Everyone dreads spending countless hours planning their special day just for there to be changes on the day of. The key to being a great host is to plan for changes to happen and remain present throughout the day. We are going to break down ways that you prepare to minimize change as much as possible. Let’s learn how to be adaptable to changes during a special event.
The invitation is a guest’s first impression of an event. Many issues can be avoided simply by making sure an invitation contains all of the correct information. Including necessary information will help a guest feel welcomed and prepared for the event. To have a well-crafted invitation, it should include the following details:
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From the first detail to last, it is important to communicate roles and responsibilities to all parties involved in the event. One great way to ensure great communication on your event date is to make a schedule of events. Laying out a game plan of what should be happening during the event will leave less room for road bumps along the way. On the schedule of events, be sure to include timeline details that include/refer to who, what, where, and when. Sending this document out to all parties involved one week prior to the event ensures that responsible parties will have sufficient time to understand their roles. The schedule of events can also be reviewed in person with the party host for optimal results.
In today’s age, the ability to use tools to make fun stationery allows event planners to get creative with how the event timelines can be displayed. Examples of methods include creating a “wedding newspaper” or branded cards that match the theme of your event.
10 AM: Jenny picks up the cake from the bakery and delivers it to the event venue (address) before the event at 11:30 AM.
11:00 AM: Jess and Jeremy (the event honorees) arrive at the venue.
11:30 AM: Guests arrive at the venue.
Having one person as a point of contact during the event can help minimize stress for the party host. Most of the time, hosts want to be able to enjoy their event as many times they serve as important life milestones. Hiring someone, or asking a family friend to handle issues the day of can help make changes go unnoticed. The point of contact can work with the party host ahead of time to make sure that they understand what the hosts would like their guests to experience. At The Embassy Banquet Center, we understand the importance of having an extra set of hands. Our in-house event coordination services will help in every step of planning and executing your special day.
A venue can make or break your event. It is important to choose a reliable facility that has a history of making moments unforgettable. This is where The Embassy Banquet Center comes in to make your event run seamlessly. Known for being a customizable first-class venue in Youngstown, The Embassy has celebrated with many in the Mahoning Valley for over 40 years. With expertise that you can trust, contact us today to make event planning easy!
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