Planning an event can be fun and exciting, but it can also be overwhelming.
Studies have known that event planning jobs are one of the most stressful jobs. From budgets and guest lists to floorplans and venues, there are so many things to consider.
In an ideal world, all of the moving parts that must come together to execute the perfect event would operate smoothly and obstacle-free. However, if you are relying solely on the best-case scenario for your event, you may end up disappointed.
If you want to know how to plan an event without the hassle and headache, we’ve got 7 ways to help ensure smooth sailing for your next event!
1. Have a Plan B
Having a backup plan serves as an ace up your sleeve when you are planning an event.
Planning for the worst-case scenario will make you feel more confident should obstacles arise.
These helpful tips and tricks will help you if things don’t go accordingly to plan:
- Account for extra time should things go wrong
- Create a list of possible situations and how you could fix them
- Take precautionary measures
- Assign members of your team to possible problems
If you are planning an event, there is no such thing as being too prepared. If you expect the unexpected, you’re likely to successfully get over any hurdles during your event.
2. Keep Extra Hands on Deck
Having an extra set of hands is essential for executing a successful event.
When you are event planning, there are tasks and errands that you cannot foresee. For these, having extra help will be very helpful in these moments.
For large events, guests will require information and assistance from a variety of staff members. Ensure your team is knowledgeable, friendly, and courteous. They must be approachable, and they must be able to work well within the team.
The more well-trained your team is, the less stressful the event day will be.
3. Follow a Checklist
Knocking items off your checklist is not only gratifying, but it keeps you on track. This can also serve as your event planning template.
Seeing all of your duties on a neat list will help you be more productive in completing each other. Creating a checklist for your event is one of the best ways to stay organized and stay on track.
It is also helpful to rank these items according to importance.
Also, don’t be afraid to delegate the items on your checklist. Instead of spreading yourself too thin, entrust certain tasks to members of your team.
4. Budget Accordingly
Creating a budget is one of the more challenging aspects of event planning. It is sometimes difficult to predict every aspect of the budget. Additionally, it is hard to account for unforeseen expenses.
Try not to cap the budget for each category. If you have a budget for decorations, food, and marketing, try to save a little from each of these areas to account for costs that may come up unexpectedly.
While you divide the budget into the needed categories of expenditure, have an emergency fund for incidentals. This extra fund can also come in handy if there are things that you want to add last minute.
It is helpful to break your budget down into percentages. On average, couples planning a wedding are responsible for 47% of the budget. It is important to be realistic about what you can spend, depending on your earnings and how much time you have to save for your event.
5. Pick a Reputable Venue
Choosing a great venue is one of the most important decisions for your event. Not only will the venue set the tone and atmosphere of the event, but it will also be the backdrop of a very special day.
There are many things to consider when picking a venue. Budget, size, and availability will be among the most important factors.
You want to ensure that the space accommodates the number of guests. However, you don’t want a venue that’s too big that it makes the event feel empty.
Your venue will take a huge chunk out of your budget, so you want to ensure it’s right for your event.
For beautiful venue options for your next event, Midlothian Conference Center has something for every event.
6. Decide on a Theme
Picking a theme for your event is one decision that will make all of the other decisions much easier for your event.
After you have chosen a theme, picking decorations, music, and cuisine will all be much simpler. You will want all of the aspects of your event to match the theme.
If your event is a winter wonderland theme, you already know that you will need snowy decorations and heartier food. If you are having an island-themed event, you can serve tiki-style drinks and offer flower leis for your guests as a fun accessory.
7. Promote Your Event
Marketing your event is crucial to its success and outcome. You want to ensure that guests are excited about your event and that you have a strong turnout.
Make sure that you advertise honestly so that your guests know what to expect. It’s better to impress your guests and exceed their expectations rather than have them disappointed through false advertising.
You can use a variety of methods to get the word out about your event. Of course for private events like weddings, you will use invitations and an RSVP system to keep track of attending guests.
For public events, there are many social media platforms that you can take advantage of to promote your event. Facebook, Instagram, and Twitter are all easy and free ways to advertise your event.
You can even cut out a portion of your budget for more formal advertising like flyers. Ensure that your flyers and invitation suit the theme and atmosphere of the event.
Reliable event planning companies and venues will provide a team of professionals to help you with the details leading up to your event.
The Bottom Line When You Plan an Event
While you cannot predict what may happen during an event, there are many ways in which you can get prepared. The next time you want to plan an event, use these seven tips to help alleviate the stress and get organized. Not only will you feel well-equipped leading up to your event, but you will also feel confident on event day!
For more information on venues for your next event, visit our website and take a tour today!