Tuesday, November 3, 2020

Four tips for hosting a large scale event

 From weddings to birthday parties, business events to charity auctions, most people have an occasion in their life when they have to host a large scale event. If you are unaccustomed to organizing events, however, to begin with, such a large gathering could overwhelm you, with the result being that what should be a joyous occasion becomes stressful and unenjoyable. To help you out, here are four tips for hosting a large scale event. 

Find an appropriate venue

If your event is catered towards a large number of people, you will have to find a venue that is capable of comfortably hosting large groups. The activities planned for your event will also have an impact on the venue you choose. For instance, if you are planning on a sit-down meal then find a venue with a kitchen. For live music or an auction, you might want somewhere with a stage and sound equipment. Or, if you are planning on ending your event with a disco, choose a venue with a dance floor. 

Organize catering

Most events include some sort of refreshment and if alcohol is involved it is especially pertinent to offer food so that guests are not drinking on an empty stomach. You might decide to hold a formal sit down dinner, provide a buffet for guests to help themselves, or have waiting staff circulating among guests to offer nibbles. When preparing food for a large scale event, it is a good idea to order ingredients from a wholesaler local to your event, such as wholesalers in Cape Town. Ordering high-quality ingredients wholesale can help to keep costs down when catering for a large number of people. 

Provide a selection of alcoholic and non-alcoholic beverages 

Drinks are essential to a successful event, providing a fun and relaxing way for guests to socialize and mingle. You might like to provide a complimentary drink on arrival, for instance, a glass of Prosecco or champagne, and have waiting staff circulating among your guests to top up their glasses when they are running low. Although alcoholic drinks such as wine and beer are ubiquitous choices for events, ensure that you also provide a good choice of non-alcoholic options as well for guests who either don’t drink alcohol or who are driving. 


Most events include some form of entertainment, whether that is a post-wedding disco, a live band for a birthday, or a celebrity guest conducting a charity auction. You might, however, decide to offer something a bit more unusual as entertainment for your event. You could, for instance, wow guests with circus-themed entertainment such as gymnasts and magicians performing magic tricks. Or, to bring a bit of comedy and give your guests a giggle, why not hire a celebrity impersonator?

The most important thing to remember when hosting a large scale event is to be flexible and prepared for unexpected complications, and try to enjoy the festivities as much as possible.


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