event planning guide

Event Planning Guide: How to Plan an Event

VWB Blog 2 years ago 34

Are you thinking of holding an event? Whether you’re throwing a corporate party or a small get-together, there needs to be some level of planning involved.

Without a proper event timeline, things will fly off the rails pretty fast. You also need to decide why you’re holding the event in the first place, set a budget, choose a venue, and hire staff members to whom you can delegate tasks.

You also have to decide what tech you’re using and make sure it’s compatible with your venue. Yeah, it can be a lot!

Check out this event planning guide to learn how to keep your head on straight during the entire process.

Set Your Goals

The first step of planning an event is to find out why you’re bothering to organize it. Are you trying to reward your employees for a job well done? Do you want to promote a new product?

No matter your reasoning, if you have your “why” before you start the planning process, it will make it easier for you to stay on task because you’ll have something to organize around.

Save the Date

Now that you have your goals written down, it’s time to choose a date for the event. The main thing to keep in mind is that you need enough time to plan.

If you try to host the event the same week you decide to have it, you’re not going to meet your goals.  Give yourself at least four months of wiggle room.

Beware of holidays. If you try to hold a corporate party on Christmas, most of your staff is going to choose to stay at home instead of attending.

Winter, spring, and summer are the best times to hold an event due to kids being out of school. More people will be willing and able to attend

Decide on a Budget

Deciding on your budget is probably the most important part of the event planning process. It will determine the structure of the entire celebration. For example, there will be certain foods that you can’t serve if you can’t afford a caterer.

If you do decide that you need to cut back, you can save money by hosting the event at your home instead of booking a venue. Consider serving cheap finger foods and making your own decor.

Once you’ve set your budget in stone, don’t exceed it. Splurging on one thing will cause you to overspend on another, and so on until you go out of your initial cost estimate.

Get Your Dream Team Together

It’s both difficult and stressful to plan an event yourself. You need to bring a team together to help you.

You should have a venue manager, some form of entertainment or guest speakers, and sponsors. Reach out to volunteers who can provide refreshments, act as ushers, and help with parking as well.

Once you have the dream team, hold a meeting to delegate tasks. You can provide a signup sheet for volunteers to take on jobs.

Create an Event Timeline

Without an event timeline, things could start to get a bit chaotic. Make a list of all the things that you need to do before the event and set a deadline for when the tasks need to get done.

As you complete things, check them off your list to keep track of what has and hasn’t been finished.

Choose a Venue

Your venue is the heart of your entire event. Without it, you have no place for your guests to gather.

When choosing a venue, think about the number of people you’re planning on inviting. Everyone should be able to move around comfortably without bumping elbows.

If you’re planning a more intimate event with a small group, a restaurant will be a good choice.

Again, if you can’t afford a huge space, you can get away with making your house the venue. Discover more here to find your perfect location.

Hire Event Services

Even if you’re an exceptional cook, you should still hire a catering service. Trying to prepare food while also planning an event adds too much unnecessary stress.

Keep your guests safe by bringing in security guards. Hire professional speakers or a live DJ.

These services have the tools and expertise needed to make sure your event goes off without a hitch, but you will need to do your research. Look at reviews and get recommendations from family and friends.

Get Your Tech Together

Use technology to your advantage. It will help make the event a more enjoyable experience for everyone involved.

You can use it to play a custom Spotify playlist (if you can’t afford a DJ), create digital invitations, or run a PowerPoint slide show at the event.

Visit your venue before your gathering to make sure your tech works. Your event speaker won’t be able to entertain your guests if the microphone doesn’t work.

Your Event Planning Guide

As you can see, there’s a lot that goes into planning a gathering. You’ve got to hire caterers, book a venue, send invitations, and gather volunteers.

Without an event planning guide, it’s easy to lose track and forget crucial tasks that need to be done before your guests arrive. We hope that you’re able to use these pointers to keep your head on straight when things get chaotic.

For more tips that will help you with organizing your corporate event, visit the Business section of our blog.

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