It’s no secret that New York City parties are famous worldwide. Because there are so many parties going on every day, NYC party planners have to learn to compete with each other to get attendance. They learn to make their parties stand out, to attract the right crowd, and make their events unforgettable.
Sally Golan, founder and executive producer of Social Exposure Media, provides party planners all over New York with her top ten ultimate must-dos for that awesome New York-style bash:
Set the goals first, then plan
Why start hunting for a venue or liquor sponsors if you don’t event know WHY you are hosting this event? Are you holding the party to support a charity for animal rights, or hoping to raise awareness for a newly launched product? Or do you simply want to reunite the gang for a catch-session after the long holidays? What’s the party for and what do you intend to achieve out of it? While a party doesn’t need to as structured as a meeting (otherwise it will get too boring!), you need to ask yourself what you want to get out of it before you start planning. When your goals are clear, you will have no trouble deciding on what you should get and who you should hire for it to be a success.
Avoid club venues
The most insulting thing that any one can call me is a “promoter”. I cringe at that label. I am a creator, a producer, a media conglomerate — anything BUT a promoter. I expose the best of NYC from talents to products to cool places and ideas. This is why I avoid club venues. ALWAYS. Club venues almost always lead to the most mundane after-party events I’d rather not say and for a party to be truly memorable (and for you to become a well-respected planner) this is the not path you want to take.
An event that inspires will leave the greatest mark
The best events are the ones that leave you with something to think about. New York is ridden with parties in every corner. What makes yours special? Whether it’s a cool theme or a unique exhibition, your events should at least encourage people to strive for something, whether it’s for a cause or simply to have a darn-good and unforgettable night. Your event should introduce something new, if not add a fresh twist to something that’s been tickling the crowd’s fancy for quite some time. If you’re set on a specific objective, for instance, a launch of a new cosmetic line, your outward goal is to get the brand known, while your underlying agenda involves making the women feel better about themselves when they leave the place. You want people to write you thank you notes after your party. You want people to say “I learned something last night”.
Stay away from the weekends
Party planners all over Manhattan know that weekends are a danger zone. The best events take place on a week night from a Tuesday to a Thursday. Now, if you are planning a weekend event like a birthday party or a wedding party, obviously that is a different story. The earlier in the week it happens, the more business-related the event. The more creative and fun-related parties usually happen toward the end of the week.
Send out catchy invites
Marketing is everything. Your invitation and how it’s presented will determine if guests will come to your party or not. It’s a glimpse into the event, so make it catchy and intriguing enough to draw attention. Avoid haughty invites and car salesman-like marketing materials. Make it warm, personable and appealing to your target clientele. Invites get deleted or tossed out the second people feel they are facing a promotional event. Avoid too much text and speak to all genders. I have a three color scheme rule so everything remains consistent.
Social media is your best friend
Facebook, Twitter, Tumbler, Flicker… all of the lovely sharing tools are indeed your best friend when it comes to marketing your event. Don’t abuse them, though. Post funny things that people enjoy reading instead of “COME TO MY PARTY” every five minutes. That’s annoying. Engage in a conversation. Put an idea out into the world and let your invitees do the talking. There is no better marketing than word of mouth endorsements from people who share your enthusiasm for the party minus the hard-sell tactics.
Choose music that fits the event
Don’t you hate it when you go to a networking party and the DJ is blasting Rihanna and people can’t hear each other? Music is not just to fill air space. It’s to set a mood, a tone, an ambience. Choose music that gives off the vibe you are going for. I love artists like “Bitter Sweet” and mixes from “Hotel Costes” when organizing schmooze parties; that is, a relaxed, intriguing sound that complements a conversation instead of competing with it.
Preparation is key
I have a rule: the day before the event is the day I do NOTHING but relax. That means everything from the guest list to the event schedule is prepped in advance so I can focus on getting ready to be a damn good host. Create a schedule of when things should have already been done and make sure the day before the event is your day OFF. An event is like a theater production. All the weeks of rehearsals leading up to opening night are busy, but the day before, you go see a movie or eat dinner with a friend and forget it all. Wake up refreshed, excited, pumped up and confident of having an awesome party ahead.
Your guests are the stars of the evening
Party planners get carried away with decorations, music, lighting, party favors, sponsors, liquor…everything needed to make a party fun. But let’s not forget that a party isn’t a party without PEOPLE. Pay attention to your guests and ask yourself “what would I want from this party”? Remember, your guests are the starts of the evening, not your hired entertainment.
Calm down; everything is under control
People have no idea how ridiculously hard it is to host an event and manage hundreds of people at once. But if you are going to wear the stress on your face and have your eyes dart around like a doberman in a bird house, no one is going to talk to you. Just remember that people are here to ENJOY themselves. The host sets the tone for the room. If you are maniac, everyone else will turn crazy and paranoid. Be a swan above water and a paddling duck underneath.
Just because the event is over doesn’t mean you can run off and die
Don’t hide just because your tired. Follow up with all your new friends and stay in touch! So get off the hibernation cell, get up, have coffee and get cracking on your 108 new notifications on Facebook and start editing those dreadful, half-eye-closed party photos. Stay in the spot light and stay memorable. Ride the wave onto your next big bash!
Yes Invite people! more people who will be attending your event the merrier. There are lots of ways to contact people with the use of technology because it is fast and efficient. You can send them messages by group in Facebook or message them with snail mail which is the old- fashioned way of sending a message to other people. It will also create an impression to the person you have invited and also the feeling they will get when opening the invitation they have received is thrilling. Lastly, make sure to talk to them and ask them if they are enjoying your event.
There will be an event happening on the next few months, doing it yourself is stressful and it needs a lot of work. My first option will be hiring someone to do the job for me.
Why don’t you just hire an event planner to make it easier for you. Hiring an Event planner/company to help you organize your event is essential nowadays. They have great knowledge and experienced in planning an event and they know a lot of suppliers that can also give them discounts. They have the stress while all you need to do is to attend and enjoy the event. With an event planner you can have a better and enjoyable party without shouldering the responsibility in planning the event.
Great tips! Planning an event is really an stressful task to do. I think it is also important to create and set a theme that perfectly fits the tone and content of the event (you do not want to confuse your guests on what kind of event they are attending).Create ideas that will also engage both the fans and the sponsors.
Be innovative when planning what is the atmosphere you want for your event and also think of ways on how you can entertain your guests like hiring a DJ or a band. Lastly create impression that guests can share it to others on how good and awesome the event they have attended.
Event is not just about party, music and food it is also a good way for business owners to promote their brands and business. It is important to plan and list your ideas about the event before executing it. When an event becomes successful it is also a great technique for the company’s marketing, networking and engagement. Follow some great pointers like this article on how you can make a successful even whether it’s a sports event, business event or etc. When organizing and planning on executing event esp. big events, you should know first the purpose of the event and why are you going to perform this event.
I went to one of Sally's naked body painting parties. It was SO crazy and fun 🙂
Planning a party is definitely all about your guests and making everyone feel like they achieve something by being there. I really like these planning tips a lot, especially the last one about staying connected. If your party is awesome and professional, it totally is a reflection of who you are and what you bring to the community. Plus, it gives you a chance to meet people and make new friends who want to help as much as you do!
Wow, I always assumed clubs were the go-to venues for events but glad I got the memo now! Where else are good places to host events? Also, being a calm host is totally important. There's nothing more uncomfortable than being around someone who's buzzing and nervous
I actually Youtube-ed “Bitter Sweet” and “Hotel Costes”. I must say, perfect music for my next party!