Behind the Scenes: The Making of a Show-Stopping Event
Wildfire Experience Agency
Creating exceptional activities, themes, props and events. Wildfire was ignited to give you an incredible experience.
What Do Themed Events Offer?
Themed events showcase something different. If you can offer something like a Caribbean night or an Alice in Wonderland adventure , it shows the effort the company is putting in and how much they value their staff. Instead of a standard black tie event, make it a Gatsby night with dancers, performing artists, and a 1920s band. People appreciate it a lot more.
A casino night also offers a real experience. People don’t remember what you do, but they remember how you made them feel. Creating these experiences for people means they go home and tell their kids, their partner, or their friends. It makes people more appreciative, more motivated, and more willing to work harder because they’ve had an enjoyable experience put on for them.
Most Memorable-Themed Events?
We work with a company called PA Way, a network for PAs that offers training and community. Recently, we did an Alice in Wonderland-themed event with everything from table centres to a giant Alice chair, large photo sets, and performing artists.?
Working with Skevi from PA Way is great because she dives into the details and the guest journey. From the moment they arrived at the Blue Orchard in London, guests were immersed in the theme with a huge pocket watch during pre-dinner drinks. The theme was consistent throughout the dinner, awards, music, and all the small details.
For Sky TV, we hosted a bespoke ball for 350 people based around Sky TV shows like Game of Thrones and Scandal, held at Kelvin Grove in Glasgow. As guests arrived, big Sky flags and paparazzi made them feel special. We had a medieval-style bar to match the venue’s area. When the client walked into the room, she turned to me and said, “You’ve done it again.” Working with Chris Kamara on the event was great. These events take a lot of work, but seeing the impact on people is so rewarding.
Essential Tips for Themed Events?
Make sure your event is inclusive for everyone. If you have a mix of nationalities, be mindful of themes involving culture. Also, consider the age range of your attendees. If you do a Stranger Things theme and have a mixed age range, some older attendees might not know the show. Instead, of a specific show like Yellowstone, expand the theme to something more universally recognised, like a Wild West or a Country theme.
Ensure there’s engaging entertainment. Don’t just have a few props in the corner. When doing a theme night, have something impactful at the entrance. For our Narnia events, guests travel through a big wardrobe to be immediately immersed in the theme.
Making the Perfect Event: Key Steps
When planning an event, client interaction is crucial to get a clear brief. Make sure you and the client are on the same page to avoid any misunderstandings. Ensure the budget matches the vision, and then focus on making the event unique. Adding a ‘wow factor’ by tapping into local trends, like the current love for street food, can make a huge difference. Getting to know your client well means you can present a brief that exceeds their expectations.
Overcoming Challenges: Memorable Event Stories
Event planning isn’t always smooth sailing. Once, a venue cancelled on us last minute. We quickly found an alternative, negotiated a better rate, and even freed up the budget for extra entertainment. Another time, during a big conference, both projectors and the power went out just as the CEO was about to present in front of 350 people.
We managed to fix everything quickly, condensed a two-hour team-building event into one hour, and left the client thrilled, energised and brimming with positive feedback (despite the early issues).?
The Importance of Teamwork and Creativity in Events
Event managers are like ducks – calm on the surface, paddling like mad underneath. You always need backup plans. We once planned an event near a military base, and last-minute were told no clay pigeon shooting was allowed due to ‘firing guns’ near the base. We quickly adapted and worked with the venue, the client, and the staff to find a solution.
It’s essential to stay polite, focus on solutions, and keep the client informed. This teamwork and creativity are what make successful events possible.
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The Essential 5 rules of running a great event:?
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By sharing these insights and experiences, I hope to inspire others to see the power of fun in the workplace and its impact on both employees and business success.?
Get in touch to start planning your event today!?