Is your big event approaching and
you are absolutely clueless about how to plan it? There is just no time to get
into minute details about the entire event, but you still need to make sure the
event is put together perfectly which includes renting a venue, hiring catering
services and making the itinerary of the event even if it is at the last
moment. Do not panic, we will help you plan your event to perfection.
Following are the 5 tricks which
can really help you plan a successful event within a short span of time.
1. Set a
budget
The absolute first step in
planning an event is to know how much money you are going to shell out. The
best practice is to plan to use 80% of the entire budget. The remaining 20%
needs to be kept aside in case of any last-minute crisis that needs to be
handled. Create a spreadsheet to note
down the expenditures you may face planning the event such as the venue, catering
services, event organizer,and
decoration, and allocate a budget to each of these tasks.
2.
Calculate the number of guests
It is impossible to plan an event
if you are not aware of the number of people attending the event. So, get to it
immediately and draft a list which contains the name and the contact number of
all the guests attending. When you count the total number of guests, keep an
extra buffer of 10% to the original number of guests just in case the number
goes up in the last moment.
3. Choose
a practical venue
The next important step is to
find a suitable venue for the event you are planning. You need to select a
practical venue that can accommodate all the guests, be easily accessible by
the guests, and falls within your venue budget.
4.
Communicate with vendors
Once all the above steps are
done, you need to start finding suitable vendors to host your event. You can
find vendor details from classified ads or following an online community
suggesting and reviewing various vendors. Before finalizing a vendor, read all
the terms and conditions carefully. Be in touch with the vendor constantly and
specify all the details that need to be taken care of to avoid any
miscommunication.
5. See if
you require an event planner
If you feel that doing all the
above-mentioned steps on your own is more than you can chew, then a clever
thing to do would be to hire an event
organizer. They, certainly, are professionals and have the right
list of vendors to make your event a success. The best part is you need not
jumble between speaking to multiple vendors but just be in touch with the event
organizer and the rest would be taken care of by the professional. This may
cost you a little more money than putting up the event yourself, but the upside
is that your event will have a better chance to be a success.
Of course, you need to hire the
right event management company to help you plan and execute your event, a
professional with whom you can easily communicate your ideas, and it is
executed the way you have envisioned. Research well before you hire someone. Work out the rates beforehand,
fix the final offer, and make it clear that deviations in the prices are not
allowed at the last moment.
An
event, big or small, needs prior planning, monitoring, and proper execution to
be a success. The good part is that advanced technology and an increase in the
use of social media and online communication lets you log into various online
discussion communities. Joining a relevant community where you can follow the
thread discussing multiple ideas of planning an event will help you make it a
success.
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