Finding the Ideal Location

When organizing an event, you are confronted by many decisions. Choosing a venue is the one decision that will have the largest impact on your event. The date of the event, catering options, and attendees’ pleasant experiences … all are partly affected by which venue you select.

Here are some guidelines to consider when making that decision.

Be Prepared for the Unexpected

Alright so this might be a bit overly dramatic but you get the point right!

In reality, there is no such thing as a “perfect” plan. There are always some threats lurking around the corner, waiting to wreak havoc if given the chance. This is why well thought-out contingency planning is such a critically important element in event planning. At Occasion Solutions you can count on us to do just that!

Deciding on a Theme

From seminars and product launches to weddings and baby showers, selecting a theme can help add structure to the décor and activities as well as tie it all neatly together. They can be a great way for your attendees to get involved and it can be a fun participatory activity in itself, while creating plenty of photo opportunities.

Your theme sets the tone for your whole event, so here are three steps to help you pick a memorable event theme.

1.  Review your goals - What’s the purpose of your event? What do you want your attendees to remember after they leave? You may need to consider your budget here as well.
2. Consider your audience - Who’s attending? What’s the age range? Is the event adults-only, or will families be present? What is their cultural background and customs?
3. Choose a venue that complements your theme (or vice versa) - While decorations and activities are important, subtly reinforcing your theme through your catering and venue can be even more memorable.

Keynote Speakers & First Time Presenters

If you've ever been to a presentation where the speaker was less than desirable, you know how important selecting the right person is to the success of an event.  You want someone professional, yet inspiring, who shares content relevant to your event and audience.  Booking the right guest speaker will leave an overall impression for your event. 

Let’s take a look at a few of the top tips to booking the right speaker for your next business/networking event:

Beginning to See the Light

I’m going to take a step back now to tell you how Occasion Solutions all began….

Last year my parents celebrated their 50th Wedding Anniversary and I wanted to have a Thanksgiving function to commemorate this milestone in their lives and all they had accomplished along the way.

The Clients

I initially wanted this to be a surprise, but whilst I’m up for any challenge you also need to know how to manage stress, and worrying about them showing up on the day was an unnecessary hassle! And after all this was going to be their special day so in the best interest of satisfying the clients I needed to get their input.

Time Waits for No One

Scheduling Timelines

Event planning timelines play a vital part before, during, and after the event. Without a well-thought out timeline, we run the risk of missing important deadlines that are crucial for our client’s event. 

Non-negotiables

When I formulate my first draft of an event timeline, I normally start with the non-negotiables. These are things on the timeline that we cannot move around. By starting with these anchors, I can begin to fill in other items around them to plan out the timeline.

Planning the Agenda/Program

The event program must contain a brief description of the event that is to take place and the date, time, and venue of the event should also be indicated. Additionally, if there are several activities that are to take place, then these must all be mentioned and in the order in which they would occur. 

First and foremost, we need to make sure that we know the precise number of presenters who will be presenting at the event, and how long each presentation should or will last. This will ensure that we can schedule more effectively, and let the attendees know exactly what will be going on. Apart from writing the schedule for each presentation, the purpose or goal of the presentation should be stated, along with the specific topic that will be discussed. 

Your Incredible Event!

Occasion Solutions provides planning expertise for various types of events. Whatever your needs we will ensure that your event is a truly incredible one that your family, friends and colleagues will remember for years to come.

Birthday Parties

Birthday events recognize the milestones in a person’s life. These festivities can be casual or formal. They may be intimate, with just a few close friends and family; or they can be grand events. There are two basic types of birthday parties: children’s and adults’, and the planning process for each will differ in some respects.