It's All In the Details: Small Considerations for Large Events

Have you ever gone too an event or booked yourself a stay at a hotel, and the grandeur of it all is spectacular: the decor, the architecture, the entertainment just overwhelms you. But, as you enter the event, there’s a huge stain on the carpet of the ballroom. You may think, “What’s the big deal?”

As an event planner, I can’t help but notice every single detail. I’ve booked stays at gorgeous hotels, and finding one crack in the ceiling or one hair in the shower (god forbid) can ruin the whole perception of the stay. Attending an event at a posh location with lipstick stains on the glass can create a memory that you do not want associated with your brand or company.

We event planners don’t consider anything a small detail. With that said, here are 5 “small” considerations for even the largest of events:

  • The greeting: Are you in charge of staffing the 'first impression’ of the event? Make sure that your staff are dressed appropriately, in a great mood, and are aware of how to troubleshoot any issues at registration with a smile. I also would add that, especially at the beginning of the evening, the registration staff should not be eating or drinking, or otherwise have a plate or snack in front of them. Certainly they can eat, but I always prefer that it isn’t guest-facing. If you’re not in charge of the first impression, make sure that you communicate relevant details (or your venue contact does) to whomever is the first impression. There’s nothing worse than entering an event only to be greeted by someone that doesn’t know or care why you’re there.

  • The bathrooms: Most venues will do this for you, but I always like to walk through the bathrooms and make sure they’re clean and have full toilet paper dispensers, paper towel dispensers, and soap dispensers. Being stuck without is just not fun.

  • Candles: Are all candles lit? If so, are they away from centerpieces? I’ve seen candles melt into centerpieces—and worse. Make sure you’re taken care of from all angles.

  • Tablescape: Are all of the glasses, chargers, silverware, linens, etc clean, unbroken and free of stains? Great venues and caterers will typically check this for you, but it doesn’t hurt to double-check.

  • The Program: Are all of your VIP’s names spelled correctly? Tables and seats reserved in their proper places? Do your presenters know how to pronounce everyone’s name correctly? There’s nothing worse than a cringing crowd when someone announces an honoree’s name wrong.

When I used to work for venues, I would literally make sure that every thread on the carpet was even before event planners came in. It’s a gift all planners should have. As Cher Horowitz once said, a “Monet” means “From far away it’s ok, but up close it’s a big-ol mess.” (Any Clueless fans out there?) Don’t let your event be a Monet.

What are your small details that are musts for your events?