Best Tips to Host an Event

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Have you ever organized an event? Event planners and meeting coordinators are considered to be the hardest-working folks across every industry. They are the ones accountable for creating great experiences during the events, and they are the best communicators too. After reading the below tips, you will have an ample amount of knowledge required for best event catering in Sydney.

  • Appearance and Presence

You should greatly focus on your appearance. You are the first person that the guests might be seeing when they arrived, so you must look faultless. You are the first impression and reputation of the event. Your presence also matters a lot, together with your decent appearance. Majority of the guests do really pay attention to small details. For instance, never go for dark or strong make-up (if you are a woman hosting the event. Not a man!). It won’t look elegant on you.

  • Information

You should have A-Z information about all the management of the event. You should know the entire schedule, along with an appropriate event venue. Guests can ask you anything, so you better be ready to answer them at any point. You should be aware of the essential locations, such as the bathroom, cloakrooms, and smoking areas. These are the most frequent areas guests ask for. Such little knowledge will make your guests comfortable and feel taken care of.

  • Set a suitable date, far in advance!

Hosting an event requires the foremost thing to decide on an appropriate date. The date should be set far in advance. This might lead you to consult from your belongings and friends about their availability. If a large event is to be hosted, then setting a date becomes more urgent for the host. The best solution is to decide it as far in advance as possible. It takes a lot of complexities in arranging small details and decorations in large events. From inviting the guests to checking for the menu, all take a lot of rush and time. Also, it might consume many days for selecting material suppliers and venues. Such processes take a lot of time. In such a situation, time could be proved to be a valuable asset. It does not mean you should send the invitation to your belongings a year before; in fact, you shouldn’t do that ever! The sooner the event, it is more probable that you might not face stress in finalizing your list.

  • Estimate a budget

Estimating a budget is the utmost thing to do before inviting the guests, deciding your menu, and arranging for the décor. Having a right budget in your hand, every other critical piece of equipment will be in line with you. Your estimated budget will assist you in deciding essential elements. For example, selecting the best venue, number of guests, how much decoration is required, and what menu to decide.

  • Find the appropriate event venue

After setting the budget, start searching for the best event place. The place should fit all requirements. The capacity, amenities, and the cost of the place will assist you in properly allocating the budget. How? Sometimes best venues can decrease the stress of supplier searches and reduce the cost of hiring the extra caterer. There are some venues that offer their own caterers within your budget. It is up to the host to choose an area wisely, whether it’s a small event or a large gathering.

  • Decide a theme for the event

An event having no impressive theme looks simple and sober. To grab the attraction of the guests, give your event an appealing theme as you like. It surely adds value to creativity as well as life. A compelling theme and brand get the guests in the right mindset before entering the function. However, bear in mind that your theme shouldn’t become known to the attendees before entering the venue. A theme is always a surprise! The theme should also not be reflected in the invitation cards too.

  • Creativity is essential

Check your list after finalizing all the things. It would be best if you made sure these things do not go waste at the last moment. A lot of time and effort is given in organizing and making an event creative. Try to stay creative by seeking inspiration outside the box. Learn and consult from your creative partners and colleagues, like furniture vendors, entertainers, caterers, and designers. Ask their advice and recommendation, too, as they are the visual appeal of the event. 

  • Save the memories

When the event gets finished, will you be able to recall what memories you had during that time? You know how memorable an event that was, but how will you be able to tell it to others? Only one method can resolve that. Take pictures! Make sure that the guests are clicking numerous fun images and then share it on any other social media platform. Don’t forget to use your event hashtag on those platforms. Creativity, such as a pop-up photo booth might do the right thing. Every small detail at your event is a backdrop for an image.


Punctuality, discipline, unity, and creativity are the prominent factors to host and organize an event. The above tips will definitely make your event a memorable one. Please remember, don’t forget to take advice from your seniors and colleagues.

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Vinh Van Lam
the authorVinh Van Lam
Vinh Van Lam, co-founder of ArtSHINE, is a visionary art coach and entrepreneur with a passion for fostering creativity. With a diverse background in art and business, he brings a unique perspective to empower emerging artists, enabling them to thrive in the dynamic art industry through the innovative platform of ArtSHINE.

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