Whether it's a corporate event, Derby party, family reunion or Celebration of Life, the host is naturally worried about guests having the best possible experience. As a preferred, 5.0-rated Louisville, KY Event Planner, The Kelly Way can tell you from experience that there's one key factor in making this happen: the host's enjoyment of the event, with no need to worry. Even when all details of the event or party are planned and managed perfectly, the guests can't be relaxed unless they see the host relaxed and enjoying their company.
The most successful planner, manager and organiser of events and parties will have a sense of what worries the host/client the most. Perfection of decoration? Engagement of guests? Presentation of the buffet? The weather? Whatever the greatest worries are, the event planner/organiser needs to be reassuring about those particular details, in addition to managing all other aspects of the event. The quality planner will continuously confirm that all details are covered, and all contingencies planned; i.e., This is what we'll do ... if it rains, if the caterer is caught in traffic, if the lead singer can't sing. The successful event planner is resourceful, calm, organised and experienced. The host will see this immediately in the detailed planning, can begin relaxing, and actually look forward to their event or party.
At The Kelly Way, we have learned over the years that this core concept is true for every event, but also that it takes a different focus for different types of events. As the saying goes, "Read the Room". Likewise, we need to "read the situation" and proactively ensure that the host knows all is good. Here are some examples!
Louisville, KY Party Planner
A native Louisville, KY party planner knows to address all concerns of the host, but also to cover anything that the host might not be mentioning or thinking about. In advance, the party host is concerned about timeliness of invitations, headcount, landscaping, decorations, etc.. To the experienced party planner, all of these details are planned and managed.
But what about the historical probability of weather, rain, temperature for the planned party date? And what else is happening in town, or nationally, that could affect head count? Is there a big concert in town? UofL vs. UofK basketball game? Party planners define their reliability and quality more by the problems that didn't happen, rather than the issues they have to suddenly manage. In an early planning meeting (if not the first meeting), the host can already begin to relax when the planner addresses these variables constructively -- indoor contingencies for rain; umbrellas and floor mats; perhaps a space with a large screen tv and and cups in red and blue if the party has to fall on game day; and plenty of advance notice to get RSVPs and let guests know the game game will be on!
Likewise, the host needs to know what to expect from the Party Planner ... and not! The organised, professional planner will have a comprehensive list of tasks to be manage, detailing what's in the scope of responsibilities for the selected planning package. The planner may be able to add tasks, such as running for ice and picking up alcohol, but these things become costly on the day of the event, so the initial review of what's included (and what's not) is key for avoiding stress, enjoying the party, and leaving the details to the professional party planner/manager.
What Kind of Parties are Managed by a Professional Party Planner?
Be sure to ask about the experience of the party planner. At The Kelly Way, our "Party Experience" runs a pretty extensive gamut from small to large, casual to formal, and personal to corporate. Here are some examples:
Birthday Parties
Derby Parties
Engagement, Bridal/Bridesmaid, Showers, Bachelorette and Bachelor Parties
Family Reunions
Celebration of Life Receptions
Anniversary Celebrations
Surprise Parties
Bar Mitzvah and Bat Mitzvah Receptions
Seasonal Parties, i.e., Easter Egg Hunts, Santa Visits, 4th of July Blow Outs
And Many More ... !
Louisville, KY Event Planner, Event Coordinator and Event Management
Event Planning, Coordinating and Management collectively have the same priority as Party Planning, and even Wedding Planning: Total relief from worry for the host, by handling all of the details. The main difference between "events" and "parties" is usually the scope of tasks/details and the headcount of guests, with "events" generally being larger, with more details to manage. So, an anniversary "party" is easily an "event" if it's a Golden Jubilee with 100 guests, a band, full catering and bartending, plus a full program of presentations, speakers, and Audio-Visual management.
As with party planning, event planning, coordinating and management begins with expectation setting, so the host knows what's covered, and what's not covered in the management. But with events and more details, you can expect more meetings and reviews, so we initially review the scope and plan, and then again at least once or twice (or more) prior to the event, depending on the size and details. The key to the host's worry-free enjoyment of the event will depend on the thoroughness of the Event Planner's reviews, correspondence, updates and confirmations. Without information and updates, the host worries; But with initial and continuous confirmation of status, the host can relax by knowing that the planner has "got this". The general difference between planning and management is that planning is everything prior-to the event, and that management is day-of the event, even though many details prior to the event are "management," such as securing servers and venue, etc. Here are a few general examples.
