Have you ever attended a party where the requested dress didn’t match the event’s ambiance? How about heading to a noon meeting where lunch isn’t served? It can be frustrating to rent a tuxedo for a potluck reception, or to sit silently growing hungrier because you expected a meal that isn’t coming. No matter how good the message is coming out of the meeting, your opinion is soured because of unmet expectations. 

Guests at your event will come to the door with similar expectations. Some are implied and some are expressed – and failing to meet either type of expectation can make your event fall flat and potentially damage your company or organization’s perception with attendees. The best way to avoid disappointment? Be meticulous in planning and explicitly clear in communication. Here’s how. 

Call it what it is.

Some organizations will hold a gala because they feel like it’s the right thing to do. They’ll sell $200 tickets, market the event as a formal affair and then take cost-cutting measures along the way that ultimately leave the event feeling less like a gala and more like a senior prom. Lesson: The words you choose matter. If you’re not serving drinks, don’t call it a black-tie affair. If you’re not delivering plated meals with white gloves, don’t call it a gala. There is nothing wrong with throwing a stellar, more casual party. But call it what it is: a party! Guests anticipate specific outcomes based on the language you choose, even if you don’t promise to roll out the red carpet. 

Think through standard etiquette.

The time of year, seating arrangements, ticket types and venue can all create expectations for your guests. When in doubt, ask people around you what they might expect based on the event parameters you’re considering. For example, an event that runs from 3-5:30 p.m. should have some light refreshments, but it wouldn’t be expected that you serve lunch or dinner. An outside event should always have cold water available. If you’re selling VIP tickets, there should be clear VIP benefits. If your event is free and in the evening, people will likely expect a plus one. By considering the standard best practices, you can prevent confusion and disappointment among attendees. 

When in doubt, communicate.

Sometimes people bring unrealistic expectations to the table. That’s why it’s essential to communicate what ticketholders or guests will experience early and often. Starting with clear language and making wise choices is a good start, but please also share the menu on the event registration page. Outline how VIPs benefit from their elevated status at the point of sale. In emails to attendees leading up to the event, explain how the bar will work. Outline when entertainment starts and ends. Explain how valet parking works. Inform attendees that the last call is earlier than the event’s ending time. By sharing the details in advance, no one can come to the event and say they’re surprised! 

You can’t make everyone happy, but you can set yourself up for success by following standard event expectations and communicating along the way. If you’re not an event connoisseur or feel overwhelmed by the planning process, we’re a team that is well-equipped to help. Drop us a line and we’ll start calling caterers.