What 150 Event Hosts Taught Us About Planning Parties, Weddings, and Corporate Events in Melbourne
When it comes to planning a party, wedding, or corporate event, it’s easy to get caught up in the details of flowers, lighting, food, budget, floor plans and more. But what do real event hosts in Melbourne actually care about, and what do they regret afterwards?
We ran a survey with 150 event hosts across Melbourne who were planning birthday parties, weddings, corporate events and more. This was to find out what people really value, what stresses them out, and what makes events feel unforgettable.
The results gave us a fascinating look at the reality of hosting any type of event and what valuable lessons you can learn. Here’s what we discovered and how you can use it to make your event planning smarter, not harder.
Who's Really Planning Weddings, Parties & Events?
From our survey, three quarters of our participants were female which is pretty consistent from what we find in our planning service at Feel Good Events.
Survey insight:
77% of respondents were women with most aged 25–45. No matter what type of function it was, event planning often fell to women balancing work, family, and social commitments.
Tips for hosts:
- Delegate: Don’t carry the full mental load. Hand off small jobs to friends, family, or colleagues where possible.
- Start with the feeling: Ask, How do I want guests to feel when they leave? Let that guide choices instead of getting lost in Pinterest.
- Build in buffers: Aim to have big tasks wrapped up as early as possible before the event to avoid last minute stress.
What Events are People Hosting?
Our survey showed a wide range of events that the survey participants organized. These ranged from your standard type of corporate events and parties through to some larger scale events like the Melbourne Grand Prix.
Survey Insight:
- Birthdays: 34%
- Corporate events: 22%
- Weddings: 9%
- Smaller but notable events: engagements, Christmas parties, school balls
- Other section included everything from baby showers to expos, conferences, festivals, and even the Melbourne Grand Prix.
Tips for Hosts:
- Birthdays: Focus on lighting and décor the two fastest ways to transform any space.
- Corporate events: Design for movement. Ensure clear networking zones and open areas for presentations or dancing.
- Weddings: Prioritise the ceremony backdrop and the bridal reception table area as these are the most photographed spots.
- General tip: Choose the three moments you most want guests to remember and design around those, instead of trying to decorate everything.
Types of Party, Wedding & Event Formats
73% of people surveyed chose to do a cocktail-style event while 19% chose to do a sit-down dinner style event. The rest of the people surveyed didn’t have food at all.
What this tells us:
Most hosts are moving toward social flexible event formats where guests can mingle freely instead of being anchored to a table. It’s a big shift from formal dining to experience-driven entertaining.
Tips for Hosts: Choosing the Right Event Style
1. Think about guest energy flow
- Cocktail events create better party energy and movement where people naturally circulate, chat, and dance.
- Sit down dinners slow the pace but encourage deeper conversation.
- Ask yourself what you want the night to feel like be it energetic and social, or intimate and structured?
2. Space planning matters more than you think
- For cocktail events, leave at least 30–40% of the room open for mingling.
- Use a mix of high bars, lounges, and dance floor space to keep people circulating.
- For sit down dinners, make sure tables don’t feel cramped and that staff have room to serve.
3. Food and service style should match the mood
- For cocktail style events, think substantial canapés, grazing stations, or food trucks.
- For sit down dinners, opt for shared platters or alternating meals to keep things interactive.
- If you’re skipping food altogether, make sure the bar and entertainment carry the night as guests will expect more action when there’s no meal break.
4. Lighting and music should reflect the format
- Cocktail parties work best with layered mood and party lighting from warm up lights, candles, and subtle colour accents to create movement and mood.
- Sit down events benefit from softer, even light so guests can see each other clearly when eating.
- Adjust your playlist or DJ energy to match the event vibe. Upbeat and evolving for cocktail events or more chilled or live music for dinners.
5. Don’t underestimate logistics
- Cocktail events often need more staff circulation and more glassware, since people move between zones.
- Sit down dinners need tight timing between courses, speeches, and entertainment.
- Plan for both with a clear event energy map from when people will arrive, eat, mingle, and dance.
Where do People Look for Inspiration?
Google and Pinterest are the biggest resources for party, wedding and event inspiration. When it comes to planning tips and advice AI platforms and YouTube were definitely more popular for this kind of help.
