Copyright © 2012 International Institute of Event Management (SM). All Rights Reserved.
CERTIFICATE PROGRAM IN
EVENT MANAGEMENT
MODULE FOUR
SOCIAL EVENTS
INTERNATIONAL INSTITUTE
OF EVENT MANAGEMENT
Copyright © 2012 International Institute of Event Management (SM). All Rights Reserved.
Copyright © 2012 International Institute of Event Management (SM). All Rights Reserved.
MODULE FOUR: SOCIAL EVENTS …………………………………………………….. 1
BIRTHDAY PLANNING …………………………………………………………………………………………… 1
ANNIVERSARY PARTIES …………………………………………………………………………………………. 3
FAMILY REUNIONS …………………………………………………………………………………………….. 16
BABY SHOWERS …………………………………………………………………………………………………. 23
MODULE FOUR: ASSIGNMENTS …………………………………………………………………………….. 32
MODULE FOUR: SOCIAL EVENTS
Copyright © 2012 International Institute of Event Management (SM). All Rights Reserved.
1
THOSE WHO LOOK ONLY TO THE PAST OR
PRESENT, ARE CERTAIN TO MISS THE FUTURE.
– John F. Kennedy
BIRTHDAY PLANNING
Birthday parties are amongst the most common events planned by event managers.
These are relatively easy to plan and since birthdays are not seasonal, these can be a
good source of secondary revenue. Event managers usually manage such parties when
there is brief downtime between larger events. Let your creativity shine in planning all
elements from invitations to party favors. Create a checklist so that you don’t miss any
of the basic components.
The theme of the party should reflect the personality of the person for whom the party is
organized. The basic components of a birthday party are:
Invitations
Decorations
Cake
Party favors
Prizes
Food
Paper supplies
Activities
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2
Gift opening
Thank-you notes
Most of today’s birthday parties are themed parties. Make sure that you involve the
birthday person while planning the party, and never be tempted to choose a theme that
does not appeal to that person. It is always a good idea to test games or activities
before the party to get an estimate of the things needed and the time required for each
activity.
Give yourself plenty of time to plan the party; a month or two is recommended. Convene
a kick-off meeting with your client and get answers to these questions:
Is there a preferred theme for the party?
Will the party be at an indoor or outdoor location?
How many guests will be attending the party?
Is there a preference for the kind of cake?
Will there be meals served or just snacks?
Are there any dietary restrictions?
Will any family member participate in the planning process?
Will they be giving out party favors?
What is the budget for the event?
Who is the final decision maker if there are differing opinions?
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3
Remember that the birthday-party business is a fast-growing industry and there are
limitless opportunities for an event manager to specialize in this field. In today’s busy
world, parents and families are always on the lookout for experienced event planners to
create a party that can give them memories for a lifetime.
ANNIVERSARY PARTIES
An anniversary party is a very special event and many people look forward to this
occasion. Whether it is a one year or a fifty year anniversary party, the party itself
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4
should be very special for the couple celebrating
their anniversary. Therefore, the invitations used
for this event should also be very special and
inviting.
Over the years, planning for an anniversary party
was considered an easy task. The ever growing
varieties of anniversary party supplies and ideas
that are available have made the planning process
more complicated. Some anniversary parties are
planned and organized months or even years in
advance. Most often the planning begins very
early to give plenty of time and an abundance of
opportunities to choose anniversary party supplies. One of the most important
anniversary items for the party are the anniversary party invitations. More often than
not, anniversary party invitations are very special and personal.
Planning an anniversary party can sometimes be very challenging. One of the biggest
difficulties can be choosing a theme that reflects the tastes and preferences of both
partners in the marriage. Find out if the client wants a big party or an intimate gathering
of friends and family. Budget is another factor determining the size of the event. Many
couples wish to renew their vows and to hold a larger party resembling a wedding
reception, with appropriate catering, decor, music, flowers, speeches, cake, and
photography. Wedding albums and memorabilia from the couple’s lives are usually
displayed at the party.
CONSIDER
THIS..
Over the years, planning for
an anniversary party was
considered an easy task.
The ever growing varieties
of anniversary party
supplies and ideas that are
available have made the
planning process more
complicated.
Copyright © 2012 International Institute of Event Management (SM). All Rights Reserved.
5
Before beginning to plan the party, make sure that its objectives are clear. Use the
following questions as a guideline to focus your discussion:
What anniversary is being celebrated?
