Putting on an event, whether it is for personal reasons or professional, can be a stressful experience at times. There is a lot of pressure for your guests to have a wonderful experience, but often things can go wrong that are out of your control. This can make you want to give up and call the whole thing off, but you should not let these difficulties get in the way of you and the people you have invited from having a great time. If you have a special occasion coming up, or you want to launch a new business or product for your company, here is a basic guide that can help you reduce the stress of event planning and make sure it is a night that no one will forget!
The Budget
The first place to start is by looking at your budget. You might have grand ideas about what you would like to do for your event, but it is important not to get carried away before you have figured what you can realistically afford. You will need to cover the costs of your venue, food and drink for your guests, entertainment, and décor. It is wise to try and have an emergency fund set aside with your budget, just in case you need to pay for hidden or unexpected costs.
The Theme
Another thing you should decide early on is if there will be any particular theme for your event. If you are organizing your event for business promotion, such as a new product, consider how you can create a theme around this and your brand. For example, if you are releasing a new line of organic skincare products, an event that is full of lush plant life and healthy foods would be ideal. If you are hosting a birthday party for yourself or someone else, choose a theme that is special to you or the guest of honor. This will help you come up with ideas for décor and catering when you come to choosing these things later.
Location and Venue
Once you have determined your budget and have an idea of any theme you might want for your event, you can move on to finding a venue. This should be the first thing you do, as event venues can get booked up quickly, especially if they are popular. When looking for a venue, you need to make sure that it is in a location that is easy to get to for the majority of your guests. Even if a venue is great and fits your needs and theme, if it is out in the middle of nowhere this can be very off-putting for your guests and you might end up having a disappointing turnout on the day because of this. It needs to be somewhere that can offer safe parking for people who are driving to your event, and close to good transport links if they are not.
It is also worth thinking a little bit outside of the box if you want your event to stand out. For example, hosting your guests in a private function room in a bar might be easier to arrange, but it is also a little bit boring. If you have the budget for it, look at more interesting event venues, such as a yacht. Setting off with your guests for a sail on the ocean is sure to impress, and can add a sense of glamour to the evening. If this sounds appealing, read more on why you should consider a yacht party for your next event. You should also think about what things you will need from your event venue, such as sound systems, a bar, cloakroom, etc.
The Guest List
Another one of the earliest things you need to sort out is your guest list. This will be useful when you are seeking a venue as you will have an idea of what capacity you will need from the event space. You will also need this when speaking to caters so you can get a more accurate quote from them when it comes to choosing your menu. When creating your guest list, it is important to think about inviting the right crowd to your event so there will be no problems. For example, if you are hosting a party for someone’s birthday or another special occasion, inviting people that they do not like or could potentially cause a scene which should be avoided. If you are hosting a professional event, consider this as a networking opportunity and make sure to send out invitations to people you would like to build a working relationship with, or possible investors or clients for your business that you want to impress.
Catering
Even if the type of event your throwing does not call for a sit-down meal, you should always have something to offer your guests. Whether it is having delicious canapes being passed around on trays, or allowing your guests to help themselves to a buffet of light snacks and sweet treats, offering people something to eat is one of the key elements of being a good host. It is even more important to have food served at your event if there is going to be alcohol, as the last thing you want is people drinking too much on empty stomachs! Just remember to take into consideration the dietary requirements that attendees may have. Always offer vegetarian or vegan options, and if some of your guests have food allergies make sure that there is safe food for them to eat, and that it is kept away from anything that could contaminate it. You may also want to think about getting your caterers or whoever is providing the drinks service to create a signature cocktail for your event.
Entertainment
Great food and a cool venue are both great things to have, but it will not be enough to keep your guests occupied for the entire evening. An amazing event should always come with some form of entertainment so there will never be any awkward lulls in conversation. Live music is always a winning option and the band will get people on the dancefloor. However, although this is a good thing to have at your event it is also a very common thing to expect. Think about other ways you can surprise your guests that will be fun, such as a quirky quiz or other fun games. You could even hire an illusionist to wow them with their tricks! Or perhaps a caricaturist who can leave them with a fun memento of the night.
Invitations
Once you have the venue confirmed and have decided on your theme, you need to send out your invitations. The sooner you do this the better, as the closer it gets to the date of your event the more likely people will have made other plans. In the digital age, it has never been easier to send an invitation via social media, email or even text messages. While this is a quick and effective way to do this, if you want to make your event feel special you should look at sending out formal invitations instead. Not only is this a more elegant approach, but your guests will all be able to stick your invitation on the fridge or somewhere else it is easily seen at home so they do not forget the dates! Choose a design that fits in with the theme of your event or business brand to give your guests a taste of what they can expect.
Décor
It is also important to make sure that the event space you have looks spectacular. This will help to create the right atmosphere and turn what might be a dreary venue into a beautiful setting for your guests to enjoy. Lighting does a lot to help set the tone, so think about twinkle lights running up walls or floating above your guests, and perhaps some candles on tables if you want to create a more intimate vibe. Floral arrangements can also make wonderful additions to your décor but are better for events such as birthday parties, anniversaries, weddings, or the right kind of business occasion.
Gift Bags
Another lovely touch that your guests will appreciate is gift bags that they can take home with them at the end of the night. This is particularly useful for business events, as it is an opportunity to share promotional material with guests to encourage them to use your products and services. However, gift bags can also work well for more personal occasions and people will love having keepsakes that will help them remember all the fun they had at your party.
Have a Back-up Plan
Finally, it is always smart to have a backup plan in place when it comes to your event. Everyone wants things to run smoothly and be perfect, but the reality is that these things never are. Hopefully, you will not have to change too much about your event, but being prepared to make tweaks here and there if something does go wrong will help reduce your stress and your guests will be none the wiser.
Make sure your guests have an incredible experience at your event by using this basic guide on how to be an amazing host and event planner.