If you've ever organised an event, whether for personal or business reasons, you'll know just how challenging it can be to cover every detail – and perhaps most importantly, to ensure that everyone essential is on the guest list!
When we set out to host a launch event for Scentric Fragrances, we aimed to create a local, intimate experience with a distinctively personal touch. Our approach was to engage as many local suppliers as possible, carefully review the guest list multiple times, and make certain that the entire experience reflected the values of our brand. Here’s a look at our must-haves for the event, and some planning tips if you're arranging your own!
Essentials for our launch event
Local Venue:
We wanted a venue that was not only local to our base but also a small business we could support. Bowl & Beck was ideal fit – it’s close to our HQ, exudes class, offers exceptional food and drinks, and has been a great addition to the local area, having just opened within the last year (2024). For a new hospitality business, visibility is key, so we were thrilled to support them.
Local Print Suppliers:
For printed materials, we partnered with PNG Digital in Blackpool, whom we met through a local networking event. They designed and printed our price lists to perfection. Our pop-up banners were created by our trusted branding partner, Sherbert Lemon, and printed by we only print, a team we’re fortunate to call close friends. These businesses are all SME’s yet thriving in the North West, making it even more rewarding to work with them.
Local Photographer:
We first saw Chris Wright’s impressive work during a presentation at a local networking group. He’d recently completed a shoot for a client of Collette’s in her growth consultancy business, and the results were outstanding! Chris has a talent for capturing those unexpected, magical moments, and being local to the North West, he was a perfect fit for our launch.
The Perfect Guest List and Elegant Invitations:
Sherbert Lemon once again exceeded our expectations by designing elegant invitations that were both simple and sophisticated. Our guest list included a balanced mix of suppliers, business contacts, friends, family, and our valued charity partners – a warm and intentional selection of people who’ve been part of our journey.
Tips for hosting your own event
Here are some details that can easily be overlooked but make a huge difference in the success of a business event.
Parking Options:
Consider guests’ arrival experience by making parking simple.
Invitations and RSVPs:
Track responses to ensure you’re providing enough food and drink for everyone.
Venue Setup and Décor:
We held a full walkthrough of the venue three weeks before to make sure everything would look just right.
Wi-Fi Access:
If you’re selling products, Wi-Fi might be essential for a card reader.
Stock Readiness:
We spent several late nights filling and labelling products to ensure enough stock was ready for launch day.
Branded Shopping Bags:
Branded bags gave guests a way to carry home their purchases and served as a lasting reminder of the event.
Photography Plan:
Work with your photographer to capture both key moments and candid shots that encapsulate the event's atmosphere.
Helping Hands:
We enlisted family members to help welcome guests and assist with our “shop” area – don’t underestimate the value of extra support!
Local Press:
Consider inviting local press for added visibility. We shared our passion for supporting local charities and businesses to give them a unique story angle.
What to Wear:
Remember that the images taken at the event will serve as valuable assets for your brand. Choose clothing without logos or overly seasonal motifs, and above all, make sure you feel comfortable.
Budget:
Set a budget and aim to stick to it. It’s easy to get carried away, but financial planning is essential.
Planning an event for Scentric Fragrances was a rewarding experience that allowed us to connect with our local community in a way that truly aligned with our brand’s values. We hope these insights help inspire your own event planning and lead to a memorable, well-executed occasion!
