Easing Back into Events & How To Get The Party Started

Hopefully (and thankfully), we will all be partying together soon again. But that will mean different things to different people. We may find that planning for live events takes a moment to fully take shape, and that it comes back a bit slower, and smaller, for some, if not most. This more gradual pace of planning may be the preferred approach as events rework their way back onto peoples awaiting calendars.

Which is why, this might be the perfect time for me to spin together a simple list of suggestions to help ease you back into the idea of hosting an event. Consider this your spring training and a way to get those planning-muscles warmed up and flexing again for when you’ll really need them in the very near future.

I thought it would also be helpful to hear what’s really been working for folks who are already hosting, or planning to host, a real-live-in-person event (wow… goose bumps). So I reached out to one of my favorite go-to vendors, Max Ultimate Food, to find out some of the creative ways they’re helping clients comfortably host upcoming and current events.

Whether it’s an intimate gathering with loved ones, a small get-together with colleagues, or a larger group celebration – here are some fantastic ways to keep guests happy no matter what their social comfort-zone. These handy-dandy tips will get you on track for 2021 and we’ve also included a list of micro-event styles to help get even the most wary of attendees back onto the social scene!

NG: What are people currently doing for private dining or for events coming up on the horizon?

MAX: Clients are still planning for small in home events with 10 guests or less. Our MAX@home division is a great attraction still for food delivery, so we are finding a lot of success with prepared, ready-to-go food options.  On the horizon, we are definitely seeing some larger scaled events getting planned for outdoors this summer. The guest count is from 16 to 150. The plan with individual clients is to customize each event with a setup that makes sense for their ideal guest count, and a backup plan in case we need to downsize. The approach for food and beverage is to collaborate and customize a plan that they feel most comfortable with for their guests. Every event and every client is different, so being flexible and able to approach each individually allows us (and clients) to have the greatest success.

NG: How has your process changed over the past year – what’s different from your pre-Covid event planning?

MAX:  There are now so many ways we function, it’s become very much part of the ‘new-normal’, and will continue to be so moving into the future. We take great care with our clients’ safety, but our staff’s safety is also just as important. Keeping everyone protected at all times by having employees wearing masks, taking temperatures and a health survey prior to entry to clients’ homes, ensuring a 6ft distance is kept at all times, monitoring hands are washed very frequently, and that everyone is wearing gloves. But some additional things that we’ve found have become routine are: 

·      Presenting food is now all individual

·      Spaces are set to code

·      Clients preferring disposable vs. rental

·      Events require more staff since one person needs to serve

·      Tents and heat are being rented

·      Clients still want to have weddings but are making them micro and more intimate

·      AND that no matter what, it all really depends on what the client feels most comfortable with and taking great care in catering to that

NG: What do you see being popular for Spring/Summer/Fall for events in general and what size parties do you see being popular/acceptable?

MAX: Outdoor events will be a no-brainer as they allow for fresh air and much wanted space. We also see a desire for dance floors. And we think the trend of individual food will have some long-lasting power for people. Regarding party size. We expect about 50 - 100 guests will be comfortable and appropriate for summer, while we may see it bump up to about 100 - 200 with the arrival of fall.

Well, all of this is awesome to hear! With the warmer months of spring and summer upon us, and fall planning being part of these coming months, it’s wonderful to have some expert advice to help guide us as we see more and more events being discussed.

Since these seasons make it so much easier to consider a variety of En Plein Air socials as outside spaces, covered structures, gardens, forests, beaches, barns, all lend themselves as the ideal palette for hosting a party date with Mother Nature & Co. Take a long look at the list below and start dreaming up a way for you to create a social space to reconnect with those most missed in your life, whoever that may be.  And sure these may work best sans rain date, but even then, there’s very little an enclosure, canopy or tent can’t handle now a days.

Our Top 10 Outdoor Events for Spring/Summer 2021:

1.   Al Fresco Dinner Party – either at your home or a private venue.

2.     Outdoor Movie Night (great for families and kids) - pull out the lawn chairs and s'more sticks.

3.     Farm Parties (great for kids birthdays) - we still want to celebrate these milestone moments and a farm is a great outdoor space to do it.

 4.     Boat Rental Soiree - offers an experience outside on the water!

5.     Beach Bash - could be clambake on a beach or a Tiki luau - Mahalo!!!

 6.     Rooftop Gatherings in the city (Private home or venue/restaurant) - various restaurants, private venues, homes and condo buildings have this built in option!

 7.     How-To Classes (floral making, cooking, etc.)

 8.     Winery/Beer Tour and Tasting

 9.     Pig Roast or Traditional BBQ

 10.  Garden Party or Afternoon Tea (and if you love a lush garden party, see our post about hosting a ‘green’ event. + description)

And finally… a few additional things to consider while getting back into your planning prowess:

·       It’s never been more important to plan ahead. Avoid the bottleneck of everyone planning at the same time and get your dates down early! Paperless Post Save the Date/Invites are my favorite! Venues are filling up quickly so don't push it off.

 ·      Make a list of vendors you’ll need to pull in for your party and check to see when they’ll realistically be back up and running or if they’ve changed anything in the past year that changes things for you.

·       Consider any additional items – such as décor – needed to host your party and be sure to gather turnaround times as these may also have changed in recent months.

 ·       Setup your event that allows for social distancing and have sanitizing stations so everyone is comfortable. Ex: Disposable masks, hand sanitizer, wipes, etc.

 ·       Get help! There’s a lot that goes into planning any size event, so don’t be afraid to ask for help. A pro (like me) has the experience, connections and insight, to make it easier on you by you saving time, offering ideas, and planning out the to-do list so you don’t have to. Get in touch to brainstorm, or discuss your next party plan… I’m here to help!