How to Create Events People Will Talk About for Years | Toronto Event Planner Tips

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TL;DR: Planning a special event? Start with inclusivity, spark connection, personalize every detail, and don’t skimp on tech. Here's your go-to guide to crafting events guests will rave about for years.

When you think back to the most talked-about events you’ve attended, what stands out? Maybe it was a heartfelt toast, an interactive experience, the Polaroids & Petals Bloom Bar, or simply how every guest felt included and seen.

What makes an event truly memorable isn’t just the decor or the food; it’s the thoughtful moments that bring people together and create stories they’ll reminisce about long after the night ends.

This guide isn’t a one-size-fits-all formula. While many of the insights lean toward larger, structured gatherings, even the most intimate dinner party can benefit from intentional details. Whether you’re hosting a corporate gala or a backyard soirée, this one’s for you.

As a Type A event planner who lives for elegant logistics and inclusive vibes, I believe every detail should reflect creativity, connection, and care. In line with the goals of the Accessible Canada Act, designing events that are inclusive and welcoming isn’t just thoughtful but essential.

Start with Inclusivity

Guests at an accessible event with inclusive dining options

Creating a truly remarkable and inclusive event goes far beyond simply extending an invitation. It requires a thoughtful and intentional approach that ensures all attendees feel welcome, comfortable, and valued. This means considering the diverse needs and preferences of every individual, from the moment they arrive to the moment they leave.

Inclusivity starts with accessibility. Ensuring that the venue is physically accessible with ramps, elevators, and accessible restrooms can have a great impact on your guests. You may even want to consider providing accommodations for those with sensory sensitivities, such as quiet rooms or designated spaces. Additionally, offering assistive listening devices or sign language interpreters can make a big difference for those who need them.

But inclusivity also shows up in subtler ways, like food. Because nothing dims the party mood faster than finding out there’s nothing safe or suitable to eat. Consider these menu moves:

Vegan Options: A hit with everyone, not just vegans.
Halal Choices: Respectful and inclusive.
Gluten-Free Delights: No one should feel left out or unwell.
Allergy-Friendly Dishes: Clearly labeled, with an allergen guide.

And beyond the food, it’s about activity options for all personality types. Not everyone’s a dance-floor diva, so you can offer a variety of other activities such as:

📸 Photo Booths: A fun backdrop, some quirky props, and instant branded prints… guaranteed that even the most shy guests will get involved! A photo booth is always a hit and gives guests a way to capture memories (and let’s be real, plenty of Instagram-worthy moments)
💐 Bloom Bars: Believe it or not, your guests will love taking home a flower bouquet and this can also be an amazing alternative if your centrepieces are rentals and you’d like to gift your guests a little something special
🎲 Group Games: Not everyone is a social butterfly, and sometimes people need a little nudge to mix and mingle. Simple games like trivia, icebreaker challenges, or team-based competitions create easy opportunities for guests to interact without feeling forced.
🎨 DIY Craft Stations: A hands-on activity is a great way to keep guests engaged, especially those who prefer a quieter moment to unwind. Think personalized keepsakes, flower crown making, candle-making, or even a Polaroid decorating station!
🔍 Scavenger Hunts: Add a little adventure to your event with a scavenger hunt using clues and prizes that encourage movement and teamwork while keeping guests entertained. (Bonus: It’s a sneaky way to get people to explore the venue!)
🎤 Live Entertainment: Depending on the vibe of your event, live performers like magicians, musicians, or caricature artists can create spontaneous moments of joy. It’s also a great way to engage guests who prefer to watch rather than participate.
🍿 Food & Beverage Stations: Because who doesn’t love a build-your-own experience? Whether it’s a custom cocktail bar, a gourmet waffle station, or a s’mores-making setup, interactive food elements keep things fun and give guests another reason to stick around.

Inclusivity Checklist

Accessibility: Ensure the venue is wheelchair accessible, with ramps, elevators, and accessible, stocked and clean restrooms. Consider providing designated parking spaces for individuals with disabilities, as well as maternity and family zones.

Sensory Sensitivity: Create quiet spaces or rooms where attendees can retreat if they feel overwhelmed. Offer sensory-friendly activities or materials, such as fidget toys or noise-canceling headphones, and again - comfortable, inclusive, and private lactation spaces.

Dietary Needs: Provide a variety of food options to accommodate different dietary restrictions and preferences. This includes offering vegan, vegetarian, halal, gluten-free, and allergen-friendly choices. Clearly label all ingredients and allergens on the menu.

Activities: Offer a range of activities that are inclusive and accessible to all attendees. Consider providing modified versions of activities or offering alternative options for those who may not be able to participate in certain activities.

