Were you recently asked to plan your company’s next employee party or the yearly family reunion? Planning events such as these can be a big undertaking. There are endless deadlines, details and stress that can come with event planning and it can feel overwhelming to keep everything organized. However, organizing an event doesn’t have to be stressful. From hiring the entertainment to tent rentals, this event planning checklist can take some of the stress away by helping you keep track of what you will need to do and when you will need to do it.
6 to 12 Months
Your event planning checklist should start 6 to 12 months before the big event. During this time, there are many things to be doing in preparation.
- Decide upon the date about 12 months in advance, if possible – This is probably the most important initial step.
- Choose the location – After deciding upon the date, figure out where the event will take place. If it is during the spring, fall or summer, hosting it outdoors using tent rentals can be a great option.
- Make a comprehensive list of everything that you will need – Do not forget about a venue, catering, furniture, entertainment and all the extras.
- Determine how much your budget will be – Right from the beginning, you will need to figure out how much you have to spend overall.
- Pick a venue – The venue choice for any event is one of the most important choices that you will make in your event-planning journey. The right site can make your event a success. On the other hand, the wrong venue can cause lots of headaches. If you choose to hold the event outdoors, a tent rentals can be a great cost-effective option. There are many different types of rental tents available, from all-purpose canopies to large tent rentals that can be used for large, elaborate gatherings.
3 to 6 Months
Use this 3 to 6 month guide to help your event planning checklist run on track. During these three months, you should be doing the following:
- Decide upon a theme – What will your theme be?
- Contact a caterer and choose a menu – After you have chosen your theme, contact a caterer and brainstorm ideas for the food.
- Pick out decorations – Choose ones that match your theme.
- Decide upon and hire entertainment – Will you hire professional DJs, emcees, bands, choirs or other entertainment? If you plan to have live entertainment, you should have it booked 6 months or more before the event, especially if it is a popular act.
- Rent Equipment – tent rentals, chairs, tables, portable toilets, and any other equipment that you will need. Please note that if you are planning a very large event, such as a large company picnic or wedding, you will want to rent equipment, especially tent rentals and other large equipment, as far in advance as possible to get the best selection.
1 to 3 Months
- Plan activities – Decide if you want to have photo booths, face painters, dunk tanks or any other activities. If the event is during the summer, you might want to consider having volleyball, sand relays, horseshoe, softball or cornhole.
- Create banners and signs for your event – These will help direct employees or attendees to the event. It will also help with parking. Banners or signs will be especially beneficial if your event will be held in a park or under tent rentals.
A Couple of Weeks
- Confirm with the caterer, entertainment staff and tent rentals company.
- Shop for and set-up decorations.
The Day of the Big Event
- Ask for help if you need it.
- Finalize any last minute changes.
- Enjoy the party!
Planning an event does not have to be intimidating or stressful. By having an event planning checklist, staying organized and beginning the process early, you will be able to plan and host a smashing affair with ease.