Any event you hold, whether big or small, can take a lot of planning. Those unfamiliar with Event Planning may miss important details that could cause an event to be less successful.
Start With a Checklist
With all the details involved, it’s easy to overlook something if you don’t have some sort of checklist. This will help you keep track of what’s been done and what still needs to be attended to, from booking the venue to hiring the band and sending the invites.
Have a Detailed Budget
Many of the necessary decisions depend on the budget. This will help determine which venues are affordable, whether you have a DJ or a band at the event and what type of menu you serve. This will probably need to be updated as the planning goes on and some things wind up costing more or less than planned, but at least have estimated costs in each category to start out with.
Consider the Guest List
The number of people invited, the type of things they enjoy and where they’re coming from will all need to be considered when doing the event planning. You don’t want to book a venue that’s not easily accessible for the guests, and the number of guests will determine the size of the venue needed. It’s also important to think about the tastes of the guests. If you’re inviting a group of people concerned with animal rights, for example, you’ll want to make sure to have plenty of vegetarian options available on the menu and you wouldn’t want to invite a big game hunter as the guest speaker.
Keep Things Flowing
Logistics are very important, so you’ll need to set up a plan for parking, make sure that the venue’s layout suits the probable traffic flow of people during the event, arrange a schedule of activities that gives plenty of time but not too much for each planned item and hire the right amount of staff. Figure out what type of food should be served and the best time and manner to serve it and decide whether speakers should go on before, during or after the meal.
Think about having some type of evaluation after the event to see how it went, and consider having giveaways for people to thank them for their support.