The truth is, you’ll need to be a level-headed and organized person who works well under pressure in order to pull off party and event planning as a career. Not only this, but you’ll also need a serious eye for detail — because every well-planned, flawless event comes down to the details.

As an event and party planner, there are certain ways to prepare so that your job is as stress-free as possible. If you’re new to the game, here are some of the top party planning mishaps to avoid.

1. Not Starting Your Party Planning Early Enough

Here’s the thing — time is never on your side when you’re planning a party or event. It’s always best to assume that things might run a little late or behind schedule, especially when it comes to relying on your vendors. That’s why you need to start your party planning way earlier than you think.

To add to this, procrastination is never going to help you — even if it’s the smallest tasks that you put on the back-burner. When it comes down to it, this type of procrastination can come back to hurt you.

All in all, you want to begin your party planning as soon as you have a set date for the event. And the best place to start is with securing a venue. This is because most venues are pre-booked for events months or weeks in advance. So you need to ensure that you find and secure the right venue in the right timeframe.

Once you’ve secured the perfect venue, it’s time to make a detailed party planning checklist that you can sink your teeth into right away. This checklist helps you to map out the planning process, keep track of completed tasks, and stick to a realistic timeline.

2. Neglecting Your Technology Setup

In today’s day and age, technology plays an integral role in almost any type of event. Whether it’s the music, speaker, and dancefloor set up, or a podium set up with a slideshow, you need to prepare it all before the day of the event.

Don’t want to make the mistake of leaving your technology set up for the day of the event. This is one of the biggest oversights any party planner can make because if you run into tech issues, this could totally derail the rest of the setup on the day.

Another important tip is to pick one operating system (i.e. Windows or Mac) and stick with it when using technology for an event. The last thing you need to stress over is incompatibility issues.

Make sure you set up all the required tech for the event at least the day before. Then, test it out thoroughly to ensure it’s all working properly. Always have a technician’s number on speed dial in case of any hiccups on the day.

3. A Lack of Communication Before the Event

Without your guest list, what type of event do you really have? You need to make your guests a top priority when planning a flawless party, and that means regular and timely communication.

One of the most important party planning mishaps to avoid includes failure to communicate with your guests before the event. Your guests should not be left in the dark, confused about details, or a lack of information.

It’s a good idea to think about communication from their perspective. What would you want or need to know in the lead-up to the event? Make sure you provide all the critical information they need, well in advance, but not too far in advance — you don’t want them to forget it!

This includes address details, parking availability, directions, local resources, the event/party agenda, the party theme or dress code, food and drink options, etc. Send your guests a comprehensive email reminder of all these details a week beforehand, plus a follow-up reminder a day or two before the event.

4. Failure to Prioritize All Five Senses

One of the best ways to create an amazing first impression, as well as an impression that lasts, is by engaging the senses. When planning a party that you want your guests to remember, you must consider all five of their senses.

By doing so, you can create the ideal environment that allows your guests to feel as welcome and comfortable as possible. And this is not something they’ll forget in a hurry.

First and lasting impressions rely on how you stimulate the sight, smell, taste, sound, and touch senses. This means your venue must look visually amazing. It should also smell pleasant and inviting. You could offer a welcome drink on arrival, enjoyed with a soothing backdrop of music. Your guests should have access to comfortable, plush areas of seating for maximum relaxation.

5. Neglecting the Quality of Catering

If there’s one thing that can derail an event faster than anything else, it’s bad food and poor service. Some event planners might even say that catering is the single most important part of any event. It’s what your guests will remember, above many other aspects of the event.

Make sure to do your research on the catering company you hire. Where possible, test out some of their catering beforehand. Ensure they use fresh ingredients and can serve their food in a timely manner on the day.

Communicate clear instructions with your catering team to ensure everything runs according to schedule and your guests aren’t left hungry or thirsty for too long. Finally, don’t forget to prioritize certain dietary requirements and make sure there are fresh and delicious options for these people too.

6. Not Having a Backup Plan (aka Plan B)

When you plan out your party, you want to think about all the scenarios that might require a contingency plan. For example, if the party is outdoors, what is your backup plan going to be in case of poor weather?

If something happens to the event space, i.e. a fire, do you have a backup event venue secured? Some other important backup plans to consider include power outages, overflow parking space, tech issues, seating issues, and food and drink mishaps.

Make sure you have a contingency plan for all the potential scenarios that could go wrong on the day so you have yourself and your guests covered!

In Need of a Top Class Event Space?

Party planning is not rocket science, but it does take plenty of forethought, preparation, and time management. If you can keep these key mishaps in mind when planning your next event, you can rest assured that your guests will walk away impressed!

Are you planning a special event in the near future? The Midlothian Conference Center is your go-to for all event types. Offering a 39,000 square foot facility, we can adapt the space to suit your specific event.

Whether it’s a large-scale conference or a small and intimate wedding reception, we’ve got you covered! Get in touch with our team for more.