Event Planning
Venue options and coordination, correspondence
Catering / Bartending
Entertainment and Music, DJs, Bands
Space Design, Decorations, Table Settings
Guest Lists, Invitations, Writing, Printing, Mailing
Creative Engagement Activities, Contests, Ice Breakers
Correspondence, RSVPs, Reminders
Post Event Evaluations, Reviews, Follow-ups
Event Coordination and Management
Managing servers and bartenders
Managing music/DJ, song lists
Setting tables, place settings, seating assignments
Set-up and break-down decorations
Set-up and managing/running of A/V
Presentations, slides, presenter details and content
In general, there's no need to be concerned about semantics. Event planning, coordination and management ... all blend together in the process of preparing and then enjoying and evaluating. Begin with the Contact and Request for a Quote, then meet with the Planner, and every event will be completely unique in what it needs to be a smashing success!
Louisville, KY Corporate Event Planner
The successful Corporate Event Planner knows there is a big difference between successful private and corporate events. A worry-free event is a little different when the host is representing an organization and their 'worry' is on behalf of others, especially when the event is funded from a boss' account. The corporate event requires another level of assurance, correspondence, double-checking, and walk-throughs. No matter who the client or host is (i.e., whether the owner/CEO of the company or an executive assistant of a department), the rule still applies that the guests need to see them confidently enjoying the event, to enjoy the event theirselves.
Otherwise, the scope of Event Planning, Coordination and Management is similar to those listed above, usually with more time involved in reviewing and reporting to manage more details, provide more assurance to the client, and to double-and-triple check more of the details with vendors and suppliers.
Louisville, KY Celebration of Life Planner
Although many types of event planning and management can involve very similar scopes of details -- from weddings to private events, corporate events and parties -- the Celebration of Life is a relatively new type of event that requires specialized experience, coordination, creativity and sensitivity. It's similar to a memorial service, in which friends and family are gathered to remember and celebrate the life of their loved one, but the emphasis is to celebrate rather than grieve, while understanding that grieving is needed, and that togetherness is an important part of the grieving process.
The key to keeping a Celebration of Life positive is to keep it moving with a schedule of interactive and engaging, memory-focused activity. The following are typical features of a successful Celebration of Life event.
Positive Focus: The main emphasis is to celebrate the positive aspects of the deceased, and to remember good times shared.
Personal, Casual Setting:
The Celebration of Life usually takes place in a casual setting, such as the private room of a restaurant, a park or someone's home.
Sharing Stories:
Guests are often invited (but not pressured) to share stories about the deceased, which often results in more people remembering more stories and feeling more comfortable with sharing. This can be pretty unstructured and casual, or the facilitator can help prompt memories with references to activities that the deceased loved.
Meaningful Activities:
Activities can be tailored to the person's interests, such as favorite music, games and food. In Louisville (and around Kentucky), Bourbon Trail tours and tastings are increasingly a popular activity for Celebration of Life.
Interactive and Engaging Features: An interactive and engaging activity or feature of the Celebration is usually the most memorable and joyful elements. For example, a potluck dinner with each person bringing a favorite dish of the deceased; or a slideshow with everyone contributing photos; an open-mic night with guests reciting a poem, reading letters or singing a song; or a dress-up theme party with guests wearing something that would have been meaningful to the loved one.
Living Celebrations A celebration of life can certainly celebrate the life of someone still living! Someone with a terminal disease, especially with an attitude of celebration and joy, may want to have a blow-out of a celebration to gather loved ones, express their appreciation, and to give people an opportunity to say goodbye or 'see you later!' in their own way, especially if they live far away.
However the Celebration of Life is planned, it takes a special balance of sensitivity, joy, creativity and detail orientation, as well as experience, to ensure meaningfulness.
Louisville, KY Bourbon Event Planning and Bourbon Tours
Finally, in Louisville, KY and around Kentucky, "Bourbonism" has become the number one "theme" for any type of get-together. In addition to being the top draw for tourism, it's still very local in terms of being a unique connection among Louisville friends, family and colleagues. Corporate events are increasingly bourbon tours or tastings, and family reunions are now commonly planned around Bourbon tours, or perhaps a golf scramble with rare bottles as prizes. On and on, there's no end to the number of ways in which "The Brown Stuff" can pull a gathering together around a common "bond".
The Kelly Way, as a locally owned and top-referred Event Planner, is well-networked to create exclusive Bourbon experiences for groups, and for incorporating Bourbon tours into planning for weddings, corporate events and private events of any nature and size. Let's start with a talk at no charge, and see what your own, private Bourbon adventure can be!
Request Your Free Quote and Consultation from a Preferred Louisville, KY Event and Party Planner
As you can see, Party and Event Planning can be just about anything, all depending on who is celebrating what! The key ingredient to success of any event or party is ensuring that the host will be able to enjoy the event by leaving all the details to the Planner/Organiser/Coordinator. That first step is simple! Request a Free Consult from Casandra Kelly, Founder and Owner of The Kelly Way LLC, and we look forward to hearing about your needs for a perfect, engaging event!
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