From Idea to Execution: Navigating the Event Planning Process

If you're anything like me, coming up with event ideas is second nature. I mean, who doesn't love a good brainstorming session? But let's face it—having a plethora of ideas is just the beginning. The real challenge lies in sifting through them to find the gems that will truly shine.

So, how do you separate the wheat from the chaff? It all comes down to asking the right questions:

1. Will it Pack the House?

• First things first, you need to ensure your event idea has mass appeal. Will it draw enough people to fill the venue and create that buzzworthy atmosphere? If the answer is a resounding yes, you're onto something special.

2. Does it Offer Substance?

• Memorable events are all about substance. Does your idea have enough meat on its bones to keep attendees engaged and entertained from start to finish? Whether it's compelling content, interactive experiences, or jaw-dropping surprises, make sure your event delivers the goods.

3. Can it Work on a Budget?

• Ah, the eternal question: can you pull off your event without breaking the bank? Budget constraints are a reality for most event planners, so it's essential to find that sweet spot where affordability meets excellence. After all, a sky-high ticket price is a sure-fire way to turn attendees away.

Now, let's talk about the elephant in the room—the events industry is cutthroat. Competition is fierce, and standing out from the crowd requires some serious planning and strategizing. But fear not! In this article, I'll walk you through my own journey of hosting a Mad Hatter's Tea Party, offering insights into my process and the lessons I learned along the way.

So, grab your teacup and let's dive down the rabbit hole together!

Setting the Stage: Defining Your Event Objectives

So, why host an event in the first place? It's a question that's often overlooked but holds the key to a successful gathering.

In my case, emerging from lockdown brought about significant changes at the hotel where I worked. We had to rethink our approach to events, especially with a shift towards smaller, more intimate weddings. It was a pivotal moment—a chance to reimagine our venue's identity and find a new market to thrive in.

Our objective became clear: we needed to position the hotel as a vibrant hub for events, offering experiences that were not only enjoyable but also unique and memorable. It wasn't just about filling our calendar; it was about breathing new life into our space and creating moments that would linger in our guests' memories long after the event was over.

Brainstorming Brilliance: Generating Creative Event Concepts

Ah, brainstorming sessions—the highlight of any project, am I right? Picture this: a room buzzing with excitement as ideas fly left and right, each one more outlandish than the last. It's the kind of chaotic fun that gets the creative juices flowing, and I love it.

For this particular project, I had the pleasure of teaming up with some incredible members of the team: our head chef, the owners, and our general manager. But we didn't stop there—we wanted input from everyone, so we reached out to our staff members too.

Armed with mugs of piping hot tea to fuel our brainstorming, we dove into the session. From themed brunches to fabulous drag queen nights, we threw every idea onto the table. But amidst creativity, one idea stood out: a Mad Hatter's Tea Party.

Why? Well, for starters, our afternoon tea service had been a massive hit with our guests, earning rave reviews and becoming a beloved tradition. And what better theme to sprinkle some extra magic onto our tea service than the whimsical world of Alice in Wonderland?

With unanimous excitement, we decided to run with the Mad Hatter's Tea Party concept. It felt like the perfect blend of charm, elegance, and just a touch of whimsy—a recipe for an unforgettable event. And so, armed with teacups and boundless enthusiasm, we set out on our journey to turn this dream into a reality.

Crafting Your Blueprint: Developing a Comprehensive Event Plan

Alright, now comes the fun part—planning, planning, planning! We've got the concept locked in, so it's time to dive into the nitty-gritty details.

First things first: when's the big day? We need to nail down a date that works for everyone involved and ensures maximum attendance.

Then there's the menu to tackle. What delicious treats will grace our tables? From finger sandwiches to delectable desserts, every bite needs to be a taste sensation.

And let's not forget about the cocktails! What signature drinks will we shake up to complement the theme and tantalise taste buds?

Of course, no event is complete without entertainment to keep the party going. Will it be live music, a DJ spinning tunes, or perhaps some whimsical performers to add an extra dash of magic?

Last but certainly not least, we've got to figure out the price. We want to make sure our event is accessible to all while still covering our costs and making a splash in the market.

April Fools Day... An Interesting Choice!

So, let's start with the date, shall we? After some brainstorming, we realised we needed a time slot that was just right for our event. Since we were planning an afternoon tea, it made perfect sense to aim for... well, the afternoon!

Now, our restaurant tends to get pretty busy on Fridays and Saturdays, and we wanted to ensure our first event received the attention it deserved. Weekdays were out of the question since most of our regulars are busy at work. So, after a bit of deliberation, we settled on... drumroll, please... Sunday!

With the day of the week sorted, we turned our attention to the calendar. We wanted to give ourselves enough time to plan and prepare, so we aimed for roughly 8 weeks out. Lo and behold, that landed us in April. And guess what? The first Sunday in April 2023 just so happened to be... April Fools' Day!

Talk about serendipity, right? It felt like the universe was giving us a wink and a nod, confirming that this was the perfect date for our event. Plus, what better way to kick off a fun-filled afternoon than with a touch of playful mischief?

Food Glorious Food: A Delectable Afternoon Tea

When you're planning a themed event, the food is key—it's what sets the tone and gets people in the spirit! Just think about it: Brisket Burgers for a Cowboy Lunch, French toast for a bingo brunch, tacos for a Margarita Fiesta—each dish adds its own special flavour to the occasion.

So, when it came to our Mad Hatter's Tea Party, we knew we had to get creative with the menu. I mean, the name practically screams afternoon tea, right? But we wanted to go above and beyond, really wow our guests with some extra-special treats.

