Whether you are planning a single event or beginning a career in the event planning business, there are guidelines you should follow to ensure your event is successful. Planning a large event is a big undertaking. There are many moving parts, and you have to keep everything in order to assure a smooth well-run event. Here are some tips to help ensure everything goes smoothly and that a great time is had by all.
The Do’s
There are many things you will want to make sure you do to make your event one that people will remember for all the right reasons.
Do Figure Out What Your Budget Is Before You Make Any Payments
Knowing how much money you have to work with is essential to throwing a successful event. Whether the money is your own or you are working on behalf of a client, it is important to know how much money you have to spend. Once you know your budget, you can figure out your costs. Make a list of the essentials along with a wish list. Then you can start checking around for pricing.
Once you have pricing for everything in your essentials list and have worked it out against your budget, you can begin putting down deposits. If there is money left over, you can look at your wish list and decide what additional items from there to include.
Do Consider Your Audience
It is important to always keep in mind the intention of the event and to whom you are trying to appeal. No matter how well-executed, no event is going to be a success if you forget about the purpose of the event and don’t plan accordingly. Always keep in mind who you are trying to appeal to with every decision you make along the way.
Do Keep the Timeline in Mind
When planning a large event, there are many things that need to be done well in advance. At the beginning of the planning process, make a list of all of the tasks that need to be accomplished between that moment and the start of the event. Then you need to prioritize tasks.
Unless the event is taking place in a facility owned by you or the person for whom you are planning the event, booking the venue is usually the first task after you have figured out your budget. For every item on your to-do list, choose a reasonable date to accomplish that task and make a note of each job in your calendar.
Do Purchase Event Insurance
Event insurance protects you from liability in case someone gets injured at your event. Most venues have their own insurance but will still require you to purchase event insurance as an extra level of protection. Any vendors you hire will also need to acquire separate insurance for any potential accidents related to their activities. Vendor event insurance is a crucial aspect of ensuring a smooth and secure event. It not only safeguards the vendors themselves but also adds an extra layer of protection for your event, minimizing the potential risks associated with vendor activities and ultimately contributing to the overall safety and success of your event.
The Don’ts
While there are many things you need to do to make your event run smoothly, there are also plenty of mistakes that can be made by not doing something.
Don’t Work Alone
Trying to plan an entire event all by yourself is a recipe for disaster. You should always at least have one other person with whom you work to ensure that everything runs smoothly. There is so much that needs to be done. Trying to do it all on your own is incredibly difficult, and things often slip through the cracks.
When you work with someone else, not only can you split up the tasks, but you can also check over each other’s work and make sure you haven’t forgotten anything. Simply having the reminder from a partner of something you had moved to the back burner can be enough to ensure that a fire doesn’t get out of control.
Don’t Act Before Thinking
With so many things that need to be done, it can be easy to fall into the trap of sacrificing quality for expediency. Don’t book the first venue or hire the first caterer you talk to just because they are available. You need to do further research into your choice and do some comparison shopping. It is essential to make the choices that best meet your needs and your budget.
While you may feel the time crunch, you can’t let that derail everything else.
A Recipe for Success
By following these guidelines, you should be able to ensure that your event will be successful and hopefully an experience your guests will never forget.