6 Steps to Planning a Successful Event
Every event from the smallest birthday party to the grandest wedding requires some planning and organization. How well you manage the details determines whether you have an outstanding event or just an average one. Whether you’re planning a party around your kitchen table or are part of a team of seasoned experts organizing the wedding of the century, the fundamental process for planning a successful event is more or less the same. Regardless of the type of event you are planning, here are six steps to help ensure your event is successful and your planning process is fun and stress-free.
Step 1 – Create Your Event Wish List
Before you start finalizing any arrangements for your event, it’s always a good idea to have a concrete sense of what kind of event you want to have and, most important, how much you want it to cost.
The first step is to do some brainstorming to create an Event Wish List. On a blank sheet of paper write down every idea that you’ve ever had for your event, no matter how ridiculous it may seem. As you do this, it’s a good idea to include other people who have a stake in the outcome.
Step 2 – Create a Vendor List
The next step is to identify items on your wish list that you will need or would prefer to outsource to an event vendor. Completing a vendor list makes getting quotes and creating a budget much, much easier. At FindHire you can find event planner that will take care of all your problems and help you organize the best event ever.
Step 3 – Create a Budget
The budgeting process is where the rubber starts to hit the road. For many people, this is the most difficult phase because we all tend to want to do more than we can afford. In this step you will start to get a sense of how much of your vendor list you’ll be able to afford.
To start, check out the budgeting information on the FindHire web site, and get different quotes from the planners. You only need to get approximate figures at this stage. Either way, you’ll need to come up with an approximate total cost for your event. How does it compare to the figure you had in mind in Step 1? Can you afford to do everything you want?
Step 4 – Book a Venue
Finding a venue for your event is the most critical task in your planning process. Without a confirmed venue, it’s impossible to continue planning your event. To make your process more efficient, it’s a good idea to create a short list of 3-5 venues that would be a good fit. To develop your list, ask friends and families for their recommendations. Be sure to also include venues where you’ve attended events that you enjoyed.
Then contact the most interesting venues on your short list to arrange an on-site meeting and inspection. Contacting venues by telephone allows you to conduct preliminary interviews and potentially eliminate any venues that you might have been unsure about. When you visit venues, be sure to take your time. Once you’ve selected a venue, be sure to review the contracts carefully and ask a lot of questions. What happens if you have to cancel? What is included and not included in the price? Don’t be scared to negotiate, especially if you have some flexibility with your dates.
Step 5 – Hire Vendors
Once you’ve booked a venue, the rest of your planning gets easier. At this point you know when and where your event will be held, and the venue will have told you which services it can provide and which you will need to arrange on your own.
Using the vendor list you created in Step 3, you now need to start getting concrete quotes for your event date. Start by asking friends and family if they have any recommendations for you, and then contact those vendors for a price quote. You can save time by using FindHire planner service, which allows you to get competitive quotes for all of the vendors you need by filling out just one online form.
Step 6 – Send Invitations
When you need to send invitations to your event depends on how far in advance you start your planning. In some cases invitations are mailed well after all of the planning is complete, while in others you could still be looking for a caterer after invitations are in the mail. For larger events like weddings, invitations are typically sent about 8 weeks in advance. After you’ve completed this six-step process, you are ready for a truly memorable event! Be sure to get some rest before the event so you can have a great time!