Planning a formal event? It’s important to get everything organized so things run smoothly and on time. The way you organize the event can make a big difference in its success. First, figure out what type of event you're hosting—whether it’s a meeting, a social event, a farewell, or something else.
Formal events come with specific rules and a serious vibe that attendees need to follow. To see how to set up a formal event, check out the typical steps involved.
Examples of Formal Events and Their Structure
1. Graduation Farewell
The event usually starts with an opening led by a formal MC or host. It often begins with a joint prayer and the recitation of Quranic verses. The principal then delivers a speech with farewell messages, including invitations, prayers, and best wishes.
Students, guardians, and others show their appreciation for the teachers by singing songs like the Teacher's Hymn and "Terima Kasihku." Guardians might also speak to thank the educators, and sometimes poetry is read to make the moment more special.
A student representative often gives a farewell speech for the graduating class, and a memento or souvenir might be presented to teachers, the principal, or the school. The event typically wraps up with art performances or other entertainment, ending with a final prayer.
2. Meetings
Meetings can vary based on their purpose, nature, frequency, and duration. They usually begin with a brief opening that includes a moment of thanks and a prayer, reflecting each person's beliefs and customs. Key people, like the chief executive and special guests, often give opening remarks.
In the main part of the meeting, attendees go over the work program and plans. They discuss feedback and make decisions by consensus. The meeting ends with a short closing prayer, just like the opening.
3. Wedding Reception
A wedding reception has its own unique flow compared to other formal events. It usually kicks off with the marriage ceremony once all the guests are there and the bride and groom are ready. The ceremony starts with the groom arriving with his family, followed by the bride.
The officiant performs the Ijab Kabul while the bride’s parents look on. The bride and groom, along with the witnesses, sign the marriage book. They then take photos with family and close friends to capture the special moments. The reception is the main event and involves a large number of guests.
The reception begins with the bride and groom being introduced to either traditional or modern music. They walk down the aisle to receive congratulations from the guests. The event includes speeches from representatives of both families, followed by prayers led by a religious leader. After that, everyone enjoys dinner and continues to celebrate.
4. Seminar
Seminars are usually organized to dive deep into a specific topic. The moderator kicks things off by introducing themselves and outlining the theme. Then, speakers present using slides, videos, or other materials. There’s often a panel discussion to explore the topic in more detail.
A Q&A session usually follows, led by the panelists. You can also add interactive elements like games, quizzes, or breakout sessions to keep things engaging. The event wraps up with a summary of the key points and a thank you to everyone involved.
5. Workshop
A workshop is where professionals work on technical tasks specific to their field. It usually starts with an opening, including a group prayer and some remarks from the committee chair. Then, the main activities and discussions follow. The event wraps up with a summary of the results and a closing from the host.
6. Company Anniversary
Company anniversaries are often organized by the staff. The event usually starts with an opening from the CEO. Ice-breaker activities help everyone relax and get involved. Awards are given to standout employees from the past year.
Dinner lasts about 30 minutes and is accompanied by music or dance performances. To wrap things up, company leaders give a few closing remarks and thank everyone for coming. And make sure to take a group photo to capture the moment.
7. Inauguration
An inauguration for a building, mosque, shop, or company needs to be carefully planned. It usually starts with a brief Bismillah (basmalah) and a recitation of Quranic verses. The chairman or head of the organization typically gives opening remarks.
The main event often includes signing a ceremonial document and cutting the tumpeng. The company head might give a speech sharing their hopes and wishes. You might also include optional entertainment like poetry or music performances. To close, the MC or a religious leader leads a Hamdalah to wrap up the event.
These examples of events and their setups can help you plan your activity schedules. Typically, a formal event includes an opening, welcome, performance, main activities, and closing. You can adjust these to fit your event's needs and then detail the schedule with timings and locations.
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