Organising a dinner and dance event is not as easy as it may seem initially. There is a lot of preparation involved, and it can be a tough task to get everything sorted out in time. Before you start feeling overwhelmed, here is everything you need to know about how you can go about organising the perfect dinner and dance event.
Organising your guest list
One of the first things that you will need to sort out is the guest list. You need to figure out how many people will be attending the event so that you can then proceed with organising things like the venue and the catering. You should get a rough idea of how many people will be attending as early as possible so that you can go on with the rest of the planning.
Finding the venue
When you are looking for a venue for your dinner and dance event, you are going to want a location that is exciting and vibrant. But you also need to consider more practical requirements as well, such as how big of a space you will need for the number of people who will be attending, whether they have the technical equipment you need, etc. You should also keep in mind your budget, as while you might be able to afford a five-star hotel, you might want to get a lower-budget location so that you can spend more on getting better food options or other such arrangements. Once you have decided on the venue, you should plan out the space and figure out where to place your food counters, tables etc. You also have the option of choosing between an indoor or outdoor event venue. While most people tend to opt for indoor venues as they are air-conditioned and you do not have to worry about adverse weather, outdoor venues offer a different ambience and a unique atmosphere for guests. Once you have shortlisted a few options, you should visit the venue and check out how suitable it is for your needs.
Dinner and dance event management also involves organising catering. You are going to want to work on your catering needs as early as possible so as to ensure that everything runs smoothly. You are first going to want to communicate with your guests about all their dietary requirements, particularly if any of your guests have allergies or are vegetarian or vegan. This way, you will ensure that all guests are able to enjoy the event. You should also decide how you would like to serve your catering. You can choose from having a plated dinner, a family-style serving or a buffet, depending on your budget and what the venue can accommodate.
Seating arrangements are often put in place to ensure order, but can also be used to help people socialise or make friends. You have the choice of either mixing up people who are not familiar with each other (this is a good option if you are trying to encourage networking) or choosing to have friends sit next to each other so that they will be more comfortable during the event. Remember to have the table arrangements clearly displayed and easily identifiable. If you have a certain theme in mind, you can name tables under that theme as it is more easily recognisable. For example, if you are having a Hollywood theme, you can name the tables after celebrities. This way, guests can easily find their table.
For dinner and dance events, it is very important that you not only get all your guests the food they need but also the entertainment they need. Getting them out of their seats and onto the dance floor is always a process, as it is hard to avoid that initial awkward period where no one wants to be the first person on the dance floor. One way to avoid this is by ensuring that you start off the event with live music so that everyone is encouraged to get on their feet until the DJ comes in to keep everyone on the dance floor. You should also consider having a photo booth station at your event to increase the level of engagement with guests.
Creating a theme
One of the best ways to get everyone on the same page before the dinner and dance event even begins is to have a theme. This can help unify the attendee list and make the event very memorable for everyone, especially when you look at the photos. However, creating this theme means that you will have to commit to it in every aspect of decor. For instance, if you plan to host a Hawaiian-themed dinner and dance event, you should purchase various decorations that would fit that theme, such as pineapple paper lanterns, tropical flower garlands, inflatable palm trees, etc. You can even ask your caterer to provide dishes relevant to this theme.
You are going to want to consider all the requirements of your dinner and dance event when planning to ensure that you have got all the right equipment ready. Talk to your venue host to see what facilities and equipment they can provide. Remember that you shouldn’t expect them to have everything you need and that you may need to source certain equipment yourself. For instance, while they may have a speaker and microphone, they may not have a projector.
The best dinner and dance event management
While it is possible to organise a dinner and dance event yourself, it is not always the best course of action. Dinner and dance event management is often very time-consuming and tedious and will keep you incredibly busy as you coordinate all the logistics and get everything prepared for the big day. Hiring professional dinner and dance event management services will help you achieve the event you desire with minimal effort.
JSQ Production is an experienced dinner and dance event organiser in Singapore, where you can find some of the best event management packages for you to make your event a huge success. From pre-planning and concept development to the actual execution of the event, they oversee absolutely everything on your behalf.
Find out exactly how JSQ Production can help you by contacting them now for more details.