The big moments may get the attention, but it’s often small details and communications that determine whether an event actually feels seamless. Here are five commonly overlooked details that can make a surprisingly big difference in the guest experience.
1. Make the Dress Code Crystal Clear
“Cocktail attire” can mean something different to everyone. Take the guesswork out of your dress code by creating a visual guide, whether it’s a Pinterest mood board or a simple graphic featuring outfit inspiration and color palettes. And if your wedding weekend includes multiple events or getting-ready photos, be sure to clarify the dress code for each occasion so everyone knows when to dress up and when to keep it casual!
2. Give Guests the Transportation Playbook
Make arrival and departure as seamless as possible by giving guests clear transportation and parking details ahead of time. Include shuttle pick-up and drop-off points, parking garages, valet instructions, rideshare locations, public transportation options, and which entrance to use. For large venues or campuses, add approximate walking times so guests know what to expect. And don’t forget the exit plan!
3. Fuel the Vendors Who Make the Event Happen
Your vendors are working while everyone else is enjoying the festivities. Photographers, DJs, and photo booth operators need to know when they’re eating and where they’re eating.
4. Put a Person Where a Sign Isn’t Enough
Great signage is helpful. A great human is better. Place a friendly greeter at the entrance, have someone available to direct guests when the layout is confusing, and designate a point person for speakers, VIPs, and vendors.
5. Plan for the Weather… Even When the Event Is Indoors
Weather doesn’t stop affecting an event just because it’s happening inside. Rain? Have umbrella stands, extra floor mats, and a plan for wet coats. A heat wave? Confirm the HVAC can keep up with a full room and think about how the temperature will affect what guests want to eat and drink.
The details that seem small to a planner can have a big impact on how an event feels. At Five Grain Events, we think through the guest experience from the first invitation to the final goodbye, because seamless doesn’t happen by accident.
Thomas Gruber Photography