A must-see for event planners! A guide to preparing for your anniversary party

 

Anniversary parties are special events that celebrate important milestones for a company.

As the organizer of such an important party,

You may feel a little anxious or under pressure,

If you follow these steps one by one, you will be well on your way to hosting a fantastic event.

I hope this information will be of use to you.

 

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A must-see for event planners! A guide to preparing for your anniversary party

 

1. Setting the purpose and theme

 

First, determine the "why" of the party.

Think about what you want to communicate through this party.

Is it to celebrate your company's growth, show appreciation to your customers, or recognize the efforts of your employees?

Once you have a clear purpose, a suitable theme will become clear to you.

Once the theme is decided, the decorations, dress code, and invitations should be unified accordingly.

Create an exciting atmosphere for your guests.

For example, if your theme is the company's history, it might be a good idea to decorate it with photos and stories from the past.

 

2. Set a budget

 

Next, decide on a budget.

Setting a budget is an important step to ensuring your event goes smoothly.

Allocate expenses for each item, such as venue, food and drink, entertainment, and decorations.

By calculating carefully, you will be able to prepare in plenty of time.

It's a good idea to check with your boss in advance regarding the budget.

We also recommend that you set aside some extra cash to cover any unexpected expenses.

 

3. Selecting the date and location

 

The next thing to consider is the date and location.

Choose a date that is convenient for your guests to attend and select a venue that suits the theme and size of the event.

It's important to book popular venues early.

It is a good idea to complete your reservations at least three months before the event date and check the equipment such as the projector, screen, and stage.

 

Try to provide as much hospitality as you can to achieve your goals.

 

4. Create a guest list and send out invitations

 

Create a guest list and confirm attendance.

If the seating has been decided, you may also need to prepare a seating chart.

Create themed invitations and send them online or by mail to your guests.

Some venues offer services that allow you to outsource the creation and sending of invitations, so this is a good option if you are attending with a large number of people.

 

5. Program planning

 

To ensure the party goes smoothly, plan your program well in advance.

Decide the start time, speeches, entertainment, and meal timings, and try to visualize the flow of the day.

For example, it is important to allow ample time for speeches so that guests can relax and enjoy themselves.

When preparing entertainment such as music, performances, or games, it's a good idea to check with the venue to see if they can arrange it for you.

 

6. Food and drink arrangements

 

Food and beverage arrangements are essential to ensure guest satisfaction.

Choose a service that can provide food and drink that suits your guests' tastes.

Choose the best option for your event, whether that be course meals, buffets, finger foods, or catering.

For example, a buffet style is suitable for occasions where socializing is the main focus.

Finger foods are perfect for cocktail parties or post-award ceremony toasts.

Don't forget to consider allergy and vegetarian options.

 

7. Decoration and Presentation

 

Decorate the venue with themed decorations.

Adding a photo booth and lighting can help make the moment even more special for your guests.

Another good idea is to decorate the venue using your company's colors with tabletop arrangements, photo panels, etc.

Souvenirs and gifts given to guests also add to the impression of the event.

Prepare memorable mementos, such as venue-exclusive items or logo-printed merchandise to commemorate the anniversary.

 

8. Operation on the day

 

On the day of the party, you want it to run smoothly.

Assign staff and clearly define their roles.

Especially when dealing with in-house staff,

With the support of staff who are familiar with the venue's sound equipment, you can proceed with peace of mind.

It is also important to check the flow of the program and rehearse it.

There are many tense moments, but if you prepare properly you will feel at ease.

 

9. Recording and feedback

 

Finally, hire a professional photographer to document your party.

Taking photos and videos will provide you with a wonderful record that you will remember for years to come.

You can also gather feedback from attendees and use it to improve your future events.

 

 

At Akasaka Prince Classic House,

Our experienced party coordinators will support you from preparation to running the event.

Why not host an unforgettable anniversary party in a mansion that exudes an extraordinary atmosphere, even though it is located in the heart of the city?

If you are planning a banquet or party for a large number of people in Tokyo, please consider using The Classic House at Akasaka Prince.

Click here for banquet / party plans for The Classic House at Akasaka Prince