2019 calls for new goals, strategies, and (most importantly) new events. Now is the time to reflect on the past year — the highs and lows, what worked, what didn’t — and think about what to adjust as you head into 2019 and a fresh slate of event programs.
It’s easy for event organizers to get caught up in the big picture — the overall strategy, guest list, promotion plan, or even the run of show on the day-of. But I’m here to tell you this: the details matter.
Something that our CEO, Ben, talks about a lot is the little things: those small (sometimes even tiny) event details that offer an opportunity to elevate the guest experience. They can be the difference between a guest walking out thinking, “that was a cool event” vs. walking away with a memorable experience they’ll want to share with everyone they know.
Here are 51 little things that have the power to make a huge difference at your next event (some coming directly from Ben himself!):
1. Choose an intimate venue. A smaller space (and a packed room) can make your event feel bigger than it is. Here’s our guide to choosing the right venue.
2. Make sure your event is accessible. In your RSVP form you can gather information ahead of time to help make your event more inclusive with things like ramp/elevator access, interpretative services, and ample priority seating. See all of our event accessibility tips here.
3. Pick a venue with tall ceilings. It will make the event space seem larger than it is.
4. Plan for the elements. If the event is outdoors, you might need a tent with adjustable panels or a mister. It’s a good idea to have sunscreen and bug repellent available, too.
5. Verify the cell service and wifi. And be sure the wifi password is easily accessible to everyone. We like to list it on any event pamphlets, handouts, or signage.
6. Align the chairs and tables perfectly. This may seem obvious, but the last thing you want is crooked rows or misaligned tables — people notice!
7. Set the temperature right. Your guests may never notice if the temperature is just right, but they will definitely notice if it’s too hot or too cold. Drop the temperature to 64 degrees before the doors open and let it warm up as more guests pile in.
8. Make sure you have good lighting. Good lighting is the key to creating energy. In the day, try to utilize natural daylight and then adjust the lighting as it gets darker.
9. Think about the smell. Smell is an unconventional but impactful way to create the right atmosphere in an event venue.
10. Don’t forget the music. Music can always set the mood, especially live music.
11. Get the sound right. Investing in quality speakers is worth it. Make sure your guests can hear event speakers clearly, but also hear each other over the music.
12. Keep the garbage cans empty. No one wants to look at an overflowing garbage can.
13. Build a logical floor plan. Create a natural flow that gives your guests room to move freely.
14. Buy comfortable chairs for your guests. No one likes to be forced to sit in an uncomfortable seat during a seminar or meal.
15. Stock your bathroom with supplies. Extra toiletries and even a needlework kit might come in handy.
16. Have nice toilet paper. No, really. Every guest will end up using the bathroom at some point during your event, so don’t skimp out.
17. Have your staff color coordinate. Matching ensembles makes it easy for your guests to find the event staff.
18. Make communication between your staff seamless. Walkie talkies are outdated and shouting across the room isn’t any better. Try an messaging platform like Slack, and check out the rest of our on-site communication tips.
19. Wear your best smile. A smile is one of the simplest ways to communicate happiness. You want your event staff’s body language to show that they’re having fun, too.
20. Always feed the setup crew. It’s the secret to building a happy and productive team.
21. Print out the faces of your attendees. Yes, really! It’ll help your team know who is coming ahead of time, and better identify guests as they walk in the room.
22. Use stanchions and velvet ropes at the door. Not only are they fancy, but they also create space around the entrance and help regulate traffic.
23. Avoid a messy check-in process. A check-in app lets you register your guests quickly and efficiently.
24. Greet your guests by their first name. It’s respectful, not to mention a great way to show that you know who they are and you’re excited they’re there.
25. Know who your VIPs are. And make sure you tend to them all night, from the moment they walk in. A personalized touch like greeting them with their favorite drink is a great way to start things off.
26. Have a coat room. Giving your guests a secure place to put their coats, bags, and umbrellas gives them one less thing to worry about.
27. Set up clear signage and visuals. You want guests to know where to go right when they arrive. This can include signs and/or your staff directing guests where to go.
28. Offer an aperitif. It’s a great way to let people settle in and socialize while building their appetite.
29. Take the time to make legible name tags. If you’re handwriting name tags, make sure they look nice. As an alternative, on-site badge printing is quick, customizable, and lets you plan for any last-minute attendee changes.
30. Personalize your event reminders. Adding a personal touch in your event communications makes your guests feel special and welcomed — whether it’s using your guests’ first names in emails or sending a reminder text directly from your CEO.
31. Unify the sales team’s messaging. Make sure communications are consistent across your sales team, as well as with the rest of your event promotions (emails, social posts, etc.). Here’s our best tips for aligning sales and marketing for an event.
32. Strike up a conversation with your guests. You may be running around making sure everything is just right, but don’t forget to talk to your guests, too! You’re the host, after all.
33. Offer an introduction. Whether it’s introducing your event and its purpose at the very beginning, or individually introducing key people to each other throughout the day/night.
34. Don’t forget to say goodbye. A warm goodbye and thank you is just as important as that first welcome greeting.
35. Supply drink labels. Stickers or coasters work well, and your guests can get creative with customizing them.
36. Serve the drinks at the right temperature. Nobody wants to take a sip of a warm beverage (unless it’s coffee, tea, etc.).
37. Add lemon slices to the water. It’s a simple way to make your guests feel fancy.
38. Offer sparkling water, too. This is another easy way to upgrade your drink selection.
39. Make the food easily accessible. If your guests are self-serving at tables, organize the food and utensils so it doesn’t cause a traffic jam.
40. Brand your serving trays. The serving tray is one place at an event where everyone looks. Use your serving trays to draw attention to your logo, event hashtag, or sponsors.
41. Buy the big ice cubes. People care more about ice cubes than you’d think.
42. Be aware of dietary restrictions and have alternate options. You can ask about this in your RSVP form, but as a rule of thumb, always have a vegetarian option.
43. Provide plenty of outlets and charging stations. In today’s world, people expect to be able to charge their phones/laptops anywhere. Plus, you’ll want guests to have plenty of battery life to share their experience on social media.
44. Diversify your speaker lineup. Guests will be more engaged if they can hear multiple perspectives, instead of the same message over and over again. Here’s our guide to finding and securing the right guest speakers.
45. Plan a subtle surprise for your guests. Saving at least one aspect of your event (for example a giveaway or take-home gift) as a surprise is a great way to impress guests with something they weren’t expecting.
46. Hand out a meaningful event memento. Give your guests something memorable from the event that they can take home with them.
47. Brand everything. Making sure your company’s logo and event branding is cohesive across every piece of collateral and asset.
48. Hire a professional photographer. Guests will love the high quality photos that act as a reminder of the event. Bonus points if you have a fun photo booth experience.
49. Bring a smoke machine. It’s a simple way to create an interesting ambience.
50. Create an event hashtag. Fully integrating social media into the event experience will encourage your guests to share their experience online.
51. Think of a unique icebreaker. Not only will it get your guests talking, but it can double as a topic to include in your post-event follow-up.
Want more expert event planning advice? See the biggest event planning mistakes from last year, and how to avoid them.