Survey Insight: Decorating & Styling Inspiration
- Google searches: 77%
- Pinterest: 31%
- Instagram: 26%
- Word of mouth: 23%
- YouTube: just 1.5% but this is increasing especially for tips on planning and decorating.
Tips for Hosts:
- Pinterest: Create one clear vision board with colours, textures, and mood. Avoid pinning hundreds of unrelated ideas.
- Local hashtags: Search things like #MelbourneWeddingStyling or #MelbournePartyIdeas to see trends that are actually available nearby.
- Reality check: Many inspiration photos online are from overseas. Ask suppliers whether what you see is realistic for your venue and budget. Can you actually source the decorating items you need to re-create your Pinterest inspiration.
Event Budgets: From Shoestring to Splurge
When it comes to total event budgets they varied quite a bit depending on the type of events people were planning. Those planning a house party or birthday at home would spend a lot less time and money than someone planning a wedding.
Survey Insight:
- 15% spent $20,000+
- 15% spent $5,000–$10,000
- Many sat in the $2,000–$5,000 range
- 71% stayed on budget
- 23% overspent
Tips for Hosts:
- Prioritise the energy drivers: Spend at least 40% of your budget on the things that shape the atmosphere and guest experience such as styling, lighting, music and entertainment.
- Plan for hidden costs: Delivery, pack down, cleaning, and last minute extras (like extra chairs or glassware) can add up. Build in a 10% buffer.
- Keep it simple: Track quotes and payments in a spreadsheet. Even basic tracking avoids budget blowouts.
What Did Melbourne Planners Hire for Their Event
When it came to hiring products and services for their wedding, party or event, here’s what people chose most often.
Survey Insight:
- 60% hired furniture of some kind
- 50% hired props, décor, and styling products
- 35% hired lighting (party or mood lighting)
- 25% hired audio equipment
- 15% hired a photographer or photo booth
- 35% hired performers or entertainment
- 15% hired a DJ
- 5% hired a band
- 25% hired a dance floor
- 20% hired draping
Tips for Hosts: Where to Invest for Maximum Impact
1. Focus on what guests physically interact with
- Furniture and décor are worth every dollar because guests use them all night.
- Think beyond just seating and add bar tables, lounge zones, and social nooks that encourage movement and conversation.
- Use décor and props to define areas such as the bar, dance floor, photo corner and chill zone.
2. Don’t skip lighting, it’s what sets the mood
- Mood lighting (like wall washes or festoon lighting) makes the space feel warm and stylish.
- Party lighting (like moving heads or dance floor lights) builds energy when the night kicks off.
- Layer both if you can as it’s the simplest way to make your event look professionally styled and create better party energy.
3. Music and sound matter more than you think
- Even with great décor, a bad sound setup can ruin the vibe.
- If you don’t have a DJ or live act, at least hire quality audio equipment and a playlist that evolves through the night.
- Live performers (singers, dancers, roving acts) add spontaneity and energy that guests will always remember.
4. Capture the moment, literally
- A photo booth or photographer gives people a reason to interact and creates keepsakes that last beyond the night.
- Make sure your photo backdrop or photo area is well lit and looks good in photos with warm, flattering tones and tidy spaces.
5. Don’t forget the foundation elements
6. Plan with purpose
- Instead of hiring everything, ask yourself what will add the most energy or emotion to your event.
- For most parties, that’s lighting, music, and layout. For weddings, it’s styling and atmosphere. For corporates, it’s flow and impact moments.
- Use the hire with purpose mindset, not just hire everything.
What Hosts Worry About Most (and How to Avoid it)
After helping nearly 10,000 clients in Melbourne since our opening in 2008 the survey confirmed to us what event hosts worried about the most. When asked what made them most nervous while planning their event, these were the top five worries.
Survey Insight:
- Guests not showing up
- Bad weather
- Not having enough food and drinks
- Bad entertainment or guests not dancing
- Guests not enjoying themselves and leaving early
Every event host wants their night to feel full with guests, fun, and effortless, but these nerves are completely normal. The key is to plan for them, not around them.
Tips for Hosts: Turning Common Fears into Smart Planning Moves
1. Worried guests won’t show up?
- Send reminders and keep the excitement building before the event and share sneak peeks, playlists, or dress code hints.
- Make the arrival moment feel welcoming and easy. A drink station or styled entry instantly sets the tone and breaks any awkwardness.
