“There really is an art to hosting. Hosting is more than just gathering people together. It is about creating an environment that fosters connection and celebration! The joy of hosting lies in the ability to craft moments that linger in the hearts of your guests after the event ends.”
The most artful hosts think about and plan for the ultimate guest experience. How do you do that? We like to say “ENGAGE THE SENSES!!”
- SOUND: The auditory experience at an event can set the tone just as much as the visual setup. Think of the way a favorite song can lift your mood, or how silence can feel awkward. Sound creates ambiance and enhances your guests’ emotional response to the event.
- Music selection is crucial. Create a playlist or hire live musicians that complement the mood of your gathering. Soft jazz or classical music for elegant dinners, upbeat tunes for lively parties, or even nature sounds for a relaxing outdoor affair.
- Balance. Ensure that the sound isn’t overwhelming or too faint. You want your guests to be able to talk and connect without shouting over blaring music, but also avoid awkward silences.
- SIGHT: The visual aesthetic of an event is the first thing your guests will notice. A well-designed space not only sets the mood but also communicates the theme and energy of the event. Think about the overall decor: lighting, color schemes, table settings, and even the layout of the venue.
- Set a theme that reflects the event’s purpose. Whether it’s a bohemian garden party or a sleek, modern corporate event, visuals should align with the experience you’re crafting.
- Invitations. This is the guests first experience with your event. Good old fashioned paper is king! Mail or deliver. You are setting the tone with the invitation.
- Statement piece at the entrance; define your space. A sign or balloons. Let your guests know, “This is where the party is!!”
- Small personal touches; place cards, centerpieces, custom signage can all visually show your guests that you’ve thought about every detail.
- SMELL: Scent may be the most underrated sense in event planning, yet it has the power to trigger memories and emotions. The right fragrance can set the mood and enhance the overall vibe of your event.
- Candles or diffusers. Choose soft, natural scents like lavender, citrus, or vanilla to subtly enhance the atmosphere without overwhelming your guests.
- Florals. If there are enough, they can cast a lovely scent for the event.
- Food aromas. The smell of baked goods, or aromatic dishes being prepared in the kitchen can create an inviting and comforting environment. Be mindful of overpowering or conflicting scents, especially if you’re hosting in smaller, enclosed spaces.
- TASTE: No event is complete without delicious food and drink. The flavors your guests experience play a huge role in their overall impression of the event. A well-thought-out menu should reflect not only the theme of the event but also the tastes and preferences of your guests.
- Offer a variety of options. Pay particular attention to those with dietary needs to ensure everyone feels welcome and considered.
- Signature dishes or drinks. Feature foods and drinks that tie into the events theme. It’s a fun way to add personality to the menu. Think – Halloween themed charcuterie board, Italian soda bar, or like the last outdoor wedding I attended a trail mix bar to go as we made our way to the reception site.
- Presentation matters. We eat first with our eyes! Arrange the food in a visually appealing way. Think about garnishes, plating, and even the way the buffet or dessert table is set up. Beautifully displayed food tastes even better!
- TOUCH: Touch is often an overlooked aspect of event planning, but it plays a critical role in the comfort and overall experience of your guests. Think about the physical comfort of the space and the interactive elements that encourage engagement.
- Make sure everyone is comfortable.
- Seating matters. Comfortable chairs and lounge areas invite guests to stay, relax, and socialize. You don’t want anyone fidgeting in discomfort!
- Textured decor. Soft linens, plush cushions, and interesting table settings (like wooden platters or ceramic dishes) can provide a tactile experience that feels warm and welcoming.
- Interactive elements. This is my favorite one. Encourage hands-on activities, such as a DIY drink station, a “You Pick” flower arrangement station, or even a guestbook where attendees can leave their thoughts and well-wishes.
“At the end of the day, a successful host leaves guests feeling appreciated and cared for. When we take the time to create an event that engages all five senses, we’re not just throwing a party—we’re creating a lasting memory. So, the next time you plan an event, think about how you can engage the senses to truly elevate the guest experience, making your event enjoyable AND unforgettable!”
We want to help you thoughtfully craft your next event. Download our free event planner below!
