It can be difficult to plan an event. When you are organizing an event that will be seen by the public, there are many factors to consider and a lot at stake.
What are the steps to success? Prioritize your steps. How can you ensure that your team is all on the same page with each other?
This post will cover 10 essential tips to help you plan a successful event, from start-to-finish!
1. Create a Plan.
You will want to begin planning as soon as you can. The more time that you have to plan, the better organized and prepared your event will be.
Create a schedule for yourself, and make sure you stick to it. Don’t forget other people who might be helping. Checklists are also essential to ensure that everything runs smoothly. You can use them in conjunction with a timeline, if necessary.
You should get feedback on your ideas from other people. Does it sound fun? What’s missing? Is everyone on board?
2. Get Organized.
You need to get organized before you plan an event. You must organize. It’s important that your entire team is on the same page, and has access to the same data. Included in this are:
- Schedule including which dates and time slots are available (and which are not) for your event.
- Budget breakdowns with estimated costs for food/drinks and staff, as well as any other expenses related to your event, so that everyone is aware of how much they will need to make the event run smoothly.
3. You should always have a backup plan.
Backup plans are the plans you put in place to make sure that your event will go on, even if things go wrong. If your venue is flooded, or if there is a power outage, you should have a backup plan to get generators or find another location.
You should have a backup plan that includes:
- List all possible problems, and their solutions (e.g. “What happens if there is a fire?”).
- List of backup locations and/or generators.
- Timeline for implementing your back-up plan in the event of a disaster (e.g. “if there is a fire, generators will be installed by 6 pm”).
4. Be sure your venue is up to code and ready for the event.
When planning an event, the first thing to do is make sure that your venue is compliant with the law and has the necessary permits and equipment for the event type you are hosting. Check with the venue in advance to make sure that you don’t have a problem over something as simple an electrical outlet, or a portable toilet.
It is also important to ensure that they have enough staff on hand for your event. There may not be enough bartenders or servers at a restaurant. This could cause a backlog, and nobody wants to see their guests wait around.
5. Plan ahead and start early
Give yourself plenty of time to plan, but not too much so that you become bored and give up. Start planning three months in advance if you are the type to like things on time. If something goes wrong, you’ll have plenty of time to fix it or change your plans.
6. Plan for last-minute changes and decisions
It’s crucial to allow for any last-minute decisions and changes when planning an event. There will always be a glitch in the planning. It could be a simple mistake like a late RSVP, or a more complex one such as a logistical mishap on the night of the party.
Your first reaction might be to panic, or even become frustrated at the unexpected complications. Even if the last-minute changes do not go as planned, they can still make your event even better! If, for example, someone cancels two days before the wedding reception they were planning to attend and asks instead if they could bring an extra guest (which would reduce food required), this is actually a good thing! If you plan ahead, there will be fewer mouths for you to feed. This means more money for other costs like decorations or flowers.
7. Keep to the schedule throughout the event’s day-of-timeline
You can easily get caught up with the excitement of an event, and forget to schedule it. But you need to ensure that everything runs smoothly. Remember that there will be a few things that go wrong. It’s better to prepare for these issues in advance. Don’t be caught scrambling in the last minute when something goes wrong or doesn’t go according to plan.
You should have a back-up plan for every part of the event planning process. This includes venue rentals, catering arrangements and times, entertainment bookings confirmations…you know what I mean! You’ll have a backup plan in case something goes wrong with your event planning.
8. Don’t forget to make room for fun!
Don’t let the stress of organizing an event get in your way. Make time to have fun too! You should schedule breaks and give yourself some leeway to plan an event. You don’t want to invite people to a party that is stressful and unhappy.
Even if only for a half-hour, I find that scheduling playtime in my daily schedule is the best thing to do. These little moments, whether it’s walking in nature or playing with your dog/cat/fish/or whatever else you have as a pet, or simply sitting down and enjoying silence with a cup tea before returning to work mode, add up and keep me sane when times are stressful.
9. Choose Entertainment Based on Your Audience
Consider your audience when choosing entertainment. You should consider the type of event and the audience’s age range. Consider how the entertainment you choose will complement the theme and tone of your event. Also, consider how it will be incorporated into the venue.
10. Use the Event Management Platform
You know as an event planner that every event has many moving parts. There are many things that you need to remember, from booking venues and vendors to creating a schedule for attendees.
Use Event competitors and alternatives to make your life easier. You can organize everything in one place, so you don’t need to waste hours looking through spreadsheets or emails to find details on past events.
If your event will be held in a closed space, you can also use the tools of the room planner to play around with different elements.
Conclusion
These tips should help you get started with your event planning. We’re here to assist you if planning an event still overwhelms you. Start by assessing what you need and have available, and evaluating the type of event that would be best for your organization or company. We recommend that you work with an event planner who is experienced and can guide you in every step to create a successful experience.
