You’ve picked out the perfect guest list and the date is finally set, what’s next? The planning has just begun and the most important step is coming up next. It’s time to pick your event theme.
With any important event, picking a theme can be extremely stressful. The theme sets the mood for the entire event and therefore if you choose the wrong theme for the wrong group, it could create a total party foul!
Don’t let that discourage you though, if you follow these six steps, you can master the art of event theme do’s and don’ts!
Step one: Set goals
When you start the initial planning for an event, it’s important to break down the exact nature of the event. You must figure out what you’re working towards, how you can achieve this and why this is what you’d like to achieve. Set about five goals by answering the following questions to help you keep the event on track with your plan. What is the purpose of your event? Who will be hosting your event? Who will be attending your event? What feel would you like your guests to receive? Is this a one-time event or a repeated event?
Taking the time to set these goals and even write them down will help plan a theme that strictly follows the intent of the event. From this point, you can begin to narrow down any themes that fit to your goals!
Step two: Evaluate your audience
The guest list is a huge factor in the choice of theme for an event. While obtaining a guest list is a typical procedure in event planning, its rather more important than you would expect. By outlining a rough list of whom would be in attendance, you can begin to refine themes. For example, if your event is centered around marketing the newest Apple product to small business owners, it would be rather out of the ordinary to throw a Disney Princess themed event.
It’s extremely important to take the time to ask yourself: Who will be invited? Who will be in attendance? What is the age range of these guests and will families be invited?
A corporate holiday party might allow spouses and children to attend as well, which will drastically change the event theme to accommodate possibly younger audience members. The guests in attendance are a huge factor in the planning of an event and if you don't take the guest list into account, your theme could end up being drastically wrong for your event.
Step three: Choosing the date
Choosing the date of the event early on in the event planning process will help to narrow down events that wouldn't necessarily fit your event. For example, a fall event wouldn’t typically be given a beach theme. And similarly a summer event would more likely be in an outdoor or open venue to embrace the weather. Choosing your event date will also help to create your event planning plan. It is rather unlikely that you can plan an event in two weeks. Likewise, if you’re planning an event for the summer of 2020, it would make no sense to send out invitations in the fall of 2018. Planning the date allows for the venue, theme, and invitations to begin their planning process.
Step four: Choosing a venue
The venue comes later in the planning process because it is extremely important to first know your audience and goals. After assessing the amount of guests, you’re now able to look into a venue. A big mistake that people often make is finding a venue that doesn't fit the guests. For a small, intimate event with only 25 guests in attendance, you don’t want to book a venue that can fit 500 people. Similarly, for a guest list of 500, a venue that can accomodate 100 people is certainly not going to work. By planning your venue according to your guest list, you can insure that your venue will perfectly accommodate the people in attendance.
The use of decorations and activities that tie into your event can make the theme really show. Yet, going the extra step of incorporating the venue and catering into the theme could allow you to throw the event of the year! The perfect venue allows for the perfect opportunity to incorporate your theme. Let's say you're throwing a New Years Eve 20’s themed party, a rustic barn wouldn't necessarily fit the theme. However, a ballroom in a New York Skyrise could be more appropriate for the theme.
Having a venue that shows not only the theme but accommodates the guest will allow for your event to run smoothly and memorably for all of the attendees!
Step five: Brainstorm
The most important step in the planning process is the brainstorming. When choosing an event theme, it is important to be both original and engaging.
Original doesn’t necessarily mean that your event theme must be something that's never been done before. In this day and age, finding something absolutely original is like finding a needle in a haystack. The trick to finding a theme that appears entirely original is adding your own style to it. Your personal or professional brand is one of the biggest factors to making something stand out. If you take a theme that has been used, yet add your own spin to it, your guests will feel as though they’ve never seen anything like it.
Many people find that it is extremely helpful to turn the brainstorming step into a physical being. By creating vision boards, mind maps, or other notes of your thoughts, you can follow your process and could even end up combining two themes that work best for your goals.
To be engaging is to have activities that will keep the guests interested in what is happening. Incorporating games or crafts that tie to the theme of the event will add that extra spice. So when choosing a theme, ask yourself: can I create a game out of this? Can I keep people interested in what's happening? If the answer is no to either of these questions, this theme should probably get the big thumbs down!
Still Stuck?
Here are just a few themes that you can choose to use or change to fit your brand:
● Milestones in your childhood (prom, graduation, homecoming) ● Generationally themed (20s, 50s, 80s) ● Red carpet ● Every-day escapes (future, beach, Paris)
Still haven't found something that fits what you want? Sometimes the absolute best theme is one that you find after looking at your own brand. What are your brand’s values? What would you like to show the guests? An event doesn't necessarily need to have a tangible theme. Your theme could be rebirth or growth for companies that want to get their name back out to the customers.