The post 6 Common Party Planning Mistakes (and How to Avoid Them!) appeared first on Midlothian Conference Center.

Now that the world is slowly returning to normal, many couples are finally celebrating their union with friends, family members, and loved ones. If you are planning your wedding, one of the biggest questions on your mind is likely which wedding space you will choose.

Finding the perfect wedding venue isn’t just about whether or not you fall in love with the space. It’s also important to make sure you find the right-sized venue for your big day.

Let’s take a look at how you can determine the right wedding venue size for you.

Accurately Estimating Your Guest Count

The most crucial step in getting a wedding space that is the perfect size is correctly estimating how many guests will attend. You can’t simply count how many people you invited and expect that every individual will be able to make it on your special day.

There are a number of factors that will affect how many people will come to your wedding. This might include how far people will be traveling to attend. It also is determined by whether or not you are allowing plus-ones for guests that are single.

Also, consider whether you have chosen to let close family members invite some of their close friends. All of these different bits of information can end up adding to a very different number of guests than you invited.

You will also want to count children when considering your guest count. Most children who are older than three will want a seat and a meal.

There is no way to know the precise number of how many people will attend your wedding. However, by considering multiple different factors you can end up in the ballpark.

Looking Into How the Venue’s Recommendations Relate to Your Reception’s Structure

There are so many pieces that go into a wedding reception. Some soon-to-be-married couples might choose to have a banquet-style reception while others might want a barbecue-style dinner. The style of your reception will impact how the space is used, so this is worth considering.

For example, a large open room in a venue might hold 200 people for an event where people are mingling, while the same room might only fit 120 people for a seated dinner.

The best way to determine whether a venue will suit your guest count and your reception style is to talk to the venue. You can share with them what you envision for the event and they can let you know if they have recommendations to help you receive your desired outcome.

Read the Fine Print

Some venues charge you depending on how many guests attend your wedding, while others don’t. Some might even charge you extra if more people end up attending than you have indicated in the contract.

Most people who are planning a wedding have a relatively strict budget they are trying to abide by. For this reason, you will want to understand any associated costs when it comes to your venue and the size of your guest list. If you decide to rent a venue that is larger than necessary for the number of guests attending, you’ll want to be aware of any associated extra costs.

On the other hand, if you choose a venue that is fairly snug for your guest list, you will want to look into whether you will be charged for additional guests and amenities.

(Are you wondering how to choose a wedding venue in Texas? If so, check out this article!)

Consider How the Space Will Feel Relative to Your Number of Guests

Beyond the more practical concerns, you will want to be considerate of how the space will feel relative to how many guests are attending. If you have too many guests for a small space, it might feel crowded and claustrophobic. If you have too few guests for a larger space, it might feel a bit empty and awkward.

Talk to prospective wedding venues to determine how the space feels with different guest numbers. If you have your heart set on a specific venue, they might have suggestions for how to make the space and the vibe feel just right.

Basic Guidelines For Venue Size Based on Guest Count

The perfect venue for your wedding is ultimately up to you and what you want out of your special day. However, there are some general rules of thumb that can help you get a sense of the size of space you will need to accommodate your guests.

If you are having a smaller wedding with about 80 guests, you will need at least 1,000 square feet for a sit-down dinner. If you are expected about 160 wedding guests, you will need at least 2,000 square feet for a sit-down dinner.

A venue that is at least 3,000 square feet can accommodate around 250 wedding guests, while a 3,700 square foot venue can accommodate about 300 guests.

You will also want to consider the space you will need for:

• The head table
• The dance floor
• The DJ or the band
• The cake table
• The bar
• Food stations and/or the buffet
• The gift table

As you can see, there are a number of different factors to take into account when you are trying to find the right-sized venue. Talking to a few different wedding venues can help you determine which size space will be perfect for your wedding venue.

Are You Looking For the Perfect Wedding Space?

It’s easy to feel overwhelmed when you are looking for the perfect wedding space. In this effort, you have to balance your budget and your guest list with the atmosphere and feel that you desire for your big day.

At the Midlothian Conference Center, we have spaces to accommodate both an intimate affair as well as a large gathering.

Are you looking for the perfect wedding venue in the Dallas-Fort Worth area? If so, contact us today to request a detailed proposal.

The post Determining the Best Wedding Venue Size appeared first on Midlothian Conference Center.

Studies have known that event planning jobs are one of the most stressful jobs. From budgets and guest lists to floorplans and venues, there are so many things to consider.

In an ideal world, all of the moving parts that must come together to execute the perfect event would operate smoothly and obstacle-free. However, if you are relying solely on the best-case scenario for your event, you may end up disappointed.

If you want to know how to plan an event without the hassle and headache, we’ve got 7 ways to help ensure smooth sailing for your next event!

1. Have a Plan B

Having a backup plan serves as an ace up your sleeve when you are planning an event.

Planning for the worst-case scenario will make you feel more confident should obstacles arise.

