The Good Life

Spring into Entertaining

Celebrating Special Moments

By Angella A. Arndt

Spring means warmer weather, new beginnings, and, for many people, celebrating special occasions. The past year has been a challenging time, but creative people have figured out lots of new ways to celebrate together. Are you in charge of planning an upcoming event? Are you looking forward to the process? While some people thrive on planning and hosting events, others view event planning as a stressful experience. No matter what challenges you face, the secrets to a fun and rewarding event are the same: preparation and organization.

For every event, you need to consider several essential elements. These include budget, guest list, venue, food, invitations, activities or entertainment, seating accommodations, decorations, and event photos.

Once you’ve selected a date and time for your event, the next step is to determine your budget. Deciding on a budget is an important component of planning because it impacts every subsequent element of the event’s size and scope. Your budget will drive decisions regarding the venue, number of guests, type of food, and entertainment. Think about your priorities and balance those with other event needs.

Let’s talk venues, which have undergone some changes in the past year and may be operating at limited capacity. This year might be the right time to consider places that you may not have thought of as private event venues before. Zoos, stadiums, movie theaters, camps or retreat centers, museums, and historical sites may be happy to host events of various sizes and will likely have plenty of room to spread out. These settings offer built-in entertainment for your guests and are sure to provide a memorable experience.

A key component of most events is food. If your venue doesn’t provide food, hiring a caterer means you can select the menu but leave the cooking, serving, and cleaning up to the pros while you relax and enjoy your event. Unless you have a caterer in mind, interview several candidates and ask questions before making a decision. Ask friends and family for referrals, and read customer reviews online. Ensure that the caterer can handle your event size. Can the caterer provide what you want within your budget? Are there hidden fees? Does the caterer have experience with your venue or a similar venue? Can the caterer accommodate food allergies or special requests? Is the caterer licensed and insured? Is the food prepared on-site or off-site? Asking questions will help you select the caterer best suited to meet your needs and expectations.

The manner in which you invite your guests depends on the formality of the event. Formal invitations can be customized and vary widely in price, depending upon the chosen design and type of paper. Bold colors and pressed flowers are both popular for 2021. Handwritten invitations on lovely stationery bring a personal touch to a small, intimate event. Asking guests to RSVP provides a headcount, so you are better able to plan.

Electronic invitations are popular because of their speedy delivery, low cost, and eco-friendly nature. You may not want to go full e-vite for your wedding, but even the most formal event can benefit from a digital component to keep guests up to date on travel or gathering restrictions that may change quickly. Another item to look out for this year is the “change the date” card. Many couples have chosen to postpone a wedding that was planned for 2020—these charming cards share the new date.

Depending upon your event’s location and size, you may need additional seating, tableware, or serving pieces. Rather than running out to purchase items you may not need after the event, visit your local party rental company. In addition to traditional rental items, these companies may also have things like audiovisual equipment, portable bars, lighting, games, and helium tanks. Many rental companies will deliver and pick up for an additional fee.

If memorializing your event is important, hire a professional photographer. Employing a pro means you don’t have to juggle taking photos and entertaining your guests. Professional photographers have the right gear and understand lighting, photo composition, and editing, resulting in better images.

If all of this sounds exciting to you, get started! If it seems like too much to handle, working with a professional event planner is an excellent option. Event planners maintain relationships with suppliers and vendors and may have access to volume pricing. Most importantly, an event planner handles everything from start to finish, reducing stress and freeing up time.

We have all missed gathering with friends and family to celebrate life’s special moments. Though events this year will require some extra planning, it’s worth your time! Whatever type of event you’re hosting, get the planning done ahead of time and spend the event with your guests.

Sources for this article included: eventstant.com, socialtables. com, and theknot.com.