None more important, perhaps, than picking the right theme for your party. Whether it’s a family get-together, corporate party, or sales event, you want something truly spectacular. Why not get into the fall spirit along the way?

The theme you choose will set the tone for all of the other decisions you make on things like entertainment, invitations, location, etc.

See below for several themes that you should consider for your fall event. Use them to determine which one is the best fit for your event.

1. Oktoberfest

Pretzels and Beer, who doesn’t love that wonderful combination? This theme is perfect for events such as family reunions or corporate parties that are looking to blow off a little steam.

You can get quite handy with the different decorations, making it seem as if your guests traveled all the way to Munich, Germany by stepping in the door.

Some might also consider adding depth to the party by hiring a german folk band to play some music. Others might just compile a playlist of the best Oktoberfest songs to play for the duration of the event.

Try getting your hands on several different beers for your guests to try and be sure to stock up on pretzels of all kinds. Last, but certainly not least, don’t forget to tell your guests to wear costumes!

2. All-Out Quidditch Tournament

Some of you reading this are getting excited just reading this event idea. Others of you might have no clue as to what quidditch is.

For those of you that don’t know, quidditch is a game that exists in the magical world of Harry Potter. It involves witches and wizards using their broomsticks to fly around and play what some would consider a variation of soccer. 

While there are many differences to quidditch and soccer, the biggest one is the “golden snitch” which, when caught, results in an immediate victory for that team.

If you’re trying to plan a corporate event, then a sports game you’ll have to explain to many people might not be what you had in mind. If so, you can also try a Harry Potter-themed party. Adults and kids will both get a kick out of it!

The theme ties in perfectly to the fall season, since the Harry Potter series is often associated with Halloween. Be sure to make everyone dress up as a wizard!

3. Friends-Giving or Coworkers-Giving

Ask anyone what the fall season means to them, and most of them will say that it’s a season for giving thanks. However, you don’t have to wait for Thanksgiving to show everyone how much you appreciate them!

It’s been a difficult year for many. Everyone’s been put through the wringer in many different ways. The party you plan can be a great reminder to everyone that, while this year may not have gone as expected, there’s still a lot to be thankful for.

Depending on how big your guest list is, it might take a few rectangular tables to seat everyone comfortably. 

You might even consider setting your event up as a potluck-style, in which everyone brings a dish. However, if your number of attendees is too large, you’ll want to provide the food via a caterer.

4. Fall Brunch Extravaganza

Perhaps you want to host the party around midday. You don’t want to take up a majority of your guests’ night and ask them to find babysitters. You want them to take a few hours out of their day and relax. 

If so, then there’s nothing better than pulling off a fall brunch-a-thon. All of your guests will love the individuality of great food, champaign, light deserts, and the ever-present mimosa.

You can try making different casseroles or infusing pumpkin spices into things like pancakes, muffins, and even cocktail drinks. Who said you can’t have a pumpkin pie during brunch? It’s your event! Do whatever you know your guests will love!

This can be a perfect theme for things like a female empowerment brunch, family reunions, corporate parties, etc. 

You might also consider hiring a band to play for the entirety of your party, or hiring some on-stage talent such as a comedian, magician, in order to keep your guests smiling.

5. Halloween Event

Even if you’re looking to plan an event for your corporate team, you want them to be able to invite their kids and have hours of family fun.

There’s nothing that a kid will enjoy more than a corporate event that’s entirely geared towards Halloween. You can set up a pumpkin carving/painting station for kids to bring in their preferred pumpkin size and paint whatever they’d like.

You might also consider setting up a fun maze inside your indoor event space for the kids to walk through with their parents.

Of course, what Halloween party would be complete without a trick or treat feature to it? Kids can go around to the different stations dressed up in their Halloween costumes in order to get candy.

Even if you’re not looking to include kids, the Halloween theme will be a blast. You can create a haunted house (of sorts), have Halloween-themed cocktail drinks, and ask everyone to dress up for the party.

Plan Your Fall Event Using These Helpful Tips

Now that you’ve seen how to plan a successful fall event with many amazing themes, be sure to pick the right one for your party.

Be sure to read this article on the 5 C’s of event management and being an event coordinator. There you’ll find more information on how to plan a successful event.

For more inquiries, please be sure to fill out our online form to schedule a tour and we’ll be happy to assist you further!

The post 5 Tips for Planning Your Fantastic Fall Event appeared first on Midlothian Conference Center.

Have you ever thought about going into event management yourself?

It is an exciting career choice, but it can also be daunting. You need to make sure you know what you’re doing if you wish to succeed at event management.

For this, you’ll have to know the 5 C’s of Event Management.

If you have the creativity and willingness to pursue event management, then you’ve got a lot of the work out of the way.

But, there’s still a lot more to learn to pull off a successful event.