These helpful tips and tricks will help you if things don’t go accordingly to plan:

• Account for extra time should things go wrong
• Create a list of possible situations and how you could fix them
• Take precautionary measures
• Assign members of your team to possible problems

If you are planning an event, there is no such thing as being too prepared. If you expect the unexpected, you’re likely to successfully get over any hurdles during your event.

2. Keep Extra Hands on Deck

Having an extra set of hands is essential for executing a successful event.

When you are event planning, there are tasks and errands that you cannot foresee. For these, having extra help will be very helpful in these moments.

For large events, guests will require information and assistance from a variety of staff members. Ensure your team is knowledgeable, friendly, and courteous. They must be approachable, and they must be able to work well within the team.

The more well-trained your team is, the less stressful the event day will be.

3. Follow a Checklist

Knocking items off your checklist is not only gratifying, but it keeps you on track. This can also serve as your event planning template.

Seeing all of your duties on a neat list will help you be more productive in completing each other. Creating a checklist for your event is one of the best ways to stay organized and stay on track.

It is also helpful to rank these items according to importance.

Also, don’t be afraid to delegate the items on your checklist. Instead of spreading yourself too thin, entrust certain tasks to members of your team.

4. Budget Accordingly

Creating a budget is one of the more challenging aspects of event planning. It is sometimes difficult to predict every aspect of the budget. Additionally, it is hard to account for unforeseen expenses.

Try not to cap the budget for each category. If you have a budget for decorations, food, and marketing, try to save a little from each of these areas to account for costs that may come up unexpectedly.

While you divide the budget into the needed categories of expenditure, have an emergency fund for incidentals. This extra fund can also come in handy if there are things that you want to add last minute.

It is helpful to break your budget down into percentages. On average, couples planning a wedding are responsible for 47% of the budget. It is important to be realistic about what you can spend, depending on your earnings and how much time you have to save for your event.

5. Pick a Reputable Venue

Choosing a great venue is one of the most important decisions for your event. Not only will the venue set the tone and atmosphere of the event, but it will also be the backdrop of a very special day.

There are many things to consider when picking a venue. Budget, size, and availability will be among the most important factors.

You want to ensure that the space accommodates the number of guests. However, you don’t want a venue that’s too big that it makes the event feel empty.

Your venue will take a huge chunk out of your budget, so you want to ensure it’s right for your event.

For beautiful venue options for your next event, Midlothian Conference Center has something for every event.

6. Decide on a Theme

Picking a theme for your event is one decision that will make all of the other decisions much easier for your event.

After you have chosen a theme, picking decorations, music, and cuisine will all be much simpler. You will want all of the aspects of your event to match the theme.

If your event is a winter wonderland theme, you already know that you will need snowy decorations and heartier food. If you are having an island-themed event, you can serve tiki-style drinks and offer flower leis for your guests as a fun accessory.

7. Promote Your Event

Marketing your event is crucial to its success and outcome. You want to ensure that guests are excited about your event and that you have a strong turnout.

Make sure that you advertise honestly so that your guests know what to expect. It’s better to impress your guests and exceed their expectations rather than have them disappointed through false advertising.

You can use a variety of methods to get the word out about your event. Of course for private events like weddings, you will use invitations and an RSVP system to keep track of attending guests.

For public events, there are many social media platforms that you can take advantage of to promote your event. Facebook, Instagram, and Twitter are all easy and free ways to advertise your event.

You can even cut out a portion of your budget for more formal advertising like flyers. Ensure that your flyers and invitation suit the theme and atmosphere of the event.

Reliable event planning companies and venues will provide a team of professionals to help you with the details leading up to your event.

The Bottom Line When You Plan an Event

While you cannot predict what may happen during an event, there are many ways in which you can get prepared. The next time you want to plan an event, use these seven tips to help alleviate the stress and get organized. Not only will you feel well-equipped leading up to your event, but you will also feel confident on event day!

For more information on venues for your next event, visit our website and take a tour today!

The post 7 Ways to Plan an Event Stress-Free appeared first on Midlothian Conference Center.

Planning a 50 year wedding anniversary celebration requires extra special care and thoughtfulness. In a half-century, a marriage goes through many memorable moments as time progresses and changes.

Whether you are the children who are planning the event or the happy couple, enjoy these 10 tips for making this momentous occasion a meaningful trip back in time and the first step into continued togetherness.

1. Choose A Theme

There are so many iconic figures from 50 years ago that influenced music and fashion. If you choose to host a costume party, here are some favorites from the era to consider.

• Elvis
• The Beatles
• The Temptations
• The Archies
• Stevie Wonder
• The Rolling Stones
• The Jackson-5
• Sony and Cher
• Elton John
• CCR
• Walt Disney
• John Travolta
• Evel Knievel
• Clint Eastwood

The ’70s was a great time for Motown Records. There are so many influential artists from the era; it’s hard to list them all. So instead, consider a Motown theme with cues from the music and beautiful fashions and hairstyles.

