Even after all of the detailed information and tips we've given to you, there are always more details to consider. As perfectly planned as your event may be, there will be a few "unexpected occurrences" you should be prepared for. These tips will help prevent them from being so "unexpected."

Lighting:

• Lighting does wonders for or destroys the ambiance of an event. If it's an evening function, definitely turn the lights down low. Harsh, obtrusive lighting takes the romance and subtlety away from an event. Be sure to turn down the lights before the guests arrive. Adding candlelight is even nicer.
• If you're planning for speakers and you have the budget for it, think about using spotlights to add drama.

Early Guests:

• Be ready for early birds. You can't turn them away, so be prepared. They're obviously eager to be there, so make them feel welcome by having everything ready a little early.

Layouts for Cocktail Parties:

• Cocktail parties should include enough seating for about a third of the guests to be able to sit for awhile to relieve tired feet, bad backs, or simply have a spot to sit and eat.

Giving Toasts:

• The host or hostess of the event, not the guests, should give toasts. If the occasion calls for a toast, the host should be prepared with one and preempt overly enthusiastic guests from upstaging him or her.

Nametags:

• Nametags (especially stick-on labels) should never be filled out with a ballpoint pin. Opt for a sharpie or another thin-tipped marker that is less likely to smudge and can be easily read.

Acoustics:

• Acoustics vary in different facilities, which is why it is very important to hold a sound check previous to the start of the event.

Conflicting Event Dates:

• Check www.downtownmemphis.com for potential conflict regarding other events being held downtown. If you need additional information or clarification about traffic issues call Lt. Bob McCulley of the Memphis Police Department at (901) 274-8154.

Delegate Responsibility:

• Don't try to manage all the details yourself. Surround yourself with helpers and suppliers in whom you trust and let them do their jobs. Plan for periodic updates for reassurance.

Writing for Invitations:

• People, not organizations, should extend invitations.
• Here are some examples:

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