Behind the Scenes of a Successful Event

I found that the ‘Escape’ event was one of my favourite experiences despite a few bumps along the way. This is because it taught me a lot in terms of the practical experience I received from planning and executing an event. This event was different from the previous one I helped with because it was formal and there was a lot of ‘hands on’ work and decorating to do.

The morning of an event you wake up with excitement and anticipation of what’s to come. The preparations, the coordination and the confirmation calls, all leading up to match the expectations of the enthusiastic guests. The VIP escape event was a success with all angles covered by Networking WA!

Preparations... The preparation of an event is a good indication of how it is going to go. The more organised and prepared you are for everything, the better. On the day of the event we started off with picking up props, double checking our attendance list and making sure we augment the event. We made sure we had enough space to move all necessary equipment to the docks in one, trip to maximise time.

We had the usual name badges with a twist that was pleasantly noticed by our guests; they were printed on a lovely theme-appropriate brown paper, ready to stick on.

As we set up the props and decorations, we could see the wonderful natural and organic theme begin to unfold. Everyone worked cohesively to make sure the small and significant details were dealt with from the faux grass on the platform, to the dry ice and assembling the tropical backdrop. All the drinks are cold and the scene is set; setting up was a concise and collective task that we undertook with a keen effort.

A coordinated mission...Making sure the caterers and wine providers had everything they needed was what made the event ran smoothly. This ensured that everyone was happy with the service and the delectable treats. The artist and the massage therapists worked happily to bring a relaxing touch to the event, as each person helped bring the Escape event to life.

Risk Management... What could go wrong?  The main reason the event flowed perfectly was that we always work to minimise risks. Having an event kit with you is always paramount, especially when you’re organising the decorations, a pair of scissors, tape, a lighter and pens are essentials.

Always make sure you have enough hands to help. We had enough help at the event so that when Magali, (our artist from Beau est Mien Print and design) called us as soon as her car broke down, we could send our lovely staff member Tracy to manage the situation. This enabled Magali to fulfil her duty for the night, and it ran smoothly!

In the end, stand back and take it all in... Standing back in the beautiful sunny weather, looking at the night that has finally unfolded; there was a tempting aroma of chocolate and wine off the boat, and the oysters added freshness to the night.  The light brown colour of the backdrop complimented the greens and whites of the flowers and the canapés added a bright touch of colour. It all came together in the end!

The most appreciated efforts, along with the major effects are the small details. That special touch at the end will always make the guests feel appreciated as they leave with a sentimental smile from the event. It was definitely worth it even though I was in the cold alone setting it up and not on the boat; I personally made a candle lit display with the words thanks on the platform, to give the guests off a nice send off when they returned from the cruise. 

Regards,
Twiza Singoyi
15484505
Curtin University, Bentley