Now that you have the goal of the event this will help you determine; budget, date, time, location and all other intricate parts of the events (i.e. caterer, decorations, entertainment, party favors or souvenirs, tickets, etc.)
Every successful event needs 4 things:
These items are needed no matter what type of event you are having. Of course, there are other items that are needed depending on the event that you are having, such as, permits, vendor fees. These are the very basic items for ANY event, without these basics your event will not be successful because you can’t have one without the other.
Plan – Every event should have a plan this is your instructions for organizing your event it allows you to keep up with your timelines and it tells you what is needed for your event and it keeps you organized. However, you must stick to the plan of the event; it is so important that you spend time planning the event and, in that planning process, think of every aspect of the event. Don’t leave anything out (you will finalize the list later in the planning process). And never automatically think you can or can not afford something for an event before you research to find out exactly what it takes to have that item for the event.
The plan for your event must have an Event Planning Checklist and on that checklist indicate everything you want and need for your event (there is a free Event Planning Checklist on my website go to “Prints” page or click here, make as copies that you need) this a good tool for planning any event and its FREE just click and download to your device.
Do your best to not complete this checklist alone, it is best to complete this checklist with your team, let your initial meeting be completing this checklist and it may take two meetings to complete and you will add as you go along with the planning process but by the second meeting (third meeting at the maximum) the checklist should be completed. There should be targeted date for completing the checklist or you will be constantly adding to the checklist and not getting anything done and your list won’t be organized.
Once you have your checklist completed this is your guide to use this for the entire planning process of your event. If there is something on your checklist that the team has decided it is not happening cross it off your checklist (don’t delete it) because you may find out that you do need it and can afford it. Crossing it off helps you see the original version of your checklist. However, if this does not work for you then delete it and start with a clean checklist. Your check list should be reviewed twice a day. There are a lot of components to planning any event and looking at the checklist on a regular basis helps keep you organized.
Budget – This is another important item for planning an event. Every event needs a budget because it tells you how much you are going to spend. Even if you are not spending any amount of money you will need a budget to help you determine that.
In your budget include everything you want and need for your event. Doing this will allow you to eliminate what is wanted for the event and let you focus on what is NEEDED for your event and after you have done that you may be able to add the items that you want for the event. However, if including what you want and need for the event and you are still under budget or within the budget you can keep all the items that you need and want for the event; but if you are over budget you will have to look at the “wanted” items and begin to eliminate those “wanted” items so that you are under budget.
It is a good idea to make sure you are under budget at all times because if you are even at budget along the planning process you may have unforeseen expenses that are NEEDED and if you are working at budget and this new items will bring you over budget and you may not be able to find the money to cover these new expenses.
Now that all your event items are on your budget; add up all items and take a look at your total amount. If you can afford this TOTAL amount; this will become the amount you need to have this event. Always keep this amount in the forefront of your mind. Because any unforeseen expense needs to be added to the budget and any item on the budget that is no longer needed must be taken off the budget. These items can have you at or under budget and the added expense can have you over budget, which you do not want.
The budget should be reviewed daily; but please don’t stress over the budget and stick to your plan and review the budget, talk with your team, make necessary adjustments and you will be fine.
Venue – Is where you will have the event and to determine this so, many factors are to be considered such as; the type of event you are having, how many people are invited to the event (location has to be able to hold all the people invited), where the potential venue is located (a venue could hold your guest but the location of the venue may not be the best place, such as not enough parking, neighborhood not the greatest).
The cost of renting the location can be a third of your total budget depending on the venue. Some location includes catering and will not allow you to bring in outside food. Although there are some venues that caters and also allow you to bring in outside food, sometimes there is an additional cost to bringing in outside food and there are venues that all you are renting is the venue and they don’t provide food at all.
Most venues have a closing time and your event must be done by the time the venue closes. Also, your closing time or end of the event time is determined by the venue even if its in the morning or afternoon that venue may have a prior engagement for that same date. Also, the venue will let you know your start time as well because that venue may prior or after events for that same date as your event. If your event doesn’t work with the venue’s time unfortunately you can’t hold your event at that venue.
There is so many other items to consider when determining your venue and it all depends on the goal of your event; keep that in mind when determining the venue for your event.
Guest – These are the people who are invited to your event; they are the purpose of your event; without them there is no event. Your event is based on your invited guest, it is the reason for the event. A couple of things to considered in determining your Guest List is who you want to invite and who you need to invite. The best way to do this is to have two columns one for Need to Invite and Want to Invite and if the total number is too many to provide catering for or two many that the venue can’t hold all the people then you look at the Want to Invite column and start deleting names.
Important NOTE: If the total number for your Guest List is too many by 5 and 10 always remember that only 70% of the people will attend your event but you have to prepare for 100% participation and you can always negotiate with the caterer for the additional people; consider the previous note in your negotiations.
These 4 Items are needed for every event because no matter what you are planning and here is why: Plan is needed because it tells you what you need to do, otherwise what are you doing? Budget is needed because how will you know what to spend and how to spend? How will you know that you can afford to have this event? Venue is needed because where will everybody go to? Can this venue hold everyone invited? Can the venue accommodate what the event needs? Guest are needed because there are the reason why you having the event; if no one is to come to the event then why have the event?
Consider these items when planning your next event.