Communication: Ensure that all communication materials are clear, concise, and easy to understand. Provide materials in multiple formats, such as braille, large print, and audio. Consider using sign language interpreters or captioning services.

Staff Training: Train staff on how to interact with attendees with disabilities and other diverse needs. Ensure that staff are aware of the available resources and accommodations.

Feedback: Seek feedback from attendees about their experience and use this feedback to improve future events.

Offer a mix of activities that cater to different personalities and comfort levels. Not everyone loves the dance floor, but everyone loves feeling included and now that we’ve set the stage for inclusivity, let’s spark a connection.

Create Connection

Not Just Conversation

Lounge-style event seating encouraging guest interaction

A venue’s layout can foster interaction, or create silos. To create an event where connections truly flourish, you need to craft spaces and experiences that invite organic conversations. When you offer a mix of seating arrangements, you open the door to different kinds of connections, for example:

Cozy lounge: Areas with soft seating like armchairs and couches set up in intimate clusters create a relaxed atmosphere, where guests can chat without the formality of a traditional dining setup.
Circular or communal tables: This is a great way to break down barriers. By eliminating the usual hierarchy of a formal dinner setup, everyone can be part of the conversation, creating a warmer, more inclusive vibe.
Cocktail Tables: Provides a casual flow that allows guests to move around and engage in shorter, yet meaningful exchanges, giving them the freedom to mingle without feeling tied to one spot.
Outdoor Retreats: A patio or a garden can offer a refreshing space for guests to relax and chat in a more laid-back setting encouraging a natural and organic interaction.

The power of shared experiences can’t be understated either. Think about incorporating moments that unite guests and spark conversation, such as:

Live Performances
Speakers
Wine Tastings or Chef’s Table
Conversation-starter name tags

And for guests who prefer calmer vibes:

Low-stimulation zones
Reflection nooks with journals or guest books

If your event includes networking opportunities, think about how you can help guests find common ground through structured icebreakers or intentional pairing, this helps take the awkwardness out of meeting new people.

By offering these thoughtful details and creating environments that allow for both energetic and quieter interactions, you're ensuring that everyone feels included. The best events don’t just have people show up, they make guests feel truly connected, and it’s these moments of connection that they’ll remember long after the event has ended.

Personal Touches

Lasting Impressions

Personalized event details like handwritten name cards and themed signature cocktails

Want to go from nice to next-level? Don’t skip on those thoughtful and meaningful details!

It’s all about the little things. You know, those subtle details that turn an otherwise ordinary gathering into something guests will talk about for years. When you thoughtfully incorporate personalized touches, it shows your guests they’re not just another face in the crowd, they’re the reason the event exists. And that feeling of being valued? It’s everything.

Customization is your ticket to making an event unique and memorable, and the possibilities are endless. Whether you’re planning a chic soirée, a laid-back celebration, or anything in between, there’s always room for those personal touches.

Think personalized invitations, custom décor, or a playlist tailored to the crowd.

The little things, like custom name cards with handwritten notes or welcome gifts that speak to your guests' interests, can make all the difference. These thoughtful gestures are a way of saying, “I see you, I appreciate you, and I want this event to be a reflection of you.”

But don’t stop there because personalization isn’t just about what guests can take home; it’s about creating an atmosphere that feels uniquely yours. Maybe it’s a signature cocktail named after the host (or even a quirky drink that reflects the event’s theme), a fragrance diffused throughout the space, or a colour palette that speaks to your brand or style. These elements tell a story and give guests something to remember.

Additionally, a surprise can leave a great impression on your guests. Everyone loves a good plot twist, especially when it’s something unexpected that makes them smile. A live artist creating personalized artwork for guests, a surprise flash mob, or an interactive photo booth with props that guests can’t resist, keeps the energy high and guests engaged.

This matters because it’s more than just going through the motions. It’s about showing your guests that you put in the effort to make the experience meaningful.

And in today’s event landscape, where everyone’s bombarded with options, being able to stand out is a big deal. As BizBash’s 2025 event trends reveal incorporating personalized and thoughtful details into your event can dramatically improve attendees’ perceptions and make a lasting impact.

So, when you go that extra mile with a personalized touch you’re building a legacy of special moments that will have your guests talking (and raving) for months to come.

Embrace the Power of Tech

Event Content Creator in Toronto, capturing an events BTS and a candid moment through a mobile cell phone, dressed professionally at a corporate event

Technology has completely transformed the way we approach events, and in 2025, it’s not just about adding a tech element for the sake of it, it’s about perfectly blending it into your event to create an experience that’s unique and special for every guest.

