Event Management & Data

How to Plan a Luxury Event

Victoria Rudi
May 30, 2019

Table of Contents

Teaser: In this blog post, we’ll discuss how to plan a luxury event of any size that attendees will remember forever.

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Among the many types of events that can be planned, a ‘luxury event’ always stands out from the pack. A luxury event by definition is meant to have a significant amount of elegance and grandeur.

This type of event involves larger budgets and tons of creativity. Whether you’re planning a corporate event, a gala, or a wedding, you’ll need to bring your A-game.

In this blog post, we’ll highlight what it takes to plan a luxury event that attendees will remember forever.

Choose a versatile venue


When planning an extravagant event, the first thing on your checklist should be to secure a location. Choosing the right venue is crucial when trying to make a lasting impression on attendees.

During your research phase of scouting venue options, make sure the venue has flexible options like the ability to bring in outside catering, a stellar A/V set-up, a support staff on-site, a valet, and late hours. These things matter when trying to create a luxurious experience.

You’ll also want to have a plan B for your outdoor event just in-case the weather forecast is less desirable. Research venues that offer indoor and outdoor floorplans and tent rental options.

Create an unforgettable ambiance


The standard definition for ambiance refers to the mood, quality, character, or tone a location or setting has. This means bringing in elements that will tap into the five senses of attendees.

It’s important to consider what sound, sight, touch, and taste your guests will experience. Let’s take a look at how you can use these five senses to create the right ambiance.

  • Sound

When designing the ambiance of the event, the first thing you’ll want to decide is if you need a DJ or an MC. Research states that our ears and emotions have a strong connection.

How we feel is impacted by what we experience through sound. Researchers have also cited that music releases a certain feel-good chemical that immolates happiness and creates memories.

Making sure the sound quality and music sets the right tone for your event is crucial. Loud music and a bad presentation could easily ruin the entire experience. So, it’s important to make sure to have many sound checks hours before the event.

  • Sight

The first thing attendees will notice is the way the room looks and feels. There are a few elements that you’ll want to consider when making a lasting visual impression.

  • Lighting

If the event is taking place during the day, you’ll want to strategically consider how the natural light will impact photography and the temperature of the room. If the event is during the evening hours, you’ll need to consider how the room will look once the lights are turned down.

Will the venue allow strobe lighting, candles, a projector, these all important questions to ask when trying to create a visually appealing atmosphere.

Lighting is an often overlooked element during the event planning process, but it’s a crucial detail when putting together a luxury event because it creates a visually appealing experience for guests.

  • Décor

There’s no doubt about it that décor is a costly expense and is often the detail that matters the most. It’s the element that will bring your vision to light and set the mood for the entire event.

When planning a luxury event, you’ll want to choose a theme and coordinate all of the five senses around that vision. Elegant florals, lighting, and posh details are what will help create a standout effect for photos and video but also help your guest remember the event for years to come.

  • Touch

An easy way to cater to touch at an event is to choose the right furniture, linens and place settings. You want to deliver an inviting and comfortable environment that will make guests feel warm and welcomed.

Remember to pick a theme and make sure the furniture and linens are complimentary. You’ll also want to consider interactive elements like photobooths, games, and gifts.

The ultimate goal when planning a luxury event is to make sure your guests have fun and have something to take home to remember their experience.

  • Taste

Food and beverage are most likely the largest expense when planning an extravagant event. This is one line item in your budget that shouldn’t be overlooked. This is an opportunity to surprise and delight your guest while serving them delicious and nourishing treats.

The emotions that people feel when eating and drinking are the details about the event that they will remember. When choosing the right caterer, you’ll want to set your standards super high and make sure they can deliver a menu that will leave a lasting impression.

You’ll need to create a WOW! factor that will tap into their taste buds but also their eyes as well. Consider having ice sculptures, craft cocktails, bite-size appetizers, and a mouth-watering dessert menu.

Remember every little detail matters


Choosing the right venue and creating the right ambiance, are important factors when planning a luxury event, but the simplest details are what will make or break the success.

Making a lasting impression from the moment they arrive and depart the venue is the ultimate goal when putting together an event of this caliber.

Something as little as having umbrellas ready at the valet area if the weather forecast has a chance for rain could be the thing that makes a lasting impression on your guests.

With a little bit of advance planning and the right budget you can deliver an experience that will be talked about for years to come.


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Victoria Rudi
Senior Content Specialist
With a Master’s degree in Event Management and a keen follower of SaaS technologies, Victoria is an event content master, producing insightful and valuable for Eventtia’s blog and beyond

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