By Davina Applewhite, Front Desk Associate
Whether you’re planning an extravagant wedding, an action-packed family reunion, or a surprise birthday party, organizing any event can be difficult to navigate. That’s why we aim to make event planning a stress-free and exciting process for you at the Hilton Garden Inn Suffolk Riverfront!
One of the first things you must decide while planning your event is your theme. There are so many different themes to choose from and, picking one helps to create a more cohesive, organized look for your occasion.
Below are five simple steps to kickstart your event planning and help you choose a theme so that your event can be the best of the best.
Step One: Budgeting
By formulating an approximate price range, you will be able to gauge just how much you’re willing to splurge on certain aspects of your event. Is it important that you have a wide selection of food for your guests to choose from? Do you want to focus more on creating a lively atmosphere? By answering these questions, you can properly assess what you’d most want to spend your money on.
To further help budget your special event, consider how many people you will be inviting, what type of food and activities you will want at this event, and how long you plan on renting out your event space.
Factors like vendors, decorations and the amount of guests are also important contributors to the overall budget and will ultimately help you decide what theme will be the best for your event.
Step Two: Know Your Audience
Different events require you to invite different people. It’s important that when planning your special event you know exactly who is coming and what these guests want.
For example, if you are hosting a child’s birthday party and inviting all of their friends, you may want to select a theme that is more playful and activity-focused.
If you’re planning an intimate wedding reception, you and your partner’s opinions may take precedent.
Hosting a family reunion? Consider if your family is the type to want to play various interactive games or if the venue will need to have adequate space for a dance floor.
By knowing your audience, you will have a much easier time choosing a theme and be well on your way to hosting a great event!
Step Three: Know Your Event Space
Knowing your event space is just as important as knowing your audience. Some event venues require you to have a certain amount of guests in attendance or require you to only use one space at a time.
Furthermore, if you’re planning an event that is outdoors, this can be drastically different than planning one indoors. It may also have an effect on your overall theme. Get to know the space you will be hosting your event. Visualizing different themes and their feasibility in your selected space can help to narrow down your options.
Step Four: Look Around
A great (but overwhelming) part about planning your event is that you have so many options to choose from.
Looking online, asking your guests, or speaking with your event coordinator can help you pick the theme that best matches your interests and aesthetic.
Websites like Pinterest and our website are perfect places to brainstorm and find ideas.
Step Five: Have Fun!
While the event planning process can be daunting, it’s important to never lose focus of the goal: having fun! No matter the event (a wedding reception, baby shower, or anniversary dinner), these special occasions are a time to gather together with close friends, family, or colleagues. Maintaining the idea that this is supposed to be a fun event will help you stay grounded when choosing a theme for your guests to enjoy.
Whichever type of event you are planning, our team at the Hilton Garden Inn Suffolk Riverfront have the space to accommodate you, your guests, and your theme! You will be matched with one of our top-of-the-line event coordinators, who will help you through the entire process of planning: picking a theme, selecting a space from our Conference Center, catering, and so much more.