Planning an event can be a daunting task, especially if you’re new to the process. There are so many details to consider, and it’s easy to forget something important. To help you plan a successful event, here are some tips that many people forget to consider.
What’s your goal?
Make sure you have a clear goal for the event. You would be surprised how many people ignore this! What do you want to accomplish? Are you trying to raise money, increase awareness, or simply have a good time? If it’s a corporate event, are you hoping for more networking among your company, or are you celebrating a recent win? Knowing your goal will help you plan the event more effectively.
Flow & Timing
It’s important to truly think through your entire event day or evening. Guests typically come to be entertained, and too much standing around, too much time between events and food service, and on the other hand, too MANY activities – can all cause issues. Leave ample event white space for chatting, but balance it out with fun and activities.
What’s allowed?
Do you know what’s allowed on the premises of your event? Sometimes venues don’t allow balloons, for example, or for things to be hung on the walls.
Before you make any purchases, please be sure to find out the answers to these questions and requirements. Power sources also make a difference between what’s allowed (and what’s feasible) in a space as well, so plan accordingly.
Trash disposal
How will trash be disposed of after your event? Some venues will require you to handle this yourself, while others will do a full tear down with their own staff. This is a major consideration, as you don’t want to be surprised by having to haul tons of garbage after a long day at your event.
Catering logistics
Is there adequate spacing for the catering company to set up and cook? Catering companies will often give you their requirements if you ask, but make sure your space is large (and connected) enough. They’ll need space to cook, store refrigerated items, and organize the waitstaff to plate the food. This is especially crucial for outdoor spaces, as they typically won’t have access to a regular kitchen setup.
Kids or no?
Are kids invited to your event or wedding? Oftentimes, people keep this decision very vague, and that’s tough for your guests. It leaves them with the task of awkwardly asking, or they’ll simply bring their kids when they weren’t really invited. Make it clear if children are invited to your event – or not.
What about security?
Is security required for your event? Many venues require security, especially over a certain guest count. Once you know if security is required or not – do you have to provide this yourself? Or does the venue have a company you can hire in-house? These are the items that are also not included in most budgets, and can add up over time.
Consider vendor meals
Are vendor meals required? If you’re not sure, vendor meals are a separate, often less expensive meal that will be provided to your vendors during the event. Remember, vendors work hard, and a hot meal can really power them through a long day! Make sure yours know if vendor meals are required for your particular event, which can usually be determined by asking the vendor directly, or simply reviewing their contract, where it’s often listed. When in doubt, provide a meal if you’re able, especially for events that are all-day affairs, such as weddings.
It’s truly worth taking the time to consider the items above, as they can make a big difference in the enjoyment of your event day. Eliminate surprises, have happier guests and vendors, and create a more cohesive event that flows well!
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