Planning events can be a full-time job, especially if it’s not something you do every day. Whether you’re planning an engagement party or a work function, it’s important to get your plans right to ensure your event runs smoothly on the day.
Planning for events will change depending on whether you are running a big product launch or a more intimate wedding, but the basics of organizing a great event are the same.
Start Planning Early
The earlier you can start planning your event, the better. This will allow you more time to get everything organized without the last-minute rush that normally occurs with event planning. So, what kind of things can you plan months in advance?
Establish the goals and desired outcomes of your event
What type of event are you planning? How many people do you want to attend? Do you want to make a profit? Is this a family-only event? It is these questions that will drive the style of event you plan.
Do you already have a budget set in place or an upper limit that you are willing to spend? If you’ve planned a similar event before, you can use that event’s budget as a rough guide. If this is your first event or if it’s a wedding or engagement celebration, start putting together a draft budget of what you’d like to spend on various areas of your event. The earlier you start planning, the more time you have to investigate what will fit in your budget.
The Fine Details
Date selection, venue selection, and themes are all choices that can take some time to work through. When choosing a date, it’s best to have one or two back-up dates in case the original data isn’t available. Location and venue are extremely important, especially when planning a corporate event – the wrong location could see people not wanting to attend while the wrong venue could mean you are turning people away if you cannot accommodate them. Part of the details that guests need to be informed about is the theme. This will help them prepare better. For instance, if you want to throw a Renaissance- or medieval-period-themed party, make sure to include that in the invitation so they will know how they are expected to show up.
As for yourself, dress up in a fancy period-appropriate costume. Not only are you religiously sticking to the theme, but you are also showing the guests how to have a good time.
This is the time you need to think about things you may need for the event – Wi-Fi, sound, and catering is important for any event, while if a corporate event you may need to consider speakers and potential sponsorship from local businesses. If planning on getting local businesses to sponsor your event, you will need to put together sponsorship packages and work out the benefits to the local businesses.
This is one of the largest sections in planning an event, and often many other areas cannot be planned or booked until you have these details sorted out.
Closer to the Event
Once you start to get closer to your event date, there are plenty of tasks to keep you busy.
If planning a wedding, engagement, or personal function, now is the time to start considering your guest list and invitations. If planning a corporate event, you should now be confirming speakers and guests, setting pricing and finalizing sponsorship packages, updating or building an event website, and marketing. You should now also be considering finalizing your details with the venue including menu and decorations, as well as any equipment needed.
As the event gets closer you will need to confirm guest numbers with the venue to ensure everyone is accounted for when it comes time for seating and catering.
Event Planning Quick Checklist
- Select a date
- Select a venue
- Prepare a draft budget
- Prepare a guest list
- Choose a theme
- Organize speakers if a corporate event
- Send invitations for a private function or start accepting bookings for a corporate event
- Organize catering
- Organize decorations and equipment
- Finalize numbers
- Finalize catering
- Have a great event!
Weddings and other private functions are very different from corporate events and require a different level of organization. Working with the events or functions manager at your venue is a great way to ensure your event goes smoothly. Make sure you make a time to sit down with them and run through everything you will need for your event – this ensures everyone is on the same page.
Are you looking for a great venue option in Perth for your wedding or corporate event? The Bell Tower offers a small function venue with great views in a fantastic location. Contact the team at The Bell Tower today to find out how we can help you organize a great event.