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PUBLISHED: 21:57 13 June 2011 | UPDATED: 19:33 20 February 2013

April Goodgame of Time and Place Events

April Goodgame of Time and Place Events

A 'how to' guide for an exceptional event from Hertfordshire based Time and Place Events

If you are looking to host an event, whether its a special birthday celebration, wedding or the launch of a new product, the key elements are very alike. Here is a summary of essential ingredients that will ensure your event is a resounding success.

The date: It is worth spending some time deciding on the date and time for your event if you want the best attendance, whether its friends, clients or potential business prospects. Check sporting events, public and school holidays and any other dates that may clash with your function. An early hold the date announcement will dramatically increase the chances of people attending.

Venue: Choosing the right place for your function is exciting but can be tricky. The location of the event is important - think about journey times and how easy it is to get to. Overall the venue has to be appropriate to the event, number and type of guests. Directions and other information about the venue is always welcome with your invitation.

Your guests: You may have a limited amount of space or budget to invite everyone you want. Write a list starting with the most important people you want at the top. If you fill the places have a reserve list - you dont want any empty seats. Ensure you send out invites 6-8 weeks before and give a date for people to RSVP by. The venue/caterers will need final numbers for food and drink 1-2 weeks before. Enclosing a stamped address reply card with the invitation will also pay dividends.

Catering: Your guests will talk about the food and drink well after the event is over, so have the very best you can afford. If its a drinks reception, make sure you offer canaps guests will expect some nibbles while they drink. Not everyone will want an alcoholic beverage, so offer a soft drink too. Decide on the type of food and drink based on the time of year. Also remember to have vegetarian options.

Entertainment: This can be a pianist providing background music, to a full band and dancing, table magicians and fireworks. Think where and when the entertainment would work best and think about the time and space for setting-up.

Theme: This doesnt have to be extravagant, but it is good to have a style carried through the event, from the invitations, to the colour of decorations and type of flowers. Details are what will make your event stand out so make them count!

Budget: The hire of the venue, catering and entertainment will take most of your budget. It is very easy to get carried away with all the extras like flowers, decorations, (wedding) favours, but as long as you are well planned and realistic you should be able to keep your finances in check.

Golden Rule: Good planning is the key to creating a successful event. Start as soon as you can and do lots of research, so you can have exactly what you want at a price you want to pay.

If you are not sure where to start with your event, struggling for time, or just want help on the day, speak to a professional event planning company. They can help with all the details and take the stress out of the planning and on the day itself. Make sure you enjoy yourself as much as your guests.

For more information contact April at Time and Place Events, an event planning and management company, providing bespoke events for private and corporate functions on 07979 911436 or

By April Goodgame, Director of Time and Place Events

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