I enjoy both going and hosting parties whenever I have the time. However I don’t usually have any elaborate plan. So while I enjoy the company of my friends, my hastily thrown together events lack any stress on my part as I know it’s all about gathering good friends for company with light refreshments.
I have never planned any huge event and so I had very little experience with that level of party planning. Imagine my surprise when I was asked to plan an event that would require planning and organization in order to be successful.
How to plan an event
Before I even started trying to find venues or acquire any entertainment, I first had to determine quite a few things. I needed to know the budget, how many persons would be attending as well as the date and time of the event.
After getting that information I thought I was well on my way but I discovered that there other things I needed to do before the planning process could be completed.
Do your research
Before you start calling all the venues in the phone book, you need to spend some time doing some research. Determine what items are necessary for the event and create a budget. Call around to ensure that your budget accurately represents an average of what those items cost.
Picking an event location and date.
Auditoriums are a great space to use for events but the rental costs can be prohibitive. Outdoor spaces can be cheaper and offer guests a more natural experience. Pay attention to your surroundings, depending on the type of event it would be best to avoid areas near housing developments, schools or churches.
The choice of date is also important as some dates might be full of other activities. As a result those dates might be difficult to book for your event. The choice of date can also affect the price of the venue.
You should avoid surprises when renting a facility or working with vendors by getting all agreements in writing. This can certainly save a lot of undue stress and ensures that the event goes smoothly. It is best to assume nothing as sometimes persons can misunderstand your instructions about the event.
Pick the right vendors
Be careful of choosing vendors who are not flexible. Those who are rigid and refuse to accommodate your wishes are not going to be good to work with so check around before you commit. Read any contracts before you sign, vendors usually have policies about refunds or delays which can affect your budget.
So are you ready to plan an event? Let me hear from you!
Teri Ann Renee Paisley
Gleaner online writer