Live posting and streaming are powerful tools for connecting with virtual audiences, giving them a front-row seat to the action. Whether it’s through social media updates or dedicated streaming platforms, you’re able to engage people who couldn’t attend in person. It’s perfect for hybrid events or those with a global following and/or families, ensuring no one misses out on the excitement

More options include:

Live Social Sharing: Unique hashtags, instant uploads, live updates
Interactive Polls & Q&As: Real-time guest engagement and feedback
Virtual Reality Experiences: Because why not?

Your guests can engage with the event from every angle: asking questions, offering feedback, or even stepping into a completely immersive experience, all through the power of tech.

This gap has allowed event content creation to shine. Capturing the behind-the-scenes setups, events highlights, and providing next-day raw galleries keep the energy alive, allowing you to relieve every candid moment whenever you want! As a full-service event planner, I offer event content creation to capture those special moments that make your event feel personal while ensuring the digital experience is just as engaging.

What’s event content creation? It’s a service that goes beyond traditional photography and videography. While photographers and videographers focus on posed shots and key moments they guide you to create , event content creation is all about capturing the live, candid interactions, guest connections, and behind-the-scenes energy that make your event truly unique.

These moments can be shared as early as the morning after, with a raw gallery ready for viewing, while social media reels and short event highlights will be available within days. These quick-turnaround visuals can be used for everything from promotional ads to website updates. Plus, they offer a perfect way to share the experience with loved ones who couldn’t attend or live far away.

Investing in event content creation, your event becomes an ongoing online conversation that builds excitement and anticipation, rather than just a one-time experience. By getting creative with the digital aspects of your event, you can generate buzz long after it's over.

Let the Pros Handle the Chaos

(So You Can Enjoy Your Moment)

Toronto, ontario event planner coordinating vendor setup before an event begins

Let’s be for real, for real - throwing any type of event is no walk in the park.

There’s a lot to juggle between vendor coordination, timeline juggling, emergency sewing kits (I got you), and about 84 backup plans later, you will feel very grateful for hiring an event planner or day/month of coordinator.

They should feel like a trusted partner who

Handles logistics
Coordinates vendors
Keeps the vision cohesive
Brings the Pinterest board to life
Manages curveballs like a pro

Everyone may not be prepared with an emergency kit, like myself but that’s where hiring the right professionals comes in. Whether it’s an event planner managing the logistics, a florist making sure your blooms are perfect, or a tech crew ensuring the sound and lighting are on point, these experts are the problem-solvers who keep things running smoothly. When a last-minute change pops up or something unexpected happens, they handle it with ease, so you don’t have to stress.

In the end, hiring professionals isn’t just about reducing your stress, it’s about giving you the peace of mind that every detail is in capable hands.

You deserve to enjoy your event without the worry of running around fixing things.

With That Said…

In the world of design and events, it's the meticulous attention to detail that truly makes a difference.

As my motto suggests, "Design with Intention, Execute with Excellence, and Celebrate Every Moment," it's in these thoughtful details that the true magic of an experience resides.

Whether it’s a personalized welcome note, a curated playlist, or a creative seating arrangement that encourages conversation, these details show your guests that you’ve gone the extra mile, and they’ll definitely notice.

This philosophy applies not just to design itself, but to all aspects of life and events. When we approach a gathering, be it a wedding, a birthday party, or a simple dinner with friends, with intention and care, we elevate it from a mere happening to a cherished memory.

Behind every seamless event is a well-thought-out plan. From the initial concept and theme to the décor, catering, and entertainment, every piece of the puzzle helps bring your vision to life. By carefully planning each aspect, you ensure that everything flows on event day and that you’re prepared for anything unexpected.

It's the thoughtful design elements, the careful planning, and the personalized touches that transform an ordinary event into an extraordinary one. It's this feeling of being valued and cared for that guests will remember long after the event has ended.

Need a Planner Who Gets Your Vision (and Your Vibe)?

If you’re ready to bring your vision to life and create an experience your guests will rave about, I’m here to help. With my passion for crafting unique and meaningful experiences, I’ll ensure every detail is handled with care.

Let’s bring your vision to life with an event that’s as unique and thoughtful as you are. If you’d like more information, please fill out this service inquiry form, and let’s start planning an event that’s designed to leave a lasting impression!

Don’t need a planner, but you're hosting an event soon? Stay connected by joining the Sunshine Edit Newsletter for event tips and inspiration. And, of course, follow along on Instagram, Facebook, and YouTube for more event tips, behind-the-scenes glimpses, and creative ideas.

And hey, if you made it this far, drop this emoji 🎀 in the comments below or on my latest IG post so I know you're part of the Sunshine Edit inner circle 😉

- xoxoxo Ana