When planning an event, it’s easy to overlook the little details in order to focus on the big picture. But when you’re rushed and stressed out, one tiny oversight can ruin your entire event! To make sure that doesn’t happen, learn how to plan a hassle-free event by using this guide based on lessons learned from years of experience in Event Planning.
Think About the Venue First
If you’re hosting an event, it’s important to nail down your venue first. If you know where you’ll be having your event, you can start getting creative with your other aspects of planning and make sure that everything works in conjunction with one another.
For example, if you have an indoor event planned and then discover that some of your attendees are not able to enter without shoes or they don’t wear certain styles of clothing (like no skirts), maybe it would be best to plan outside or find a suitable indoor venue that can accommodate your needs. Starting off with a solid base means less room for error when events start spiralling out of control.
Create a Checklist
Even though you’re an event planner by trade, it’s still important to create an event planning checklist to help keep track of all of your preparations. For example you’re planning to host an event in Bangkok, this should include making venue reservations, organizing guest lists, and even finding a band or a guitarist for hire in Thailand. Keep your checklist stored in a safe place that is accessible in case of emergency. It will be there waiting for you, should you forget something vital or need help checking something off. The checklist will assist you in effectively managing last-minute tasks, such as inflating a pre-designed inflatable specifically created for the event date. It can be a giant inflatable sculpture, branded inflatables, or inflatable arches that have the power to engage and captivate your guests or potential customers. This is something like a food order that should be thought of beforehand and managed at the last minute.
In addition, having a handy list can help keep your head clear and allow you to focus on other tasks at hand (like getting ready!) instead of worrying about missing things or forgetting how many hours remain until showtime. If you’re creating an event checklist because you are hosting an upcoming event, use our template below and make sure it is tailored specifically for your needs.
Get Social
Make plans with your guests in advance. Send out save-the-date cards at least two months before you actually want people to come, giving them plenty of time to plan their schedules and saving you work in making lots of phone calls. That way you can get an accurate headcount—and that’s better for budgeting purposes.
If you’ll be using a caterer or venue that requires final numbers within a specific time frame, don’t wait until more than two weeks before your event date to figure things out. You’ll need extra time for any last minute changes, not just for calling people and asking them not to come because there aren’t enough seats left!
Create Schedule Cards
Whether you’re planning a baby shower, wedding or simply an awesome party, make sure your event has an event schedule. To help you stay organized and plan ahead, try making some fun schedule cards for your guests.
Create one schedule card for each time period of your event such as morning (9 am – 11 am), afternoon (11 am – 1 pm) and evening (7 pm – 9 pm). Your guests can then match up to their events in their personal planners based on each time period. This will help them stay on top of their game, have more fun at your event and not miss any key activities.
Delegate Tasks
It’s amazing how many people try to take on every aspect of planning an event. Consider taking advantage of free labour by asking family and friends if they want in on helping you pull off your event. Sometimes all it takes is an email with a list of tasks and some good incentives, like letting them skip out early or getting extra credit in class, and before you know it, your work will be done.
For example, if you plan to bring food or drinks to your function ask your classmates or co-workers if they would like to donate any money towards helping pay for refreshments. You might be surprised at how much help you get!
Have Backup Plans in Case of Cancellations
If your event is cancelled for any reason, keep everyone updated about when you’ll be able to reschedule. Even if you are sure it will be rescheduled quickly, keep your guests in the loop via social media so they can make alternative plans. You may have invested a lot of time and energy into organizing an event, but that doesn’t mean there won’t be cancellations and changes!
Keeping people in suspense or assuming they’ll understand why your event has been cancelled is a great way to tick off potential attendees. And having backup plans in place helps ensure that you don’t lose too many RSVPs (and thus not enough revenue) from last minute cancellations.
Have Plenty of Snacks and Beverages
Food is one of many factors that can impact your event’s success. While you might not be able to control everything (think rain and traffic), there are plenty of things you can do beforehand to minimize any hassle. For example, if you’re hosting an outdoor event with food, be sure that there are plenty of backup snacks and beverages in case it rains or something else goes wrong.
Having too few supplies may make your guests grumpy or even force them to leave early—both outcomes no one wants! If you’re planning an indoor event and can’t have food, be sure there are plenty of options for people who don’t drink alcohol.
Be Flexible with Guests
One of the most important aspects of event planning is keeping your guests in mind. The last thing you want is to host an event and leave them with a negative experience; in doing so, they’ll never attend another one of your events.
So remember, no matter how carefully you plan and prepare for an event, be flexible. If things change, do whatever it takes to keep things running smoothly. For example, if an unexpected guest arrives, find out where they will be seated (and adjust place cards accordingly). Then ask someone else who’s attending but hasn’t been assigned a seat yet if he or she can switch seats with your unexpected guest.
Conclusion
The key to planning an event is making sure that all your guests have fun. If people are having fun at your event, they’ll be more willing to attend future events. To ensure your party goes off without a hitch, follow up with each guest once you’ve both parted ways. See if there was anything you could have done better—or something you can do for them in return for attending—and give them ample opportunity to get involved in future events.