Disco is a fun theme with multiple ideas for clothing and new dance moves. Although Saturday Night Fever debuts a few years after the wedding, it is an iconic era for the newlyweds.

Disney World opened in 1971. If the couple has been Disney fans, feature a Disney theme that attendees come dressed as favorite characters.

Themes can also be selected from the anniversary couples’ favorite places or activities. You may even consider recreating the original style from their wedding day.

2. Determine Space Needed

Once you have decided on a theme for the anniversary party, you will better understand how much space you will need for various activities. Next, consider a venue that will also feature hotel accommodations for traveling guests.

Keep in mind that you may need a stage area for a live band or guest speakers in addition to tables for dining and a dance area. If you choose a DJ, a stage may not be necessary, but reserve space for equipment.

There should be an area designated for a guest book and gifts. Consider a larger table for the couple and immediate family. You may also want a special table for a cake.

Will you have a bar? Check with the venue about any restrictions. If you have an open bar, save some expense by sending two drink tickets per person in the invitations. Guests will be responsible for paying for any further drinks.

3. Research for Guest List

Over the span of 50 years, a couple will meet many influential people throughout their marriage. But, as the host, you may not be aware of important people that would be a wonderful surprise for the couple to see again.

This is an area where talking with close friends and the extended family of the couple is important. Be particularly sensitive in determining if friends from the past have maintained a happy memory for the couple. If uncertain, opt for not extending an invitation.

4. Personalize Invitations

Invitations that reflect the party’s theme are a great idea, but also consider creating an invitation featuring a photo from the wedding. A collage of favorite wedding photos will also be meaningful for guests who were there and at the anniversary party.

The 50th wedding anniversary is the “Golden” celebration. The 50th anniversary meaning focuses on strength and health for the marriage.

Tastefully incorporate gold embellishments for the invitations and decor. Also, consider adding flowers and gemstones associated with the 50 year anniversary.

5. Create a Timeline Playlist

Take a queue from some of the figures listed in tip number 1 or research the couple’s favorite songs. Then, include the song from their wedding for a recreation of their first dance together.

6. Arrange for Entertainment

During the ’70s, American Bandstand was a favorite dance show. Hire a DJ that would be willing to mimic the style of Dick Clark with announcements of songs and their history.

If music is not the primary source of entertainment, think about other sources that may intrigue the couple and guests. For example, do they enjoy comedy, magic, or theatre?

7. Select Food Favorites

The primary food selection should be focused on the couple. However, keep in mind dietary concerns for guests, too. If there will be a buffet served, place allergen cards in front of items that contain seafood, nuts, or eggs.

Check with your venue to see if food can be catered or if kitchen staff can provide the menu.

8. Mix Up An Anniversary Drink

The couple will very much appreciate a toast. Of course, you can always go traditional with champagne. Yet, a drink that is specifically created and named for the couple will be especially memorable.

9. Let Them Eat Cake

Ideally, recreating the original wedding cake would be a beautiful surprise.

1. However, you can also create a classic tiered cake with gold-toned frostings and embellishments. Carrying the anniversary party theme to the cake can also be fun.

10. Prioritize Photography

Most importantly, make certain that this occasion is recorded well. It is so easy to get caught up in the excitement that taking photos or videos is forgotten. Designate a guest or hire a professional photographer.

You may also want to incorporate a screen show of photographs of important moments throughout the couple’s lives. Then, have it continuously play silently in the background during the party.

Start Planning the 50 Year Anniversary Party Location Now

The 50 year anniversary party you plan requires thoughtful planning. Like the original wedding, it is an important event that will take time and care.

Start as early as possible to reserve a venue, entertainment, caterers, and working out schedules for guests.

If you will be hosting a 50 year anniversary party in the Dallas area, The Midlothian Conference Center would be honored to provide your venue. We have an onsite hotel and a beautiful ballroom. Contact us for reservation information and services to make this special event a treasure.

The post How to Throw a Beautiful 50 Year Anniversary Party for Your Parents appeared first on Midlothian Conference Center.

After a year of missed birthdays, holidays, anniversaries, and other celebrations, a family reunion is a perfect way to bring your loved ones together for some much-needed family time.

But planning a family reunion can be a daunting task. A great deal of planning is required in order to successfully reunite family members at a memorable event.

If you’re wondering how to plan a family reunion, we are here to help. This guide will help you plan an event that your family will remember for years to come. Read on for family reunion planning tips that you need to know before diving in.

Let Your Family Weigh In

You will want to consult the rest of your family before getting too far along in your planning process. This is important whether you’re an individual or a committee of family members taking charge of family reunion planning.

No matter how many people you have on your planning committee, you won’t be able to intuit the preferences of your whole family. Consider sending out a survey early on to gauge potential dates, locations, and activities your family prefers.

It is also helpful to get an idea of what your family members are willing to spend on your event. As appealing as it might be to plan an event on a faraway tropical beach, you want the event to be affordable for all family members.

