- January 10, 2019
- Posted by: TRWCBlogger
- Category: Events
Parties are fun but planning them is an equally daunting task
Here are some of the things that you should consider in your event planning checklist.
- Type of Event:
This tip is basically dedicated to an event planner who gets the task
of organisingspectrum of events. When you are an event planner, you need tocategorise each and every event.
This is a common notion that a birthday
menu iscertainly different from a baby shower! Rummage through the type of eventand what all are your client’s requirements. The type of event is certainlyimportant for deciding a venue. Whether or not you are a planner, choosing a venue is a common issue. Like organising a wedding receptionat your home would be a poor location choice. Likewise, the themeand décor of the event isdecided on its type as well.
- Prepare your Guest List:
How many guests are you going to invite? This query is
perceptible enough. When you are about to host a grand event, the grander get your guestlist. Keep in mind that inviting too many guests can clutter up yourvenue, but calling fewer guests at a big banquet hall seems money. Prepare your guest list with a clear head and make sure wasteof that itis a legible one.
There is no point in calling your colleagues at your kid’s birthday
! clear estimation of Havea numberof guests with your venue. Make sure it doesnot feel overcrowded or too empty.
- Set a Date and Time:
An event is more successful when there is a holiday or some
long weekend. The time is important for every event. Deciding over a date wouldhelp you to reserve your day at a banquet hall, hotel, and restaurantwherever you want to organize it. Conveying the date and time toyour guests would also help them in preparing for your events in advance. They could work out their schedules and check whether there are anyprior arrangements or not. When you are in the midst of wedding season, choosing a date and time in advance would help you to secure amongthe wedding ceremony venues.
- Pick a Location:
Organizing a big event would need a location to host. Clients today have myriad of options available. From banquet
halls toresorts, farmhouses or your own backyard, all your events could be arrangedat a perfect location. But, before reserving a venue, make sure thatit is not remotely located. A location should be chosen on the basisof accessibility. It would be more enjoyable for your guests to reachtheir destination easily even if they are opting for public transport. But, if they are coming with their private vehicle, your locationshould have sufficient parking facility. Traipse around a little and find the location that is best suited to your convenience.
- Take Note of Food & Beverages:
No event gets concluded without a catering service. While choosing a venue, make sure that your location has
in-housecatering service. If thereisn’t such a facility, then you need to contact the outdoor vendorsfor your occasion. While preparing the menu, make it according toyour event.
Having a section of alcoholic beverages would
be unwiseto arrange on a kid’s birthday party. If your venue is providing thefood service, do not forget to ask them about the charges. Prepare yourvenue according to your event and customize it with the caterers if youfeel it is lacking in some ways.
- Arrange for Entertainment:
When it comes to event planning, entertainment is one of the
pivotal aspectsdiscussed among your guests. Your guests are definitely looking forward forsome fun activities. You cannot imagine a birthday party without fewgames to complement the occasion. These days the corporate eventsand many wedding occasions are making arrangements for entertainmentor performances to bring more spirit to the occasion. The daysof having a sombre occasion are long gone. Guests today thrive on havingfun and as a responsible event organizer, rule out some interestinggames that will create an atmosphere full of vivacity.
- A Well-Groomed Venue:
Pep up the ambience of your occasion with a corresponding décor. How to choose the best decoration ideas for your event that could convey your theme?
Browse your ideas and decide what theme would be your event’s
best ensemble. When this is a corporate event, then the agenda of your meetingwould be the best theme. You can have your entertainment activitiesresemble your theme. For a wedding ceremony, you may have somecolour or seasonal theme. Decorations are an integral part of any eventand when you are confused about the type of decoration you want to exhibit, having a nice long discussion with your planner would be the perfectcourse of action.
- Take Care of Your Budget:
While planning your event, keep a strong hold on your budget. But, unfortunately for
an eventplanning, the sky is the limit. With so many thingson your list, you need to do a lot of shopping and this gives awayyour actual budget estimation. Whether looking for a birthday partinggift or your party dress, having a pre- definedbudget is really important. Moreover, your budget includes food, equipment rental, decorations and staff. Thus, go through the budget provided by the venue andcheck whether it’s compatible with yours. It would never hurt you toask for discount. While you are on a venue hunting spree, do not forgetto compare various venues and select the one appropriate for our budget.
- Recruit a Planner:
If you are feeling out of sorts over the preparations, then hiring a professional would be the perfect alternative. Hiring an event
planner isadvantageous in situations when you are unaware about the preparation. With deep and profitable connections, an event planner can offeryou suggestions that are not easily available. All the more, during a crisis situation, an event planner can work out the best to rectifythe trouble. He/ she have enough experience to work out under yoursaid budget. Get into discussionwith an expert and organise your partywonderfully.
- Maintain the workflow of the preparation:
When you are all done with your planning, now the time has come for
you toexecute the task in a timely planner. Just go through your checklist andmark what all the tasks you have covered and what all you are left with. Having a workflow of the event would bring uniformity in your task routineand you are less likely to skip the important details of the event. While you are preparing for the event in advance, keep a reminder ofthe things that you are going to do that day. This will create regularityas well.
- Check the Layout of the Floor Space:
Finding a proper space for your event is a headache when you keep
on hittingthe wall and your efforts seemsfruitless. Firstly, put out a seating arrangement that is synchronized with your event. Have a look at thefloor space and decide the type of seating style that would be possibleto place. Check whether your event could be hosted within a single room or you want to have it in some shared space.
Moreover, you cannot fill your hall with
banquet stylesetting when you have decided over a dinner dance party afterwards. Get a glimpse of the types of seating arrangement that your venuecould provide and check whether the number of guests could be accommodatedin those with the help of banquet room layout planner.
- Go through the Venue Policies:
When you are hosting your party at a venue it is advisable to have a look at the company policies. Before you sign up and register the venue, make sure that you are aware of the terms and conditions bestowed
by thelocation on you. Ask whether they provide the flexibility to shift orpostpone the date or how much would they charge for an or some customizations that you might want to add from eventcancellation your side.
Culled from The Oyo Blog