Event Essentials
When planning an event, it can be difficult to decide where to start. To throw a successful event, there are a few essentials needed:
Create a Budget: This first step is crucial in order to decide how much money total you have to spend on your event. You can add detail to the budget as you move through planning, but at the start you need to know how much you have to spend overall.
Make a Guest List: Knowing how many people are tentatively attending your event will dictate how much space, food, and beverage you will need to host the event.
Create a Theme: With an idea in mind of what kind of event you are throwing, finding a venue and creating a menu will be much easier. Create a theme that is appropriate for the type of event you are hosting. Your theme can be as extravagant as you want, or can simply be a color scheme. If you are more simplistic, make the decision to not have a theme.
Research: Take to the internet. Find potential venues in the area and reach out to their managers for more information. Find caterers, staffing agencies, etc. This comprehensive list will allow for an easier time choosing the perfect venue and caterer.
Pick a Venue: This is an important beginning step because the venue will help you establish what you need to do. Venues such as Free Range have event planners included to help you find caterers, florists, etc. This extra set of hands will make your planning a lot easier. Knowing this can prevent you from doing any extra work. If your venue does not come with a planner, you need to find out what food they allow and if they have a list of approved caterers. All of these important questions prevent any bumps in the road later.
Catering: Deciding how or if you want to provide food for guests is one of the most important aspects of an event. You can have a potluck, cater, cook yourself, or choose not to provide food. When it comes to serving alcohol, you should review your venue’s policies carefully. If you are able, you may want to consider throwing a BYOB event. If not, you may need to hire a bartender, or the venue may provide one.
Adjust Budget: Now that the main aspects of your party have been researched and potentially booked, it is time to adjust your original budget. With a better idea of how much your venue and catering will cost, you can budget any leftover money for decor, and entertainment.
Send Invitations: Make sure you send out invitations with time to adjust your catering numbers and give guests a three week response time, minimum. If a guest does not reply, do not assume they are not coming. If you do not feel comfortable reaching out to them, have some leeway within your budget and catering in case they do show up. It is better to be safe than sorry.
Plan Decor: Based on your theme, take to Pinterest to help you find decorating inspiration. Make sure your decor is appropriate for the type of party you are having.
Venue and Vendor Check-In: Following up with your venue and vendors ensures for a seamless event. Reaching out to each of your vendors helps clear up any potential confusion, as well as makes sure everything is running smoothly.
Staff Event: Depending on the size of the event, it is important to make sure there are enough helping hands around so that you do not have to do anything during the event. Check with your venue to see how many event assistants will be on staff to help you determine whether or not you need to employ extra or ask family and friends to assist you.
Supervise Set Up: This is optional. If you trust your hired help enough, there is no need for this step, but sometimes it is helpful for the staff to have you there for direction or to answer any questions.
Have Fun: Enjoy the fruits of your labor. After potentially months of planning, your event is finally here! Have fun and don’t stress. If something goes slightly wrong, chances are you are the only one who will notice.
Schedule Your Next Event: The best part about the end of a successful event is the ability to start planning another one! Consider Free Range for your next meeting or party!
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