Event planning is a huge task! Well, I guess you already know that, right? In fact, there are a lot of things to consider and go over, you’ll likely spend weeks or months trying to make everything perfect. Maybe in hindsight, you would say something like, “Wow, this is much harder than I thought!” or “I’m amazed how much these items cost!”. Let’s squash all those thoughts right now. Establishing a budget, taking additional factors into consideration like budget allowances, hiring professional vendors, and more, will help avoid unwanted surprises.
If you’re struggling to plan your event and need a little helping hand, we got a few pointers. Here’s our simple secrets to planning better events:
Nothing beats scoring the perfect venue. Things like location, guest capacity, and price are all important factors to take into account. Once you have a good understanding of these things, you can begin the search. Ask yourself questions like, “How many people are we inviting? Will I need to obtain event permits? Does the venue have enough space for guests to park?”. It’s important to book your preferred location in advance. Site visits are also necessary to make sure you book the appropriate space for the type of event you are planning.
Along with choosing the right venue, you should always have a team to help execute your plans. Hire staff or vendors with the right skills, experience, and attitude, which is often overlooked. If I haven’t stressed this well enough, it goes without saying that attitude really makes a big difference.
Here’s a clearer picture of what you should do. Consider needs before, during, and after the event. You’ll need to make sure you have enough manpower to set out tables, chairs, décor, food stations, the bar, and anything else the event needs to run smoothly. At the end of the event, you might consider having a clean-up crew to take care of takedown.
Can you really have an event without one? So the next question is, what kind of entertainment should you get? The options are limitless!
If you want dancing involved, consider a DJ or ask audience participation for group dances. For weddings, how about some pyrotechnics? Sure it’s gonna cost more but everybody loves a dramatic display of fireworks. Or you can tone it down and just go for sparklers.
And of course, who wouldn’t want to hire a mobile bar? Mobile bars are one of the hottest trends in private events right now. Not only does it elevate your guest experience, but it’ll add more fun to the party than just a sit-down dinner.
Okay, here’s another factor you want to set right. Taking care of the logistics depends heavily on the venue and time. You may want to figure out transportation and how guests will commute to your event. Secure traffic flows and parking slots that will ensure convenience and your guests’ safety.
If you’re up for hiring a valet attendant to assist parking and drop off, go right ahead. Or save a few bucks by using outdoor signs instead. Post signs on roads leading to the property to guide guests where to park and how to get to the venue hall.
Your event should also be at a reasonable time. Guests will likely attend an event on a Saturday, or a Sunday provided it ends before midnight for most people who have to be at work Monday morning.
Developing The Menu
While you might be focused on other elements of your event, guests will most likely remember a bad meal. Choose caterers that are experienced professionals and with stellar reviews. Not only that, to plan the menu without a hitch, find out if any guests have dietary restrictions so that the catering team can address those needs. Don’t be afraid to be a little over the top, maybe incorporating fresh seafood or locally grown produce to ensure the freshest ingredients.
If you’re not sure about what to include on the menu, don’t hesitate to rely on your vendors for recommendations. You’ll be surprised they may have ideas that you’ve never even thought of!
Ready to get back to planning? Let’s help you figure this out. Make sure you remember a couple more things like knowing your costs upfront and planning in contingencies in event of no shows, weather, or other circumstances. It’ll help you eliminate headaches down the road. And don’t be afraid to negotiate your rates. You got this!
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