These additional tips are known as the 5 C’s, and they are as follows:

1. Concept

The first step for planning a successful event is the event concept. Think about what the event will be held for. One of the best ways is to think about the greatest concerts ever held. Even if your event is not a concert, this gives you an idea of how you want your event to make attendees feel.

There is bound to be an event that you have attended that has created everlasting memories in your mind. This is what you want to do with your event.

Think about why you are planning this event. What is the purpose of the event?

You may wish to host an event to entertain others. Maybe the event is a fundraiser for a charitable cause. Or maybe this is a seminar to teach a particular subject.

Once you have figured out the ‘why’ you want to figure out who the event is targeted to. You want to find your target audience who will enjoy and benefit the most from your event. This will help you determine the ‘what’ of the event. This means that you will be able to determine what the event should consist of – speakers, performances, activities, catering, etc.

Finally, you have to determine when the event will take place and what the best venue is for it.

2. Coordination

We hope you know how to properly plan a schedule. The next step once you’ve conceptualized your event is to coordinate it.

This will include coming up with a theme or general idea for the event. Once you find a theme, you will have a better idea for the venue, decorations (if appropriate), and any additional needs for the event – whether it is hiring a speaker, using audio/visual equipment, etc.

You need to make sure you reserve the date(s) and venue much in advance. Make sure you have flexibility with the date(s) and venue if you aren’t able to find the perfect time and location at first. Once these are confirmed, you can start advertising the event to your potential attendees.

This is also the step when you delegate tasks to your team members. Among these tasks will include reaching out to speakers/performers. Other tasks will include purchasing or renting the required technology and equipment. You may wish to ask your team members to coordinate transportation, catering, and marketing.

You also want to sit down with an accountant/bookkeeper to decide the event budget. Make sure to check with the accountant/bookkeeper that no one is exceeding their budget.

3. Control

This is one of the most overlooked and often neglected stages of event management. This is best managed if you do a run-through of the event.

You want to make sure everything is on track. Show up to the venue and see if there is ample space for all of the confirmed attendees. You also need to see if there is ample space for the catering company to lay out the food.

You also want to be on top of everything and plan for possible changes. For example, if a speaker were to cancel, do you have an alternate speaker? If the caterers have an issue, have you prepared a list of other options?

Have you considered what to do if the budget is running low? Make sure to always consider what the worst-case scenario will be so that you can always be on top of your event.

4. Culmination

This is the ‘D-Day’ so to speak. This is when the event takes place. On this day, you and your team need to be on top of everything.

You want to develop an itinerary for everyone involved with the event. You want to make sure that the team has access to the venue before the event begins – so that you can set up and possibly ‘rehearse’ the event before it begins.

As the event is progressing, you have to make sure the itinerary is continuously being followed. If one speaker is speaking, you have to make sure the second speaker is ready for their speech.

As the reception is checking in guests, you want to make sure that the caterers are preparing the food and that it will be ready at the allotted time. In short, you need to always be alert at all times during the event.

5. Closeout

Once the event successfully ends, there is still work to be done. You want to make sure that all payments and termination of contracts with the vendors, caterers, speakers, etc. are completed.

You also want to give feedback to your team. If they did a great job, let them know. If there were any issues, make sure they are addressed right away so that they can do a better job for your next event. Make sure you also ask them for feedback on how you fared as an event manager.

Finally, make sure you reach out to the speakers/performers, vendors, and caterers. Ask them if they enjoyed the event and what could be done better. You should also reach out to your attendees and ask them for feedback on the event.

The 5 C’s of Event Management: See You There

Now that you know the 5 C’s of event management, you are ready to plan your next great event. As long as you follow these 5 rules, you will always plan an unforgettable event.

And if you want to host an event at the Midlothian Conference Center, why not reach out to us?

The post The 5 C’s of Event Management That Everyone Should Know About appeared first on Midlothian Conference Center.

Fundraiser planning isn’t something to take lightly, however. There are many things to consider in order to get everything right.

Luckily, there are steps to take in order to have the smoothest fundraiser possible. Read on for our guide on 7 tips to consider when organizing a fundraiser.

How to Organize a Fundraiser, the Right Way

If you’re currently figuring out how to organize a fundraiser for a project, trip, or organization, the process can be challenging. It’s just like planning a big event; a lot can go right, but a lot can also go wrong.

Fundraiser planning involves preventing those annoying issues that can seriously impact the success of the event. For instance, researching your venue and available layouts ahead of time will prevent you from any surprises or space issues the day of.

By anticipating issues, setting your intentions, and planning properly, you can be sure you’re doing all you can to make the fundraiser great. If you take the time and stay organized, fundraiser planning can be a breeze.

1. Choose Your Purpose

If you’re wondering how to organize a fundraiser, one of the most important places to start is by having a clearly defined purpose. In other words, what will your fundraiser be benefiting?

