Everyone wants the events they plan to be a success and for all involved to enjoy themselves.
Organizing an event, whether it be large or small, can be stressful and time-consuming. However, it is all down to planning and technique, and to help you, here are 7 tips to help you plan and throw a successful event.
The Aim of the Event
First of all, you need to decide what the aim of the event is. Are you celebrating a significant birthday of a loved one, raising money for charity, or hosting a craft fair or sporting event?
Buy a notebook or use an app such as the Magnet Event app platform and jot down the goals you wish to achieve through hosting the event. Keep all records and ideas concerning the occasion safely stored in your notebook, smartphone or computer so that you can keep them together and access them easily.
Before you book any venues or buy supplies, you should work out a budget for the event and determine where the funds will come from. Always put aside an amount of money as a contingency fund.
The location of the event is one of the most critical factors. You will need to hire a place (unless you plan to host it in your home) that is large enough to accommodate guests and all of the equipment you require. Find out if the venue has all the facilities you need, such as disabled access, a bar, stage, tables, or audio visual equipment.
Consider your guests – is the venue easy to get to, and is there sufficient parking in the vicinity? How long can you hire the place for, and how much does it cost?
Pick a date that is suitable for you, the venue, caterers, and the majority of guests. Ensure it doesn’t coincide with any significant events in the vicinity which may hinder traffic or a major sports game on the television that some people may boycott in your event in favor of.
Make a note of all the guests you wish to invite. If the purpose of the event is to raise funds or make people aware of your business plight or charity, ask influential individuals who can give advice, donate cash or write journalistic pieces about your event.If it is a personal event, consider relationships and do not ask people who may cause a scene when drunk or aggravate other guests. Think about seating plans if you plan to have a sit-down meal and be careful of placing mortal enemies next to one another.
Once you have determined the event’s location, date, and time, you can send out invitations. You can send paper invitations, call guests or send an email. Ask guests to RSVP, so you know how many people will be attending the event, and you can cater and plan accordingly.
On the day of the event, it is vital to keep calm. If you have planned well, you shouldn’t have anything to worry about. The day before or morning of the event, double-check the venue is set up correctly, phone the caterers to ascertain they have everything prepared in the correct quantities, and have a trial run of any speeches or presentations you will be performing.
Above all, relax and enjoy!