Things You Need to Know Before Planning an Event
Picture this: You have a big event coming up in a few days, and you’re running out of time. The photographer canceled without warning, and you haven’t heard back from the caterer. There’s a slight chance that there might be a rainstorm this weekend, and the florist just called to say that their flower shipment was delayed. It’s enough to turn anyone mad.
Event planning can be an incredibly stressful and daunting task, whether you’re a seasoned professional or an amateur planner. The difference between an amateur and a professional is simple, though: Professionals know how to plan for any stumbling blocks, and there will be many.
Being a pro planner isn’t just knowing where to hire a collapsible canopy at a moment’s notice, although having a network of reliable suppliers helps. It means having the right knowledge to deal with any problem that comes your way.
Keep everyone in the loop
As the event planner, it’s your responsibility to communicate with the stakeholders, the venue, and the vendors. But you don’t need to have a monopoly on all the information.
To reduce any obstacles down the line, you need to keep everyone in the loop and make sure that they are all on the same page. Clear and uninterrupted communication between all parties is essential to ensure your event goes off without a hitch.
- Learn to edit
During the planning process, you’re free to add all the things you want. Write down a plan for an event that you would organize if you had an unlimited budget. This will help you gain a better understanding of what you want to achieve.
But once you have a proper budget, learn when to kill your darlings. Be realistic about what you can achieve. Go back to your plan and remove all the things that you can do without. What parts are essential and which ones are just good to have? This way, you’ll be able to plan an event that better reflects what you can achieve in reality.
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- It’s not about you
Always remember that the event isn’t about you unless you’re planning the event for yourself. Choose the venue and vendors based on what your clients want, not on what you want. In a similar vein, your event should also reflect the caliber of the guests. For instance, VIP guests may want a 5-star venue with good security and privacy.
- Plan for cleanup
One thing that many planners forget to take into account is post-event cleanup and trash removal. The event doesn’t end when the guests leave.
You’re still on the hook for the cleanup of the event afterward. You need to make sure that you need to leave the room in the same condition you found it in. Some venues take care of the cleanup themselves, but not all do, so always ask the booking manager before signing the contract.
If you keep these things in mind, your next event will run smoother and with fewer hitches. Don’t forget to have fun and not to take everything too seriously. It’s fine to laugh at yourself once in a while. It will make the planning less stressful, and you get to insert much-needed levity into the process.
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