- Always assume a 10–15% at minimum will drop off and not show up on the night. Plan your space and seating so the room still feels full even if numbers are slightly lower.
2. Concerned about bad weather?
- Always have a Plan B with a marquee, umbrellas, or a quick way to move things indoors.
- Think through logistics from flooring for wet grass, heating or cooling for comfort, and waterproof lighting options.
- Even a backup décor plan (like portable lighting or re-arranged furniture) can save the mood if weather hits.
3. Scared of running our of food or drinks?
- Build in a buffer and order for 10% more guests than confirmed.
- Grazing stations and canapés help stretch catering and keep people fed without slowing energy.
- Have the bar pre-stocked with essentials (ice, mixers, non alcoholic options) so service doesn’t stall.
4. Nervous about bad entertainment or a flat dance floor?
- Music makes or breaks the night and it’s not a last minute detail.
- If hiring a DJ or performer, talk through the crowd type and vibe you want. If using a playlist, test it in advance and plan the music transitions.
- Keep lights dynamic with dim and colourful during dancing, brighter during meals or speeches. Lighting helps shape energy as much as music does.
5. Afraid guests won’t enjoy themselves and will leave early?
- Create moments of surprise or change with lighting changes, entertainment surprises, or things that will keep people curious.
- Think of the event flow like an arc. Start with comfort, build to fun, and end with connection.
- Have your MC, DJ, or host lead the energy as guests follow confidence and enthusiasm.
What People Think Matters vs What Actually Does
When people surveyed were asked what are the most important things that they wanted at their event, these were the things that came up the most.
Survey Insight:
When asked what mattered most before the event, people ranked their top priorities as:
- Good food and drinks
- Good music
- Good decorations
- Guests showing up
But when asked after the event what the guests commented on and remembered most, the results flipped:
- Music and guests dancing and having a good time
- Decorations
- Food and drinks
So, while everyone worries about the food and the bar in the planning phase, it turns out what sticks in people’s minds is how the event felt, not what they ate.
Tips for Hosts: Creating What Guests Remember
1. Don’t let the menu dominate the plan
- Food and drinks are important, but they rarely create lasting memories on their own.
- Once guests are fed, they’re looking for fun. That means the vibe, music, lighting, and crowd energy need as much attention as the catering.
2. Make the music and event flow a priority
- The top memory guests took away was dancing and having a good time.
- Even if you don’t have a DJ, plan a playlist that evolves through the night, starting with background music, then build energy gradually after dinner or speeches.
- Don’t make the mistake of turning the volume up too late. Once people sit for too long, it’s harder to get them moving.
3. Design an atmosphere, not just a look
- Decorations are the second most memorable thing for guests, but it’s not just about pretty visuals, it’s about how your venue space feels.
- Use lighting, colour, and layout to control the party energy. Warm lighting invites mingling, colour pops energise a dance floor, and lounge zones encourage connection.
4. Think about guest experience from start to finish
- One of the biggest compliments your event can get is that everyone stayed until the end.
- Guests remember how easy it was to chat, dance, and move. Not what canapes they ate or the fancy signage at the entrance.
- Plan the energy flow of the night like a story with a warm welcome, food break, high energy peak, and then a relaxed wind down.
5. Invest in what shapes your guests emotions
- If you have to choose between more menu options or better styling. lighting, and entertainment, go for the elements that change how the event feels.
- Food lasts an hour, but atmosphere lasts the whole night and that’s what people talk about afterward.
What Do People Regret?
No matter how well you plan, there are always lessons you wish you’d known earlier. Here’s what real hosts would do differently next time. Most people surveyed were happy with how their party, wedding or event went, but some of the biggest regrets that came up multiple times included:
Survey Insight:
- Music/DJ not well planned or didn’t give it too much thought. They opted for DIY option with Spotify playlists which then caused hassles and chaos during the night and a dance floor vibe that was too up and down.
- Wrong choice of dance floor size and it being either too small or too big for the amount of guests
- Chose the wrong venue which led to poor venue layout and flow or venue had restrictions they didn’t know about.
- Left booking suppliers too late which led to wishing they’d booked suppliers earlier and caused a lot of stress and hassle.
- Not having a photographer or videographer as they didn’t think it was that important. This then meant they had no decent photos or video after the event.