For larger groups, it is unlikely that you will be able to reach a unanimous consensus on dates, location, or activities. But, surveying family members early on means that your event can cater to the greatest number of family members possible.

Build a Budget

Once your family has weighed in, build an overall budget for the event. Start by considering what the event space, catering, and activities will cost. Then, you will want to factor in what each branch of the family will have to pay for travel and accommodation for the event.

Ask each family member to contribute some seed money for the event. This money will be used for paying deposits for facilities, catering, accommodations, and other costs.

There are many activities you can plan at a minimal cost. For example, you might plan an outing to a local state park or a pool party at the hotel where your family is staying.

Pick the Perfection Location

Picking a family reunion location can seem impossible. Your family may be spread out across the country or even across the world. You are limited by budget, facilities, accessibility, and sufficient accommodation for everyone who will attend.

Some important considerations when picking the location are:

• Proximity to a hotel or other lodging
• Ample space for activities and meals
• Food and drink options onsite or catering available
• Set up and breakdown services
• Accessibility for family members from various locations and with varying abilities

Hotel conference facilities offer many of these facilities and can make your event run smoothly.

Save the Date

As soon as you have secured the perfect location, make sure that your family members are aware of the date. This means that they can block it off on their calendar and begin planning travel. The sooner you can send out invitations, the more likely your family will be able to attend.

When picking your date, consider your family’s input from the early planning stages. You should also consider school schedules if you have a lot of children in the family. This summer is the perfect time to host your event.

Don’t Forget the Menu

Though the menu may not seem important when planning the event, 87% of Americans say that food is an essential part of a successful family reunion. Planning out the menu well in advance can ensure that everyone is happy at mealtime.

Dietary restrictions, budget, and convenience should all be considered when planning the menu. A popular option is to create small teams that rotate meal preparation responsibilities. If you take this route, make sure that you share dietary restrictions and preferences with the teams well in advance.

Barbecues are an easy way to feed a large group and can be a fun activity in and of itself. When feeding a large group feels like an impossible task, catering can make planning much easier. However, you will need to account for catering in the budget.

Keep It Personal

This is perhaps the most important aspect of planning your family reunion. The purpose of this event is to bring together family members, so your event’s itinerary should include sentimental and memory-filled activities.

Keepsakes are another fun way to personalize your event and keep the memories alive long after everyone returns home. A family cookbook is a sentimental option.

Ask family members to contribute their favorite family recipe ahead of time. They can also include a paragraph explaining the family history of the recipe. Bind all the recipes together into a keepsake book that you can give to every family member at the event.

Your family will look back on pictures of the events for years to come. Be sure to designate someone as the photographer of the event or consider hiring a pro to capture the event.

Mastering How to Plan a Family Reunion

Following these family reunion planning tips, you will master how to plan a family reunion. Your family will talk about the event you plan for generations to come.

As you start planning a family reunion, consider the Midlothian Conference Center. Our facility brings together hotel conference center amenities with small-town charm. Let us take care of set up and clean up so that you can enjoy family time.

Schedule a tour today to see for yourself why our facility is the perfect place to bring your family together.

The post A Complete Guide on How to Plan a Family Reunion This Summer appeared first on Midlothian Conference Center.

It’s only natural that we lost touch with some of our closest classmates once we all left high school. It’s for this reason and many others that you might be wondering how to plan a high school reunion during a pandemic.

Below you’re going to find a comprehensive guide that helps you put together a reunion that no one will forget. Get out your event planning handbook because it’s time to throw a zoom reunion and boogie the night away.

Contact the Alumni Association

The reason you’re going to want to contact your alumni association is that they will have the funds and resources you need to pull off event planning during COVD-19. The association will have an updated list of all your classmates and ways to contact them since leaving high school, making it easier for you to send out invitations to the event.

Connecting with your alumni association is also beneficial if you want to send trinkets to the alumni because they could provide the funding that allows you to do so.

Choose a Platform

Since the beginning of the pandemic, several streaming platforms have been born with services that allow people to hold mass group meetings. Choose a platform that is easy to use and can support the number of reunion guests you intend to have.

It’s best if you choose a platform that guests are already familiar with. It reduces the likelihood that they will run into issues the day of the event and not attend.

If you plan to host your event in-person, you’ll want to find a place that can accommodate your event while still adhering to pandemic safety guidelines.

Have a Schedule

It’s easier to go with the flow when you’re hosting an in-person event, but with a virtual reunion, the last thing you want to do is be left staring at a screen with nothing to do. Before the event, sit down a create a schedule that the meeting will follow.

When you send out the invitations, it might prove useful to send out a screenshot of the schedule so that people are prepared ahead of time. Your schedule should include the activities for the event as well as feature different guest speakers.

To ensure that the schedule runs according to plan, you will still need to have someone emceeing the virtual reunion.

Plan Event Activities

If you’re not sure what type of activities you can play during a virtual event, there’s no need to worry. The first thing you should do is play some type of icebreaker activity.

