Article contributed by Joy Pouros, Culinary Software Services
Events hold a special place in society by combining several enjoyable activities into one experience that facilitates connection and inspires.
Attendees are united in some sort of commonality: a cause, shared passion, or connection to a person or organization.
Every event is unique, and can include such varied formats as golf outings, professional conferences, charity galas, or weddings and private parties. There is no one-size-fits all event, and so every detail, from décor to entertainment to catering, must reflect the purpose and theme of the event.
Yet like most industries, the event industry is beholden to trends. Let’s look at the trends impacting events today and the opportunities they bring event planners.
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Minimizing Environmental Footprint
Individuals are increasingly aware of the environmental aspect of their choices and the choices of corporations and organizations. Increasingly they aren’t as impressed by huge one-time-use displays, instead thinking about the waste.
Fortunately, there are many ways to have an impressive event with less waste.
Think creatively about the swag or favors given to guests and refrain from giving out excessively packaged items or things that will sit in a drawer or on a shelf gathering dust. Things that they will use often, wear, or consume are all better options than another stress ball.
Some décor can be repurposed as favors for guests to achieve several purposes. For instance, instead of cut flowers, live plants can be used as centerpieces and guests can take them home at the end of the event. This is sustainable, provides guests with a memorable favor they’ll enjoy, and cuts tear down time at the end of the event.
Other solutions also pull double duty – instead of candles with paraffin wax, battery-powered candles can be used. This small change is cheaper in the long run for event planners, safer since there is no flame, and better for the environment.
Think twice about confetti cannons, fireworks, or excessive balloon usage. Does it add value and fit the theme appropriately, or are there better alternatives that are also more eco-conscious?
Other items can be made from recycled or recyclable materials. Or, eliminate the paper altogether. Menus, table signage, and agendas are just some examples of things that can be centrally located on a reusable display or entirely digital.
Many of these sustainable alternatives require little additional work and often serve the organization as well by saving money in the long run.
Using Technology Creatively
Technology is always advancing, and keeping up with the latest developments can enhance events. On the logistical side, technology can be used to create a smoother experience for guests. They can RSVP or register online; receive critical information about the agendas, menus, or seating assignments; and check out or pay online.
This eliminates waiting in lines and provides a great guest experience. Apps can use push notifications to tell guests when the next item on the agenda is about to start or when it’s time for last call at the bar.
These logistical details are necessary for a smooth event, and using appropriate technology is often the best way to handle these details without detracting from the ambiance of the overall event.
Event themes and décor can be enhanced with projection mapping, interactive displays, and augmented reality (AR). Instead of showing donors drawings of the new building, they can walk through it with the help of AR or elaborate projections that encompass the walls, ceiling, and floor.
Overcome space restraints and allow guests to test drive a car or simulate a golf swing, elevating product demos into a memorable experience.
Regardless of the nature of the event, many guests will feel the pull of social media, and technology enables event planners to create a special social media opportunity.
Custom filters, hashtags, and photo opportunities designed with social media in mind can be mutually beneficial for both event organizers and guests, providing clout and likes for both parties.
All of these technological upgrades provide organizations with easy and unique options for customized branding. Instead of clunky signage, much of which is one-time use and not particularly attractive, incorporate company logos in apps, digital displays and projections, or social media filters.
Creating Immersive Experiences
Transforming attendees from spectators to active participants creates lasting memories and emotional connections. Immersive experiences can involve all the components of the event: lights, sound, food, drink, décor, and entertainment.
By engaging all the senses, the lines between reality and imagination can be blurred and guests are captivated and delighted.
One effective strategy for achieving immersion is utilizing guest participation in the food or entertainment aspects of the event.
DIY cocktail stations with a mixologist and murder mysteries where the guests are the suspects are just a couple of examples of collaborative aspects to an event that can lead to a heightened experience.
Without guest participation, this can still be achieved through highly cohesive themes. Imagine stepping into an event where every detail, from the décor to the attire of the staff, seamlessly transports guests to a bygone era or exotic locale.
For instance, transforming a venue into a 1920s speakeasy complete with jazz bands, vintage automobiles, and themed cocktails can immerse attendees in the glamor and intrigue of the “roaring twenties.”
By creating a fully realized environment, every aspect of the experience contributes to the overarching narrative, leaving a lasting impression on guests.
Celebrating Diversity Through Cultural Fusion
Immersion can be particularly impactful when the theme of the event has cultural ties, though this requires meticulous attention to detail.
Cultural fusion in events offers a unique opportunity to celebrate diversity and foster cross-cultural understanding, and when executed thoughtfully, it can transport attendees to far-flung destinations or historical periods.
Décor, entertainment, and food all must be congruent and authentic.
One approach to cultural fusion is to select a specific cultural theme as the centerpiece of the event. For instance, if the theme is based around tropical islands, the entertainment and food could be based on a Hawaiian luau.
Another way to achieve cultural fusion is to fuse entertainment and food with educational components, enriching the guest experience. Live performances of dance and music can be paired with storytelling of the history or cultural significance of these traditions.
Using technology, you can transport guests to the origins of their meal via AR while they eat.
The key is authenticity. When done correctly, cultural fusion and immersion honors and celebrates different cultures. When done poorly, it can be insulting or tone deaf. Event planners need to research the desired theme and ensure they have the ability to do it justice before they commit.
Whether it’s sourcing locally-inspired cuisine for a themed dinner or collaborating with cultural experts to ensure respectful representation, every decision should contribute to an authentic and meaningful experience.
Crescendoing with Live Entertainment
Live entertainment is often the highlight of an event for guests. There are many types of live entertainment to choose from – there’s something for every event type or theme.
Music is always popular, and can range from complex and moving instrumentals to cover bands where everyone can sing along. Live music can be a main feature of the event, with a designated time for guests to dance or sit to watch the performance, or live music can be incorporated throughout the event as ambiance.
Magicians, acrobatic acts, comedy sets, and dancing are all different forms of live entertainment that can engage guests. Despite all the advances in technology, which can certainly also be incorporated here, experiencing something live elevates nearly any experience and makes the event more memorable.
Catered events don’t need all of these elements, but event planners who think creatively and incorporate some of these trends will be well on their way to organizing a memorable event that guests will love.
Like many things, it’s not only what you do but how you do it that will leave a lasting impression. Guests expect food, décor, and entertainment, but when those elements are combined with sustainability, immersive experiences, technology, cultural elements, and live entertainment, it’s truly a magical event.
Joy Pouros works as the authority writer in the Training department at Culinary Software Services, where she writes on topics as diverse as human resource issues to increasing profits.
Joy entered the industry working as a Nutritional Aide in the Chicagoland area before moving into writing and consulting. Joy now specializes in marketing and public relations and writes for a variety of industries.
