Top 10 tips for planning a special event
Whether you are planning an event such as a Corporate Function, A Wedding, A Birthday Party, or a School Dance here are 10 basic steps to take when planning your special event.
#1 – What is your #1 priority for this event? Is it to celebrate someone’s birthday, is it to celebrate someone’s anniversary? Is it to show appreciation for your employees? Whatever the goal is, keep that always on the forefront while planning this event.
#2 – Gather the facts. How many people are you inviting or expecting? If this is a repeat event are you trying to get a larger turnout than last year? What do you what your guests to notice that is different at this event?
#3 – Decide if you want to have a theme for your event. For instance maybe a Western Theme, a Hawaiian Theme, Or maybe a Movie Theme… (Please note that on a future podcast, I will be discussing all about Event Themes)
#4 – Set your event budget. How much are you able to spend for this event? Will the event produce revenue in any way? Are you paying for the event yourself or is someone else contributing to the budget? Can you receive any help from businesses for advertising their service at your event? Will any of your vendors be interested in Trade or Barter?
#5 – Select the date and location of your event. Is it going to be indoors or outdoors? If outdoors, do you have a Plan B if the weather does not cooperate? If it is going to be at a venue, plan a site visit. Keep in mind the following 5 things:
a) Room capacity. How much space do you need? Don’t forget space for things such as the food buffet, dance floor, DJ, audio/visual needs…
b) Lighting. Lower lighting is good for dinner & dancing. Adequate lighting is needed for a convention or an all day workshop.
c) Parking. Is there enough parking for your guests? Is there a fee for parking? How far will your guests have to walk from the parking lot to the event?
d) Electricity. Do you have enough electrical outlets for things such as the DJ, the Entertainment, Bounce House, Mechanical Bull, A Photo booth, and so on. For a corporate event, will you need electricity for a projector, a sound system, a slideshow, computer/Internet access.
#6. Set up an event timeline with specific tasks and a due date for each task. Items on the timeline may include:
a) When are you going to 1st announce your event.
b) Create the Invitations.
c) Select the Food, Caterer, Menu
e) Choose the Decorations &/or Flowers
f) Decide on the Audio-Visual Requirements
g) Will overnight accommodations be needed
h) Will Transportation be needed
i) Review and sign vendor agreements
k) Finalize your agenda/program
l) Who will be on the guest list?
o) Prepare any signs that will be needed to advertise the event
#7. Determine what services you will need to work with. For Instance:
a) Caterer
b) DJ
c) Entertainment
d) Party Rental
c) Florist
d) Photographer
g) Audio-Visual supplier
#8. Do you need any special licenses, permits or insurance for your event?
#9. How you will be advertising your event. Will you be sending out invitations? Is your event going to be public or private? Would it be best to put a notice on Craigslist or Facebook for your event?
#10. Last but not least, know that not everything may go as planned on the day of the event. After you have done all the planning that you can do, and the event has finally arrived, just sit back and enjoy yourself. This is very important. Be flexible to last minute unexpected changes. Do everything you can do to sit back, relax & enjoy the results of all your hard work. . . .after all you deserve it.
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