Hosting guests, whether for your family or clients, is absolute bliss. It gives you gratification to see your guests enjoying a well-organized space with delicious meals. Little do they know the work that has gone into bringing them a beautiful event.
When organizing an event, a lot can go wrong, especially if proper planning does not come into play. That’s why it is crucial to take the time and mentally plan the event. Visualize what kind of an event you want to pull before starting. Is it a high-level event or an ordinary one? Knowing the type of event will guide you in the planning process. Here are pro tips for that talk of the town event;
1. What’s your budget?
Before you set out to purchase drapes or run through town looking for different service providers, you should draw a budget. Without a budget, you are bound to fail. How much are you willing to spend on the event? Answering this question guides you in choosing all that you will require for the event. For a luxury event, you must be willing to spend a fortune to bring out the kind of grandeur you have in mind. While setting up your budget, remember you are likely to be working with approximations, especially if you have no experience planning an event. Therefore, put some money aside for miscellaneous things that will cater to any unexpected costs or forgotten but essential items. The next thing is to check around for the actual prices and align them with your budget.
2. Type of event
Knowing the type of event you are to host is vital. Is it a birthday party, bridal shower, or wedding? Different types of events take a different route in planning and choosing service providers. Birthday parties, for instance, especially for kids, are different from what you expect while planning for weddings. Kids will require less time in the vent, unlike adults. The choice of entertainment to choose for the little ones is also quite different. Where you will require jumping castles and trampolines for kids, you may need music, engaging activities such as zip-lining or hiking for adults. Therefore, know the event type before you start planning.
3. Pay attention to Covid- 19 protocols.
The world took a complete turn with the emergence of the deadly virus. Planning an event did not require too many health protocols. It is no longer the same in the current era. What does your local ministry of health need when it comes to hosting? For some places, a limit on the number of people is required. You should take the time to check through your administration and understand the regulations required when hosting.
4. Venue
What type of guests are you planning to host? Are they ordinary or VIPS? Answering this question will guide you into choosing a venue. The expected number is also a factor to consider when looking for a location. For large numbers of guests, you could consider a ballroom or a hall. Scout around for different types of venues. For high-level guests, work with a venue that suits their needs and class. You could also consider asking friends and relatives for referrals of venues that suit your needs. But remember, what suits them may not necessarily work for you. You could also check for excellent venues from an event management platform. The platform will expose you to different types of locations. You are also likely to get important insights from the platform regarding costs and reviews.
5. Service providers
Whether you are a professional events planner or hosting an event for your family, there are services you will require outsourcing. Outsourcing the services frees your time to focus on the nit gritty details of the event. For instance, consider outsourcing catering services. Unless you are a caterer, preparing food for an event requires skill and experience. Check out for the best caterers in an event management platform. Go through different menus with the caterer and decide what suits your needs.
As you do this, do not allow the caterer to dismiss your opinions. You are the host and understand what your guests require. Work with the food vendor, bearing in mind a menu that you would wish to work to have. The other service you can consider outsourcing is décor.
Décor adds the icing to an event. A décor person will guide you to choose the correct theme and all the furnishings you will require for the event. Décor service providers understand what to do for different types of events. They will guide you into choosing colors that suit your theme. While looking for any service providers, be sure to check out their reviews before you decide to work with them.
6. Check all the details.
Before the event, set aside some time to go through all you require. Running through your to-do list helps you avoid last-minute surprises and rushes. Go to the selected venue and check it. You could turn up to a venue on the material day and find some really y nasty surprises like a double booking or an incomplete renovation. Run through your requirements with the property manager and follow up days before the event. And who is on your guest list?
You may require to print out your guest list and go through it. Check out with your guests to know their plans. Be sure how many guests have confirmed attendance. Is your décor person working on your event? Some of them take up loads of work and could mess up your day; follow-up to fast-track the progress.
Planning an event is a daunting task, especially if it’s your first time. It tests your management and planning skills. Thinking through the entire process allows you time to pull out a great event. However, you do not have to handle all the tasks alone.
It’s not about proving your superhuman skills here but rather planning a colorful event. Delegate some of the duties, but remember to follow up. And while at it, check out an event management platform and enjoy great insights into your planning.
