Let's dive right into it. Here are 8 tips for dos and don'ts when you are planning events of all nature and size.
Tip #1: Do Know Your Audience
Understanding the type of guest/ audience you are planning to entertain helps you stir the ship in the right direction. From venue selection to food selection and even décor type. The venue, décor and food should reflect who is attending.
Tip #2: Do Maintain Open Communication Between All Involved Parties
Dealing with multiple vendors can be overwhelming. Maintaining a communication log of who you are communicating with and who they need to communicate with is super important so everyone is on the same page and have clear understanding of expectations.
Tip #3: Do Stick To You Budget
Your event budget is your ultimate foundation for everything. It dictates what's possible and what's not possible throughout the planning process. Remember to consider all potential costs from the beginning to avoid ending up with a figure that is well past your budget.
Tip #4: Do Build An Agenda- Even If The Event Does Not Call For One
Establishing an event schedule is vital for a successful flow of things. Some things to consider are: When do the vendors arrive? Who is the point of contact (POC)? When does the food need to be ready? What songs does the DJ need to play at specific points? If your event has a lot of moving pieces, it is wise to create a minute by minute schedule for set-ups, arrivals and everything in-between. Do not forget to confirm with all vendors.
Tip # 5: Don't Send Invites Out Too Late
You want to make sure you give your guests ample time to RSVP for your event and plan themselves. Some people might need to coordinate child care, accommodation ( if they need to travel) and budget themselves etc.
Tip #6: Don't Forget To Plan for Trash Removal/ Clean Up
This is a detail that most people tend to forget. Most times we only think about the set up. Your event does not end when your guests leave. Everything has to be torn down and the space returned to normal.
Tip #7: Don't Forget To Have A Plan B- Incase Things Go Wrong Weather Wise
This would mostly impact events held out doors. Don't forget to have a back up option incase the weather takes a turn and its not favorable to be outside. Is there an indoor option? Do you need tents? Would your guests need umbrellas? Would they need Scarfs/ blankets incase it gets chilly?
Tip #8: Don't Come Across as Negative
Planning an event can be stressful. It is easy to get an attitude if the schedule of things are a bit off or the food and drinks order are incorrect. Keep calm. No one wants to deal with an angry or unpleasant planner. You are a problem solver. How can you make the best of the situation and still have a successful event?