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Organize your special event by planning ahead

Have you ever organized an event? It's likely your answer is yes.

Whether it's a small event such as a family BBQ, a business event or a family wedding, organizing any event or occasion takes time and effort in order that it will be successful.

Here are some tips to ensure your event's success…

Set yourself a general budget, by thinking & planning ahead. Whilst most budgets can be stretched slightly, that's up to you. Make a list of categories that your expenses will fall into, & subdivide the list even further as the big day gets closer. If something new comes to mind that you hadn't accounted for previously, see if you're able to add it to the budget. If not, see if you're able to cut out anything you'd previously accounted for.

Guest list:
You'll need to initially prepare a general list, in order to see whether this matches your budget. The smaller the event, the more accurate your original list will be. For larger events, as the date gets closer, you'll be fine-tuning your list. The atmosphere you plan on creating, as well as your budget, will determine whether you include long-lost friends or family that you've lost contact with over the years. Will you be including family or office staff that you feel obliged to invite, or will the event be limited to close family & friends only. Although a wedding is often larger than other events, remember that you'll be sharing the number of seats with the "other side", & that the couple marrying also have friends who are important for them to include, & who will "make the day" for them. 

Planning a theme or color scheme does not necessarily mean you'll be adding to the expense of the event. Most caterers or halls offer a wide choice of colors to choose from for table-wear, flowers & other decor. Discussing this with them in advance will make a big difference to the visual effect of your event. Adding small extras such as a table runner, confetti, balloons or personalized serviettes (napkins) can make a difference. Any extras should be coordinated with your caterer in advance. Allocate a family member to add these to the tables once set up, or if part of the original table setting, give these to your caterer before the event. Have a friend or family member on hand before the event, to ensure that your items have been set up to your satisfaction. This way you'll arrive relaxed at the hall, & not have to worry about the layout.

Everyone loves a good meal, & nothing breaks barriers more than chatting & networking over a buffet or snacks. The atmosphere you're trying to create will determine how you set up the food. Will you be hosting a more conservative crowd, or if the event is for youngsters, think about their preferences. Most caterers offer a wide choice of items. If you're not using a caterer, offer a combination of snack items and more formal foods, depending on the event. More food is usually eaten at a buffet, so you'll need to plan for extras. Take into account vegetarians or older guests who may have special needs. Decide whether salads & snack items will be placed directly on the tables, or whether you'll have a central place for them. For the main course, will you have someone serving, or will it also be in buffet style. For events with a specific theme, besides the décor & overall atmosphere, the food is the next most important item. It's wise to include a combination of salted foods, sweeter items, fried & baked goodies to make everyone happy. Usually the first complaint one hears (if any) is about the food….

Layout of the hall or room:
The hall or area where you'll be hosting the event should be planned carefully in advance. Does the area comfortably hold the number of people you'll be hosting? Is the heating or air conditioning adequate? Is the weather suitable for an outdoor event? Does the area have wheelchair access if required? Are the bathrooms accessible? How clean or attractive are they? This single factor can make or break an event. Do you need special lighting, décor or colors to create the mood or effect you're aiming for? Often insignificant items are overlooked, which turn out to be not so insignificant in the end. Seating younger guests closer to the band or dancing area is more realistic than for placing older guests, who prefer to chat undisturbed, with less noise or action around.

Novelties / giveaway gifts for your guests:
The lasting impression that a favor / novelty gift for your guest or client makes can never be measured. This is often no less important than the personal experience, food or décor, & it doesn't have to break your budget.  Plan your novelty according to your budget, theme & the time of the year. If your family or business event is being held close to the beginning of a new year, how about giving a magnetic calendar? If it's close to a particular holiday, this opens a wide range of other options.  Plan whether you'll be giving a gift per person, per couple or per family. Place your gifts in the center of the tables, or next to each person's table setting. If you're having a seated event with names & table numbers at the entrance to the hall, many gifts are ideal & small enough for enclosing in an envelope with your guest's name & table number on. Besides the great memory of your event, your souvenir will be most appreciated & remembered. If you're giving a business gift, your client will easily be able to find you when he / she requires your services in the future.


For comments, questions or advice regarding your upcoming event, we'd be happy to hear from you.

© L.A.K. Creations
Your one-stop address for unique personalized favors, printed gifts & promotional products
Quality Designs with a Difference
Service & professionalism is our motto!


Promotional products for businesses & conferences | Personalized favors for bar mitzvah, bat mitzvah, weddings | Magnetic & printed Judaica gifts 
Israel (02) 5900908 | International: +972-2-5900908 (Israel office hours)

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New From L.A.K. Creations & Consulting Personalized favors for events, simchas & parties Benchers, birkat hamazon & zemirot shabbat
Magnetic bookmarks Decorative word confetti Magnetic puzzles Kids coloring sets Stickers Magnetic picture frames Unique gift products Magnetic bulletin boards
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Seven Species Products Jerusalem Products Kotel/Western Wall Products Magen David/Israel Products Hebrew Alphabet Products Kosher mini chocolate bars
Purim & megillat Esther products Haggadah & Passover (Pesach) products Honey gift products Chanukah gift products Personalized matchboxes & matchbooks
Megillat Rut (Book of Ruth)
Seder tu b'Shvat Tzedakah boxes Gift Baskets and Bags Rosh Hashanah products Promotional products and corporate gifts Upcoming Workshops

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