Simon Thewlis of Event Pty Ltd is a regular Executive PA magazine contributor. Now he’s making his debut online with a series of articles on event organisation. As he always says in his Executive PA Summit presentations, his process is the same whether the guest list is 50 or 50,000 people. Find out why in part one…
“I recently had a good reminder of this as I went straight from ANZAC Day, with more than 40,000 people at the Dawn Service and 9,721 people participating in the march, to a very bespoke event for just 40 in the Yarra Valley. Through this article series, I will share some learnings from each event that are relevant for those of all sizes.
Learnings from a 40-person event
This was a celebration to thank those involved in an important business milestone. And it was to be held in a custom, clear-walled marquee at a property in the Yarra Valley.
The invite list was 40 people and the concept appeared fairly simple. The key requirements were ‘perfect and seamless’ – everything should just flow, looking effortless. That said, it can take a lot of effort to make something seem effortless! And this was no exception.
Tip 1: A detailed briefing document is essential
With smaller events it is easy to just assume or go by memory. But that wasn’t the case here. To ensure every aspect was perfect I went through the same planning process as I would for a much larger event.
The key document was an event briefing. It outlines, in plain English, every part of the event in great detail – as well as every step of the running order (from set-up to pack down). This was also done from the guest perspective to determine their experience. Risks, issues and contingencies that could impact the success were also detailed here.
This document (and each version of it) was worked through with the client and key suppliers to make sure everyone had the same understanding to a highly detailed level.
Tip 2: The element of surprise is one of the simplest and most effective event tools
The guests arrived. They had drinks and canapés with two guitarists playing background music. All quite nice but no clues as to what was ahead.
At the appropriate time, doors opened to reveal a beautiful clear-walled marquee structure that looked amazing. The string quartet on stage was amplified and lit to ensure the right impact as guests entered. It was very different to what was expected. And it wasn’t the only surprise.
Tip 3: Florals vs greenery
We made significant use of greenery instead of traditional florals.
As it was a completely clear structure, we used conifers and low buxus hedge to:
- Define the stage
- Hide structural elements
- Soften the whole look
- Visually link the event space with the surrounding landscape.
The use of greenery went right through to small items on bathroom vanities, etc.”
Tune in for part two next week…
