Perhaps you’ve been put in charge of the company picnic, or your friend’s baby shower. Where do you go from here? Planning an event can be stressful and full of unexpected (and often unpleasant) surprises. Learning how to plan an event requires strong multitasking skills and quick thinking. In order to succeed, you must know and understand the basics so you plan your event effectively. With this guide, you’ll learn what to do right away, and what to avoid altogether.
Don’t Procrastinate When Planning a Special Event
It’s a week before your event when you realize that you’ve put off finding a caterer and now they’re all booked. What do you do? This is a scenario that’s familiar to many people, and it induces a sense of panic and dread. Procrastination is often the reason that the best intentions for a special event fall flat. Click To Tweet Plan and prepare in a way that ensures that you’ll be ready at least a month before the event. That way you can address any last-minute problems or changes head-on.
Don’t Wait to Set a Date
All your planning will revolve around the date of your special event. Ideally, you should have three potential dates in mind so that you can compare guest availability and prices across the board. Try to include different days of the week for maximum flexibility and cost efficiency. Keep in mind that certain times and dates are less expensive and no less convenient. For example, Saturday night will usually cost much more than Sunday afternoon but is still a great choice for a date.
Don’t Skimp on Details
The table linens, cleaning products, and bathroom supplies might seem unimportant, but these details have the potential to make or break your special event. Without proper laundering, linens can appear dingy or stained. Who wants to use a fabric napkin that looks unclean? No one. Catering uniforms should be pristine, and messes should be hastily cleaned up with the right products and equipment.
Do Pick a Venue
Deciding on an event space or venue is critical to your event’s overall success. One of the most important pieces of information to know before booking a venue is who your guests will be. Where they’re coming from and how many you expect to attend. While the type of event will guide your venue choice, one of the most limiting factors for an event space is capacity. Make sure that you have at least an accurate estimate of anticipated guests.
Do Choose a Reputable Catering Service
If you’re like most people, you probably consult online reviews when considering a catering service. Someone else’s bad experience can save you wasted time and expense. Good food can outweigh a less-than-stellar event, but bad food can make the entire event a bust. A bad taste in your mouth can overshadow fancy table linens or a beautiful venue.
Do Make Lists
List-making comes naturally to people who feel comfortable when everything is in order. The process of creating a list can satisfy your need for organization even before the tasks themselves are undertaken. On the other hand, if you’re not naturally organized, you might look at list-making as necessary for managing and planning tasks.When you need to make sure that nothing slips through the cracks, create a checklist. Use it throughout the event planning process to minimize stress and make sure no detail is forgotten. Whether it’s your first event or you’re an old pro, event planning is stressful and it’s very easy to get lost in the details. A list can help keep you focused and on the right track.
Don’t Try to DIY
In the months before your event, you may be tempted to bypass certain services and do it yourself. This is easy to say, but harder to do, especially in the midst of all the work it takes to plan your event. Don’t try to DIY unless you have the time and experience necessary to do so. Making flower arrangements doesn’t seem like a hard task, but making 50 flower arrangements while trying to check on table settings and catering is going to feel overwhelming.
Ready for Anything
One thing you can always count on when planning an event is that things will not go as planned. If you’re lucky, that will mean a small mix up, but sometimes it’s a bigger problem. Always have a plan b, or backup, to ensure that the show can go on. Have alternatives on standby for a variety of different scenarios. Find ways to relax and calm your mind, so you don’t feel so overwhelmed by the process. Punches will be thrown, and you’ll have to roll with them to ensure success (and sanity).
A Memorable Event
You got through the hard part and it’s the day of your event. You’ve put out all the fires along the way, ensuring every detail was perfect, and now it’s time to sit back and enjoy all your hard work! Wilkins Linen knows how hard it is to plan the perfect event, and we take the guesswork out of linen and laundry service. This allows you to focus on the other aspects of your special event.
Contact Us to find out how to ensure your special event is a wild success!