Author: Gillian Barnes/Tuesday, December 26, 2017/Categories: Functions
It’s winter here in New England, but at our Resort, we are already thinking spring. The season of new life, new life events and rites of passage. Although we host events year-round, the spring heralds a flood of new announcements and private parties. Today, we want to provide you with some tips for pre-planning your spring events to minimize stress and maximize fun. Carolyn Heffron, our Hospitality Sales Manager offers, “The key to a successful event is pre-planning. By booking your event early, preferred dates are generally available and working with professionals to plan the event will ensure a smooth and seamless process.”
Figure Out the Guest List
The guest list may ultimately determine where your event will take place, so some forethought needs to take place prior to booking a venue. Decide your rules now …are cousins invited? ...can guest bring dates? ...is this a family event? so that you can be sure you have chosen the right venue.
Choose a Venue
Arguably, the venue is the most important first step for planning any event. Whether it’s a wedding or a family meal, booking a space takes the weight off the shoulders of the host. A professional venue is already clean and ready for guests, has enough cutlery and set up equipment and no one needs to worry about limited bathroom space or handicapped accessibility.
Our Resort offers multiple banquet rooms to accommodate groups from 6 – 600 guests. Let the professionals handle it for you!
Pick a Theme and Assemble Decorations
Winter is the perfect time to stay inside and shop online for decorations or to save money in the retail stores on clearance items. Most stores both online and locally offer big sales during winter to increase revenue during the slow season. Make sure to start buying now to be prepared for the warmer weather when shopping becomes more competitive and expensive.
Plan the Menu
If you are booking a professional venue, they will assist you in choosing options. For instance, here at our Resort we have both buffet and plated meal options for very small events to larger scale events.
However, if you are planning an event that will take place in your house, you will want to spend some significant time coming up with options for all dietary restrictions.
Assign Point People
While a professional venue will have staff who will run the event from start to finish when it comes to food and room set up, point people are a good idea for custom decorations and rules that are specific to your event.
For instance, if you are planning an activity, it’s a good idea to appoint one person familiar with the activity to handle this for you. Carolyn suggests, “enlist those family and friends who have offered to help and assign them with a task. It will help you from having to handle the task and they feel useful and part of the planning process. It’s a win-win!”
Invitations and Thank You Notes
While invitations may be more informal for a baby shower or christening, a handwritten thank you to guests is essential. Take some time now to pre-purchase and possibly pre-address thank you notes to make sure you get them in the mail in a timely manner.
Decide on Vendors
While some will choose to assign a family member to certain traditional vendor roles for smaller events, there is always the option to contract outside talent. One of the options that should be considered for such events is a photographer.
Much like a wedding, a baby shower will go by in the blink of an eye. To make sure that you can relive your memories for years to come, book a photographer. And make sure to book early, because as Spring approaches dates will fill up and you may not get your first choice!
What tips have you found most helpful when planning an event? Tell us in the comments! If you liked this blog, consider subscribing to receive more like it right in your inbox.
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