Whether you’re planning a social or a corporate event, the details make the difference. As an Event Planner, I’m often looking at big budget events for corporate clients. But even I have to plan smaller events for family, non-profits and start-ups. Actually, smaller events are often some of the most memorable events I’ve had the pleasure to work on. Expert planning and creativity are the keys to getting big budget results with less money. Here are a few tips that will get you on the road to having a great event!
1. Theme Development:
Every good event has an interesting theme. It’s always good to choose a unique or fun theme that will make your event memorable. Whether your event is a corporate or social event, a defined theme will help to keep you on track with the planning process.
2. The Price Is Right: Setting Your Event Budget
When planning an event, one of the first steps is setting a budget. The number of guests, the theme and the scope of the event all contribute to the scale of the budget. A well defined budget will assist in the decision making process by dictating the necessities as well as the areas you may want to splurge or be more conservative. Finding the right balance to create the unique experience you want for your guests is an essential event planning skill.
3. Start The Clock: Developing a Task List and Timeline
The timeline is the next thing after developing a theme and a budget. A timeline will keep you on track when planning your event. Working backwards from the date of your event, list all of the things you need to order from invitations to finalizing the catering to make your job easier.
4. Location, Location, Location: Selecting the Perfect Venue
Finding the right venue for your event is as important as the guest list, the menu and the entertainment. Let the experts help you find your perfect venue, the one that can instantly create the right kind of mood for your upcoming celebration. Check to see if the venue has the following items or if you have to rent them from an outside company (tables, chairs & linens, china/plastic ware, etc.).
5. Invitations: The First Impression
An invitation is the first impression that your guests will see in regards to your event. The invitation should reflect the theme of your event or party. While traditional invitations still have their place, new technology allows event and party planners to send high-end invitations online with dynamic splash intros, etc. (Saving valuable money).
6. Food/Catering: The Taste Says It All
First, find out if your venue works with specific caterers or is it your choice? When hiring a caterer for your party or special event, there are several things to consider. Before considering your caterer, first determine what kind of food you want. Appetizers delivered platters, a sit down dinner or buffet all fill certain needs depending upon the type of event. If your desire is to create something unique, a collaborative effort between your catering representative and menu selection can help you create an event that is one of a kind.
During the selection process, make sure to ask the caterer for references and sample menus. It’s easy for a company to write elaborate menu descriptions, but can they produce it? Ask for taste samples and make sure the caterer has experience with the venue and type of food you select. Finally, make sure your caterer is professional in appearance, attitude and in presentation of the final product, the food.
7. Decor. One of the best ways to set the mood of your attendees is with stunning décor. Keep your décor colors to a maximum of three colors. That means two decorative colors and one base or accent color. Specialty linens, centerpieces, lighting and other embellishments all combine to create a look that complements your event theme. Unique event ideas can come from anywhere: parties you’ve attended, magazines and library resources, movies you’ve seen or more conveniently, the Internet.
Working with a professional event planner can help you design your special event and achieve the mood that you are trying to create. Get creative with your ideas. The most successful events and parties all have a unique and unexpected element; something that takes your guests out of their everyday world and allows them to relax and have some fun.
8. Entertainment: Take It To The Stage
You’ve spent hours researching and planning your event, and will make a considerable financial commitment for food, beverages, photography, décor, and other specialized services. Now it’s time to choose great entertainment. Whether you select a deejay or a live performer, the entertainer(s) will be the most visible to your guests. They’ll notice and appreciate a talented deejay or band, so every dollar you invest to get a talented entertainer will be worth it.
9. Pictures/Video: Capturing The Moment
Think about how you want to document your event. If you use a professional photographer or videographer, make sure to see samples of their previous work.
10. Lighting: The Subtle Effect
Whether you’re staging a party at the office, an event space or a nightlife venue, lighting makes all the difference. There are professional lighting companies for more elaborate events. Party and lighting stores have theme or mood lighting. In many cases, just setting the existing dimmers or lighting candles around the room can make a big difference. Remember to set and test the light levels before the guests arrive, this way there are no surprises when the event begins.
11. Staffing: The Support Team
Another important part of the event is staffing. Not only can your staff ensure a smooth event, they can compliment the theme of the event. Make sure you have
enough staff for your event to take the pressure off you as the host.
12. Back-Up Plans:(Weather) Particularly if you’re planning an outdoor event, make sure you’ve got a plan for inclement weather, such as tenting or an alternative indoor space.
Remember to pay attention to the details. Feel free to call or email any questions you may have, we'd be glad to answer them.
