Invitations, food, drinks, slide show, scripts, and more! Event planning can be pretty stressful if you’re not prepared, but can also be really rewarding to see your image come to life. Though planning an event, large or small, can be overwhelming there are some simple tips and tricks that will help you keep your cool. I am the type of person that needs time to plan but also thrives on procrastination; some might say this is a deadly combination. I have had to plan events from small friendly gatherings to large fundraisers, male pageants and athletic award ceremonies. Whether it’s a birthday party or a huge corporate fundraiser, we all have experienced the “I’m totally forgetting something” thoughts and last minuet chaos before our event starts. Through my experiences of planning events, I’ve learned a few important lessons that I’d love to share with you to help ease your anxiety.
Image Credit: HH Logistics Planning
Here are 11 helpful tips to make sure your event goes smoothly:
1. Determine your goals
This may seem a bit obvious but you want to make sure you achieve your goal. Are you trying to raise money, celebrate, inform, honor or sell something? Once you understand your goal you can then decide how to effectively achieve it. What type of event are you going to hold to achieve your goal?
2. Invitations
You need to decide how you are going to invite your guests. You could do this through email, posters, a newsletter, paper invites or even word of mouth. You want your invitations to reach your whole audience. The invitations should state the venue, date, time, emcees and the name of this event. If your event requires an RSVP, provide your contact information so the attendee can easily reach you.
3. Book your venue
This is probably the most crucial component of your event. Conference rooms, event halls and frequent birthday party places require a max amount of days prior to booking. Often, once your venue is booked it is difficult to change it. This causes problems for people because if they have to put a deposit down to hold their place they can lose money. Make sure you do not book the venue for a date that conflicts with another event. Verify your venue can hold enough people and that it accommodates the people who will be coming (i.e. is it handicap accessible, able to manage food allergies, have enough seating).
4. Script/OOE
Though this may seem unnecessary it is EXTREMELY important! You’ll want to know exactly what your emcees are going to be saying because as the event coordinator everything they say falls back on you. You don’t want them to seem rehearsed and robotic but you want them to seem knowledgeable and prepared. If you are planning a smaller scaled event you won’t need a script but having the order of events will help you remain calm and organized. You will want to plan out your whole day from before the event all the way through until after the event. Giving your volunteers and attendees a copy of the order of events can also be beneficial.
5. Vibe
Let’s be real, music makes everything more exciting and definitely helps set the vibe of the event. Make a playlist that will help enhance your event. To enhance the overall vibe of your event plan out your decorations and if you will need any props (i.e. photo booth, microphones, tables).
6. Lists, Lists and Lists
Confession: I am obsessed with my lists. All my friends know I can make a list for basically anything. Having too many lists will be overwhelming and you won’t achieve anything but making a large list of the big things you need for the event and breaking it down into subcategories and placing the tasks on a timeline will ease your stress.
7. Attire
Plan out your outfit in advance so the day the event comes you are not stressing because you don’t know what to wear. You want to take the most amount of stress off of yourself as possible. This goes for your event staff/volunteers also; give them dress code guidelines in advance and make sure it is very clear.
8. Approval
Most of my larger event planning has been through a school club or activity. Getting approval from supervisors is necessary but can be quite frustrating. Though this event is your number one priority, it’s probably not theirs. Take a step back, relax and make sure you give them ample time to give you approval. Give them your timeline of when things need to be completed by and over estimate how long it will take, it’s better to be ahead of schedule than behind.
9. Communicate and Delegate
The biggest thing to remember is you are not alone in planning this event, even if it feels like it. You have volunteers and event staff who are just looking for jobs. Do not be afraid to give people jobs. You have to tell people, politely of course, what you need…shockingly no one can read your mind! You have to communicate with everyone for what you need and expect.
10. Photographer
Getting a photographer can be easily overlooked. Think about how much effort you have put into planning this event, you definitely want to be able to remember it. Plus, people love getting pictures or being featured on your website. Make sure you tell your photographer you want as many pictures taken as possible!
11. Reflect
No matter what the event is, you can always improve. Sit down with your volunteers, planning committee or supervisors and discuss how you can make the event better for next year!
Just remember to sit back and relax, you’ve done all you can and nobody will know the things that don’t go according to plan, besides you…so don’t let on!! KEEP CALM AND CARRY ON
HCXO,
Hannah