How many guests are expected?
What are the couple’s interests and hobbies?
Will children be invited? How many?
What are the clients’ preferences in decor, food, location, cake, entertainment,
and favors?
Are there any other preferences to be considered? For example, do they plan to
renew their vows; do they wish to have a dance, etc.?
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6
CELEBRATING THOSE MI LESTONES
FIFTH WEDDING ANNIVERSARY
Five years of togetherness, of companionship and of
a happy married life. A relationship is perhaps the
most important thing in our lives and if someone has
survived for 5 beautiful years, it sure calls for a
celebration. These five years have given them some
of the best moments of their life and at this wedding
party; you need to raise a toast to them.
Every party has three things in common, the food,
the guests and a celebration. The idea in these
options is to do something different, something
unique, and something you perhaps haven’t done
before.
Celebration at home
A party planned at home is always the first option in all the 5 year wedding anniversary
party celebrations. Not many couples look for a grand celebration on their 5th wedding
anniversary. The spouse can throw a surprise party for the other partner using your
help. Depending on the number of people, you can either the food or you can
reach out to close friends and family to organize a potluck.
CONSIDER
THIS..
Every party has three
things in common, the food,
the guests and a
celebration. The idea in
these options is to do
something different,
something unique, and
something you perhaps
haven’t done before.
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7
Create a Theme
There are a number of themes to chose from for the fifth anniversary party, ranging from
a carnival theme, to retro to an interest shares by both. A themed party is always a lot
of fun for everyone. You can make the decorations and prepare the food in relevance to
the theme you decide. This way, even the guests can get involved in preparing for the
party and will surely look forward to it. Another option is to keep a ‘wooden’ theme.
Wood was one of the traditional five year anniversary gift. From the trays, to the plates
to even the glasses, you can arrange for and use wooden things for your party.
Cherish the memories
A well planned surprise will always be appreciated. You can make a movie, on the time
spent together over the past years, using photographs and videos of both of that they
have collected during occasions such as in parties, vacation and family get-togethers.
Ask among their friends and relatives for the photographs and the footage, if they have
any, to add more color to it. You can present this movie to the client before showing it at
the party. You can also request a few people, who are close to the couple, to give a
short speech on their life together.
TENTH WEDDING ANNIVERSARY
A tenth wedding anniversary is a special milestone for all couples. Traditionally, a tenth
anniversary is considered the anniversary of “tin or aluminum,” as these are the gifts
that are given traditionally. Nevertheless, a decade of marriage calls for a celebration.
Some couples prefer parties, whereas others enjoy a romantic evening with each other.
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8
The actual time of year when the anniversary is celebrated will have a lot to do with your
plans, as it’s certainly much easier to plan a picnic or outdoor adventure in warmer
weather, unless, of course, you’re planning to celebrate skiing down a mountain or
doing some other type of winter fun.
Theme
Daffodils could be easily incorporated into the theme of the party, and while you may
have trouble finding some that are reasonably priced if they’re out of season in your
area, craft stores are filled with realistic looking faux flowers and with a bit of
imagination and creativity, the possibilities are endless to create many beautiful
decorations. The colors silver and blue combine together wonderfully and represent the
gemstones associated with the ten year anniversary; diamonds and blue sapphires,
symbolizing durability and strength.
Gifts
Many couples choose to open a gift registry for their anniversary party. If you decide to
do this, mail that information with your invitation. Don’t worry, it’s not really
presumptuous. It’ll actually give your guests a better idea of what they may like to
receive as a gift. It saves them a worrisome hassle and it keeps them from receiving
duplicate gifts.
Copyright © 2012 International Institute of Event Management (SM). All Rights Reserved.
9
TWENTY FIFTH WEDDING ANNIVERSARY
The silver 25th anniversary is a milestone wedding anniversary. And rightly so!
Spending a quarter of a century in love with one
person is to be celebrated. To throw a fete
worthy of the feat demands careful, thoughtful
planning.
The first thing is deciding what kind of party best
suits the occasion and your guests of honor. You
can always run a few 25th anniversary party
ideas by them and see what they would prefer. A
silver anniversary bash can be a blow out black
tie affair at some fancy hotel ballroom. At the
same time, an intimate cocktail party at home,
brunch at a favorite restaurant, a casual
backyard BBQ or a potluck at the church hall can
be just as memorable. Some people recreate the
original wedding reception, complete with the color scheme, bridesmaids and
groomsmen and music.
