Here are some tips to help you plan a event.
If you’re planning an event like a Wedding, Anniversary, Corporate/ Company function, School event, School ball, Bar/Bat Mitzvah, College party or any event, you should always consider drafting a well designed & thought out plan from the beginning to the end. Also the availability of the most popular services usually tend to get booked well in advance, sometimes a year in advance or more, so to avoid any delay, get started the day you plan to have an event. To assist you in the planning of your event, here is outlined a few areas to help you get started.
Choose a date/time:
Considering the time of the year that suits your event properly. It’s important to choose a date and or specific time on that date that should not conflict with other events or functions such as holidays other friends and or family weddings that might cause problems for your guests to attend. Usually, a weekend is the most popular consideration, of course, since the majority of people have more free time away from work and especially after the function.
Most events take place on a Saturday late in the afternoon into the evening and at a time of the year when the weather is the most pleasant. The wedding season here lasts from December to late January especially when it is to be held outdoors.
Create a guest list:
This can be a task within itself. So first, choose the maximum number of guests you would like to invite. Then select only the people you want to invite. So often a guest list gets longer, so you need to try to limit your list to family, business acquaintance, close friends, and anyone that is important to you. Most of the time, you could end up with a lot more people on your list than the number you had in mind. Should it happen, I would recommend o go through your list and cross out the people you feel you can eliminate. It’s tough sometimes when you have to eliminate someone, but remember it’s your party and your money.
Select a location and venue:
You got to be careful that the venue and location you select can service your event and especially the number of guests you plan to invite. Check if the location is in an area that easy to find and not too far away for your guests to travel. Will the venue itself be able to handle your event without too many sacrifices on your part? You need to physically visit the location and make certain it’s compatible with what you want to accomplish and is not too far to what you had envisioned.
Organizing your invitations:
When selecting the style of invitation it’s best to consider the event theme. A more casual, and much less expensive approach, is an e-mail invitation the way of the future (i.e. www.evite.com). Send your invitations at least 3 to 4 weeks prior to your event date. If you are sending wedding invitations they are traditionally dispatched approximately five to six weeks prior to the event date.
Choosing your entertainment:
The entertainment can make or break the success of your function. Should you consider a disc jockey, ask if he or she can be your master of ceremonies, is the person that provides music entertainment throughout the event & will be able to play the type of music you want. So, choose your disc jockey very carefully.
- Other services to consider::
Other than music provided by the DJ there are additional services that will be necessary for your function: Photo/ videographer, decorator, caterer, event planner, and hire company that will provide tables, chairs, etc, just to name a few.
Food and beverages:
Decide if you want to serve food and beverages at your event. Usually, at most events there are some sort of beverages available and depending on the event type, food is served. As a good host, it’s a good idea not to let your guests drive home drunk.
What do I do about decorations:
Depending on the theme of your event & the venue, decorations may or may not be required. Remember, whatever the event, decorations are a nice always an addition to the surroundings. A lot of people consider decorating just the center of each table with a center piece and couple of helium balloons.
How do i come up with a budget:
A good idea is to jot down all the services that you require to make your event happen. A place to start is by contacting at least 3 or 4 of each type of service provider so you can get an average cost, so you know what you are going to need to budget for that particular service. Once you have an idea of what the costs are per service, you can then fix your budget within each area and have a good idea of what the entire event is going to cost you.
Outline your event in detail from beginning to end: With almost most anything, pre planning is the key. So take time to jot down everything about your event, including the type of services you are going to reply on, staff, venue, guest list, most of all especially the budget for each area. This will give you an idea of all of the details of your event. A good thorough-out event planning will minimise the risk of any surprise.
Frustrated? No time? Hire a professional:
Most times it’s easier & is more time-manageable to hire a professional event or wedding planner for your event. The function planner can cover all aspects of your function and take most of the stress and responsibilities away so you can enjoy your event before, during and after. Remember that they will charge you for their services. For your consideration I’m in the process of creating my own list of contractors you can use. Check my advertisers page.