Holding an event is one thing; the planning and managing of it is another thing entirely. Event planning is one of the most stressful jobs, with all the different things to manage, tight budgets, and some hard-to-please clients to deal with. Even the best event planners can struggle at times, but nothing beats a great, memorable event, right?
We wanted to share some tips to make everything feel less stressful and help you stay organised.
Make an outline for your event
It goes without saying that the best way to plan an event is…planning! But don’t just write a shorthand list of general tasks – be thorough, write down every small thing you need to do and note which things are priority or need to be done first, and always jot down ideas when you have them.
Also write down the main goals of the event, together with its theme, and everything it needs to include as per the client requirements (or your own). If it helps, you could even create a mood board on Pinterest for inspiration.
Set your budget and be strict about it
Set your (realistic) budget and then make a breakdown of your expected expenses, this should be easier as you’ve already made an outline of your event.
Think about event promotion, venue costs, transportation, food and beverages – will you need to hire a refrigerated vehicle to help with catering if the event is outdoors or offsite? – and sometimes, giveaways. Be sure that you prioritise the budget for things that you really need for the event; if there is any budget left over then it can go towards anything extra.
Decide on the venue, as early as possible
The venue is one of the most important decisions – and one of the first things you should organise. The venue should be highly accessible and spacious enough to accommodate the expected number of attendees. If you’re on a very strict budget, look at hiring a venue in off-peak or less popular dates, sometimes hire costs will be cheaper because there’s less demand.
Use refrigerated mobile services
This one is a great way to accommodate food and beverage transportation if your event is off-site or far away. With the use of refrigerated mobile services, you can be assured that the food and drinks will arrive at the venue without contamination or spoilage. It’s also a great place to store perishable goods throughout the event if there is limited refrigeration on site.
Be sure to have a back-up plan
Last-minute changes are an event planners worst nightmare. But they happen, so it’s best to be prepared for things to go wrong or change at the last minute, and have a back-up plan in place. Make sure the people you are working with (like bar staff and caterers) are aware of your back-up plans so they can be implemented smoothly if need be.