Event management for wedding anniversaries


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Event management for wedding anniversaries

  1. 1. Event management for Wedding AnniversariesSubmitted to: jani sir submitted by: Dhruvit shahSub: Roll no: 09PGDLRM
  2. 2. Wedding anniversary events celebrate important milestones in a couple’s lifetogether, and provide an opportunity for friends and relatives to join incelebrating that milestone. While most anniversary events occur at milestoneintervals such as 10 years, 25 years, or 50 years, any anniversary can be acelebration.For many couples, the anniversary celebration includes a renewal of vows. Thismay be quite similar to an actual Wedding, with all the same detailed facets tocoordinate Flowers, Décor, Music, and Photography, as well as details of thereception.Almost all wedding anniversary events include a reception. They are commonlyheld in an “open house” format where guests come and go during the specifiedtime frame usually a weekend mid-afternoon. A small event may be located atthe couple’s home; if many guests are expected, another Venue may bechosen, such as a church fellowship hall, community center, or commercialvenue, such as a Hotel.Once again, Refreshments and Food are a central aspect of the festivities. Foodmay be provided by the family, friends, an outside caterer, or the catering staffof the venue.
  3. 3. Site SelectionSite selection for the purpose of an event can range from a small room in aborrowed or rented building, to an Outdoor Park, neighborhood, sportscomplex, or as in the Olympics, an entire city. Most importantly, the location ofthe event should be readily accessible, easy to find, and located in a safe area.The site must be capable of fulfilling the requirements of space, electricity,bathrooms and other amenities to handle the event, and be of a properconstruction, meeting zoning regulations and offering a contract to provide aseamless event with the least amount of hassles.Selection of a site relates directly to the event function, and the degree ofsurety required for the event to proceed. Exposed sites, such as when eventsare held out-of-doors, may be subject to inclement weather, which is capableof shutting down an event or greatly diminishing the number of guests whoattend. A site venue with inadequate parking may deter guests from attendingas will the selection of a site in a crime-riddled or dangerous area.The perception of the site itself is also key to a successful event. It may provedifficult to attract interest for a boat show in the middle of a dry parking lot, asit may prove wildly successful to sponsor a tractor pull at a local fairground.The site itself must lend its own sense of anticipation and excitement to theevent. Modern structures with grand scaling, parking garages, rich interiordetails, and carefully designed floor plans are suited for events, making suchvenues perfect for providing a site to host a memorable occasion. Hotels arealways a suitable option, filling the lodging needs of out-of-town travelers,offering ready provision of catered food and beverages, and large rooms forclasses, banquets, or vendor displays. In addition, they are usually locatedalong major routes, may provide shuttle services to airports and trainterminals, and can greatly reduce event staffing costs.
  4. 4. HotelsHotels are a popular choice when it comes to event planning and the searchfor a perfect event location. An event venue providing accessibility to virtuallyevery budget is the hotel. Hotels can easily be found on nearly every corner inlarger cities and somewhere within or near other small towns. Finding a hotelis easy and makes the distance to be traveled by guests and issue of the past.Hotels come in various shapes, sizes and number of stars awarded. Regardlessof budget and taste there is a hotel to fit the bill. Up-scale, top-of-the-line, five-star hotels often feature on-site catering and meeting facilities ubiquitous withprofessionalism and formal elegance. Picturesque ballrooms and meetingrooms give guests the grandiose feeling leaving a good impression on the moreaffluent crowd. Mainstream hotels, perhaps with 3-4 stars, are none-the-lesseffective in achieving an overall ambience to event attendees. This caliber ofhotels offers nearly the same facilities; however, on a much more affordablebudget.Events encompassing two or more days may find comfort in the choice of hotelwith its on-site availability for lodging guests at their leisure. The convenienceof a hotel for multi-day events is nearly unmatched providing guests withdowntime crucial to refueling for the next days agenda. For traveling guests,housing the event at a hotel makes planning and attending easier for them.Eliminating the amount of work on their part, ultimately allows them to have abetter outlook with less stress going into the planned event.
  5. 5. DecorationDecorations at an event are necessary for setting the mood, framing theemotion and underscoring the importance of the event. From crepe paperstreamers to professionally-designed displays of color and beauty, decorationsgenerally work within a theme determined by event sponsors andcoordinators, setting the stage for the bulk of the event proceedings.Decorating for large events can prove daunting, requiring equally large displaysto be seen among a sea of people, vendors, event booths and accompanyingequipment. Colors must be chosen and established for the event in keepingwith the chosen theme, reflected in promotional materials, advertisementsand floral arrangements, tying the whole together into a feast for the eyes, aswell as imparting a visual sense of cohesiveness.While decorating is often the most exciting part of event planning, it is onearea where too many cooks can spoil the broth. The décor relies oncollaboration among event coordinators to arrive at a common agreement ofwhat the event theme is all about, and then punctuates the idea with décorthat is intrinsic to the theme.Decorating can be simple or as extensive as coordinated colors of tablecloths,napkins and the colors of clothing event personnel wear. Decorating withflowers is always a winner, and lends panache to banquet table centerpiecesand anchors stage backdrops. Flags, banners and posters lend upward interestwhen hung from the ceiling, while floor-level display easels post informationabout event times, welcome messages, and directions to specific meetingrooms. Not to be overlooked is the instant atmosphere suggested by clustersof balloons, centerpieces of fruit, or large urns flanking a main walkway.Ribbon streamers and bows also lend opulence to the affair, particularly whenutilized as trimmings on tables, stages, or around entry doors.