After all, you’ve not seen or spoken to several of your classmates in years. Your icebreaker game should help everyone put a name to a face because people’s appearances may change and have the person speaking state something about themselves like their career or whether they have children.

Since this is a high school reunion, another fun activity to try is re-voting on class superlatives. It will be fun to see who gets voted most likely to succeed and most athletic this time around.

If all else fails, you can check online to see what other organizations have done to pull off events seamlessly since the beginning of the pandemic.

Rethink Your Chair Positions

Most high schools have a group of people that will work together to pull off a night that will go down in history. However, because we are still dealing with a pandemic, the typical way of doing things and the responsibilities for each chairperson will differ.

It’s for this reason that we recommend you rethink the roles of each chairperson. You don’t have to get rid of the positions, but it’s helpful to delegate new tasks for each person to take on.

Plan For Speakers

You don’t want the whole night to be filled with people speaking, but it’s still useful to plan for a couple of speakers throughout the event. People that give speeches should be teachers that you and your classmates had or perhaps your class president.

Ask each speaker to keep things short so that you don’t lose the attention of your guests.

Create a Photo Slideshow

What’s a class reunion without a blast from the past captured in photo form/ Relive the memories of the halls you used to walk and the sporting events you and your classmates used to attend by putting together a slideshow.

The best way to do this is to contact the head of your yearbook committee and inquire about whether they kept photos from your graduation year. It’s not uncommon for there to be several photo archives from previous school years.

Sit down and look through the photos choosing ones that make you laugh and others that showcase wonderful moments. Photos are a great way to start conversations between each other and keep the event going.

Now You Know How to Plan a High School Reunion

Are you still wondering how to plan a high school reunion? Take the time to contact your alumni association and ask them for the latest contact information for your former teachers and classmates.

You’re also going to want to find a place to host your event. Are you still searching for the perfect venue for your class reunion?

Stop looking now and contact Midlothian Conference Center. We have the space you need to pull off a successful reunion and keep everyone safe at the same time.

The post How To Plan a High School Reunion During a Pandemic appeared first on Midlothian Conference Center.

Yep, you read that correctly. Without a well-thought-out plan for event planning, you risk disorganization, chaos, and not meeting goals of the event. Following a formula for your event planning business or one-time event will guarantee success.

So, instead of wandering into your next event planning job with no guidelines, follow this simple guide to the five stages of event planning.

Stage 1 – Research and Goal Setting

Depending on the type of event you are planning, you may need to conduct some research before you get started. Some event planning companies will skip this crucial step and it can mean disaster for the success of the event.

During the research process you should interview the person or team that is responsible for hosting the event. Find out exactly what their goals are – raising money, training, networking with other professionals, sharing new ideas, etc.

Have a list of questions prepared for the research phase in order to maximize efficiency. You’ll need to know the budget for the event, the date, and about how many people are expected to attend.

After you have completed your research you can document the goals and objectives of the event. Your goals and objectives should be clear and focused so that you can use them to measure the success of your event later on. This list can also guide you as you start the main event planning phases.

Stage 2 – Design the Event

The event design phase includes the master plan for your event. You’ll start with finding a venue that accommodates the theme of the event, the number of guests, and the purpose of the event. You can work with venue staff throughout the planning process to enhance communication and make sure things run smoothly.

Once you have a location for your event, you can start build a team of people to help you with the remaining design tasks.

Delegating responsibility to different team members allows you to take a management role without becoming too overwhelmed by the details of event planning. Each of your team members will contribute to the master plan.

For example, the person responsible for entertainment will give you a list of performers along with a schedule. The person or group responsible for food and drink will provide a detailed menu along with the associated costs and plan for food service.

Your event design and master plan need to be as detailed as possible to ensure the success of your event.

Stage 3 – Brand the Event

A successful event with clear goals and objectives should be easy to brand. You know what the host of the event wants and what guests are expecting. Use your research and your design to brand the event.

But wait! You’ll also need to find a way to show how your event is unique and why it’s worth attending. You can use promotional materials to bolster the brand and get people talking about your event.

Does your event have a name? Does it have a motto or tagline? These details can make branding your event more successful. Think about a name, tagline, and logo as you form a brand around the event. It should be clear to attendees what they should expect from the event should they choose to attend.

Your branding will help you as you start to publicize the event. You can use an email list, social media posts, or a specific invitation list depending on what the event host has in mind.

Stage 4 – Coordination and Day-Of Planning

Your planning is coming together well and you are ready for stage 4 – coordination and day of planning! Coordination refers to finalizing plans with each of your team members and the event staff or volunteers.

Everyone involved with the event should know what is expected of them and how important their role is to event success. You’ll need to coordinate the different components of the days event and give the schedule to each team member and your representative at the venue.

The schedule should list each component of the event with a clear start and finish time. You may also include which person or group of people is responsible for each part of the event. You can also include other important information on your day-of schedule such as who to contact if there are technical issues.

This stage is hard work! But it’s why event planners are successful – they have impressive attention to detail.

