Are you planning an event, big or small? It can be hard coordinating all the elements needed when throwing a party, reunion, wedding, anniversary celebration…or whatever event you provide!
You want to make sure your event is as stress-free and orderly as possible. Knowing where to begin and having an action plan are essential for success.
This article will give you the basics of how to organize and plan for events in order to help make it enjoyable for everyone involved – from simple parties to wedding venues.
Determine the purpose, budget, and goals of the event
Before you do anything, you’ll want to answer the WHAT, WHY, and HOW of the event. Determine the purpose, budget, and goals of the event.
The purpose could be for an awesome party or a high school reunion. The goal might be to get everyone talking or to reconnect with old friends.
Your budget will depend on how many guests you plan on having and what type of food and drinks they will be enjoying. Knowing your budget beforehand also helps keep things within your financial means.
You can also use this time to set goals for the event like ensuring there is enough food and beverages for everyone, that it remains affordable within your budget but still has a unique feel to it. As long as you know what the purpose, budget, and goals are of the event, you can move forward!
Make a list of tasks and delegate responsibilities to trusted individuals
Making a list of tasks and delegating responsibilities is key to planning a successful event. This will help ensure that nothing gets overlooked, while also taking some of the pressure off your shoulders.
Having the right people on board can make your event run much more smoothly. It helps to have trusted individuals who can handle different aspects of the event – such as invitations, catering, decorations, music, scheduling and so on – allowing you to be free to attend to your guests and enjoy the event yourself!
When assigning tasks, it’s important that you assign those that fit best with their skillset. For example, if someone has experience decorating for events then surely they’d be great at managing decorations for your own events!
It will also benefit you in that they’ll know exactly what materials they need quickly and therefore save time in preparation stages.
Create a timeline and schedule for event preparation and execution
Creating a timeline and schedule is one of the most important parts of organizing and planning an event. This ensures that all tasks are done on time and that your event will run smoothly.
Start by reviewing all activities you’ll need to hire vendors and staff, plan menus, create a guest list, file permits, set up decorations, clean-up after the event and more! Then create deadlines for each activity and add them to your timeline.
Having this organized schedule makes it easier to check off tasks as they get done so you don’t miss any details. Once you have the timeline ready, review it often to adjust for changes or unexpected delays.
This due diligence could mean the difference between a successful event or an epic fail! So don’t skip this fundamental step in event planning.
Choose a venue that fits the event size, theme, and goals
Choosing the right venue for an event is essential. You must take into consideration the size, theme, audience, and goals when selecting your venue.
It’s important to have a place that is big enough and can accommodate all the guests that you anticipate to attend. Furthermore, make sure it suits the type of event you are hosting. Is it a casual or formal occasion?
Is there flexibility in terms of seating arrangements? Will sound systems be available or do those need to be outsourced? Consider all these factors before choosing your event venue.
Ensure that you understand and are clear on the services provided by the venue BEFORE signing any contracts – and don’t forget to read every word – so you don’t run into any surprises down the line!
Plan for catering, decorations, music, and other event details
You can’t have an event without catering, decorations, music, and other details. To make sure everything is taken care of, you’ll need to plan accordingly.
Think about the elements that are essential for your event to be successful. What type of food should be served? Do you need decorations? Will there be music or entertainment? Figure out the answers to these questions early on in the planning process.
Then research each item and create a list of specifics. Contact different caterers and get pricing options. Research decoration vendors online or contact companies directly for estimates. Make a list of bands or DJs and start looking into booking them as well.
Building up to the big day requires some tedious work up front! Don’t wait until it’s too late– start as soon as possible!
Send out invitations and keep track of RSVPs
Invitations are the first step in planning any event. You want to make sure your guests know the who, what, why, when and where of your amazing event!
You can send out invitations either online or by mail. An excellent way to track RSVPs is to create a spreadsheet that details visual records of all your guests’ responses.
Using a spreadsheet, you can quickly sort out who has responded and who hasn’t so that you don’t forget to follow up with anyone.
You can also use a spreadsheet to group certain response types more easily, like those attending and not attending, as well as meal preferences for ease of organization for catering needs.
Confirm details with vendors and suppliers
It’s important to confirm the details with vendors and suppliers well ahead of time when planning an event. This will help you get the best rates, availability, and ensure all arrangements are in writing.
Getting quotes from multiple vendors and comparing them can help you find the best offer for any given service. Plus it will give you leverage to negotiate a better price if needed!
Be sure to review contracts carefully before signing and make sure they include any special requirements or preferences. Additionally, read their cancellation or return policies so you know what to expect should something go wrong.
Lastly, always follow up with the vendor closer to your event date just to make sure all details are in place and there haven’t been any changes since your initial agreement was made.
Create a backup plan for unexpected events or issues
Creating a backup plan for events and weddings is essential. You always have to stay on top of unexpected issues and be one step ahead of anything that doesn’t go as planned.
Having a contingency plan for every situation will help to mitigate the risk – especially with big occasions like weddings.
For example, you might have an alternate caterer in case the originally booked vendor can’t make it, or find another dressmaker if your wedding dresses don’t arrive on time. Think of anything that could go wrong, then figure out how you would handle it ahead of time.
You’ll also want to triple check all important details such as transportation, details about the venue or guestlist, payment confirmations and requirement documents – if not you may end up having huge problems on the special day itself!
Set up an event budget and track expenses
Creating an event budget is one of the most important things you can do when planning events. Every budget needs to include a reasonable estimate of how much you’re willing and able to spend on every aspect, from venue rental to entertainment.
Having an accurate budget in place will help you plan wisely and will ensure that your event doesn’t suffer any financial surprises or disappointments.
When making the budget, research costs for each item and factor it into the estimated cost of your event or party. You’ll want to track expenses as the event gets closer and adjust where necessary if actual costs start to exceed your estimates.
Be sure to allocate a certain amount of money aside as an emergency fund just in case unexpected costs arise unexpectedly! This way you won’t have to break your bank account when organizing and planning for events.
Have a clear plan for event cleanup and follow-up tasks
Good planning for an event includes organizing the necessary steps needed to clean up. Make sure you set aside enough time to account for post-event cleanup; it’s an oft-overlooked task that can distract from your special occasion.
To ensure your event runs smoothly, create a clear plan that outlines all the tasks you need to complete, who’s responsible for them, and how much time is allocated for each step in the clean-up process.
Be sure to leave some leeway so that you don’t have to rush around at the end of your event. If possible, assign someone (or a few people) to oversee all cleanup activities during and after your event – they should take charge of making sure everything is cleaned and packed away properly.
Finally, make sure you have a list of all follow-up tasks that need addressing after the event concludes. This could include sending thank-you cards or emails to attendees, addressing any complaints or feedback, creating financial reports and invoices, etc.
Final Words
Organizing and planning any event, from a party to a wedding, is no easy task. But with proper organization and management, you can make sure that it goes off without any hiccups.
Gather your supplies, set up a timeline for tasks, budgets for expenses and enlist the help of others if necessary. Plan ahead and create an event that you, your guests (and your wallet) will never forget!