You can choose to start fundraiser planning in order to raise money in general for your organization, or you can have a specific story behind it. Regardless, you want to have something compelling to tell potential supporters for the event.

If you are looking for other things, such as a new partnership or general publicity for your organization, be sure to keep that in mind as you begin fundraiser planning. That way, you’ll be sure you’re doing everything you can in order to accomplish everything you’re setting out to do.

2. Come Up With a Goal

For those wondering how to organize a fundraiser with excitement and impact, you should set a specific goal for the amount of money you’re trying to raise. For instance, if you’re saving for a trip, figure out all the money details and use that as your financial goal. A goal will help you promote your story, which is ultimately what will help promote the fundraiser.

Once you’ve figured out a concrete goal, use that number in all of your marketing. Keep track of the numbers as you go, as people are often inclined to give more if they see that you’re just beyond your fundraising goal.

3. Decide On Your Budget

Okay, you’ve got a goal and a purpose. Now what?

Another necessary thing to consider when figuring out how to organize a fundraiser is what your budget will be. This is especially important to help your efforts stay profitable. Without paying attention to the budget, you could even end up financially in the hole.

Come up with a fundraiser checklist of anything that will require investment, such as venue reservation, materials, transportation, and merchandise. It’s best to contact all parties directly and figure out exactly how much everything will cost. That way, you’ll know how much you need and you can avoid overspending.

4. Assign Leadership

If you’re wondering how to organize a fundraiser, here’s a good tip to remember: don’t do it alone. If you have the available resources, break down the tasks and figure out who the leaders in your organization will be.

If you plan on having more fundraisers in the future, you may want to set up a general fundraising committee so you’ll be able to skip this step next time. Choose your most trustworthy and reliable team members to take on different parts of the workload. With everyone working together, you’ll have a much easier time planning a successful event.

5. Hash Out a Timeline

Another important step in fundraiser planning is figuring out your timeline. Once you know what you’ll need to accomplish, you should write it all down and put some dates behind it.

Create a fundraiser checklist of everything that needs to happen before the day of the event. Here are a few key things to consider:

• Your marketing schedule (what your marketing materials will be, how and when they can be printed, what other promotions you’ll be doing, etc.)
• Your venue reservation, including due dates for deposits and time needed to reserve in advance
• Any preliminary marketing plans, such as passing out fliers and doing other public promotions
• The production period of promotional materials and giveaways
• Procuring of funds to set everything up

While this is by no means an exhaustive list, you’re likely to have some individual items of your own to factor into your timeline. Get your leadership committee together and get everyone’s input. That way, you’ll be sure you’re mapping out everything that needs to happen.

6. Find a Great Venue

Your venue choice is one of the most important parts of how to organize a fundraiser. With the right venue, you’ll receive the size, setup, and support you need in order to make your event successful.

Be sure to do all your research beforehand in order to ensure the venue offers the space you’re looking for. Here are the main points to look for when selecting a venue:

• Cost: does it factor into your original budget?
• Location: will it be easy for your staff and guests to get to?
• Size: will the space accommodate the crowd you’re expecting?

Choosing the right venue can make or break your fundraiser. Be sure to do your homework beforehand so you can be sure you’re going with the best option.

7. Figure Out Marketing and Sales

Fundraiser planning involves more than just planning. If you want your event to really be a hit, you have to take the time to market properly.

Get your committee together and talk about a marketing plan. Use your story and goals to provide a compelling way to capture the attention of potential supporters.

Start Planning Your Fundraiser Today

Planning a fundraiser doesn’t need to be overwhelming. All it takes is some planning, promotion, and organization. Now that you know how to plan a fundraiser, start your plans today!

Contact us today for more information about booking the perfect venue for your fundraising event.

The post How to Organize a Fundraiser: 7 Tips to Remember appeared first on Midlothian Conference Center.

Let’s be honest, planning a gala can be incredibly time-consuming and stressful for the planning committee. Without the right planning and organizational efforts, your gala is all the more likely to experience setbacks.

To help prevent this from happening, it’s best to plan well in advance. It’s also important to have an experienced venue partner like the Midlothian Conference Center to help walk you through each step of the process.

Here’s ten items to begin thinking about when planning your next fundraising gala.

1. Create a Detailed Guest List

First things first, you need to start by preparing a detailed guest list.

This guest list will outline how many attendees will be invited. Once you have your guest list arranged, you will then be able to move forward with selecting a venue that can accommodate this number.

We have ballrooms that can accommodate up to 800 guests with theater seating or 500 guests with reception seating. So even if you’re planning a large event with hundreds of guests, we can help make it a success.

2. Pre-Book Any Speakers

Do you plan to have any guest speakers or special guests for your gala?

If so, you’ll need to book these speakers well in advance. Remember, these types of guests typically carry busy schedules that may require several months’ notice before the actual event.

