7 steps to help you organize a problem free event.
It is important to plan any party with as much detail as possible. Planning and organisation are key steps in ensuring your celebration runs smoothly and trouble free. Whether you are putting together a small informal dinner party, a large corporate event or a wedding. Professional event managers, wedding planners and party organisers alike all need to layout a detailed plan of their goals and objectives to achieve success. What is an event? Generally speaking an event can be described as a gathering of people for the purpose of entertainment, celebration or general meeting. Events can be held for any number of reasons, social, religious, music and arts, weddings, sports, corporate, political or fund raising. People generally will find any excuse for a get together.
Defining the reason for your event can be key to it’s planning and organization. How to plan your event. Sometimes it’s easy to overlook the basics of an event, here we will outlay the steps needed to ensure you have a smoothly run party.
1. Pick a date and time. This may sound obvious, but by having a predefined date and time of event, guests will be able to plan ahead and free up their diaries. The further ahead you can set a date, the more likely it will be that, not only can your guests attend, but that you will know exact guest numbers. Booking catering and event services will also be easier.
2. Create a budget. This can often be hard to work out. If, however you can work out approximately what you’d like to spend, it can aid tremendously in bringing your party together.
Let’s look at catering as an example. Often when you approach a catering business you may have no idea what to expect in terms of cost. Sometimes approaching with a budget can help them with ideas and menus that will fall within your means, leaving you more in control and without runaway costs.
3. Write out a guest list. Take the time to put pen to paper and write down the names of the guests you’d like to invite. Once you have a full list you’ll know approximate final numbers. You can always add and delete from this list. Get RSVP’s sent out as early as possible. The sooner you have final numbers, the easier it will be to communicate with any event suppliers and produce table plans if needed. It’s always a good idea, if you are going to provide food, to ask your invited guests of any specific dietary requirements they may have, allergies, vegans, religious diets etc. The earlier you or your caterer knows of these, the easier it is to work around them.
4. Find and book a venue. Once you have a final guest number you can start looking for venues. Obviously a big part of this is dependent on the type of event you are organizing.
Location is obviously a key factor, don’t pick a venue that’s a million miles away from most of your guests. Many people don’t wish to drive to parties as they wish to have a drink or two, so somewhere that is reachable by taxi or public transport is always a bonus. Size is another important factor to take into consideration, a venue that’s too small for your number of guests will make everyone uncomfortable, likewise a venue that’s too big will make your party appear empty and void.
5. Contact catering and event suppliers.
Find the best caterer to suit your budget and taste. Don't forget to book early where possible and pay a deposit.
6. What are the requirements of your event? Is it standing only? Will people be seated at dining tables? Is it indoor or outdoor? Is it formal or casual? By answering these questions you relay more information to catering and event suppliers who in turn will be able to provide you with better and more varied options. Shop around, get a few quotes, try to get recommendations and view any portfolio pictures of their work before deciding and making a booking.
7. Will there be entertainment or a party theme? Deciding on any entertainment or party theme can really make the difference to your event. Will there be kids there? If so booking a children’s entertainer or bouncy castle is a great way to keep the children amused, leaving the parents free to relax. Will there be music? Which style of music will be suitable for all your guests, just because you have a love for hardcore techno, doesn’t necessarily mean your guests will.
Tips and tricks
Try to stay organised as your event plan moves along, keep lists and reminders so you know where you are at the different planning stages. Confirm any bookings a week or two before the event to avoid any last minute panic. If possible have different back up plans for each part of your gathering. The most important thing The most important thing is for you to enjoy the event that you’ve hosted or planned. Proper organization and planning will leave you worry free and the star of the event!