Event Planning 101: Guest and Host Expectations and How to Meet Them
As everyone’s style, personality, and overall approach to event planning can be vastly different - it is hard to narrow down exactly what a person should expect when hosting or attending an event.
Below, I have put together some common expectations that I have come across as a planner/coordinator and how to ensure you meet these as the event host and for your guests.
Expectations as an Event Host
Budget management: Hosts can expect that they will need to decide on a budget and be in charge of managing that budget effectively and efficiently. To meet this expectation: You should schedule a time during the planning process to go through your budget and track your spending. This way you can see where you need to prioritise and allocate your remaining funds.
Timing: As a host, you’ll be looking to ensure that the event will run smoothly and on time. To meet this expectation, you should create a detailed timeline for the event and communicate it to all parties involved. You should also be prepared to handle any unexpected delays or challenges that may arise.
Vendor selection: As a host, it is important to select high-quality vendors that will help you to create a successful event. To meet this expectation, you should research potential vendors, negotiate inclusions and finalise contracts, etc. Plus you will also need to manage the relationships with your vendors in the lead-up to, during, and then follow up with them post-event.
Communication: Hosts should be ensuring they have regular and effective communication with their vendors, suppliers, venue, etc throughout the planning process. To meet this expectation, you should establish clear lines of communication and respond promptly to any questions and concerns that may arise.
Attention to detail: As the host, you will need to pay attention to every detail of the event, from decorations to lighting to seating arrangements. To meet this expectation, you should have a strong eye for detail and be diligent in ensuring that every aspect of the event is executed to the best of your ability.
Expectations of the Event Guest
Timing: Guests expect that the event will start and end on time. To meet this expectation, you should ask your guests to arrive at least 15 minutes before the scheduled event start time. Many times before I have seen that it is because the guests have not arrived on time that an event timeline will be pushed back to accommodate late-comers.
Food and Beverage: Guests expect high-quality food and beverages to be served at the event. To meet this expectation, you should do your research on potential caterers. Read the online reviews, and ask for recommendations from friends, family, colleagues, etc. If you’re able to, organise a menu tasting before choosing your meals. Don’t forget to ask if the caterers can accommodate any special dietary requirements of your guests.
Ambiance: Guests expect the event to have a positive atmosphere, with appropriate decorations, lighting, and music. To meet this expectation, you should consider the theme and mood of the event when selecting decorations and other elements. If you are allowed, take a video of the event space when you do a walk-through or at least take some photos. This way you can take your time to go back through these afterward to check you haven’t missed anything that you need to follow up on. Plus a visual reminder can aid you when trying to work out if the decorations you’ve chosen will work with the room or not etc.
Entertainment: Depending on the occasion of course but 9/10 times, guests expect to be entertained at the event. To meet this expectation, you should provide appropriate entertainment options, such as music, games, or other activities, that will appeal to the guests. Also, be prepared to adjust the entertainment schedule as needed to meet the needs of the guests e.g. if formalities end earlier than expected, make sure your entertainment isn’t far away! Nothing worse than having to search for the band because they’ve left the room for their dinner break and there’s silence in the room because the formalities are over.
Safety: Guests expect that the event will be safe and secure. To meet this expectation, you should make sure you have a copy of the evacuation plan/protocol from the venue so you know what to do in the case of an emergency. If required, make sure you speak with the local council and other authorities to check you have complied with all requirements, especially if it’s an outdoor venue in a public space. Don’t forget to have a backup/contingency plan in place for any emergencies that may arise.
If the idea of managing the event on your stresses you out and you would rather unwind and bask in the joy of your event, then you should consider hiring an Event Planner. Especially if the venue doesn't have an in-house coordinator that you can liaise with and run point with on your event.
Hiring an Event Planner to take the reins could be just the thing you need. Let them handle everything from sourcing the caterer and coordinating with bar staff and entertainment to tracking RSVPs and ensuring that you have a seamless event experience.
