Whether it is a birthday, engagement, wedding, or corporate event, there are certain factors that need to be considered when planning the perfect event. As well as the obvious things such as food and venue, there are some not-so-obvious considerations to make sure your event goes with a swing.
Planning and research
First of all, brainstorm! Create an event wish-list to record your first ideas. Then you can establish your budget – this depends on the size of the event and its purpose. When you have an idea of the size of the event, get a team on board to help you; choose people with different skills, contacts, and areas of knowledge. Make a list of guests or attendees. Decide on a date for your event, or narrow it down to several dates – you should have a contingency plan in case the venue you want is unavailable on a certain date. Consider whether any special permits will be required from governing bodies. Send “Save the Date” notices if you want to invite guests more than eight weeks in advance; make a note of those that RSVP.
Choosing a dynamic theme
Consider involving an event design team for an event with a difference. You could style your event on a fashion show, sophisticated wine bar, hip nightclub, Hard Rock Café, theatre, award ceremony, circus or show with acrobatics. If you have ambitious plans, you may need some advice from experts.
Lighting and technical effects can make all the difference. Consider custom theme décor, sound, music, a DJ, and special effects to create mood and atmosphere. You could have strobe lighting, projected images, spotlights, neon lights, or lasers; or maybe your event calls for intimate lighting or candlelight.
Decorating the venue
Room and table decorations will really set the scene – consider wall hangings, furnishings and drapes, and chandeliers. Decide on the dress code and make a plan for food and drinks. Think about entertainment or professional speakers, and don’t forget to plan how you will photograph or film the event.
Advertising your event
Promote and advertise your event; create an event website to include details of agenda, location and ticket purchase. Post links on social media sites, advertise and contact the press. Keep attendees engaged by posting updates on social media.
The run-up to the event
Send out invitations eight weeks before the event and keep a list of replies. Set a schedule and delegate; establish deadlines. What equipment will you need, and can you hire it? Get quotes, ask for recommendations, and obtain samples. You need to finalize catering arrangements, music or entertainment for your guests, event staff such as bartenders and waiting staff, volunteers to guide guests, florists, gifts and favors, tables and chairs, officiants (priests, rabbis, etc.). Consider name badges or passes, and how to manage the attendee list.
Finally, don’t forget to plan how you will clean up afterwards, get the venue back to how it was before, and return the hired equipment. You will also need to send out thank you messages. You can then post photos and videos of your event on your website. With so much to think about, detailed checklists and being able to rely on your team of helpers will really help you keep on top of things.
