Event planning can be really tedious all the time. It needs enough time to organize everything. Budgeting and mingling with your connection are important on the success of your event. Follow these steps for organizing an event:
The objectives and purpose of the event must be defined. This is important because you will be able to have an idea what’s the best size for the venue, the right budget, the presentation you are going to do, the number of guests you are going to invite and strategies to execute the event. Your purpose can help to give you focus and drive. You would be able to know where you are headed.
If this is a children’s party, you may choose to have a theme that is more engaging to both kids and young at heart. If you’re working in an advertising company and you have product launching, you can do an event with celebrities, and this way, you have to deal with celebrity management. You see, events vary from different goals, and you need to come up with one.
Select the event date and time. Two of the most important details in the event planning are time and date. The event must be done in two weeks out. In this way, the guests will have enough amount of time to plan anything on that date. Then, remind them once or twice before the said event.
Choose the venue for the event. Keep in mind that you need a space suitable for the event and managing it would be important to meet the expected goal. Are the guests going to sit on chairs in row, or benches? Are there any exhibition displays needed? Do they stand to enjoy the music and mingling with other guests? Do you want your event to be like a picnic gathering? Do you need a place with roof or not? Is there a place where the guests can enjoy the music and dance away? How about the place of speakers, podium or a stage? It’s really up to the kind of event you are going to organize.
Do the ocular inspection. It is really recommended that you make an ocular inspection so that you can estimate the position of equipment and the people that it can accommodate. You would be to sketch and allocate other things like tables and chairs. Also, you need to see the exit routes for emergency purposes. Consider the parking space and other local government approvals when looking for venue.
Decide how many people to invite on the said event. The amount of people you are going to invite depends on the budget and venue. There are events which are ticket entry or by invitation only. It’s better to plan most especially the inevitable latecomers. The more guests you invite, the more staff and crew you will need. It’s much better if you are going to ensure that adequate room for the guests to move freely around the venue.
Settle on a budget. The budget will always go to the staff and crew for the event, renting the equipment and the venue, supply of food and beverages. You should also put a budget on printing pamphlets or flyers. You can also get sponsorship and donations to lessen the burden on your pocket.
Create a team of event assistants. Organize the team handling the event. They can be your friends, colleagues and even family members willing to help you. You should designate proper tasks to them. You can create committee on food/beverage, logistics, programs and finance. You must inform your team about the tasks they must accomplish.