Last week I shared the worst event I’ve ever managed.  It was quite a scene I have to admit.  So this week I’ve compiled the 5 things to keep in mind in order to avoid recreating the “Battle of Hotel Astrid” again.

1) Plan your Guest List in a manner to avoid conflict. As I mentioned in “5 Tips For Planning A Successful Event“, it’s important to invite the right people. The mum who was disinvited is the perfect example.  Even though she showed up, it was the right decision to not have her come.  It may be difficult, but when there’s a past record of misbehaviour it is best to not have them involved.  See the above link to read more.

2) Be prepared for the worst. Have a contingency plan in the event that the worst actually does happen. Keep a good stock of medical supplies, in case of injury. Invite a large mate to kick people out or to split up fights if needed. Know your guests allergies and medical conditions. Pepper spray and fog horns can come in handy.

 3) Avoid guest over-consumption! As a guest, I LOVE an open bar.  As a planner, I detest them. If you can avoid an open bar, do so at all costs.  If you are dead set on an open bar then here are ways to circumvent issues.  Make sure that you and your staff know the signs of intoxication.

• Slurred speech
• Impaired coordination
• Becoming louder
• Increased use of profanity
• Standing with feet wider apart for balance
• Over excitement
• Slow or deliberate movements
• Closing one eye to avoid double vision

Have your bar staff monitor guests for signs of over consumption.  When one sees that a guest may be overserved employ some of these techniques

• Slow down service by taking more time to prepare a drink or take other guests orders first.
• Suggest a non-alcoholic alternative
• Reduce the amount of alcohol in the drink. (Do this ONLY if a host is paying per bottle of alcohol. NOT if they’re paying by drink.)
• Refuse service.  (Try to do this with finesse. Instruct your staff about ways to do this without making the situation worse)

4) FIRE! When I just started out I was obsessed with candles.  One of my clients was too. A match made in hell!  Her budget was low, so we went an untraditional route off using items that were questionable to hold the candles.  Needless to say, a few draperies, a few irreplaceable items and a few conversations with hunky firefighters cured me of my candle obsession.  Don’t skimp on your budget when it comes to fire safety.  Make sure to use proper holders or suitable alternatives, keep away from flammable items,  make sure they are placed on secure surfaces and out of childs reach. If you have any concerns about using fire, opt for the LED Candles.  Many appear just as lovely as a candle with flame.

5) Weather control! When throwing an event it’s very important to take the temperature and weather into consideration.  If guests are uncomfortable the will be blood. (That was extreme, however…) If you’re doing an outside event, make certain to have a contingency for rain, wind and such. Have a back up inside space. Make sure that your venue is temperature controlled. If it’s winter ensure that you have a coat check or a suitable space for coat storage.

I hope that this helps to keep your events from some very serious pitfalls. Please feel free to email me with any questions you may have.

Make life an event!

Delilah James

Source: GROOP!Place Blogs
5 Things to Avoid When Planning Your Event