An event is a chance to create an unforgettable experience for your guests - something they will value for years to come & share with others. In the best-case scenario, it will leave them on a high and feeling enthusiastic about your following event(s!). Therefore, that leaves the question - how do you turn an event into an experience? Our team have drawn on our decades of experience to give you some vital points for consideration.
Choose a theme that represents your event's purpose
The purpose of your event should be evidenced through the theme you choose. Your guests should be able to understand the link between your theme and event with ease. Bring consistency to your activities all the way from your promotion and marketing to your venue, decor, catering, event programme and post-event follow-up.
Your event theme needs to appeal to your target audience, so always refer back to your event brief to ensure your attendees will resonate with the theme you choose. There’s no detail too small when considering your theme. In our experience, guests are wowed by the big details but forever remember the finer details of an event, such as branded collateral, themed catering, and stunning audio-visual selections - view our gallery for inspiration.
Get creative and think about what will make your event as unique as the reason for your event - this may include veering away from predictable event formats; a tactic that will surely keep your attendees engaged and alert throughout the experience.
Engage attendees using all their senses
Understanding the human experience is key to creating an experience, rather than the act of hosting an event alone. Engaging your guests' senses will appeal to the natural desire for sensory stimulation that we all have to some degree. Our senses have a great bearing on how we experience the world around us, and this is of the utmost importance should you wish to immerse your guests in a memorable and treasured experience.
The five senses are touch, sound, sight, smell, and taste. Let’s discuss how we can indulge each one for your event attendees!
Sight - Appearances in this instance really do matter, and this point cannot be overstated! What your guests experience visually will yield long-lasting effects. In the first instance, choosing a venue that will complement your theme, and can accommodate your theme’s decor is highly important. Talk to your events coordinator about how you can make your event more visually appealing - they are the experts after all! All areas of event planning will be affected by this sense - from your venue, catering choices, decorations, and lighting - get your guests excited by creating a visually appealing event.
Sound - What will your guests hear during your event? This not only includes what will be taking place during the event - including speakers, entertainers; music, and video audio - this also includes sound in the locality of your event. Consider the sounds your guests will experience as paramount to setting the overall tone for your event.
Touch - Consider what items your attendees will be interacting with during your event; this will vary widely according to event type; but includes everything from decor to cutlery, and maybe even interactive art pieces! No matter your event format, there will always be some way this can be incorporated - don’t forget that any event, collateral, or merchandise, is also included in this sense.
Smell - The obvious thought with this sense would be to ensure your guests enter your event greeted by pleasant smells, rather than odious ones. A key way to do this would be to avoid overpowering smells entering the atmosphere. The sense of smell, likes and dislikes, vary greatly from one person to the next, so for instance; if you have flowers as centrepieces; avoid flowers with overpowering fragrances.
Taste - Whether you are holding a short event that only requires drinks and light snacks; or a gala dinner with a five-course banquet, your guests will experience taste, so make it a good one with high-quality ingredients that your guests can enjoy. Consider catering in line with your theme, to provide your guest with a truly polished experience.
Provide interactive elements throughout the event
Forgive us for the cliche, but thinking ‘outside the box’, by providing your guests with some interactive experiences can really pay off! In 2023 and beyond - the possibilities are many and varied. Engaging your guests need not only be given credence regarding the value of a presentation, or the content of a speaker's discourse.
Think about providing extra value with micro-experiences, that can be considered mini-events themselves - such as photo booths, workshops, games, or contests. Incorporating virtual and/or augmented reality experiences into your event, will also not be forgotten - remember that these elements can be incorporated throughout your venue of choice too. Speak to your event planner or coordinator about the journey your attendees will go on as they move through the venue, as well as in, and around the event.
Personalise the event experience
This starts way before your actual event takes place - when your guests register to attend your event. Collecting the right information from your attendees will help you to personalize your event, & to cater to your guest's needs.
It’s always best practice to cover the basics, such as dietary requirements & accessibility needs. Take it a few steps further by creating a value-based experience from the first interaction with your guests - maybe even requesting information on topics they find interesting, and subsequent follow up e-mails that your guests will find relevant and helpful pre and post-event.
Taking these steps into account will ensure your guests not only get to attend a well-thought-out event; but get to enjoy an experience that will be a cherished memory for years to come.
Here at the HAC, we have a highly experienced event planning team that specialises in creating unforgettable experiences for corporate events. With multiple event spaces to offer, our historic events venue provides a versatile and unique setting for your board meeting, AGM, intimate dinner, or corporate event. To find out more about how we can help make the most of your event, contact our team today via email at
