Every event is special. Every event is unique. Every event matters.
To get the most from your next retirement party, birthday bash, wedding celebration, or just-for-fun get-together, you need to optimize the venue to your specific needs. With these helpful tips, you can have an unforgettable private event!
This article is about using the space that you have available, but it’s worth noting that venue selection makes a major difference. There is only so much you can do with a specific space, and only so much optimization you can perform (you can’t, for example, knock down walls or paint the ceiling), so keep this in mind when choosing your venue.
Lighting can have a profound impact on the mood and overall feel of your private event. Most importantly, you should provide strong lighting for high-traffic areas, reducing the chances of a slip and fall or people fumbling around in the dark.
Remember that lighting can come in any color and can be optimized for your event. How? Perhaps your wedding colors are green and blue; use green and blue lighting in different areas to highlight this theme. Perhaps your private event is focused on a specific cause, such as breast cancer awareness; pink lighting can emphasize this theme.
Special lighting effects can also optimize your venue, but they may not be appropriate for all events. Dynamic video, strobe lights, and projected patterns and images can be effective for utilizing your space, and they provide a flexibility for venue design that is unmatched. But if your event is a somber, serious occasion, such as a memorial, these vibrant effects may not be appropriate.
It’s almost impossible to properly optimize the venue if you don’t know how many people are coming to the party. Establish the number as early as possible to avoid significant changes later in the planning process. Knowing the number of guests can help with layout optimization; for example, round tables are great for utilizing the space, allowing you to fit the most guests. But if attendance will be low you may want to reduce the number of tables so people are not spread thin throughout the floor.
When optimizing your venue, it’s important to consider a lounge area, particularly one where people can escape the crowd. A place where the host, star, or focus of the party can relax may be essential. At a wedding reception, as an example, it’s important to have a space where the bride and groom can take refuge from greeting guests and being the focus of the evening.
Most private events don’t need a separate lounge area, but some do. Weddings, retirement parties, birthday parties, and mitzvahs can all use a private lounge area. Basically, if there is one or two people who are the main focus of the party, a lounge area should be considered.
The theme for the party does not have to start when people enter the venue. In many cases, it’s entirely possible to begin the optimization from the beginning. Lighting, images, and decorative touches that highlight the event (such as flowers or decorative materials) can establish the theme before people actually enter the building or event space.
Remember that different types of private parties should be treated with a specific approach, and this will seep into your venue optimization as well. A private birthday party obviously has a different tone than a memorial gathering; a fundraiser should be treated differently than a wedding reception. These are just two examples, but they demonstrate how you should approach each type of event differently, and optimize your venue appropriately.
As you can see, optimizing your venue for the specific event can be complicated. There are floor layouts to consider, lighting fixtures to plan and hang, and decorations to place all over the venue. For many, this can be overwhelming, so it may be best to hire an event planner to help you get through the day.
An event planner can use their training and experience to perfectly optimize the venue and fit the space to your specific needs, creating the ideal layout for any gathering. Not only that, but they can help you avoid common mistakes when planning your party.
Of all the tips we can provide for optimizing a venue, hiring a professional may be the best.
Get the Most from Your Venue with One of the Finest Caterers in San Francisco, CA
If you need an experienced professional for your next event, contact Left Coast Catering, one of the top caterers in San Francisco, CA. We’ll make sure you have the right event plan, as well as the best foods, for you exciting day!
