Creating the Right Atmosphere

Photo credit: GBK

Whether your event is a company party for a staff of 12 or a formal appreciation dinner for hundreds, creating the right atmosphere at your event is key.

What Is Atmosphere?
Atmosphere literally refers to the air in any particular place. That means it exists everywhere, whether you think about it or not. The same is true with events and gatherings. Atmosphere will be there, but you want to have a say in what it feels like and how it contributes to the goals of your event. Characteristics which can be perceived by the senses are what make up the atmosphere at a gathering. However, aside from sights, sounds, smells, tastes and textures, things like emotions and attitudes can also be sensed and therefore also contribute to the "air" of your event.

Why Is it important?
Have you ever walked into a meeting or a room and immediately felt like you needed to leave that room? The atmosphere in that place directly affected your desire to be there. It might have felt tense or too crowded or too dark, or worse yet perhaps the feel was simply inappropriate for the type of event that was going on. Now imagine staying in that environment for a duration of time. Even if good food and entertainment are provided, you might struggle to have a good time or you may be distracted from the message because the atmosphere is wrong. And just think: if you feel that way, how many others do as well?

If you're putting on a meeting or event, you want your guests to feel like they want to be there and that it's easy for them to focus and enjoy themselves.

How do you create the right atmosphere?
I mentioned earlier that atmosphere takes its queue from what the senses perceive, so you want your event space to engage the senses. First and foremost, understand the purpose and goal for the event and find what enhances those things. If you're working on a meeting that takes place over many hours, choose colors and textures that promote both comfort and alertness. For a decadent evening affair, use lighting and fabrics that invoke the feeling of luxury. 

Here are some areas to keep in mind when crafting the right atmosphere for your event:

• decor
• music
• lighting
• smell (via food, plants or candles)
• texture/fabric

A final factor...

The last key factor that contributes to atmosphere is people. And while - in certain circumstances - you might be able to control the guest list, in many cases you cannot control individual attitudes. What you can do is identify key people and make them part of your plan. Find the folks who will naturally lead the crowd. Get them on board with the type of atmosphere you are trying to create. Then let them do their thing.

What are some instances of a bad atmosphere that you've encountered? How did it affect your experience at that event?

Event Tips: Know What You Want

Here is a video I made a while ago that somehow did not make it's way on the blog. So here it is for you to enjoy!

If there are other topics or additional details you'd like me to cover in future posts, don't hesitate to let me know!

Tips for planning theme parties

Theme parties can be a blast to plan or attend. But simply slapping a theme on your party doesn't guarantee its success. I've been to some terrific theme events as well as some that left much to be desired.

Last weekend I attended a theme birthday party done right. Despite my absolute unfamiliarity with the theme on top of the mandatory costume requirement, I had a great time (along with everyone else there, as far as I could tell).

So how do you plan a great theme party? Here are a few tips I came away with:

#1 - Do it big
The theme of the event needs to be obvious from the first moment your guests encounter it. That means the invitation. Express your theme either in words or through the look and feel of your invitation (or both). If you want guests to wear costumes, say so.

This leads to the moments guests step into the event. Make your event's theme evident through your decor. Decorate walls and furniture (fabrics are a great way to do this) and use props if you can. The goal is to transform your venue into the setting where your theme takes place - be it real, fictional or historical.

#2 - Remember the details
Now that you've transported your guests to your desired location, the way to keep them there is through the details. What kind of food makes sense to serve? What about music that ties in? Maybe you have standard party activities, but give them names that go along with the theme. Once you introduce them as such your guests will follow suit.

#3 - Take it easy
Here's where the balance comes in. Have fun and let your guests have fun. Don't get uptight if a guest shows up out of costume or if theme lingo isn't catching on quite like you'd hoped. You can't force it down their throats. Even if you could, you'd no longer be having fun (which means your guests probably aren't either).


If you've given an appropriate amount of attention to creating the big picture of your theme and adding some creative details it should be easy for your guests to get into the spirit and have a good time.

Here are some pics from a Tiki themed beach party I threw a few years ago.

I'd love to see pictures from a theme party you've hosted or attended.

<3
-R