It is acceptable to choose a theme for a 25th anniversary party. The kind of 25th
anniversary party you plan really depends on the wishes of the couple and their budget.
Planning for this 25th anniversary party should begin early. The venue, caterers and the
CONSIDER
THIS..
A silver anniversary bash
can be a blow out black tie
affair at some fancy hotel
ballroom. At the same time,
an intimate cocktail party at
home, brunch at a favorite
restaurant, a casual
backyard BBQ or a potluck
at the church hall can be
just as memorable.
Copyright © 2012 International Institute of Event Management (SM). All Rights Reserved.
10
guest list should be confirmed well in advance. Typically, give yourself three months to
plan such an occasion.
The guest list should include the couple’s close friends and family. Depending on the
relationships you may also want to expand the circle to include co-workers, spiritual
advisors or members of the couple’s original wedding party. The final headcount will
likely influence the location for this celebration. Their home would be a perfect location
for a small family affair. However, if the guest list is long, consider a restaurant or
banquet hall—the kind of facility that offers enough space, bathrooms and parking to
accommodate a crowd. If this is not a surprise party and is being planned by the couple
then your job gets more straight forward and easy. In case this is a surprise party for the
couple, consult the person who is responsible for throwing the party to get all the details
of organizing this event.
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11
Once the guest list is ready you will need to send out “save the date” e-mails or cards. If
the budget is tight and does not allow for a lavish celebration you can use some money
saving tips to create a grand affair. The cost of a traditional gathering at a restaurant,
can be shrunk considerably by keeping the party on a weeknight rather than a weekend.
If there is an option then select a cash bar or serve a selection of appetizers instead of a
full dinner or just cut down the guest list.
Once the couple has decided on the type of party, guest list and budget, it’s time to dive
into the details of the event itself. Location is one of the most important things. The
venue sets the tone for the evening. Once again, think of the couple. Did they get
married on a beach? If so, consider holding the party on a boat, or at a waterfront
venue. Consider their love for maybe wine, art or golf. A number of wineries, museums
and country clubs offer event spaces. There are plenty of private restaurant dining
rooms, banquet and church halls, community centers and outdoor gardens available for
rent. Just remember that not every space comes fully equipped with everything that you
may need. Many community centers, for instance, lack kitchens. Depending on your
choice of party venue, you may have to hire a vendor or two to provide food, tables and
chairs, glassware, linens, etc. Likewise, if you decide to host the wedding anniversary
party at home, you may want to supplement with extra tables, chairs, silverware,
glassware, etc. Depending on the season and size of the crowd, you may also consider
renting a tent and a port o potty or two.
Once again, the amount and type of food and drinks you provide depends on the style
of the party, the anniversary couple’s preferences and your budget. Food and
beverages are usually the biggest line item when it comes to an anniversary
Copyright © 2012 International Institute of Event Management (SM). All Rights Reserved.
12
celebration. Will it be finger food or a full dinner? Will you serve wine and beer or have a
full bar? Having your party at a restaurant, hotel or country club simplifies the food and
beverage process. If you’re using a hall or community center, be sure to take stock of
what they do and don’t accommodate and plan the anniversary party accordingly. You
might, for instance, want to hire a full-service caterer who can supply not only the food
and drink, but all the other accessories as well.
If the couple decides to host the party at home, there are several points to consider.
Bring in a caterer—even if it’s just one person to help prep and serve so that you can
enjoy the party. Hiring a cleaning person to come in the day before the party and the
day after is also money well spent. In the event of a tight budget, a buffet may be the
way to go. Buffets are usually cheaper than sit down dinners and the variety is a good
get around against picky eaters. You might consider ing trays of food from a
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13
favorite restaurant. Here are some guidelines on how to calculate how much food and
drink to have on hand. Always remember that it’s always better to err on the side of too
much when it comes to food and beverage.
Beer or wine: two glasses per guest
Hors d’oeuvres: two of each type per guest
Buffet dinner: for 75% of the guest list
Lastly, no silver wedding anniversary party would be complete without champagne for a
toast, and some kind of dessert. Do not stock too much champagne; most guests will
take only a sip for the toast.
The traditional dessert is a cake, often some version of a wedding cake with a 25th
anniversary cake topper. But don’t be a slave to tradition. If the couple loves pies, then
pies it is!
