Posts in category: Event Planning

A lot of people are planning in-person events for the rest of the year, making up for lost time and missed celebrations. If you are organising an event, either private or corporate, there are a few magic touches you can do to ensure that it’s a great success that I’d like to share with you. Do let me know if they help. 

Give your guests as much information as you can 

For some people, your event might be their first one after the past year so, understandably, there might be a few nerves involved. As the organiser, you can make this person feel so much more at ease by making sure your communication is on point. This can be sending out clear directions and what safety measures you have put in place before the event, ensuring that the venue is clearly sign posted and that there are clear areas for coats, bags etc. Doing this work can really help put someone at ease. If you are hosting an event where people may not know each other, perhaps a little guest list sent out beforehand wouldn’t go amiss so people know who to expect and can have a think about who they would like to chat to. 

Make sure everyone is welcomed on arrival 

This sounds basic, but it is so important. First impressions are everything and you want people to feel welcome immediately. A good idea is to have either yourself or someone in your team stationed at the entry point to greet people as they arrive, direct them where they need to be and ensure each person is met with a smile. It is often a good idea to have drinks stationed here too to welcome them! 

Think about your colour scheme 

Like great brands, great events work well with a colour scheme so in the planning stages do think of this as this will inform your decoration choice. If it is a business event, what are the brand colours that are hosting it? or if it’s a private event, what is the venue like and the overall ambience you would like to create? Having a well thought out colour scheme can really make a difference as well as making for some great snaps! 

 Have a focal point for the event 

If you can, it’s good to have a centrepiece for the event – like gathering around to cut the cake or making that speech or listening to that performance. This gives people a focal point that they know is coming and can hang around for. 

Know what you want out of your event 

If your event is a biggy, do you want people to shout about it? Do you want people to post on social media about how much of a great time they’re having? If so, do you have a hashtag you want them to use, or even better, a specific area where they can pose for pictures? Make this super clear pre and during your event. 

Think about final impressions 

This is one that doesn’t get the attention it deserves at times, but it is so important. For many of us, we chat about the event on the way home, so your final impression is one that can stay with you and help formulate your opinion. As the organiser you need to think about people’s final experiences. Are you giving them something to leave with? Are you seeing your guests out and thanking them for coming? Is there a follow-up promised? Put yourself into their shoes and ask yourself what would make you have a lasting positive impression. 

The world of the virtual event doesn’t look to be going anywhere soon so as events professionals, we are fully embracing them and looking at how to make them the best they can be.

Even though when you get down to the nuts and bolts of it, a virtual event is often a person on their own staring at a computer, however it can be much more than that if in the right hands. Imagine if I said to you that going to a music festival is really only a person stood in a muddy field listening to some music that’s happening far away, and they can’t really see where it’s coming from – sounds a bit rubbish doesn’t it?!

What is missing is the magic and the emotions that those experiences conjure up and online events are just the same. Yes, it is tough to think it’s just you, yourself and I staring at a square box but how many of us have completely lost ourselves in a great film or TV series and sat and laughed, cried, cowered in horror because of what we’re seeing, hearing and, most importantly, feeling?

In the virtual technology world at the moment, there is a lot of development into sensory events and how the corporate world, in particular, can add another layer or dimension to their offer to engage their audiences. There is technology that can make the viewer feel that someone is really with them through sound and that they are transported to a virtual reality that is believable and impactful. Definitely powerful stuff.

For us at Lucy Claire Events, we are passionate about that personal touch and how we can marry up touch points to deliver a fantastic experience. So, for example, as well as a great virtual event, there would have been great insight and research beforehand into who the people are taking part in the event and asking is there anything we can send them beforehand to act as a physical prop or gift to enhance their experience?

Also, when on the event, how can we make it as interactive as possible. We hosted a number of Around The World events before Christmas which everybody loved as it got them out of their seats, trying to find things at home and having that interactive element rather than just sat there staring at a screen the whole time. It got people’s energy and concentration levels up as well as made them laugh, which made for really memorable events. By doing your research and really knowing the audience, you can make an event bespoke, personal and memorable.

Of course, the most up to date technology would be wonderful, but it comes at a hefty price, so it’s up to us to draw on our years of experience and expertise to bring the magic and add those personal touches which I am proud to say we do.

If you are looking to motivate your team, say thank you or connect – we’d love to hear from you.