Tips for Hosts: Creating What Guests Remember
- Entertainment: Don’t leave music to chance. A professional DJ or MC makes a massive difference.
- Dance floor sizing: Allow 1m² per two guests. Plan for a dance floor that will hold at least half of your guests.
- Layout: Do a guest walk through of your floor plan. Check for bottlenecks and ensure mingling zones are clear and guests are kept together. Check all venue restrictions before you book.
- Booking timeline: Secure venue, entertainment, and styling at least 6–12 months out.
- Capture the night: Whether it’s a pro photographer or a reliable friend, photos are the only part of décor that lasts beyond the event.
What These Survey Results Mean For You
If you’re planning an event of any kind in Melbourne, here’s what the survey shows:
- Simplify as you don’t need 100 décor items, you need the right 10.
- Think in terms of energy flow and overall guest experience. Plan when you want the crowd buzzing and design around those moments.
- Professional help isn’t a luxury, it’s a stress saver. Even if you don’t outsource everything, having experts manage the styling, logistics, and entertainment can save you money and regrets.
- Even if you cant afford a wedding or event planner get some expert advice from industry experts like Feel Good Events. Check out or helpful tips and advice in our inspiration section on our website.
At Feel Good Events, we’ve built our Feel Good Formula around these exact lessons. Every choice we make is designed to reduce stress, avoid regrets, and keep the guest experience front and centre.
Final Word
This survey reinforced what we see every week and that is people want their events to look amazing, feel fun, and run smoothly. They don’t want the stress of chasing suppliers or the regret of overlooking what matters most.
If you’re ready to design an event that avoids the common pitfalls, we’d love to chat. Whether it’s a birthday, a wedding, or a corporate function, we’ll help you create an event that feels good for you and your guests.
Contact us today to start planning your wedding, party or corporate event.
Author – Marcus Prentice – Partyologist, Event Planner & Decorator
FAQs About Planning Events in Melbourne
How early should I start planning my event?
For weddings and large corporate events, lock in your main suppliers 6–12 months in advance. For smaller parties, aim for 3–6 months.
What should I prioritise if my budget is tight?
Focus on the elements that create atmosphere like décor, lighting and entertainment. Guests rarely notice chair covers, but they always remember how the room felt.
How much space do I need for a dance floor?
Allow around 1m² for every two guests. For 100 guests, that’s 50m².
Do I really need a professional DJ or MC?
Yes. A playlist works for background music, but a DJ or MC manages the energy of the night, reads the crowd, and keeps things flowing.
What are the most common mistakes people regret?
Booking too late, skimping on entertainment, not considering layout, and failing to capture the night with photography or video.
What type of event layout is best for guest interaction?
Cocktail style layouts encourage more movement and mingling, while sit down dinners promote deeper conversation. If you want a lively atmosphere, go cocktail style and include lounge zones and bar tables.
How far in advance should I book entertainment or performers?
Ideally 6-12 months before your event, especially for DJs or popular acts during peak season. Good entertainment gets booked fast and plays a major role in how guests remember your event.
Is lighting really that important for events?
Yes, lighting completely changes the mood and how your guests will feel. Use warm or soft tone lighting early in the night, and add party or feature lighting later to boost energy and highlight key areas.
What's the most common event regret from past hosts?
Not organising music or entertainment properly. Many people rely on playlists or underestimate the value of a professional DJ, which can flatten the night’s energy.
How much should I budget for event styling or décor?
Most people in our survey spent between $2,000 and $10,000 on décor, lighting, and styling. Focus your budget on items guests interact with most like furniture, lighting, and feature areas.
How can I stop guests from leaving early?
Keep the event energy flowing. Avoid long gaps between formalities, and plan a clear “peak moment” such as dancing or entertainment to anchor the night.
What are simple ways to make my event more memorable?
Stimulate your guests senses with music, lighting, touch, scent and taste so they all work together to build atmosphere. Guests remember how the event felt, not just how it looked.
How do I handle bad weather at outdoor events?
Always have a Plan B ready from marquees, umbrellas, or an indoor backup area. Portable lighting and flexible décor options make quick changes easier.
What areas should I decorate first if I'm on a limited budget?
Focus on the tables if it’s a sit-down dinner, bar, and dance floor areas. These are your social gravity points where guests naturally gather, so small improvements will have a big impact. Putting it simply, decorate the areas where your guests will spend the most time.
