Tips and Tricks for hosting an event

All right, so you’ve made it through the basics of event planning. You're ready to go and feel confident that you will have a successful event. However, you want to make certain that the details will all come together and this night will truly be memorable for both you and your guests. Below you will find a list of blips, blurbs and other middleofthenight ideas that may aid you in bringing your event to the next level.

• To help check in run as smooth as possible, offer a discounted admission fee for individuals who Pre-register their character by a certain date. Not only will this make life easier for the ST’s at the check in desk, but it will also help give you an estimation of the interest your event has generated.
• At a large event, it is oftentimes hard to distinguish who exactly are the ST’s and Narrators amongst the sea of players. To avoid confusion, take this cue from the Macomb staff: When hosting a Brujah Rave each ST had a small, blinking button which made it very easy to identify the individuals in charge.
• Utilize your event as a “recruitment tool” to bring in new players. Promote your event heavily within the community and offer to aid in character creation before the event, giving new players a chance to get their feet wet during a regular game and step out with confidence during the event.
• Promotion, Promotion, Promotion…
• As in so many things, networking is key. Ask your friends, acquaintances, co-workers, ECT…if they have any contact with caterers, florists, DJ’s, whatever. Then cultivate a relationship with that contact for future events.
• Contact your local Convention and Visitors Bureau. You’d be surprised how happy they are to help with finding hotels and venues for your event. Additionally, if you plan on hosting a longer event, the Bureau can provide maps and brochures to aid your guests in finding things to do before or after game.
• Don’t forget to send out Thank You notes to each business/contact who aided you with the event. They will remember the courtesy and it gives you and the event a more professional image.
• Promotion, Promotion, Promotion
• Understand that if you say check in will start at a certain time, players will arrive at least an hour before that time. Make certain you are ready to go well beforehand if possible. With a special event you want people to truly step away from normalcy and into another world. Do your best not to let them see the staging process.
• Bulk decorations are very easy to come by, and they can be used year after year. Small glass votives, candles, trays and the like are very inexpensive but do wonders for atmosphere. Try your local craft store, thrift store, e-bay, and other bulk distributors like Oriental Trading Company.
• Make certain you have read and understand the rules your venue has regarding decorations. Most places do not allow confetti, some have requirements for candles, and others may not allow them at all. Check before you make plans to purchase items that you may not be able to use.
• Promotion, Promotion, Promotion
• While it may sound odd…trust me on this next one. Compare your event to a Prom or Wedding. This will give you a better perspective on how much time/effort will be needed to create an amazing event. Additionally, if you think of it in that manner you will be more apt to find decorating/party ideas.
• Time takes on a new meaning when it comes to planning an event. While three months may seem like an eternity at other times, when working on an event you will find that time passes in the blink of an eye. Plan and prepare early and do not leave things for “Tomorrow”.
• Make lists…lots of them. This will help you with everything from brainstorming ideas, assuring that all aspects of the event are taken care of, and determining hurdles that need to be overcome. If you don’t like lists, find some other way to stay organized…this is key.
• Promotion, Promotion, Promotion…I know I have said this an awful lot, but without players to attend all your planning will be pretty much useless. Be persistent, once you have announced that you are going to host an event, don’t let people forget about it. If you think they are, post the information again. Heavy promotion of a large event should begin about three months beforehand, as this will allow individuals ample time to plan on attending.

Written by: Anne Zellmer