Stage 5 – Evaluate the Event

You’ve made it to the last step of your event planning checklists – the evaluation.

Not all event planners or event planning companies use a formal evaluation. The evaluation stage is useful if you are relatively new to planning or you want to collect positive feedback to build your reputation as a planner.

For conferences and formal work trainings you can send out an online survey or hand out a paper survey to attendees to collect feedback on the event. Include questions about the organization of the event and specific objectives from your list.

But input from attendees is only part of the evaluation. After the event is over you can return to your team’s goals and objectives and discuss whether each of those were met. If they were – great! If you think you could have been stronger in a certain area, discuss it. The only way to improve your event planning skills is to be willing to grow and improve.

Successful Event Planning

Now you have the perfect stage-by-stage formula for to plan an event. These guidelines can help keep you organized and on-track to make the most out of your event.

Remember that event planning also takes a certain level of flexibility. Things don’t always go perfectly, and that’s okay! As an event planner you will learn how to think on your feet and adapt to changing situations.

If you’re planning an event in the Midlothian area and looking for a venue, contact us at 972-775-7125 or schedule a tour of the space.

The post The Perfect Plan: What Are the Five Stages of Event Planning? appeared first on Midlothian Conference Center.

Do you have anything in mind to celebrate the upcoming holiday festivities?

If not, then you’ve come to the right place! We know exactly what you need to get everyone in the holiday spirit.

You’ll need to figure out some cheerful drinks, joyful food, and merry games to spice up your holiday party.

Be sure to keep reading for our guide on how you can throw a lovely winter soiree this holiday season and impress all your friends and family.

Decide on a Venue

Many people normally choose to have their holiday party at home. The problem is you’re forced to do all the cleaning before and after the party.

Instead, you should choose a venue to have your party so that you take a little bit of the stress off your shoulders.

The Midlothian Conference Center in Texas is a joyful place to hold your holiday festivities. They have a meeting space for social events, which is perfect for a winter party.

You’ll feel comfortable and confident that you and all your guests can celebrate your holiday here.

Hire Caterers

Nobody wants to spend the night cooking for their own holiday bash. Be sure that you hire some festive caterers to take care of the cooking for you.

There are many different types of celebratory foods you can serve for your Christmas party. You can stick to the traditional style foods such as ham, potatoes, green beans, and the like.

On the other hand, you can also branch out a bit and get creative. Many people love having small appetizers that they can snack on throughout the party.

Having small bites to eat is a remarkable alternative to serving a full course meal. It would be like a cocktail hour but with food.

Don’t Forget Desserts

When you throw a holiday party, people are going to expect a delicious dessert. Desserts are a bit easier to do on your own. Yet, you can also buy some ahead of time for your holiday party if you don’t like baking.

You can also get very creative when coming up with desserts for your holiday party.

One dessert that is very popular this year is the hot chocolate bomb. You can either make it yourself or find a local small business that makes it. People will love pouring boiling milk into a mug and watching the hot chocolate bomb burst open.

Pies are also great to have at a holiday party. People love all kinds of different pies, so choose your favorites.

You can even have a cookie bar with tons of different kinds of Christmas cookies. A fun activity would be to let people decorate their own sugar cookies. Decorating cookies is a great family-friendly activity that people will be sure to love at your holiday party.

Cheerful Cocktails

Adults at your party are going to want to have some adult beverages. You can make some delicious cheerful cocktails that will put them in the Christmas spirit.

Anything with cranberry makes a great cocktail that is festive and enjoyable. Make sure to include lots of delicious fresh fruits in your cocktails as well.

White Russians are another great drink that puts everyone in a festive mood. They taste like Christmas in a cup. You should check out this Gingerbread White Russian, which is even more jolly and joyful.

If you have children attending your party, then you can also make some mocktails. They will love drinking some delicious fruity drinks with soda instead of alcohol.

Put Up Some Decorations

Whether you’re having your winter party at your home or a venue, you’re going to want to make sure that there are plenty of holiday decorations to go around. A Christmas tree is a must! Yet, you might be wondering what else you can use to decorate with at your party?

Greens and reds are great holiday colors for your table decor. You can get table cloths, placemats, centerpieces, and chair covers that are festive and fun.

Hanging snowflakes from the ceiling is also a great way to fill the space and make it feel like your guests are walking into a winter wonderland. Who doesn’t love a little bit of fake snow?

Another fun element that you can include in your decorations is a photo wall for your guests to take pictures in front of together. Make sure that you also include props for them to take a bunch of fun holiday photos with each other.

They will love having a place to take pictures so they can remember your winter bash for years to come.

Create a Playlist

Depending on your holiday party guest list, you’re going to want to create the ultimate Christmas playlist. Mixing in the right amount of Christmas songs and popular songs is essential for the perfect party.

The best thing to do is play Christmas songs while guests are coming to the party and while they’re eating.

Once everyone is settled in and starting to talk with each other, then you can start playing more popular songs.

