Proper Party Planning Prevents Problems

Real World Examples Demonstrate The Importance Of Planning

When you are throwing a party for a very large crowd, detailed planning becomes your best weapon against disaster ruining all your hard work. Rather than give you a list of "Do's and Don'ts", I am going to share some real world examples from a recent wedding. Turns out that party had a few embarrassing problems, one that started before the event even took place!

1. PROBLEM: Kim Kardashian Axes 50 From Wedding Guest List...The issue was a problem with space--"namely not enough of it--at the home of Google's Eric Schmidt in Montecito, California. Wouldn't you think this would have been recognized sooner than two days prior to the big event?" It is worth noting, the wedding was planned in under three months. Standard wedding planning guidelines recommend six months to a year. Invitations generally are mailed out 2 months in advance, with a Save The Date mailer 3-6 months prior to that.
• Solution: When selecting a venue remember to count the staff. Kim's staff of 125 rousted some invited guests. You will also need to determine if you will have other items requiring a large quantity of  the venues square footage. Will you have a dance floor, band, photo booth? All of this will reduce your maximum attendance capacity.  A formula often used by meeting planners is 10 sq. ft per person*. Then the seating arrangement, table size, exhibits, etc are deducted from this to determine the maximum attendance the room will allow. (*reference: meeting planners international)
2. Problem:  The planning also neglected to secure the proper permits for an event that large. The county does intend to impose a fine based on how many people were actually there, and if they broke any other ordinances.
• Solution: Do yourself a favor. Plan your reception in a place that has the staff, equipment, space and expertise to make your wedding reception a care free celebration with your family, friends and spouse. If your venue is at a private residence, you will need to meet with the city planner, fire marshall, insurance agent, etc to avoid not having the right permits, liquor license and insurance. You will also want to know what the noise ordinances are. (Location is actually a topic for another blog all on its own.)
3. Problem: Authorities Receive 22 Complaint Calls; Shut off Party's Music Early.  Although a private security firm contracted by the Kardashians hired seven on-duty deputies to help with crowd and traffic control, that was hardly enough to handle 400+ guests, paparazzi and trespassers. In addition to their other duties of removing all cameras and phones from the attendees.
• Solution: Many times the location staff or the event planner has a security firm they work with who is familiar with your selected venue. Knowing what to watch out for because of previous experience is worth its weight in gold. How much security required is going to be based on total number of guests, size of the venue, and the extent of their job responsibilities.  Another important consideration is parking and traffic, especially if you are in a residential area. Often times these positions can be supplemented with event staff.
4. Problem: The wedding was set to start 6 p.m., the ceremony actually got underway at 6:37pm, and lasted about 30 minutes, reports E! News.
• Solution: A good event planner knows that sticking to a timeline is key to a successful event. If you don't have an on-site coordinator make sure you have someone you can trust keeping you on schedule. Rushing invites mistakes and frustration among your guests...especially if they are waiting to eat! If the wedding had started on time there would have been another 45 minutes of music and dancing.

Planning a wedding with 450 guests is quite an undertaking especially with the whole world watching as Kim Kardashian and her celebrity wedding planner found out Saturday. Almost everyone that has ever thrown a get-together knows there may be some unexpected hiccups along the way, so don't panic. Having professional, on-site event managers can guarantee surprises will be minimal and handled quickly.  In the 20 years that Portland PartyWorks has been in business, we’ve developed systems, knowledge and relationships that make us a leader in the entertainment industry. There is no substitute for a well-trained and experienced event manger on your side.

Do you have some real world experiences you would like to share? Would you like to comment on the content found here? We welcome your input in our Comments section.Back links;
http://celebs.gather.com/viewArticle.action?articleId=281474979965449
http://www.independent.com/news/2011/aug/23/kardashian-wedding-fallout/
http://ezinearticles.com/?The-Top-10-Wedding-Planning-Mistakes-You-Can-Avoid-and-Save-Thousands-of-Dollars&id=6468451
http://independent.com/news/2011/aug/23/kardashian-wedding-fallout/
http://www.eonline.com/news/party_time_kim_kardashian_changes/259363#ixzz1VfgMyskr