That's where Chef and I came in. We sat down together and brainstormed some ideas that would take our tea party to the next level. Here's what we came up with:

• Pinwheel Wraps: Imagine layers of tortilla, ham, and cucumber, all rolled up and sliced into these cute little pinwheels. They're like a savoury surprise with every bite!
• Cheshire Cat Posset: This one's a real showstopper—a layered concoction of silky vanilla and plum posset served in adorable shot glasses. It's as pretty as it is delicious!
• Jam Tarts: Of course, we couldn't forget Alice's favourite treat! These jam tarts are the perfect blend of buttery pastry and sweet, fruity jam. And to make them extra special, we added a pastry love heart on top because, hey, why not spread a little love with dessert?

With these mouth-watering additions to our menu, I was confident our Mad Hatter's Tea Party was going to be an event to remember. After all, when it comes to themed gatherings, every bite should be an adventure!

Securing the Essentials: Vendor Partnerships

Over the previous few months, I'd been hard at work forging relationships with Business Development Managers (BDMs) from various spirits brands. Let me tell you, if you're an events manager or bar manager, these are the folks you want in your corner!

One brand that I had been particularly keen on collaborating with was Hendrick's Gin. It was a match made in heaven! Hendrick's is practically our neighbour, located just a short jaunt down the road in Girvan, and their whole vibe was right up our alley—think steampunk, quirky, and whimsical.

So, I reached out to the BDM at Hendrick's and set up a meeting. From the moment we sat down, I knew this was going to be a fantastic partnership. Hendrick's was more than happy to lend a hand, supplying us with everything we needed for our event: afternoon tea stands, teapots, tea cups and saucers, and even some gin for our cocktails!

In return, we decided to tweak the theme of our event to align with Hendrick's unique aesthetic. The decor and costumes (yes, we ended up wearing costumes!) took on a steampunk Alice in Wonderland vibe, perfectly complementing the brand's style. And as for the cocktails? Well, let's just say we whipped up an enchanting array of Alice in Wonderland-themed Hendrick's cocktails that had everyone buzzing with excitement.

But we didn't stop there—we wanted to ensure our guests were thoroughly entertained throughout the event. So, we arranged for a table magician to work their magic and even set up a magical mirror photo booth for some whimsical photo ops.

All in all, it was a collaboration made in cocktail heaven, and I couldn't be happier with how everything turned out. Cheers to partnerships that elevate events to the next level!

Promoting Your Event: Marketing and Promotion Strategies

Marketing—it's a beast of its own, isn't it? With so many avenues to explore, it's easy to feel overwhelmed. One common mistake I've noticed is businesses relying solely on Facebook for their marketing efforts. Sure, it's a popular platform, but without shelling out for ads, your posts might as well be shouting into the void. Plus, putting all your eggs in one marketing basket means missing out on a whole world of potential guests!

For our event, we knew we had to cast a wider net. Alongside Facebook (because let's face it, it's still a powerhouse), we also tapped into the visual allure of Instagram. TikTok? Well, we weren't quite ready to take that leap just yet.

But here's where things get interesting. With the hotel boasting a six-decade legacy under the same ownership, we had a secret weapon at our disposal: an extensive mailing list. Cue Mailchimp—the trusty tool that helped us reach out to our loyal patrons and drum up excitement for the event.

But here's the real kicker: good old-fashioned word of mouth. Every single person who stepped through our doors became a potential guest, and we made sure they knew it. I'm talking genuine, heartfelt conversations—none of that "see ya later" and a nod toward a poster on their way out. Nope, we were genuinely excited about this event, and that enthusiasm was infectious. In fact, a whopping 85% of our ticket sales came from in-house efforts, with our dedicated staff spreading the word to eager guests.

So, while marketing may be tough and varied, sometimes the simplest strategies are the most effective. After all, there's no substitute for genuine human connection and good old-fashioned excitement!

Executing with Excellence: Bringing Your Event to Life

So, the big day finally arrives! Now, if you've got every detail nailed down perfectly, this should be a breeze, right? Ah, if only life were that simple!

In reality, things tend to take a bit longer than expected, there's usually something you've overlooked, and sometimes, well, suppliers just don't show up—cue the collective panic! But here's the thing: stressing over the things you can't control won't do anyone any good. Instead, it's all about rolling with the punches and focusing on tackling the tasks at hand.

For our event, let's just say the morning didn't exactly go according to plan. The restaurant had been buzzing the night before, leaving the team scrambling to print off all the essential materials—menus, cocktail lists, quizzes, you name it—bright and early. Talk about a hectic start!

A hotel guest at breakfast fell head over heels for the event and wanted in. Cue the mad scramble to set up an extra table and whip up some extra plates in the kitchen. Oh, and did I mention the pièce de résistance—the Mad Hatter's Hat—was nowhere to be found? Disaster, right?

Or so we thought. Enter Mrs. Network Queen, yours truly, with a last-minute lifesaving move. Thanks to a friend who happened to be the director of a theatre school, we managed to snag a hat just in the nick of time. Crisis averted!

As guests started to trickle in, we greeted them with smiles, confident in our meticulous planning and armed with solutions for every last-minute hiccup. And, despite the chaos, the event was an absolute hit!

So, while the road to success may have been a tad bumpy, it just goes to show that with a cool head, a little creativity, and a pinch of luck, anything is possible. Here's to rolling with the punches and making magic happen—even in the face of a few unexpected twists and turns!

Reflecting and Refining: Post-Event Evaluation and Analysis

Looking back, hosting the Mad Hatter's Tea Party was quite the adventure. From brainstorming concepts to overcoming last-minute hiccups, every step taught us something valuable. Despite setbacks, our team stayed resilient, finding solutions and delivering an unforgettable experience. The event was a success, thanks to everyone's effort and passion. It's not just about hosting an event—it's about creating lasting memories and bringing joy to all who attend. Cheers to the journey ahead!