How (and Why) to Plan a Themed Event

Maybe you resist the idea of planning a themed event. After all, you’re not organizing a high school prom or a costume party (unless you are, in which case—go wild!).

But a theme doesn’t have to be cheesy. It can be a powerful tool for planning any kind of event, whether you’re planning a party or coordinating a meeting between colleagues. Sticking to a theme can help you refine your event vision and stay focused.

For recurring events and event series, a rotating theme can also help keep your programming fresh. At a large conference, a theme can give attendees and presenters a central message to help them avoid feeling disconnected.

Centering your event around a theme can be a powerful event strategy. Here’s how to pull it off.

1. Revisit (or define) your event purpose and target audience.

No matter what type of event you’re planning, setting clear goals and objectives is key. With those pieces in place, you can also consider your target audience. What type of theme would resonate with them? 

If your weekly karaoke event attracts a Gen Z crowd, you may not want to host a themed ‘80s Music Night. If your business networking event attracts mostly mid-level professionals, don’t bring a keynote speaker to talk about tips for employees at their first jobs. You want a theme that’s appropriate and compelling to your target audience.

2. Start brainstorming themes.

You likely already started brainstorming as you pictured your event audience in your mind. Take your ideation a step further by doing research and seeking inspiration from other events or even from pop culture and current trends. 

If AI is buzzing in your industry, consider hosting a Q&A with an AI expert at your next event. If the karaoke bar down the street is hosting ‘90s Boy Band Night, think about what else people might be looking for–a ’90s Diva Night, perhaps?

This is also the time to gather input from key stakeholders: your attendees. Talk to the people who attend your events and ask which topics and themes pique their interest. You can do this informally during a conversation around the office water cooler, or you can use your email marketing tool to send a survey to your past event guests. 

3. Infuse the theme into every aspect of your event.

This is where you can have fun taking your theme to the max—or, if you prefer, you can keep the theme cohesive but subtle. Whether you’re a maximalist or minimalist, the key is to weave the theme throughout the pieces of your event.

Consider how you will represent your theme in the following areas:

• Venue. Choose a venue that fits the theme and sets the right tone for your event.
• Design and decor. Be purposeful with your event marketing materials and decor. How do they represent your theme?
• Entertainment and programming. Make sure your agenda aligns with your theme, whether that means playing dinosaur-inspired games at a kid’s birthday bash or bringing in female business leaders to speak at a women’s networking event.

Final tips for pulling off an event theme

After all the time and effort you’ve put into coming up with a theme, stay consistent and keep your event, well… on theme. Highlight the theme on your event listing online, mention the theme in your invites and promotional material, and make sure it’s front and center on the day of the event.

At the same time, a good theme is one that’s practical to execute. Resist the urge to overdo it. While you can never have too many dinosaurs at a dino-themed kid’s party, you could overwhelm attendees at a corporate retreat if you hit the theme a little too hard. Think of your theme as a topical north star, not a mandate that needs to be taken too literally.

Ready to get started dreaming up a theme for your next event? We’re here to help with our full suite of event management tools. 

If you’re looking for ways to take your event site to the next level, Kadence starter templates make it easy to dive in with a customizable themed site.