Planning an event of any size and scope is hard work, and it’s enough to stress out even the most composed individuals. There’s just so much to consider, whether you’re putting together a low-key dinner or a gigantic outdoor festival. And yet, there are few things more satisfying than having everything come together into a successful event.
If you’re planning an event and you want to feel that satisfaction, here are a few things you need to consider.
Create a Checklist
Before you do anything else, you need to know exactly what you need for your event. You need to know the needed space, food and food amount for the specific occasion. You will also need a good sound system if you’re outdoors or in a large indoor space. Also, an outdoor event will mean renting enough portable toilets to keep everyone happy, with a usual ration of one for every 50 expected guests. It’s a lot to consider, but it will be much easier if you sit down and create a checklist of everything you need before you move forward in the planning process.
Create a Budget
Once you’ve determined everything you need to make your event successful, your next step is to determine how much it will all cost. Nobody has an unlimited budget, and you’ll want to make sure you can afford to pay for what you need. Caterers, sound systems and portable toilets vary greatly in price and quality, so don’t be afraid to shop around in order to find the best deal. You may also need to adjust your checklist if you cannot afford everything you want. After all, you can still have a memorable event even if you only have the essentials.
Secure a Location
Finding the ideal location for your event is arguably the hardest part of the planning process. Not only do you need to find a location that is big enough for what you have planned, but you also need to make sure it’s available. Your event also needs to be accommodating for all of your guests, meaning it has to be handicapped accessible and have plenty space for parking. Once again, try to do some research just to make sure you find the best venue for your event.
Start Advertising
Hosting an event doesn’t do you much good if you cannot get anyone to come. This is why marketing and advertising your event should be the final step in the planning process. There are several different ways for you to advertise your event, but your methods should cater to the type of event and its target audience. A younger audience that doesn’t spend as much time watching TV or listening to the radio might not respond as well to traditional advertising, but social media networking will almost certainly get their attention.
Advertising doesn’t have to be very expensive, either. You could take out ads in newspapers and on the radio, but you can also distribute flyers at other events and venues frequented by your target audience. Whatever you have planned, make sure you market your event far enough in advance to give people a chance to spread the word and fit your event into their own schedules.
Plan for Anything, Even the Unexpected
Even the best laid plans can go awry if something unexpected happens. You can’t plan for every possibility, but try to be prepared in case something goes wrong at any point in the planning process. No matter what happens, there is a solution as long as you stay calm and have most of your bases covered.
It usually takes between three and twelve months to plan a successful event when you take every step into consideration. It’s a lot of hard work but it will be well worth your time and effort if things go smoothly. Keep these tips in mind, and good luck with your next event.
