Event Planning How To: 8 Steps to a Successful Event

Whether you're planning a wedding, fundraising event, corporate event, or even a birthday party, it is sometimes difficult to know where to begin. To help make your next event a success, we've prepared a series of articles to walk you through the process. 8 Steps to a Successful Event is the first of our Event Planning How To series.

1. Be prepared for the "What if...?" Play out different scenarios in your head and jot them down. Once you've compiled your list, prepare a backup plan for each situation you've listed. Try to take as many things into consideration as possible. What is the worst thing that can happen? Address that first, and then work on those of lesser impact.

2. Stay organized. This is vital to a successful event and it really can't be overdone. Keep everything in one place. First, you will need to designate a specific location to keep plans and documents and ensure that everyone involved in the planning process knows the location, for example, the top shelf of the book case in your office. Invest in a quality binder, with tabs. You may also wish to invest in a white board and multi colored white board markers. Pick up a large 3 ring pencil case, which is color coordinated to the binder. Clearly label the binder spine and the front of the binder.

Now the magic begins. If you are dealing with multiple projects, you can color code the binder and pencil case with a matching color of white board marker. This method gives you the advantage of making notes on the white board in the appropriate color. You can prepare a color key on the white board so that everyone on the team knows which project the notes pertain to, which is an excellent way to map progress.

The binder will be divided into various stages of the planning process - one tab or each. You will include planning details, price quotes, contracts, ideas, contact information, and anything else you might need. The pencil case will hold any smaller receipts to ensure that they don't get misplaced. When you have something to contribute to the binder, you'll want to do so right away to avoid misplacing important documents or plans.

3. Match the venue to the event. Actually, there is some controversy over which step should come first. Should you choose the venue or the theme first? I'm flexible on these points and believe it is a matter of personal preference. Some find it easier to match a theme to a venue, while others prefer to choose a theme, and then find the most suitable venue to support that theme.

When choosing the venue, these are some of the questions you should ask yourself:
     Does the venue support the theme?
     Is it easily accessible for the guests?
     Do they have ample parking?
     How many guests can they accommodate?
     Does the venue compliment the theme?
     Will the guests be comfortable there?
     Is it within our budget?
I could go on and on.

4. Choose a theme. Think of your theme as the anchor for your event. All of the other details will hinge on this decision. The theme will determine your colors, table favors, centerpieces, menu, entertainment, etc. As mentioned earlier, it is particularly important that your theme and venue support each other. These two points should receive equal consideration, as they contribute to the atmosphere of the event. The atmosphere needs to create the desired result, which is the best possible experience for your guests.

5. Preparing a menu and choosing refreshments. This can be a source of stress for some event planners. The choice of food and drink can make or break an event.  If you want rave reviews from your guests, always consider their comforts. One of the most important comforts is food.

The best advice I can give you is to shop around for a caterer. If you've attended a function in the past, where the food was particularly good, contact the hosts for a reference. Talk to friends and colleagues for recommendations. Ask prospective caterers for references and be sure to personally sample the food before choosing a menu. Do you need to offer a vegetarian option? Is there food peanut-free? Once you've made a selection, form a contract with the best candidate.

Refreshments are also an important consideration. Aside from selection, you'll need to decide on a cash bar or open bar. This is sometimes determined by the venue itself, as they may have restrictions that do not allow for an open bar. If this could be a deal breaker for you, it is best to inquire about this, before choosing the venue.

6. Choose the entertainment.  Your selection will depend largely on the type of event and the theme. What do you want to accomplish? Are you hoping to entertain, educate, or both? In any case, you want it to be fun.

Music comes in many shapes and forms. You can have a live band or a DJ. It may even be appropriate to hire a cellist.

While not necessarily suitable for every event, one of my favorites is a photo collection or home video on a big screen. This can be ideal for weddings and graduations; but you can also consider it for other events. I had great fun at a fundraiser, which showed baby photos of the board of directors. Each guest had to match the subject of the photo to the appropriate name. To make it more challenging, they included some celebrity baby photos in the mix.

If you are hosting a fundraising event, you'll want to utilize that captive audience to promote your cause and reinforce the importance of their support, which includes donations.

7. Choose the best vendors. Price should not always be your determining factor. Yes, we all have to work within a budget; but consider what kind of value you are getting for your dollar.

Are you comfortable with the vendor? Do you feel an instant rapport? Are they helpful? Do you trust them? Follow your instincts.

If you are planning a fundraising event, your vendors can also be your sponsors. This arrangement is ideal. It helps your bottom line, while providing valuable advertising for the vendor. They will want to do their utmost to ensure that they go above and beyond, because their name and reputation are  important to repeat business as well as new business referrals. It is a win-win situation.

Once you've found vendors that you are comfortable working with, treat them well. Yes, they need your business and they should treat you well. More importantly, they can hold the fate of your event in their hands. If you want successful events to be a part of your future, you'll want vendors to support that vision. The more you work together, the better your events will be. Loyalty plays an important part and it works both ways. On more than one occasion, a vendor has bailed out a client, due to some unforeseen problem. Wouldn't it be nice to have that kind of support when you need it the most?

8. Keep your cool. Yes, planning an event can be overwhelming at times. That's why it is important to try to include others in the process. Brainstorming and teamwork is an important part of successful event planning. Wouldn't it be nice to have someone to help you tackle all those to do lists? If you have a team, or even one person to support you, your event will be that much better for it.

Now that you have the tools, this step by step process will help to make your event a huge success. When all is said and done, your guests are always your most important consideration. If they are happy, you've succeeded.

 Related Links:

Event Planning How To: Your Guide to an Entertaining, Educational, and Memorable Fundraising Event!

Event Planning How To: 8 Affordable Entertainment Tips for your Event

Your Backyard Wedding

Christmas Weddings

Green Office Parties

Earth Day Activities

Be A Good Corporate Citizen

Resources:

Special Event Favors

Event Centerpieces

Wedding Guest Favors

Wedding Planning Links

Corporate Gifts

Fundraiser Favors

Earth Day Seedlings

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