As a dinner and dance organiser, you are responsible for creating a memorable event that guests will talk about for years to come. From selecting a venue to ensuring the event runs smoothly, there are many things to keep in mind. Whether you are planning a corporate event, a charity fundraiser or a personal celebration, here are some important things to remember when organising a dinner and dance event.
Choose the Right Venue
Selecting the right venue is crucial to the success of any dinner and dance event. It should be a place that will impress your guests and offer an appropriate ambiance. Some factors to consider when choosing a venue include location, space, seating capacity, catering options, and audio/visual equipment.
For a unique and memorable venue, consider unusual locations such as art galleries, historic buildings or museums, or even outdoor spaces like gardens, courtyards or rooftop terraces.
Create a Guest List
Your guest list is the backbone of your event, and it’s essential to get it right from the beginning. Start by determining how many guests you can realistically accommodate in your chosen venue. Once you have a rough idea of the number of guests, make a list of people who you would like to invite.
If you are organising an event for a company, make sure you include all employees, top management, and shareholders. For a personal event, such as a wedding or birthday party, create a list of close family and friends.
Communicate Dietary Requirements Early
Ensure that you ask guests about any dietary restrictions as early as possible. This will help you to plan the menu and make sure that everyone has something to suit their taste. You should always have a vegetarian option available as well, and consider other dietary requirements such as gluten or dairy-free. Going with an established caterer can help ensure your guests are ready to party and not experiencing any tummy complaints.
Create a Table Plan
Creating a seating plan can be a challenging task, but it’s essential to create an atmosphere where everyone feels comfortable. Always have plenty of table plans available for viewing, ensuring that the tables are large, with names written clearly.
People often ignore name cards, so having an obvious and clear table plan can help to minimise confusion on the night. If you have a theme, funky table names are great, and no-one will forget they were sitting at the “Brad Pitt” table.
Think About Entertainment
To get the party started, it’s important to choose the right entertainment. A good live band or act can create an exciting atmosphere and encourage people to get on the dancefloor. If you’re not sure what to choose, consider a wide range of acts to suit all tastes, such as professional engagement bands with specialist wedding packages, classic favorites like a jazz band or something more unusual such as a circus act.
After the band has got everyone on their feet, you need to make sure the DJ keeps them there. A good DJ will be able to read the room and know exactly what your guests want, be it classic 80s tunes or the latest chart-toppers.
Don’t Forget Theming
Theming can be an excellent way to make the event more memorable and create a conversation starter. Still, if you decide to go down this route, do it properly. Fancy dress is an excellent way to break the ice and create some hilarious talking points, but remember to dress the venue’s decor as well. Having mismatched elements can lead to a tacky impression rather than a successful theme.
Consider the Drinks
It’s important to select the right drinks for your event. Think about the type of guests you are expecting and what they are likely to enjoy. If you want to keep the event fairly civilised, consider avoiding any spirits. Instead, think about stocking up on plenty of beer, wine and champagne. Consider the male to female ratio and how this affects the types of drinks on offer.
You may also want to consider how to offer drinks – it could be via a cash bar system, or instead, decide to have a fully open bar for the night.
Plan for the End of the Night
Finally, don’t forget to consider what happens when the night draws to a close. Make sure your guests have a way to get home that is both safe and convenient. If your event finishes after the last tube or bus, consider arranging a shuttle service or even arranging a discounted stay at a local hotel. Making these plans in advance will help ensure that your guests leave feeling happy and looked after.
Keeping the above tips in mind, you can create a successful and memorable dinner and dance event. Careful planning and attention to detail will ensure that everything runs smoothly and that your guests have a fantastic time. Whether you are organising a corporate event or a personal celebration, remember to consider everything from the venue and guest list to entertainment and theming.