An excellent party can take months to plan, but it leaves an impression for a lifetime. Whether you’re hosting an award show, a holiday gala, or a black-tie ball, you need to consider every detail.
From the guest list to the catering menu, everything requires careful planning and execution. With so much to get right, the idea of planning your perfect party may seem a bit intimidating, but that’s where we come in.
At Overland Park Convention Center, our team has the training and expertise to elevate your gathering—no matter how large or how small. So if you want to host your next event in one of our ballrooms in Kansas City, read on. We have all the tips you need for throwing the party of the year.
Tip 1: Decide on a Theme
First things first—you need to decide on a theme for your event. Before you can invite guests or craft your menu, you should determine what feelings you want your event to evoke. Do you want a slow, elegant banquet, or a loud and rowdy dance party?
At Overland Park Convention Center, we’ve hosted events with many different themes, like the annual Snow Ball Gala. And even a yearly event like this one changes the look and feel of the theme each year to keep it fresh.
Your event’s theme can affect many other facets of your event planning process, so be sure to select one as you begin coordinating your event.
Tip 2: Build the Guest List
Once you decide on a theme, you need to start gathering the most important part of any event—the guests. Depending on the guests you invite and the date of your event, you may compete with other social gatherings or personal commitments. In that case, do whatever you can to ensure that your invitation stands out.
One way you can do this is by sending out coordinated physical invitations. In a world of email and text message invites, a letter in the mail makes an impression. Add some special details, like a wax seal, to really stand out from the crowd.
After sending the invitations, follow up with any guests who haven’t RSVP’d. The last thing you want is to have too many (or too few) tables on your big day.
Tip 3: Communicate With Your Guests
Too many event planners simply send out their invites and leave their guests to figure out the rest.
While your invites should certainly contain any pertinent information for potential attendees, that doesn’t mean the communication should stop. Collect your guests’ phone numbers or email addresses to send them updates or housekeeping details.
For instance, if you host your event at one of our ballrooms in Kansas City, then your guests can take advantage of our free parking. You can send them any directions they need, so no one gets lost on the way to your party.
Tip 4: Create a Seating Chart
At Overland Park Convention Center, we provide tables and seating for any event, so you don’t have to worry about hauling around stacks of chairs on the big day. But the real challenge isn’t setting up the chairs—it’s figuring out who should fill them.
Planning a seating arrangement can seem like a daunting task, but when executed correctly, it can be the backbone of your entire event. When you keep friends and work groups together, you can stimulate lively and flowing conversation.
You may be tempted to simply let your attendees figure it out themselves, but by carefully arranging groups of guests, you can add a personal touch to the night.
Once the seating and table details are determined, our team creates a custom layout diagram to help visualize the full space—this includes seating, stage placement, dance floor, AV needs, and any other key elements. This ensures everything fits comfortably and flows well within the ballroom.
For gala-style events, it’s common to sell full tables—usually to sponsors or companies—rather than individual seats. If you’re planning something more casual, like a breakfast or luncheon, individual ticket sales are more common and widely accepted.
Tip 5: Build a Detailed Schedule
Everyone’s been at an event that felt a little…disjointed. Whether you’re sitting at a banquet, anxious for a seemingly nonexistent first course, or twiddling your thumbs at a wedding reception waiting for the first dance to begin, nothing feels worse than boredom during your night out.
So, if you’re planning to host an event at one of our ballrooms in Kansas City, it’s a good idea to have a detailed schedule.
This keeps the night flowing as intended, so you don’t leave unwanted gaps or awkward downtime. If your guests are having fun chatting during the cocktail hour, you don’t need to usher them to their seats. Feel free to bend your schedule to facilitate the best experience possible. Flexibility is fine, but a plan provides a great outline for the night.
A detailed event schedule may cover things like:
Bar service timing (when bars open and close during the event)
Food timing (when salads, entrees, and desserts are served)
Audio/visual and tech run-of-show (timing of mics, videos, or lighting cues)
Presentation or entertainment cues (speeches, awards, special moments)
Tip 6: Offer a Warm Welcome
On the day of your event, make sure things get off on the right foot. As your guests file in, greet them in style.
At Overland Park Convention Center, our audio/visual experts can equip any space, including our ballrooms in Kansas City, with microphones and speakers to amplify your voice. Once enough guests have entered your venue, have someone say a few words.
Thank them for taking the time to attend your event, and maybe give them a small preview of what to expect during the rest of the night. A formal introduction distinctly marks the beginning of your event, putting your attendees in the right headspace to have some fun.
A warm welcome may also include open bars, interesting photo opportunities, live music, and top-tier service—such as hand-passed hors d’oeuvres before the dinner or program begins.
At the Brayden’s Hope event in 2023, guests were greeted with a champagne wall. Attendees rang a bell and received a glass of champagne from a hand wearing a white glove. It was a creative, share-worthy moment that elevated the guest experience.