This is a milestone wedding anniversary, so if the couple is planning a more formal
celebration, you could consider getting engraved invitations. A classy touch, engraved
25th wedding anniversary invitations also make nice mementos, especially if you
incorporate some elements from the couple’s original wedding invitation. Letterpress is
the gold standard for engraved invites. Whatever you choose, plan to send invitations 4-
6 weeks in advance—sooner for out-of-state guests. Also, make sure the invitation
translates the kind of event you’re planning so that guests will know what to expect and
what to wear. Is it a surprise party? Is there a theme? You don’t want the ladies showing
up in cocktail dresses if you’re hosting a square dance. For a surprise party make sure
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14
that whatever trick the friends use to get the couple to the 25th wedding anniversary
party is attire-appropriate. Don’t tell them you’re taking them to a Cowboys’ game if
you’re planning a formal sit-down dinner.
Decorating is where you can really let your creative side shine. Think outside the box
and have lots of fun with decorations. The color scheme for a traditional 25th wedding
anniversary celebration is silver. The occasion’s traditional flower is the iris. However,
unconventional ideas are welcome these days. Try and get the couple’s family or
friends to prepare a slideshow of the best moments of the couples’’ time together.
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15
INVITATIONS
Invitations for an anniversary party should be sent out at least 6 weeks in advance. The
invitations should be written using proper etiquette. All the phrasing should be in the
third person. Try to avoid using abbreviations and always spell out days and dates. In
case this is an adult only gathering do not write “kids are not invited”. Mention the dress
code at the very bottom of the invite if it is a black tie event.
Alternatively, consider using printed invitation cards or e-vites to send out invitations via
email. If the occasion is an informal occasion such as a Cook out/barbeque or, in the
case of a house party or Pitch-in dinner you want people to bring a item, make sure
you’ve included this information on the invite. To cover all bases try to co-ordinate the
dishes although refrain from making it prescriptive.
FOOD
No matter what kind of party you’re planning, there will most likely be some kind of food
involved. If the party is planned at a hotel or restaurant, the food can be provided by the
location, so be sure to get quotes for the food along with the room rental fee. If it is an
informal celebration, at an outdoor setting then use caterers for the food.
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16
Toasts, whether formal or informal, are a nice touch for
anniversary celebrations. Toasts are usually given by
the host or hosts (usually children or grandchildren),
and sometimes by the anniversary couple as well. It’s
fine to keep them short, simple and to the point.
It is often effective to focus on each partner as an
individual and to celebrate his or her qualities, which
will help set the direction and plan of the party. Consult
the clients on the type of anniversary cake desired. If
they wish to replicate their wedding cake, offer them illustrations of the different styles
available.
GIFTS
Instead of bringing individual gifts, guests may be asked to contribute to the cost of a
bigger gift, such as a vacation package, a spa retreat, or even a painted portrait of a
couple. Party favors are very common these days; check your local stores or online
options, and consider customizing favors for each guest.
FAMILY REUNIONS
More and more people are planning family reunions these days. We still long for the
simple social structure where the family members are found living within a few miles of
each other. A family reunion is a much needed contact that is slowly disappearing. A
CONSIDER
THIS..
It is often effective to focus
on each partner as an
individual and to celebrate
his or her qualities, which
will help set the direction
and plan of the party.
Copyright © 2012 International Institute of Event Management (SM). All Rights Reserved.
17
family reunion is a way of capturing some of this warmth. It gives an individual a sense
of belonging in an extended family.
TYPES OF REUNIONS
Family reunions may be held annually or at longer intervals. There are various types:
Casual: The simplest reunion is a casual backyard or outdoor picnic or barbecue.
Spring and summer are the best seasons for outdoor reunions. Choose a
location with plenty of trees and shade, and include activities that suit an outdoor
setting.
Formal dinner: This is typically a sit-down meal at a good restaurant or in a
private home. This kind of reunion is relatively easy to plan, requiring only
choosing the venue, making reservations, sending out invitations, and planning
activities.
Outdoor reunions in theme settings: These are held in more elaborate settings,
e.g., in a theme park or on an ocean cruise. They require more significant
planning, including a detailed budget and timeline.
Before you start planning the reunion, take time to understand the clients’ needs and
the personalities of family members. Ask these questions:
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18
What is the most appropriate date for the event?