  6. 6. Not to be overlooked is the manpower needed to decorate a large hall for aspecial event, and the bucket lifts, ladders, tape, wire and tools to fashion anevent to remember. A good source for experienced and often free displayartists can be found among the ranks of high-end department stores, whoseextensive inventory of display items might be available for little more than anappreciative mention in the local newspaper.Event PhotosPhotos taken during an event become an aid to sharing the event experiencethrough house organs, the printed media, or on a website. Event guests oftendesire the opportunity to obtain photographs of an event as keepsakes, or todisplay in their own organizational and business communications. Photographsprovide a record of past events for use in future event promotion, and becomean archive of attending guests, speakers, or special moments. Photographersmay be contracted to capture the event in its entirety, or retained to onlycover a specific portion of it.Photographers are responsible for providing their own equipment for shootingthe event, replete with cameras, lenses, filters, necessary lighting and film.Pricing is generally in accordance to a specific number of shots, or by a packageoffering a diversity of finished photo sizes. Photographers may also offerphotos developed by specialty darkroom techniques, such as newspaper-friendly half tones, collages of important guests or products, as well as color-filtered or superimposed photographs. If the occasion calls for it, thephotographer may be contracted for shooting portraits of attending guests,requiring backdrops or special lighting. The role of the photographer at specialevents has grown to also include the services of videographers, who by thewonders of technology can pull from video footage a number of still shots tobe converted for print.
  7. 7. The photographer may also be versed in photograph retouching, capable ofair-brushing unwanted backgrounds from event shots for use in printed media,as well as correcting color, red eyes, or the occasional unflattering photocapture. For large events, the services of a number of photographers may benecessary to cover the myriad goings-on at the event. The services of areputable photographer can make or break the successful after-promotion ofthe event — because no one wants to see photographs that are blurry, poorly-lit or that amputate the heads from key speakers or honored attendees.Refreshments and FoodCatering is one of the most important ingredients for the planning of somecommon events. Preparing the delicious delicacies that make an event specialis the domain of the event caterer. Armed with specialty dishes, culinarydelights and dietary alternatives, the many food options the caterer offers canentice, inspire and satisfy event guests, making it a central focus of eventactivities. Caterers typically offer a signature selection of hors doeuvres, saladsand entrees, desserts and beverages.Caterers can be individuals, small businesses, or chefs associated with a hotelor restaurant. Many hotel venues offer in-house catering services, or maysuggest a proven and responsible catering service with which they haveenjoyed a professional relationship. Caterers typically provide the servingdishes for a buffet, such as chafing dishes, warming trays, serving utensils andbeverages, such as tea and coffee. Artistic chefs may also offer hand-carved icesculptures as the focal point of a special table, and some supply tableware withaccompanying flatware to provide the greatest culinary impact
  8. 8. A banquet serves the purpose of gathering event guests together for thepurpose of presenting awards, recognizing achievement, celebratingaccomplishments, or introducing new ideas. Banquets may be defined as thoserelaxed opportunities to introduce guests to like-minded professionals, long-lost friends, or new acquaintances. The banquet can be a simple affair servedby a buffet of culinary dishes, or can be rendered in the more formal format oftable service, replete with formally-attired waiters and waitresses.The caterer offers dishes in accordance with the desires of the event sponsors,providing any number of menu options generally priced on a per-person basis.Caterers are also flexible, capable of producing variations of dishes or offeringspecialty menus to accommodate the needs of guests limited in their foodchoices due to diabetes, weight loss programs, or allergies. The caterer musthave an idea of the number of guests expected to attend the banquet, anddetails must be defined as to the types of drinks to be served, the selections ofhors d’oeuvres prior to the main meal, and the desserts that follow. Inaddition, the caterer may provide servers for the event, and needfulequipment such as chafing dishes, plates, glasses, and tableware. Necessarily,these details must be carefully considered, that the event take place withoutexperiencing the horror of a banquet marred by the lack of personnel,necessary tools to conduct food service, or worse, running out of food.Determining the number of guests anticipated to attend a banquet is mosteasily ascertaining by on-line registry, return RSVP to delivered invitations,ticket sales, or sign-up sheets. Allotments should also be made for theoccasional important guest whom fails to reserve a seat, as well as forunexpected guests, or last-minute invitations. For this reason, caterers oftenpromise delivery of a reasonable excess to accommodate extra guests whomight otherwise be turned away from joining in the festivities.