Tip 7: Show Astounding Visuals
You can also help your event stand out with exciting visuals. When you host an event in one of our ballrooms in Kansas City, our A/V experts can also set up large video screens to provide an extra dimension to your event.
For example, if you plan to host an award show, you can use the presentation screens to highlight your nominees. If you have a speaker, you can display them on screen so guests in the back can get a better view.
You can also display background footage that fits the vibe of your event. Hosting a Christmas ball? Our screens can make it look like it’s snowing indoors.
Tip 8: Serve Meals to Remember
No matter the occasion, every event should include some delicious food. Whether that means a selection of tantalizing appetizers or a hearty sit-down dinner, the right meal ties your event together.
Meals can also be tailored to align with the event’s theme—whether you’re aiming for elegant, globally inspired cuisine or comfort food favorites.
When you host your event in one of our ballrooms in Kansas City, we can serve a variety of menu options from all around the world.
Whether you want a fresh salad from Tuscany or a succulent stir-fry from South America, we can serve just what you’re looking for. We have menu items for breakfast, lunch, dinner, and dessert, so regardless of when your event takes place, we can provide the appropriate meal.
The event type often guides the meal format. Galas or fundraisers typically call for multi-course, plated dinners—some even have wine pairings. Corporate breakfasts may lean toward lighter, self-serve stations or buffets. Knowing your audience and event tone will help guide the right meal style.
You will also need to consider dietary preferences or restrictions. Offering vegetarian, gluten-free, or allergen-conscious options can help every guest feel considered.
It’s important to consider the visuals. Presentation matters—especially for formal or upscale events. Beautifully plated dishes and themed desserts can double as visual highlights on the event floor.
Tip 9: Work With the Culinary Pros
With so many menu options available, you want a culinary team that can handle a variety of cuisines—and handle them well. Fortunately, our executive chef has a resume that speaks for itself.
David Ruiz has a number of accolades, including an award from the prestigious James Beard Foundation. Ruiz was featured on the Food Network’s hit program, Chopped, and he even won the top prize on the show It’s CompliPlated.
Ruiz has cooked in several award-winning restaurants around the globe, so he and his team can serve your attendees a meal that will stay on their minds long after they’ve cleaned their plates.
We host intimate tasting sessions for clients, key decision-makers from their team, and Chef Ruiz to help build the perfect menu.
Our team can handle high-volume guest counts without sacrificing quality. A venue may have a beautiful menu, but if the kitchen and culinary team aren’t equipped to execute service for 1,000+ people efficiently—with hot plates, correct timing, and logistical coordination—it can impact the guest experience.
Our in-house team understands the operational logistics behind large-scale catering, which is just as important as the food itself when it comes to delivering a seamless event.
Tip 10: Serve Drinks With Dinner
Of course, you can’t have a meal without a refreshing beverage to wash it down. When you host a banquet or a gala in our ballrooms in Kansas City, most guests will expect something to sip on.
We can provide a wide range of delicious drinks, from top-shelf cocktails to house wine by the glass (or the bottle). Our team can also cater drinks to fit the event’s tone or theme.
But if you’re hosting an all-ages event, not to worry. We have beverages for younger guests and designated drivers. These guests can pair their meal with tea, lemonade, coffee, soft drinks, and or a custom mocktail. This way, everyone can stay hydrated before they hit the dance floor.
Tip 11: Create Room to Move
After a delicious meal (and some liquid courage), your guests may want to get up and move. So, give them the space they need to socialize and dance! To motivate your guests to spend some time out on the dance floor, make sure they have room to move.
Our ballrooms in Kansas City can comfortably hold up to 2,100 people, leaving you with more than enough space for a dedicated dance floor. Whether the vibes of your night suit a slow sashay or a high-energy jump-around, our ballrooms can make your vision a reality.
Tip 12: Choose Expert Staff
No one can host the perfect event alone—you need a team of experts behind you.
When you host your event at OPCC, you get more than just a beautiful venue—you get assistance from a trained team. Our experts can handle the biggest tasks and the smallest details, from setting up the event to bussing the tables, and you can sit back and enjoy how everything comes together.
We recently hosted Ball’s Food Employee Celebration, and they put it best:
The professionalism, poise and care the OPCC displayed during our extremely tight planning timeline was second to none. Communication during planning is key and they knocked it out of the park. I can’t say enough great things about this team. Thanks again!
Have a Ball With OPCC
The best parties require careful planning, and our team of event experts can streamline the process. OPCC provides countless resources, so you can organize an event that really makes an impact.
If you want to host your next gathering in one of our ballrooms, contact our team. We can also discuss your options for hosting other events at OPCC, from a wedding to a conference. No matter the occasion, our team can make your event a success.
You can also get a free estimate by taking advantage of our online planning tool. Create the party your guests deserve at Overland Park Convention Center.
