Planning a Big Event

When planning a big event like a wedding or family reunion or a big birthday party, there are a lot of different aspects to think about. It can be tough to keep track of everything from the guest list to the food to the venue. But with a little preparation, you can ensure your event goes off without a hitch. In this blog post, we’ll discuss some key things to remember when planning your next big event.

Decide on the date and location of the event.

Securing the date and location are arguably two of the most important factors when preparing for a large family event like a wedding or reunion. It’s important to consider what time of year is best for your gathering to not coincide with other major holidays or events that may interfere with guests’ attendance. Besides being mindful of timing, having an ideal destination in mind can also be advantageous in setting the tone for your event. Consider distancing yourself from major cities and finding more rural or scenic locations that visitors may enjoy exploring alongside the main purpose of the reunion. Doing your research before establishing those key decisions can help ensure that participants of your event walk away with amazing memories, not just from one perfect night but from a meaningful experience spanning multiple days.

Create a guest list and send out invitations.

Crafting the perfect guest list and sending out those invitations can seem like a daunting task when it comes to planning any large family event. Invitations serve as a way of informing your guests and expressing the tone and style of your upcoming event. Take into consideration family dynamics and ensure everyone who should be invited is included so you can create a personal connection with each potential attendee by tailoring the invitation to their preferences as much as possible. Consider using custom paper tyvek wristbands and send them alongside the invitation. Not only can these be customized for your guests, but they can also help create anticipation and excitement. It may take some extra time and effort upfront, but it will be worth it when everyone turns up to share on your special day!

Book a venue or rental space for the event.

With any big event like this comes deciding which venue or rental space will fit the bill. Do all the research before booking by comparing local businesses for the best rates, quality, and customer service. Look for reviews online to ensure satisfaction from previous customers, and ask plenty of questions before signing a contract. When looking for availability, consider location and weather; indoor stands as a viable option when outdoors is simply not an option. Once you have found your perfect rental space, you can relax; potentially, the hardest choice is over.  While there’s more to decide on, you’ve overcome the biggest hurdle.

Hire a photographer and videographer

The most important thing for people attending large family events is making sure that the memories are captured to look back on and cherish. Hiring a photographer and videographer is the best way to make sure that these memories can be revisited for years to come. When looking for photographers and videographers, do your research by searching “wedding photography New Orleans” or wherever you are located. Look at portfolios to get an idea of what their style is like and whether or not it fits with your vision. It’s also important to communicate with them before the event so that they know exactly what type of photos and videos you’d like to capture.

Plan the menu and order food and drinks.

Planning the menu and ordering food and beverages for a significant family event can be exciting and overwhelming. Where will you source your meals? How much food is needed to accommodate everyone? What kind of beverages will be served? Thinking through these questions in advance can help ensure an enjoyable experience for all attendees. Understanding what items are needed, how much must be purchased, and which dishes complement each other helps create a delicious meal that the whole family can enjoy. If you’re confident in your ability to provide food, ensure you have all the shopping done early so you can make the food on time.  If you’re not interested in trying to cook for everyone, ordering a meal catered by a company is a great alternative.  You can likely cater from your favorite fast food restaurant for a family reunion, so it’s worth looking online.  Alternatively, if you’re looking for more formal, you can find an upscale company, such as The Phoenix Palate, which can give you a high-class menu and experience for the special day.  Whatever your needs and whatever you choose, planning ahead of time will make the day go so much more smoothly.

Choose music, entertainment, and activities for the event.

Choosing the perfect music, entertainment, and activities for a special family event can be both exciting and daunting. With many different opinions, it’s essential to factor in everyone’s tastes before making final decisions. Music often sets the tone for an event, so it should reflect the vibe that you are trying to create, whether providing nostalgic memories of times past or subtly encouraging guests to dance and let loose by hiring a DJ from a company like Hot Party Entertainment DJs. Similarly, entertaining performances or interactive activities can add life and laughter to an event if chosen wisely. Trying out different options and taking on board input from all family members will ensure everyone has something to enjoy on your special occasion.

Prepare decorations and favors for guests.

If you are hosting a significant family event like a wedding or a reunion, decorating and preparing favors for your guests should be on your list of preparations. An essential part of making any special occasion memorable is creating festive yet personalized decorations that everyone can enjoy and thoughtful favors that thank your guests for attending. Depending on the nature of your event, it could be a family t-shirt or something as simple as origami decorations that guests could take home. Remember to consider the tastes of all attendees when considering what kind of party favors to pick out! Doing it yourself can seem daunting, so ask those involved to help you.  Working together, you can create an unforgettable atmosphere for your family’s gathering.

Planning a large family event can be overwhelming, but it’s doable with some careful planning and forethought. By following these simple tips, you’ll be well on your way to throwing a memorable event that everyone will enjoy!

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