food to soak up the alcohol! If you are using an outside caterer listen to their advice - there is a reason why you are paying them to do the job. Similarly ensure that you have enough drink for your guests and that includes soft drinks as well as the hard ones!
If you are throwing a sophisticated cocktail party it is unlikely you will require too much entertainment, however most events will require something. These days entertainment does not just mean booking a band; but this should never be ruled out! Along with different forms of music consider acrobats, contortionists or magicians - a good magician can wow your guests and guarantee that they leave with a sense of amazement.
You can be the most organised person and the unexpected will still happen. Your celebrity singer will still get tonsillitis, the Tube staff may be on strike, and there maybe a world shortage of bread on the day of your event. Pre-empt problems as much as you can but accept that there will be things you have no control over. Try and stay relaxed and do what you can - it is likely that most of your guests will never notice that there has been a small hitch.
This can be tricky because every event will have a different "wow" factor but identify yours and you will be onto a winner. It could be the fabulous act you book or the flowers that make your guests gasp. It could be the beautiful dessert you serve or fantastic theming. Ensure that you have at least one touch at your event that will ensure your guests continue to talk about your party/event for weeks to come.
If you are responsible for putting this party/event together one of the most important things you must do is to take care of yourself. Ensure that you have a good team of people around you to delegate to - you will not be able to do it all! On the day/evening of your party/event you will not have time to ensure every salmon canapé has some dill mayonnaise on the bilini, so learn to trust all those you work with. And one final point - make sure you give yourself time to change into your outfit, put on some make up and do your hair. This is your event and you deserve to look fabulous and supremely in control!
Susie Cliff is Show Director of the RSVP 05 exhibition. Now in its fourth year, RSVP is the ultimate party show. You can meet the top party and special event suppliers in the UK, gather fresh ideas and inspiration, keep up to date with the latest entertainers and get tips from party success stories, as well as watching top caterers in action. For more information, visit www.rsvpevent.co.uk.
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