Covering Your Bases: Tips to Anticipate Your Guests’ Needs
Even when you don’t work with an event planner like Innovative Party Planners, there are still ways to be a fabulous host. The little touches—like bags for umbrellas and a delectable vegan dish that shows you went out of your way to accommodate a special diet—can go a long way and make your event memorable. Below we have compiled a list of some of the most common guest needs that we come across at events and our favorite ways to make you look like a fantastic host and ensure your guests feel special.
Our Simple Tips to Anticipate Your Guests’ Needs
ASK
Ask about dietary needs ahead of time. While it might seem like a polite thing to do, it is also critical to make sure that none of your guests get sick at your event! Some dietary needs, for example, gluten-free meals, are not merely preferences, but can directly impact the health of your guest. Caterers today should have experience accommodating virtually any dietary needs.
ADAPT and ANTICIPATE NEEDS
Do you have guests coming with mobility concerns? Think ahead of any adaptations the guest may need, and make sure to discuss this with the venue or any other vendors involved. How will they be able to enter and sit down? Are the chairs going to be uncomfortable for them to sit in for hours? To anticipate your guests’ needs, you must think about how easy it will be to navigate the venue and be comfortable for the duration of the event. Beyond physical mobility challenges, you should also consider any guests with special needs. Whether someone is hard of hearing or sensitive to flashing lights, taking time to anticipate your guests’ needs will ensure that they feel comfortable and have a great time.
PREPARE
How will you and your guests be prepared if there is poor weather outside? Even when you don’t have an outdoor event, things like umbrella bags and floormats will need to be placed. Always have a backup plan and anticipate things like rain and snow. Additionally, make sure that you communicate your plans with your vendors, even if you may not think it is relevant to them, vendors love working together as a team to ensure that your event is a success.
COMMUNICATE
Communicate with your guests proactively about the venue and what to expect. Will they need to walk on gravel or sand to your event site? Are there cobblestones that might be slick on a rainy day? Letting your guests know as much information ahead of time will give them enough time and comfort in preparing for their own accommodations and comfort as well.
WELCOME
Out-of-town guests are making an extra effort to get to your event and recognizing that is a great thing. Create gift bags for the hotel rooms that they’ll be checking into that include things like bottled water, snacks, toothpaste, pain reliever, and other commonly-forgotten things. Guests may like a list of local pharmacies, shopping centers, parks, and local attractions to explore while they are in town. Arranging transportation for your out-of-town guests to and from their accommodations and the event will ensure their safety and convenience.
Have the Perfect Event with Innovative Party Planners
Innovative Party Planners is your resource for event design and planning in Maryland, Washington, D.C., Pennsylvania and Virginia. To learn more about our event planning services and how we can help make your event one of a kind, contact us by clicking here or call (410) 998-9999.