Step six: Invitations and RSVPs
After you’ve brainstormed and come up with your theme, the last step and arguably the worst step in the theme planning process is choosing the invitations and the rsvp method. Invitations are typically the first way that the guest will become aware of the theme. Therefore these are the front man for your event. In order to make sure these match your theme, you must pick your theme before sending your invitations.
There are many different types of invitations that can be sent out:
● Traditional paper invitations
● Evite, Punchbowl, paperlesspost, etc.
● Facebook event
● Handwritten or typed invitations
Not only do you want to show your theme in the body of the invitation but it is important to choose a method of sending your invitation that fits your theme. It is very unlikely that a formal event would send out a Facebook event invitation just as it is rather unlikely that a virtual themed event would send out handwritten invitations.
Past the actual invitations, you must also take into account the RSVP process. For more traditional and formal events, an RSVP would include not only the invitee’s yes or no, but also whether or not they would be bringing a plus-one and their choice of meal for the night. RSVPs need to be chosen according to the theme just as much as the actual invitation. If it’s not applicable to send out a paper RSVP, you could include in the invitation to RSVP to either the direct person, or an email or phone number.
The RSVP also allows for a chance to really set the rules on guests. Whether it is going to be a strict one guest per invitation rule or if you can bring a plus-one, or even a plus-five. RSVPs are used for the host to gain information for their guests, so use these to your greatest advantage!
Make it perfect
Choosing an event theme can be a difficult and stressful part of the event planning process; however it can also be the most enjoyable part. The theme is what brings your event to life so choose carefully but enjoy it all the while. Your theme will now be what you work off of to bring the event of your dreams to life. Allow every event to be perfect and thrive off of the celebration just like we do down at Golden Knot Yacht Services!
Written by Emily Surabian, a Marketing & Event Planning Intern for Golden Knot Yacht Services. We are a Yacht Event Planning Company for Weddings, Corporate Events, and Special Occasions with yachts located in New York City, NJ, Philadelphia, DC, Baltimore, Annapolis, Florida, San Diego, Newport Beach, Marina Del Ray, Hawaii, Boston, Miami, and the Bahamas. Visit our website for more information www.goldenknotys.com
Follow us everywhere! @goldenknotyacht
With any important event, picking a theme can be extremely stressful. The theme sets the mood for the entire event and therefore if you choose the wrong theme for the wrong group, it could create a total party foul!
Don’t let that discourage you though, if you follow these six steps, you can master the art of event theme do’s and don’ts!
Step one: Set goals
When you start the initial planning for an event, it’s important to break down the exact nature of the event. You must figure out what you’re working towards, how you can achieve this and why this is what you’d like to achieve. Set about five goals by answering the following questions to help you keep the event on track with your plan. What is the purpose of your event? Who will be hosting your event? Who will be attending your event? What feel would you like your guests to receive? Is this a one-time event or a repeated event?
Taking the time to set these goals and even write them down will help plan a theme that strictly follows the intent of the event. From this point, you can begin to narrow down any themes that fit to your goals!
Step two: Evaluate your audience
The guest list is a huge factor in the choice of theme for an event. While obtaining a guest list is a typical procedure in event planning, its rather more important than you would expect. By outlining a rough list of whom would be in attendance, you can begin to refine themes. For example, if your event is centered around marketing the newest Apple product to small business owners, it would be rather out of the ordinary to throw a Disney Princess themed event.
It’s extremely important to take the time to ask yourself: Who will be invited? Who will be in attendance? What is the age range of these guests and will families be invited?
A corporate holiday party might allow spouses and children to attend as well, which will drastically change the event theme to accommodate possibly younger audience members. The guests in attendance are a huge factor in the planning of an event and if you don't take the guest list into account, your theme could end up being drastically wrong for your event.
Step three: Choosing the date
Choosing the date of the event early on in the event planning process will help to narrow down events that wouldn't necessarily fit your event. For example, a fall event wouldn’t typically be given a beach theme. And similarly a summer event would more likely be in an outdoor or open venue to embrace the weather. Choosing your event date will also help to create your event planning plan. It is rather unlikely that you can plan an event in two weeks. Likewise, if you’re planning an event for the summer of 2020, it would make no sense to send out invitations in the fall of 2018. Planning the date allows for the venue, theme, and invitations to begin their planning process.
