If you enjoy being an event organizer, professionally or just for fun, and want to really succeed, then it’s a good idea to learn as much as you can! Here’s a guide of the party planning must-haves!
To succeed at anything, you have to start somewhere, right? And, for many, that means starting with the basics – a firm foundation. From there, the only way is up. So, with a lot of hard work and effort, you can find success.
This is a great principle to follow in any industry – including that of an event organizer and/or planner.
Whether you are looking to be an event organizer at a professional level, seem to be the designated go-to social coordinator for your company, or you just always find yourself at the heart of event planning amongst friends and family; there are basics you must always adhere to. Once you have that solid foundation, you are well on your way to success.
Understanding the Budget
Every project starts with a budget. After all, if you don’t know how much money you have to work with, how can you create?
There are few things worse than spending too much money on one aspect of a party or event and not have enough money for another. What guests would be content listening to a well-paid speaker without any food or drink to satisfy themselves with?
Here are the aspects to consider when reviewing a budget:
- Site rental costs
- Catering costs
- Invitation/marketing costs
- Décor costs, including any rental items
- Entertainment and equipment fees
- Professional service fees, such as lighting, electrical, security, etc.
Always have a contingency budget on the side. This protects you should something unexpected occur. You can relax, knowing that there is always money set aside if needed.
Create Timelines and Checklists – Then Use Them!
Are you a list maker? If you aren’t, you need to start. Planning and organizing an event takes skill – it is not something that is merely thrown together. You have a large group of people counting on you to show them a magnificent time. And, if you are doing this professionally, then you have clients depending on you.
Whatever you do, don’t wing it.
Create timelines allowing the extra cushion to get things done in case something happens. This timetable will give you deadlines so that you are not rushing at the last minute. Everything will slowly flow together in a well-organized manner.
Checklists will help make sure that you don’t forget any detail. When dealing with the high demands of a big event, it is easy to get sidetracked and pulled in every direction. This leaves things undone and other things overlooked. By creating a checklist, you can clearly see all the things you have completed and what is left to do.
Timelines and checklists are a great way to maintain organization throughout your event planning.
As an Event Organizer, Think Outside the Box
Do you know how many event planners there are in the world? A lot. For this reason alone, you need to stand out. You need to think outside the box, so-to-speak, if you want to succeed. And, you need something that will make you different from others.
Since we are talking about thinking outside the box, why not market yourself as an outside event planner. By focusing on creating magical spaces from scratch, you can ensure that each and every event is unique from all others.
Besides, individuals who want to have a big event are often looking for something different – and unique to them.
Forego the big permanent venues and such. Then, introduce event tent rentals that can provide a blank canvas to create the most elaborate or down-to-earth events one can imagine.
From elegant balls to downhome barbecues, it can all be done with the transformation that tent rentals allow. And, you have the ability to design the entire event.
Know How to Incorporate a Theme
It is important that you understand just how important it is to incorporate a theme into your events. They can be as serious or goofy as you prefer, or they don’t have to really seem like a theme at all.
But, what they do is bring the entire event together. If you want a successful event, then it needs to flow, right?
Take the time to research and gather information on various themes – and know how to incorporate them into the event of your dreams.
Build Your Network with the Best of the Best
You need a network. If you want to be a successful event planner, you need to know people. So, start now – attend the events of others, ask around, make calls and personal connections – see who is in demand and who has yet to be discovered. Then, begin building your network.
You will want to be sure to include…
- Culinary experts in all sorts/types of cuisines
- Speakers of various backgrounds
- Entertainment connections, including local acts as well as bigger-named acts
- Service staff, including valet
And any others you think you may encounter in your preferred industry.
Expect the Unexpected – Have a Backup Plan for Everything
Finally, the key that will either make or break your success as an event planner and organizer is your ability to expect the unexpected. What will you do if the speaker you hired gets sick? What if the power goes out? What if it begins to rain at your outdoor event?
Will you be prepared for these instances? Think about it – you will have every attendee at an event depending on you to figure it out. Can you?
You absolutely must have a backup plan for everything. Have a local musician on standby for entertainment. Have candles and lanterns lit up to take the place of the electrical lighting. Use a clear tent rental for all outdoor events, allowing the guests to feel outdoors while still protected from the elements. And, so on.
If you are prepared to expect the unexpected, things will flow smoothly. And, you will have a successful event.
Conclusion
So, what do you think? Are you ready to succeed as an event organizer? This party guide provided you the basics you need to get a great start. The rest is up to you. Go get creative!
