How to Create the Right Atmosphere for an Unforgettable Event.

October 14 2015

Think back to the last time an event completely blew you away with how great it was. Remember that feeling of excitement as you were completely enveloped in the moment, awestruck, just trying to take everything in.

At its core, event organizers make events to create exceptional life experiences for attendees. They try to build events that will create golden memories for all who attend. Having the right atmosphere is an essential piece in creating these perfect memories.  If you can find the right atmosphere for your event, your attendees will want to come back time and time again.

Let’s go back to that event that really impressed you. Imagine what it would have been like had people lacked energy, excitement, and enthusiasm for the event. Would it have still been a memorable experience? Probably not. The atmosphere of an event may not be something you actively think about, but it’s the first thing you notice at an event.

If you’re having issues with creating the right atmosphere or are just looking to improve on what you already know, here are a few things you can do to make your event as memorable as possible.

 

1.     Pick the right venue.

The right venue might not even be noticeable to attendees when you do it right. After all, it should be your event that has their attention. Picking a venue that is too large for the event will have people thinking it’s not as impressive as it is because they will see too much empty space, even if you bring in a large crowd. Imagine eating food from a Michelin Star restaurant where waiters are wearing nice suites and ties at a dingy hole-in-the-wall. You would love the food, but the location might not feel right. The right venue should fit in perfectly with your event. For example, tech conferences at modern open-interior buildings or renaissance faires at a field away from the city make perfect matches. The way you decorate your event can also have a critical impact on the creating the right atmosphere. You don’t even have to do anything too fancy, just a few subtle things here and there to really set the tone. If you have tables, make sure the centerpiece fits with the rest of your event.

 

2.    Make sure to get the word out about the event.

Getting the word out about your event is good, but you need to make sure it will get to the people who will actually go to them. If you can get a few really active attendees excited about your event (through event calendars, targeted marketing, etc.), they might spread the word for you and help get an audience you didn’t think of. Try using new mediums you had previously left untouched to get information out about your event. Use social media such as Facebook, Instagram, Pinterest, Twitter, and Reddit. If you have never used Reddit before, you can find forums in your cities subreddit titled something like "Best things to do this week in ______", where you can share your event.  The people that will spread the word to everyone they know are going to be the ones that are actively seeking out and enjoying your event. Joy is contagious; if these attendees are enjoying themselves, others will too.

 

3.     Be able to back the hype for your event.

Getting the word out there and getting people to your event are great first steps, but in order to leave a good impression on everyone, you have to have the content (i.e., the band for a concert or the attractions for a fair) to back up the hype it’s received. All the marketing and hype in the world can only do so much if it’s not what the attendees expected. Remember that the attendees are here to have a good time. They want you to succeed, and they also want what brought them to you. If you deliver on what they expect, the attendees will love the time they spent at your event and they’ll want to bring others to create memories with them the next time your event comes around.

And maybe most importantly, make sure you have fun at the event too! A rule to live by is that if you are having fun at the event, most likely other people will be having fun too. If you think your event is boring, odds are other people will find it boring as well.

 

Did we miss anything? What are some ways you have created the perfect atmoshpere for your event? Comment below to share with others!