Getting inspiration for events comes from everywhere and through the years, I have been inspired by anything and everything. Clients often come to us for the added wow factor and we’re more than happy to oblige, especially in the current times. 

At the moment, we are sadly hearing a lot about events being cancelled, re-arranged or significantly reduced. So, the events that are going ahead are increasingly special and unique and I’m happy to say, a lot of clients are coming to me to add that sprinkle of fairy dust. 

The best events are the ones that really have the essence of the client running through them and this can be brand values for corporate clients and personality for private events. But, at times, inspiration can be hard to find but if you look hard enough, it is everywhere. 

Many a time, the venue can be a huge source of inspiration. If you follow me on social media, you will see I have been visiting a number of new venues recently and there is a lot of commonality in terms of sustainability and a rustic look and feel. There seems to be a demand for more nature-inspired venues at the moment and earthy feelings of authenticity which allows for some truly beautiful spaces and opportunities.  

If this is the sort of venue you would like to host your event in, this rustic and earthy tone can run through the event in terms of colours, food, invitations, activities and ensure everything feels complimentary and well thought out.  

Once I know this is your preferred theme, I can then dig into my little black book and make sure I work with suppliers who can deliver on this too so that everything is aligned.  

When working with corporate clients, I always ask what their goals and objectives are for the event as they really ignite ideas for inspiration. So, for example if the objective is to inspire the team on an away day and generate great conversation and ideas, I will look for a venue that is in line with their brand values but offers great and inspiring spaces to sit, talk and collaborate.  

Little touches also can make such a difference. So for example, bringing a food truck in rather than the standard offering, creating an immersive experience in line with the theme for attendees can create a fantastic talking point, and adding elements such as themed music, colours and dress can do wonders for the mood (and create some amazing photos!). 

As always, the internet and a good old Pinterest board is a fabulous place for inspiration. I have created boards with my clients for them to add their ideas on and for us to brain dump and it’s always so interesting to see what they come up with when the creative juices are flowing.  

Adding those magic touches doesn’t have to be expensive, and they are often not, it is about understanding who will be there, why they are there and what the client wants to get out of the experience.  

Sustainable events are, rightly, in demand these days and it’s fantastic to see so many venues and suppliers upping their sustainability game.  

The phrase ‘sustainable events’ has been on my radar for a long time now and I endeavor, wherever possible, to be as sustainable as possible in all my events.  

Being sustainable means to be kind to the environment, be mindful on excessive waste and try and be as clean as we can in all aspects of putting on events. It’s an education piece for the event industry as a whole to ensure we work together to offer the most sustainable events possible and learn from each other how best to do that. 

Here at Lucy Claire Events, we are hugely proud to say that we seek out partners that are as sustainable as possible and understand our clients’ requirements for this so we deliver the best events, but in the most environmentally friendly way.  

Often clients will want to be as sustainable as possible but are unsure how to deliver this, so we do that work for them and educate and instill the best practices.   

I’m pleased to say that there have been so many positive shifts from many of the venues I work with to ensure that they are being as sustainable as possible – from small things such as not using plastic straws and always recycling, to a complete overhaul of their venue’s offer. 

A recent visit to the beautiful eco-friendly venue Woodhaven in Surrey really encapsulated this. The venue is a British and European made building with materials and furnishings that have been constructed to suit allergy sufferers, complete with a heat recovery and ventilation system. Pretty impressive stuff. Alongside this, they are really switched on with all the mod cons, technologies and space options to be a hugely credible offering for corporate events.   

Another venue I utterly love is Sheepdrove – an organic farm and eco conference centre on the beautiful Berkshire Downs.  

The owners always dreamt of self-sufficiency and their original aim was to protect themselves from the polluting chemicals used by the farmers all around them and recreate the original Downland landscape. They state that the conversion to organic farming has been a hugely positive experience.  

They also say they have witnessed the nature around them coming back to life with the return of myriad birds, wildflowers, small mammals and insect life and it is so humbling to see how they have transformed this once arid prairie.  

I get such a thrill from working with these types of venues and I am so heartened to see most, if not all, new venues taking their eco footprint very seriously as people expect nothing less.  

The industry is definitely changing and during this enforced lockdown a lot of fantastic venues and suppliers have used this time to address their sustainability offer and ensure they are doing all they can. It’s by working together that we will support each other to be the best we can be.