If you’re looking to get everyone up and moving, then make sure to include songs that you know your guests are going to recognize and appreciate.

During the holidays, people love hearing Christmas music. You’ll find that your friends and family are going to start singing along to all the Christmas songs.

Throw a Winter Soiree This Holiday Season

Throwing a winter soiree to impress your friends and family this holiday season doesn’t have to be as complex as it might sound. By using our guide, you can pull off the most festive holiday party and have a cheerful celebration that everyone will love.

If you’re thinking of meeting space for your holiday party, then we have you covered. We host lots of social events, and you can decorate in the most cheerful and festive ways. You can schedule a tour, and we will get in contact with you right away!

The post Throw a Lovely Winter Soiree This Holiday Season appeared first on Midlothian Conference Center.

We have put together a list of 10 epic fall company event ideas for you to start planning today. So, grab your favorite fall sweater and curl up with a cup of pumpkin spice coffee and continue reading!

1. Rake Party

The changing leaves of fall are iconic for the season. With that being said, clean-up can make the beautiful falling leaves lose their charm quickly! 

Hosting a rake the leaves party is a fun way to gather friends or co-workers to get together at your home and get some much needed assistance with leaf management! 

Make it worth their while by setting up a warm cider station and snack bar. At the end of the day, when all the leaves have been piled, be the judge on who can deliver the most epic leaf jump out of your group!

2. Corn Maze Fun

Corn mazes are a unique fall event for a company outing. Divide your coworkers into teams and see who can complete the maze in the shortest amount of time. 

This fun challenge will help build teamwork among the staff and aid in problem-solving skills. The best part…you will feel like a kid again getting to enjoy the fall fun!

3. Oktoberfest Excitement

Oktoberfest is a Bavarian tradition dating back to 1810, so it is safe to say they must be doing something right! A fun night of traditional cuisine and tasty beer will build camaraderie with your peers.

Consider doing a build your own Biergarten. Have everyone bring their favorite beers or ciders and set up a tasting area for everyone to sample. This will help open discussion and communication in the most delicious way!

4. Tailgating Cook-Off

Nothing spices up the competition like a good old-fashioned food war. Tailgating is a great way to bring the troops together while enjoying the crisp fall air and of course…football! 

Bringing everyone together for some fun will be a nice break from your standard corporate meeting. Consider creating an incentive that is worth fighting for such as an extra vacation day for whoever makes the best dish!

5. Costume Party

Bring back the fun of Halloween with a costume party! Try making the party have a theme such as back to the ’80s or wild West. As with any costume party, don’t forget to have a prize for the best-dressed guest!

Consider renting a venue for your party to give your guest plenty of room for a dance floor, DJ, and photobooth. Your party will be the autumn event of the season. 

6. Pumpkin Carving Party 

Pumpkins and fall go together like peanut butter and jelly! Get creative with the decorating this season with a few upgrades. 

Rather than sticking to the standard jack-o-lantern carving consider giving your guests options like glow in the dark paint or glitter to make one of a kind pumpkins. For added fun, let the person who carves the best pumpkin take a home a fall-themed prize. 

7. Friendsgiving 

Fall is a season for coming together with friends, family, and community. Friendsgiving is a Thanksgiving celebration just for your friends and co-workers.

Put a sign-up sheet in the break room and have everyone write in which dish they will bring. During the potluck enjoy playing fall-themed games or try a fun activity like fall wreath making. 

8. Wine Tasting Party 

Enjoying a crisp glass of wine in the crisp fall air is the perfect way to celebrate the season. Plan the party for a weekend evening before the weather gets too chilly. Consider building a fire or using outdoor heaters to keep everyone toasty while they enjoy the wine and scenery. 

Involve your guests in the party by encouraging them to take notes on the wines that they enjoy and discussing the different styles with other guests. Be sure to put out plenty of wine-friendly snacks such as cheeses, fruits, and meat platters. 

9. Fall Flag Football Event 

A little competition is healthy among co-workers and friends! Fall and football are the classic autumn combination.

Divide your crew up into teams based on departments such as accountants versus sales. Make the event complete with warm cider and cookies set up for when the game is over. Encourage everyone to invite friends and family for a fun-filled fall day!

10. Apple Picking Party

Take a break from the office and head on a company apple picking party! Have each person sign up for a special dish that they will make with the apples they choose.

Host a party for everyone to bring the dish made from the apple that they selected. Make it interesting by adding a competition for the best apple-themed dish at the party. 

The Best Fall Event Ideas

These top fall event ideas are fun for friends and co-workers alike. Adding a little competition to a party or event is a great way to boost morale and camaraderie among peers. 

Consider doing multiple events through the season such as a party for each month. At the end of the season create a virtual scrapbook for everyone to look back at all the fun photos and memories from the season!

We would love to connect further with you! If you are interested in planning an unforgettable event then contact us today by clicking here!

The post Autumnal Inspiration: Fall Event Ideas That Celebrate the Season appeared first on Midlothian Conference Center.

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.