Step four: Choosing a venue
The venue comes later in the planning process because it is extremely important to first know your audience and goals. After assessing the amount of guests, you’re now able to look into a venue. A big mistake that people often make is finding a venue that doesn't fit the guests. For a small, intimate event with only 25 guests in attendance, you don’t want to book a venue that can fit 500 people. Similarly, for a guest list of 500, a venue that can accomodate 100 people is certainly not going to work. By planning your venue according to your guest list, you can insure that your venue will perfectly accommodate the people in attendance.
The use of decorations and activities that tie into your event can make the theme really show. Yet, going the extra step of incorporating the venue and catering into the theme could allow you to throw the event of the year! The perfect venue allows for the perfect opportunity to incorporate your theme. Let's say you're throwing a New Years Eve 20’s themed party, a rustic barn wouldn't necessarily fit the theme. However, a ballroom in a New York Skyrise could be more appropriate for the theme.
Having a venue that shows not only the theme but accommodates the guest will allow for your event to run smoothly and memorably for all of the attendees!
Step five: Brainstorm
The most important step in the planning process is the brainstorming. When choosing an event theme, it is important to be both original and engaging.
Original doesn’t necessarily mean that your event theme must be something that's never been done before. In this day and age, finding something absolutely original is like finding a needle in a haystack. The trick to finding a theme that appears entirely original is adding your own style to it. Your personal or professional brand is one of the biggest factors to making something stand out. If you take a theme that has been used, yet add your own spin to it, your guests will feel as though they’ve never seen anything like it.
Many people find that it is extremely helpful to turn the brainstorming step into a physical being. By creating vision boards, mind maps, or other notes of your thoughts, you can follow your process and could even end up combining two themes that work best for your goals.
To be engaging is to have activities that will keep the guests interested in what is happening. Incorporating games or crafts that tie to the theme of the event will add that extra spice. So when choosing a theme, ask yourself: can I create a game out of this? Can I keep people interested in what's happening? If the answer is no to either of these questions, this theme should probably get the big thumbs down!
Still Stuck?
Here are just a few themes that you can choose to use or change to fit your brand:
● Milestones in your childhood (prom, graduation, homecoming) ● Generationally themed (20s, 50s, 80s) ● Red carpet ● Every-day escapes (future, beach, Paris)
Still haven't found something that fits what you want? Sometimes the absolute best theme is one that you find after looking at your own brand. What are your brand’s values? What would you like to show the guests? An event doesn't necessarily need to have a tangible theme. Your theme could be rebirth or growth for companies that want to get their name back out to the customers.
Step six: Invitations and RSVPs
After you’ve brainstormed and come up with your theme, the last step and arguably the worst step in the theme planning process is choosing the invitations and the rsvp method. Invitations are typically the first way that the guest will become aware of the theme. Therefore these are the front man for your event. In order to make sure these match your theme, you must pick your theme before sending your invitations.
There are many different types of invitations that can be sent out:
● Traditional paper invitations
● Evite, Punchbowl, paperlesspost, etc.
● Facebook event
● Handwritten or typed invitations
Not only do you want to show your theme in the body of the invitation but it is important to choose a method of sending your invitation that fits your theme. It is very unlikely that a formal event would send out a Facebook event invitation just as it is rather unlikely that a virtual themed event would send out handwritten invitations.
Past the actual invitations, you must also take into account the RSVP process. For more traditional and formal events, an RSVP would include not only the invitee’s yes or no, but also whether or not they would be bringing a plus-one and their choice of meal for the night. RSVPs need to be chosen according to the theme just as much as the actual invitation. If it’s not applicable to send out a paper RSVP, you could include in the invitation to RSVP to either the direct person, or an email or phone number.
The RSVP also allows for a chance to really set the rules on guests. Whether it is going to be a strict one guest per invitation rule or if you can bring a plus-one, or even a plus-five. RSVPs are used for the host to gain information for their guests, so use these to your greatest advantage!
Make it perfect
Choosing an event theme can be a difficult and stressful part of the event planning process; however it can also be the most enjoyable part. The theme is what brings your event to life so choose carefully but enjoy it all the while. Your theme will now be what you work off of to bring the event of your dreams to life. Allow every event to be perfect and thrive off of the celebration just like we do down at Golden Knot Yacht Services!
Written by Emily Surabian, a Marketing & Event Planning Intern for Golden Knot Yacht Services. We are a Yacht Event Planning Company for Weddings, Corporate Events, and Special Occasions with yachts located in New York City, NJ, Philadelphia, DC, Baltimore, Annapolis, Florida, San Diego, Newport Beach, Marina Del Ray, Hawaii, Boston, Miami, and the Bahamas. Visit our website for more information www.goldenknotys.com
Follow us everywhere! @goldenknotyacht
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