How many guests are expected, and what are their ages?
What are the accommodation arrangements for out-of-town guests?
Do the clients have a theme in mind?
What kinds of activities and games are preferred?
Are there food preferences or dietary restrictions?
Who will make the final decisions (budget, schedule, invitees, etc.)?
Will the event be paid for by an individual or jointly?
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19
IMPORTANT ELEMENTS OF A REUNION
Selecting a date for a family reunion can be a daunting task. Allow adequate time for
planning, both for you and for the family members, especially if they have to travel long
distances and have other commitments. Try to avoid long holiday weekends, when
accommodations and traffic can be challenging and the invitees may already have
plans. It may be a good idea to plan a reunion around a milestone birthday or
anniversary.
Many families hold reunions during the summer because none of the kids would need to
miss school. But there are long school-holiday weekends throughout the year that can
open up your family’s options for location and expense. Poll potential participants to
gauge their interest in attending a reunion and also get a feel on the date and place.
You can do this informally by phone, by mail or even through email. Don’t ask open-
ended questions. Give a few specific choices to help build a consensus.
Once the date is set, the next task is to create the guest list. Ask the clients if they
would like to invite the extended or just the immediate family. Choice of venue is
determined partly by the number of people attending the reunion. It is a good idea to
create a mailer and send it out to the relatives to determine how many people will be
attending and what kind of reunion they would prefer. Include a preaddressed, stamped
return envelope in the mailing.
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20
For small reunions, this ‘location’ can be at someone’s home in the backyard (having
grass would be nice). But for larger reunions, you may want to consider a park,
campground, a nice resort, or maybe even a theme park. Wherever you choose, make
sure there is adequate lodging.
Planning to feed everyone will be one of the
most challenging jobs to accomplish. For a one
or two day reunion, many families ask everyone
to bring along a few prepared dishes. If that’s
the case, the most important job you’ll have will
be making sure you don’t get ten of the same
dishes and nothing else. Assign each family a
category of food so that you’ll have a good
distribution among the courses. Many families
like to assemble a heritage cookbook. You can
ask everyone to bring the recipe for their dish to
the reunion and then have someone gather all
of the recipes to turn into a cookbook. However,
if no one in the family feels like cooking for this
party, you can feed your group at a restaurant,
or bring in a caterer to handle all of the meal
details.
CONSIDER
THIS..
Planning to feed everyone
will be one of the most
challenging jobs to
accomplish. For a one or
two day reunion, many
families ask everyone to
bring along a few prepared
dishes. If that’s the case,
the most important job
you’ll have will be making
sure you don’t get ten of
the same dishes and
nothing else
Copyright © 2012 International Institute of Event Management (SM). All Rights Reserved.
21
The season chosen for the event will naturally determine the sorts of activities planned.
Warm weather suggests a barbeque, camping, a picnic, and outdoor games. In the
winter, renting a condo or suites at a ski resort can provide excellent recreation and
ambiance. Some activities are suited to any season: you can organize a story-telling
session where each family member shares memories, or hire a photographer if the
family wants professional photos of the event or a family portrait. But be careful not to
over plan activities. Always allow for flexibility, remembering that the main purpose of
the reunion is simply to bring family members together. Too much structure may
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22
interfere with this goal. Be alert for signs of this problem during the reunion, and
postpone or cancel activities if you feel that they are burdening the attendees.
Large family reunions, often involve many young children of varying ages. Things can
get pretty chaotic when the kids get warmed up, requiring more attention than the
grownups might want to give as they catch up with distant relatives. But with a little
advance planning, there are a variety of things you can do to keep the little ones busy
and everyone happy.
In to accomplish this you can hire an entertainer or a magician to keep the kids
busy. A baby sitter can be hired to take care of very young napping babies. Also plan on
setting up some craft tables for older kids and arrange for some toys for them to play
with.
Whether your reunion is large or small, it’s nice to have a “Welcoming address” to kick it
off. It doesn’t have to be long, about five to ten minutes unless there is a really good
speaker in the family. A good welcome address, starts by welcoming everyone to the
reunion, thanking them for coming and gives a general outline of the day’s (or
weekend’s) festivities.
PREPARE FOR THE UNEXPECTED
As the saying goes, “Hope for the best but prepare for the worst.” Make sure you have
backup plans as there should always be a contingency.
Copyright © 2012 International Institute of Event Management (SM). …
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