Event planners understand human behaviour and use that knowledge to create memorable experiences that resonate with guests.
In this article, we will tap into that knowledge and share 10 expert tips from the Venetian Vaughan event experts at Château Le Jardin to help you create a night to remember.
1. Play on those heartstrings
Triggering emotions helps create a more deep-set reaction to keep guests engaged. However, what helps shape those emotions? Choosing the right colours, themes, lighting, and entertainment will help trigger emotions suited to the occasion, ensuring guests experience the event the way you want them to.
Whether you want drama and awe, laughter and joy, romance and connections, or thoughtful contemplation, you can direct those emotions by setting the stage at the Venetian Vaughan event venue with the ideal backdrop.
2. Consider social dynamics
Regardless of the type of event you’re planning, you need to encourage socialization and mingling. As a result, details such as seating plans, table set-up, meal service, and spaces to mingle must be carefully laid out. You want to motivate people to interact, and provide opportunities for both group and intimate conversations.
3. Flexibility
Although people appreciate structure and want to know where to go and what to do at events, they also like the opportunity to choose to participate or bow out from activities.
For example, at a wedding, not everyone will want to dance, or let loose and have more than a few drinks. At corporate parties, some people might be amused by games and activities, while others might prefer to sit on the sidelines and watch.
The trick is to provide choices for guests, from the meal menu to the drinks and the entertainment, to the level at which they wish to participate. This allows everyone to feel comfortable and included so they can enjoy themselves.
4. Appeal to the five senses
Events offer an opportunity to stimulate the senses in a positive way. The decor and lighting you choose provides pleasure for the eyes, while the menu and food presentation stimulate sight, smell, and taste.
The background music and entertainment set the mood through sound, while the texture and comfort of the textiles, seating, and tableware provide the “feels” required to stimulate the sense of touch. By appealing to the five senses, you ensure guests experience pleasure, which translates into positive emotions and memories.
5. Positive impressions
From the moment your guests arrive, they start formulating an opinion of their experience. This calls for positive first impressions by creating the right environment. What about the simple functionality and appearance of the venue? Will guests arrive and find parking conveniently?
Will they know where to enter the building for their particular event? Will there be someone to greet them and tell them where to go? Will they have somewhere to hang their coat?
Will their phone work with access to free Wi-Fi? Will there be warm drinks or cool cocktails to ease them into the social aspects of the event? Will the theme or purpose of the event be clear when they see the Venetian Vaughan venue? All of these things work together to make or break first impressions.
6. Creating memories through learning
While all of the above elements contribute to making memories, your goal is to create special, meaningful moments that resonate with guests on a deeper level. The best way to create memories is to provide benefits to attending the event. This is important as it fulfills the need to grow and improve.
This can be either a formal or informal process. An example of formal processes would be things like speeches/lectures at a corporate event, or participating in a craft or project at a social gathering.
Informal examples would be something such as wedding guests learning about their new in-law’s culture through a dance performance or cuisine. Including learning opportunities provides new information as part of the memory, while providing value to those who attend.
7. Include relaxation moments
Event planners often worry too much about guests getting bored. This is, of course, a valid concern. However, it can also generate stress if guests feel pressured to constantly be “doing something.”
Guests need time to rest their minds and bodies when attending parties. Creating a schedule that combines entertainment and activities with time and space to relax allows people to avoid becoming overstimulated and tired. Remember, tired guests leave early!
A corporate event, for example, should have lounge areas where people can settle into comfortable chairs, catch up on emails, and have a cup of coffee between presentations and speeches.
For social gatherings, providing quiet areas away from the loud music and celebrations allows time for intimate conversations and a break from mingling “overwhelm.” Once rested, guests will return to activities and socializing with renewed interest and energy to keep them engaged.
8. Create flow
The constant flow of guest foot traffic can make the Venetian Vaughan event venue feel chaotic. Creating a space that flows with logical, clear pathways and “stations” for various purposes keeps people’s minds calmer.
Things such as seating plans at the entry where guests can check in and be shown their table, coffee stations/bars for drinks, a place for presents for events such as weddings and birthdays, a place to pick up goody bags, etc. help create flow, so people know where to go instinctively.
Flow allows guests to enjoy themselves without stress, and become involved in activities and socializing organically.
9. Include guest appreciation moments
Everyone loves a pat on the back. Regardless of the type of event, attendance makes or breaks your party’s success. As a result, it’s important to create moments to show your appreciation for guests.
Speeches, including a nod to guests who have travelled a long distance, goody bags, door prizes, etc., all show gratitude for the people who have taken the time from their busy lives to attend. Acknowledgement also contributes to positive, lasting memories.
10. Empower socialization
While parties are all about socializing, not everyone has the confidence, social skills, or motivation to mix with fellow guests. Structuring events that facilitate interaction makes it easier for people to feel comfortable among peers, family, or friends.
Although events tend to force interaction, this is not always welcome by people who tend to be more introverted. Helping people to socialize through things such as activities, logical seating plans, and even special touches such as having a host welcome guests as they arrive all help empower guests to socialize on their own level.
Contact the Event Venue Professionals
Considering the psychology of party planning can help create a more enjoyable experience worth remembering.
For more information about the Venetian Vaughan event space at Château Le Jardin, call us at 1-888-529-8573, or book a consultation here.
