How to Create a Themed Event with Continuity
Interested in creating an event like the Calgary Stampede?
An event that draws return visitors year after year.
Here’s how to create a themed event with continuity.
Hosting an event requires thought, intention, and creativity. We love welcoming our guests into an immersive experience. It starts with developing a theme to weave through your event from start to finish. It's no secret that themed events are all the rage these days and for good reason! They are a fun, engaging way to bring people together to create memories that will last a lifetime. But how do you create a themed event with continuity? Here are a few tips to get you started.
KNOW YOUR AUDIENCE, UNDERSTAND YOUR PURPOSE
What is critical in producing a themed event with continuity is to define the objective, the type of event and the audience. If you’ve got some ideas, that’s great, make sure they are a fit with the intention behind the event as well as the audience.
Ask yourself, “why?”. Why are you holding the event? Why will people attend? What is the key takeaway? Are you planning a seasonal holiday gathering, a professional conference, or a fundraiser? Ensure the theme fits with the people involved. If it’s a corporate event, ensure the brand is reflected in every decision that is made. Brand alignment doesn’t have to be restrictive – established guidelines can provide welcome parameters to create within.
Make sure your theme has staying power so that the experience you creatE remains meaningful for weeks, months, years to come!
DECIDE ON YOUR THEME
If it’s July in Calgary, it’s time to celebrate western heritage and Stampede style. Does your event objective align with a Stampede theme? If you are building an event with longevity and you want to be able to recreate it, avoid themes that will quickly become outdated. No matter what the event, ask yourself some key questions before making decisions. Will the event have broad appeal? Will the photos stand the test of time? Make sure your theme has staying power so that the experience you’re creating remains meaningful for weeks and months and years to come!
CHOOSE YOUR VENUE
Once you’ve chosen your theme, consider your venue and the space. Think about demographics, venue capacity, and the layout of the space. If you’re planning a Stampede event this July, The Commons Calgary has you covered. Have a look at our venues and start imagining your next event!
THINK BRANDING
Once you’ve got your theme and venue it’s time to brand your event. Branding is more than what happens with an iron – it is about the look and feel of everything. From invitations or an event website, to theming and décor. Event branding is about the look and feel that you deliver to the audience. Determine the colour palette, carefully select the fonts, think about decorative elements and the guest experience. Event theming, when it’s well executed, allows guests to feel as though they’ve stepped into an alternative reality.
Let’s talk Calgary Stampede. It has been around for well over 100 years. You might think there’s no new way to throw a Stampede party, but the truth is, this annual event never gets old …
Find: Hay bales, barn wood, western hats, and cowboy boots.
Smell: Avoid the barn smells (… that level of authenticity isn’t required), and focus on titillating food aromas – midway treats, flapjacks, burgers and tasty BBQ.
Hear: Land a band to set the scene, or create playlists based built around your branding. What is the best fit for the day, the crowd, the theming? Whether it’s a little Wilf Carter, a lot of Corb Lund, or an energetic mix of Dolly, Shania, and Patsy – take the time to craft the playlist and curate the sounds.
THEMED EXPERIENCES
The best way to create memories is to engage your audience. This might be your chance to rent a mechanical bull or set up a photo booth with a western backdrop and bales. Invite people to try their hand at branding or roping (no, not with actual livestock). If it’s a holiday party explore wintery activities like tire sur la neige or a hot chocolate bar. Ensure guests have several enticing experiential moments to choose from. How guests feel after the event is key to long term success.
THEMED EATS, TREATS, DRINKS
Design your menu around a fun and memorable theme. Memories of food and flavours will last much longer than the actual event. Stampede might mean corn dogs or Midway foods like deep-fried Oreos, mini donuts, samosa poutine, or flaming Cheeto fries. Speaking of Stampede, The Commons offers event packages inclusive of food, with pancake breakfast or BBQ Grill – (have a look at the menus here!).
MAKE IT UNIQUE
Why host an ordinary event when you can make it one of a kind? With the help of creative swag, entertaining entertainers and unique promotion, your next shindig can be unforgettable!
KEEP THE HYPE GOING
So, you’ve hosted a successful event and you can’t want to do it all again. Keep the hype going after it’s over with social media, giveaways or contests, then follow up with email marketing campaigns. Make those in attendance feel special by offering an incentive to come to the next event. Make sure you’re sharing the experiences on your social channels and website. Include a short survey in your post-event email to learn about how the experience was for everyone to find out if there’s any room for improvement. Themed events are a great way to create memorable experiences for your guests. Thoughtful planning and clear objectives will ensure your event is unique and enjoyable.
photography: Dana Cole Photography
We’d be happy to help you plan your next themed event at The Commons.