Once your speaker is officially booked, you will have to take care of any special needs that your speaker may have for the event. For example, they may need a projector or an internet connection to accommodate their speaking plan. Our facility should be able to provide any and all necessary AVL equipment your speaker(s) might require.

3. Decide on a Theme and a Dress Code

Of course, any fabulous gala is accompanied by a fabulous theme and dress code.

You can begin by deciding on a theme for your event. Once you have determined a theme, you can then easily decide on a dress code. Remember, your guests will need a clear idea on what to wear to your gala so that they fit in with the rest of the crowd.

Decorating your event is no small task as well. You may need to rent a scissor lift or other heavy machinery to decorate up high. Our Bluebonnet ballrooms have ceiling heights of 25 feet so plan your decorating needs in advance!

4. Find a Suitable Venue

Finding a venue is arguably one of the most important aspects of planning your nonprofit gala. In fact, 36 percent of event planners spent most of their budget on the venue itself.

In your search for the perfect venue, it’s important to take into consideration a number of factors, such as:

• Does the venue have a wifi connection?
• Does the venue accept outside catering and entertainment?
• How many people can the venue accommodate?
• Is the venue wheelchair accessible?
• Does the venue have enough bathrooms for your guests?
• Does the venue have parking and nearby overnight accommodations?

You’ll find that the Midlothian Conference Center checks all the boxes above as we have ample parking, wheelchair accessibility, plenty of bathroom space and even an onsite hotel if your guests are arriving from out of town.

5. Create a Website or Event Page

Any well-administered gala is going to have an official website or event page.

This is where your guests can RSVP for the event, learn about the event and purchase tickets for the event. Considering that 71 percent of all ticket buying occurs online, make sure your event website loads fast and is mobile friendly.

This could also be a great way to communicate with your guests and answer any questions that they might have.

6. Book Your Entertainment

Do you plan to have entertainment at your nonprofit gala?

Whether you’re opting for a musical performance and dancing, a live auction or anything in between, it’s essential to have this booked well in advance. Our facility does allow outside entertainment and has the means necessary to accommodate their needs.

We even have dance floors and other party equipment you can include as a part of the venue rental, or you’re welcome to bring in outside equipment as well.

7. Determine Food and Drink

The food and drink served at your gala are going to be a significant highlight for many guests.

That being said, it’s essential to pre-determine which foods and drinks are going to be served at your event. We do allow for you to use outside caterers and we can even refer you to some of our favorite local caterers. Some other venues require you to use their in-house services.

Remember that you may need to accommodate certain dietary restrictions for your guests. This may include having non-meat, non-dairy and low-fat meal options for certain guests.

8. Highlight Your Achievements

As with any successful gala, you will want to take a moment to highlight your achievements, such as sharing how much money has been raised or any milestones that have been met.

These are “feel-good” moments that help to capture the attention of your guests and contribute to the overall enjoyment of the night. Whether you choose to highlight individual or company efforts, your guests will appreciate hearing about your success.

9. Determine Parking Options

In terms of arrivals, you need to determine how your guests will arrive at your gala and where they will park.

With approximately 570 parking spaces available at the Midlothian Conference Center, parking should not be a problem for your gala. Please contact us in advance if you plan on hosting your own valet service or if you plan to contract with a third party valet service.

10. Determine Possible Accommodations

For any gala taking place in the evening, it’s beneficial to have nearby or even on-site hotel arranged for your guests.

While this doesn’t mean covering the cost of the overnight accommodations, it does mean that you should contact a nearby hotel to pre-arrange a number of rooms. If there are many guests coming from out of town, you may need to arrange a bus or transfer service from the venue to the nearest hotel.

Luckily, the Courtyard by Marriott is located just steps away from the Midlothian Conference Center. This new hotel offers 102 guest rooms along with extra meeting space, a restaurant and even a Starbucks®!

A Recent Gala Success

One of our favorite nonprofit galas we host every year is the Veterans Tribute Dinner. It’s held every year around Veteran’s Day right here at the conference center.

It’s a dinner where these veterans can get together, at least once a year, and fellowship with each other. It is also to honor the families of these veterans, who were at home while their loved ones were out doing their service.

We love how the community comes together to honor our local heroes and we look forward to honoring them for many years to come.

How to Plan the Best Nonprofit Gala

Planning a nonprofit gala isn’t exactly something that can be planned in one afternoon.

In fact, some of the best nonprofit galas take months of planning and even require a planning committee. After all, everything needs to be perfectly curated from the guest list and the venue to the entertainment and guest speakers.

To ensure that your gala runs as smoothly as possible, consider partnering with the Midlothian Conference Center. Get started by scheduling a tour through our facility to see if it could be the right fit for your gala!

The post Top 10 Tips for Planning Your Annual Nonprofit Gala appeared first on Midlothian Conference Center.