TOP 5 EVENT DESIGN SECRETS TO TRANSFORM YOUR SPACE
Any good event designer knows that the best events tell a unique story each time as they engage the senses to enhance the guest experience. More isn’t necessarily better when it comes to event design but being intentional and making sure each element has a purpose is, as it progresses into the next part of the story. Here are some of the top tricks in my playbook:
Draw Them In
Anticipation is one of the best tools we have in events and the experience begins as soon as guests step foot onto the venue. Entrances are an often missed opportunity to build excitement and direct guests through to the next segment of the event but they are important to be thoughtful with. Guests ARE happier when they know where they need to be and where, and how you want them to get there. Framing, scent, lighting, color and sound are great places to start.
Place Setting Pretties
Guests are seated at their dining table for a significant amount of time so put some effort in here! This is one of the most overlooked aspects of the reception but it contributes so much to individual enjoyment. Your place settings should be handpicked to reflect your aesthetic down to the flatware, napkins in a fabric that isn’t rough to the touch (just say no to poly) and the linen should be in line with your design down to the pattern, color and fabric style. Menu cards are no longer a wish list item or money wasted. With all of the dietary restrictions and food lifestyles, guests need to know what they are eating, so menu cards are a necessity. Charger plates are an important part of the table setting for two reasons: they delineate each place setting, and they catch food and spills that may have ended up on linen or bare table which helps eliminate possible damage costs to you. And please, step away from the metallic chargers the venues provide. They are complimentary for a reason. Not only are they plastic, but they also show their wear quickly with metallic paint scratching off and that shows up in your photos. Go against the grain here and invest in ones that blend with your aesthetic more appropriately, and dare I say, aren’t cheap-looking.
Take Your Seat
The sky is the limit with creative seating installations now. They are weaved into the event design and create a photo-worthy focal point. Gone are the days of needing to default to tent cards on a table because there weren’t any other options, and at most outdoor venues paper rarely stays put anyway. From shelving units to backdrops, hanging works of art to calligraphed surfaces, this is an easy and fun way to create a big impact - and adds to anticipation.
Food and Beverage
Repeat after me, “I will not subject myself and my guests to a boring meal.” Seriously. There are SO many choices in food and beverage these days where culinary pros are pushing boundaries in presentation and taste. And social media has put our dining scene under a microscope further pushing experiences to Insta-worthy litmus tests. If we expect to have these experiences in our favorite restaurants why aren’t we demanding better and wanting the same type of excitement at a wedding - you are hosting - where everyone is celebrating you!? We do not need to limit ourselves anymore! Make it fun with creative displays, interactive experiences and more intentional meals that aren’t just limited to a salad and choice of chicken or beef. It’s no surprise that we hear that “no one cares about the food.” Ohhh, they care, and when its bad it is alllllll that is talked about. But if they experience is thoughtful and curated that’s the one thing they will rave about - for years to come. I have planned weddings in Europe and it was very eye-opening in comparison how American weddings completely rush through the dinner experience in order to “get to the dancing.” In Italy, dinner was a time to connect and celebrate and truly enjoy what came out of the kitchen - with plenty of wine flowing. These connections led more naturally to the next portion of the event and dancing was considered the “after-party” with your 100 new best friends. Even with 10:00 pm noise ordinance a pretty much every outdoor venue in the U.S. there can be time for both (hint, hint - start your ceremony earlier, but that’s an entirely separate conversation). Bottom line, don’t think you are limited to what is put in front of you for menus. Chefs and caterers who truly love their craft will be excited to customize your experience - always, and your guests will thank you for it.
Set the Ambiance
Communicating your aesthetic is important if you take the time and money to build your event with those touches. It doesn’t make any sense to invest your money into decor and/or those details if they can’t be seen once the sun goes down or the lights dim. What a waste! Lighting is the biggest key to transforming your space and this is probably most important, in my opinion, and in my experience. I’m not just talking about uplights your DJ provides either. I’m talking about an intentional lighting plan from a company that specializes in lighting design to enhance all of the features of the event (that you spent all of that money on). There are different types of lighting for different purposes, so it’s important to know what each does so you can make sure you have what you need. Without getting too technical here are some basic essentials that are easily obtainable:
Pin Spots
Pin spots are an advanced light design that shines tiny light beams of light in order to perfectly illuminate the center of every arrangement. A pin spot is used in lighting centerpieces, cake tables, buffets, floral arrangements, or anything that is significant to draw the eye to it.
Color Wash or Fill Lighting
A "wash" is a general "fill" of light and color evenly across the stage through the use of lighting fixtures, and colored using colored lighting gels. It sets the general ambiance tone depending on the color used
Uplighting
Uplighting is a popular lighting effect created by strategically placing lighting fixtures on the floor and pointing them up. Thus, creating the effect of "up lighting". This is most commonly seen at weddings and events and most DJs and bands provide this as part of their service or as an upgrade. Uplighting is a very effective way to dramatically improve the ambiance of an event space as long as it has something to project on to - like walls or trees. My hesitation with using just standard uplights is that is can create a striped effect - light, dark, light, dark, etc. But when used with other lighting or in the necessary quantities, it can be a beautiful way to brighten a dark space
Gobo
A gobo is another popular staple at weddings. A gobo is a stencil or template placed inside or in front of a light source to control the shape of the emitted light. For example, this is how we get a monogram or pattern projected onto walls or dance floors. Gobos are a really cool way to create an experience that typically doesn’t exist in a space - a stationary forest of trees, whimsical swirls on walls or a ceiling, a logo for branding, or patterns that can move to sound. The creativity with gobos can seem endless.
The standard lighting provided by the venue or rented by you, i.e. chandeliers or string bistro lighting serve a functional purpose only and when creating ambiance, the specialty lighting is how you achieve that.
If hosting the “best day ever” is truly your mindset and mantra, these 5 areas are important to consider. Working with your event designer to personalize your experience and who can truly show you all the possibilities will result in a wedding reflective of you - and be a wedding other couples will want to pin.
