Creating a Theme
Tying all of the details into a theme allows the event to have continuity from the menu to decorations to entertainment. After choosing the venue, the theme is the next to follow. Pull natural elements from the venue's surrounding area to create a theme. If the event location is in a historic city, arrange for a trolley as group transportation. Arrange for an impromptu tour around the city before the trolley ends at the event site.
Suggest creating an event around an outdoor activity. The great winter escape will excite snowboarders to snowshoers. Having an activity is a great way for guests to spend an afternoon. The image of serving hot chocolate to chilly skaters or cross-country skiers in the winter around a cozy fire will surely warm up your client. Again, be sure to secure a venue with some indoor relief. A rented cabin will work as a venue in the snow.
An autumn event comes complete with natural decorations of turning leaves and bountiful produce. Chilly weather will have guests snuggling up under blankets. Your client will want to take advantage of all fall has to offer. With a farm as the venue, guests could pick apples, visit a pumpkin patch, and enjoy a hayride.
The long days of summer can be a backdrop to any celebration. Pig roasts and luaus translate well into casual events. Begin the event in the afternoon to savor as many hours of sunlight as possible. Again, a rented cabin or community center will make a great bathhouse for those who want to take a dip in a nearby pool or ocean. Have the twinkle lights ready to carry the party into the twilight hours.
For any venues where weather may be a factor, have a backup plan. Renting a tent may protect against rain, but if it has been raining for three days prior to the event, there will be no protection against the mud. Check with your rental company for flooring as well as tent options.
Celebration of Family or Company
For family reunions, create a theme of celebration and unity. Work with your client and graphic artist to design a family tree. Hire a photographer to take a group photo and attach to copies of the family tree. Let elders take turns telling family stories. Take this time to swap family recipes.
This theme can also be modified for a company outing. Have your client create a history of the company for employees. The client will create a sense of employee pride by sharing the company's beginnings. Perhaps the client can design a company jacket for an employee appreciation gift.
Once a client is sold on the idea of a medieval fair, the enjoyment begins. Renting costumes and falling into character will be an added benefit to planning a fair. All family members will be animated at the idea of a medieval fair. This theme also translates well to a company outing and even a wedding. Guests love the idea of dressing up. A costume ball can succeed as a casual affair.