Planning events can seem very daunting. Whether it be finding the venue, making a budget, or even getting buy-in from those you are planning an event for, there are many things to take into consideration. To plan an event, there are many moving pieces. Therefore, it would be easy to forget a major component to the event that would throw the whole event astray. If you are the key event planner, it is important that you remember all key pieces of the event so that the event goes off without any problems.
Luckily, this simple guide is available to you to help you remember all key pieces of planning a special event:
1. Stay Within the Budget
This is probably the most important piece of planning an event. People are often looking for an extravagant event that they can plan within a reasonable budget. Therefore, it is important that you stay within the budget to please the people who are paying for the event. If you go larger than the budget, the people you are planning for the event will likely be very unhappy if they cannot afford it. It is very important to work with the people you are planning an event for in the very early stages of the planning process to set a budget and work through all the pieces that will be required to plan the event the way they had envisioned. If what they are looking for is not reasonable within their budget, you need to let them know early on so they are not disappointed that you could not deliver the event of their dreams. For example if you shop, you can find inexpensive table runners and other great options.
2. Make a Schedule – and stick to it
Early on in the planning process, you should sit down with the people you are planning the event for and make a schedule. Often planning events take many months to get everything aligned that you need. It is important to stay within the schedule, or even before schedule, to make sure everything can get done before the event. Often there are snags to the schedule, therefore it is important to build in extra time for each task to ensure that you do not go through a major setback in the event planning process. Many things could cause a setback to the planning process, which could include issues such as problems with the venue or problems with the caterer. These both are major pieces to the event that you need to go smoothly or it could cause the whole event to be cancelled.
One of the most important pieces to the event is entertainment. Work with the people you are planning an event for and see what kinds of entertainment they would like. It doesn’t always have to be a band or live music, but this could include games and background music. Some people might not think they need entertainment, but entertainment can fill the moments where there is nothing going on. Therefore, entertainment is always something to put into consideration during the planning process.
4. Get Special Event Insurance
If you are planning a special event one of the most important things that you will need to do is get special event insurance. This is a type of liability insurance that people use to help protect their business while they are hosting an event. Generally, special event insurance will cover various things like alcohol and property damages. When you are looking at different types of insurance packages you will want to make sure you get the one that is best suited for your event. There are different factors that go into deciding what type of insurance to get, you can find out more here at Netsurance if you want to learn more about what is and is not covered under most policies. Also, it is important to remember that if there will be high-risk activities at your events like fireworks, or explosions you will need to tell your insurance broker about this because it will affect your insurance plan.
Planning an event takes coordination, understanding, and being responsible with time. There are many things to take into consideration when planning, but make sure to make a master plan for the event before worrying about small details like what your decorations will look like. The major pieces of planning an event, such as location and date, can take a considerable amount of time to finalize. Therefore, it is important to have a plan in place for finalizing all other pieces of the event. By following these steps you will be well on your way to organizing an event that will surely be one to remember.