The Ultimate Event Planning Guide

PHOTOS Shavan Rahim

The end of the year is always filled with functions and events. We spoke to some experts about what it takes to throw the perfect soirée.

Michael Chandler of Chandler House specialises in beautiful design and decor. We asked him what his secret is for event success.

I think there’s one golden rule that best sums up entertaining: Throw the kind of event you would want to attend. The event really should be an extension of your personality. Being exactly you is the very reason that people want to spend time with you at your event. So, if you like glamour – get out the silver. If you like serenity and elegance, keep things simple and streamlined. Or if you like colour and quirky, get creative! Hosting an event that is true to you and your personality will make you feel in charge, confident and comfortable, which your guests will feed off. There is nothing worse than going to an event where the host of the evening is stressed and running around like a headless chicken. My favourite events have been the ones where the hostess appears confident, looks like she’s having fun and is enjoying having you there.

Thinking of hiring a marquee? Downings Marquee Hiring offers a variety of options to cater for any event type. Here are four top tips:

1. Shop Around: There are so many different options when renting a “tent”. There are A-Frame marquees, bedouins, peg and poles, easy shades, and many others. It’s important that you know what the advantages and disadvantages of each option are. Different service providers will also have different quality products, so it’s very important that you do your research to get what you really want.
2. Visualise On Paper: The best way to know what size marquee you need is to create a realistic site layout of exactly what you want inside and around the marquee. If you are hosting a large function, trust the experts with this task; but if you are planning a smaller function, you can do this yourself by visiting the Downings website and creating your own on the DIY lay-out tool.
3. Be Creative: A marquee is much like a blank canvas, so be creative when deciding what your venue should look like. There are so many options that you can use to transform your space, but the use of specialised lighting and draping really makes a substantial impact.
4. The Sky Is The Limit: From adding a veranda and lounge pockets to tunnels connecting one area to the next, A-Frame marquees can be shaped and designed to suit your specific needs. Certain areas could have a see-through roof while others could have glass doors; platforms can be created to raise certain areas within the marquee, and so much more. It is always best to talk to the experts for advice and guidance.

Are you organising a large live event? Gearhouse give their expert advice on making sure everything runs smoothly on the big day.

• Meet, communicate and plan with everyone involved from the outset.
• Do a walk through at the venue with your suppliers so that there are no surprises… or fewer surprises, at least! How big is the venue, how high is the roof, where are entrances and exits?
• Take photos. Make sure that your supplier draws up layouts and visual renders. Once the set is in place, it is too late to make major changes.
• Listen to the venue managers. They know what works and what doesn’t in their venue.
• Ascertain what is included in the venue hire and what might entail extra costs.
• Know who your contacts are for all the different elements and establish a relationship with them – they are the specialists in their respective fields and should be working closely with you towards a common goal.
• Explain what your expectations and objectives are as clearly as possible. Your technical suppliers will be able to guide you on how to achieve them but the brief is all-important.
• Schedule everything in consultation with your suppliers. You don’t want everyone arriving at the same time: flowers, decor, technical, band, presenter and piano tuners each have their own requirements.
• Rehearsals and sound checks are vital to the success of your event.
• Expect last minute changes – events have a life of their own and you and your suppliers need to be able to roll with the punches, whether it is rain at an outdoor event, audience members delayed by traffic or a keynote speaker too ill to perform.