The first few moments guests spend at an event are crucial, they can make or break a guest’s opinion of the event. Clean, well-lit rooms with intuitive layouts, appropriate music, and clear signage are essential for any event. Here are five things that guests notice almost immediately at an event:
1. Signage
Immediately, guests will notice signage (or lack thereof). Welcome signs, directions, event branding and photo walls are as decorative as they are functional. What colors and branding details are present? Can they understand the message? Clear and legible signage is a must; otherwise, guests may get lost or confused about where they need to go. The event’s intention should be clear from the beginning, starting with branding.
2. Lighting
Guests notice the lighting of your event space,. Is it too light or too dark? Is the lighting bright and fluorescent, like a bustling office? Or is it low and warm like an evening cocktail reception? Warmer and lighter colors tend to convey a lighter and happier feeling than darker or cooler colors. How your room is lit sets the tone for your guests, and it’s often unnoticeable unless done incorrectly.
3. Feel
Next they notice the feel of the room. Is it clean? What does it smell like? Smell is the strongest human sense and can easily be offputting to guests if it’s noticeably unpleasant. A clean room conveys professionalism, a dirty room is sloppy.
4. Orientation
With cleanliness goes room setup, the ‘feng shui’ of the space. How is the floorplan of your event laid out? Is your check-in table noticeable upon entry? Is there enough space around the booths for guests to gather? Is the stage positioned far enough from tables so guests can see what’s happening? Guests will adapt to their surroundings, mingling loudly in a room of cocktail tables or quietly settling in theatre-style seating around a stage. It’s important to constantly view your event through the guests’ eyes, staging it so they are guided through the experience seamlessly.
5. Sound
Finally, guests notice any music or audio. Music sets the mood. Is it classical and quiet or is it louder and more exciting? You can also use audio for more than just background noise. Stopping the music signals a change to the crowd—that the program is starting. Similarly, starting up music after the conclusion of a program tells an audience that it’s time to leave! In events, sound is more than just music. Audio is most noticeable when something goes wrong—a microphone isn’t working, or the speakers are too quiet. Always test your equipment and include all audio cues in your rehearsals.