- No matter the type of event that you are planning to have, you need to create goals about what outcome of the event that you are hoping to have.
- Arrange meetings with the owners of the event space so that you can tour the venue and ask questions to determine if it meets your needs.
- After you have secured the venue and have determined what services are included, you need to start finding vendors.
Events have changed in many ways since the start of the pandemic, with many events having to be much smaller or with some even having to be virtual. States and countries around the world are allowing for larger crowds at events, but there are still probably guests who feel more comfortable at home, causing a need for hybrid events. It is important to always consider your guests when you plan an event, and you will find success. Continue reading the information that is found below in the step-by-step guide so that you can plan the perfect event for your guests.
1. Set Goals
No matter the type of event that you are planning to have, you need to create goals about what outcome of the event that you are hoping to have. Think about the types of guests who will be attending, the budget you have, and the reason behind your event so that you can set the goal for it. Consider working with an event planner who can help you navigate your goals for the theme and your goals for the success of the event. He or she can even help you develop a timeline so that you do not become overwhelmed and do not try to procrastinate.
2. Finalize the Budget
Though the budget is part of the goal planning stage of your event, you still need to finalize it. You need to break down the costs for each type of vendor that you are hoping to have and for the number of guests you want to have. The most expensive costs will probably be your venue location and your catering services, though you may also pay a lot if you hire someone for music, for instance. Make a spreadsheet so that you can enter your expenses for the event under each category to ensure that you are staying within budget.
3. Find a Venue
After you have determined how much you want to spend on your venue, you can begin your hunt. Arrange meetings with the owners of the event space so that you can tour the venue and ask questions to determine if it meets your needs. You can also determine if the price of the venue includes the price of any of the other services such as catering that you will need for your event. If you will still have virtual guests, find a hybrid event platform that can accommodate everyone successfully.
4. Find Vendors
After you have secured the venue and have determined what services are included, you need to start finding vendors. Ask for recommendations from your loved ones, and start making phone calls where you can ask for quotes for the day that you are intending to have your event on. Look over all contracts in detail and ask the vendors any questions you have, including asking for reference information. Be sure to receive a sample of their work as well, whether that be through hearing their music if they are a DJ or tasting cakes if they are a cake maker.
5. Invite Your Guests
The final step to planning the perfect event is to start inviting your guests. Ensure you send your invitations at least two or three months in advance so that your guests have ample time to make arrangements to attend. Make sure that the invitations fit within the theme of your event by utilizing the same color scheme or the same theme in the graphics. Make sure that even your virtual guests feel welcome to your event as well by including information about how they can attend online.
If you are planning an event, you want it to go as smoothly as possible. This can occur when you follow the guide above to ensure you never go over budget and that you hire reputable people and venues for your event. Be sure to invite the number of guests that you want to as well, even if some of those guests do have to be virtual. No matter who attends though, make sure he or she always feels appreciated, always feels invited, and can be at a venue or on a platform that works efficiently.