Whether you’re organizing a small and intimate event or planning something bigger, there are a lot of factors that you need to take into consideration if you want your event to be successful. With so many different factors, only one small mistake can make everything go wrong.
From establishing the budget and finding the right space to orchestrating everyone involved and finding the right equipment, you need to prepare for a lot of work.
Luckily, checklists like this one are there to help you and guide you through the process.
Define the ultimate goal
This will depend mostly on the main reason for throwing the event. Define the purpose for organizing your event and what you want to achieve with it.
That will allow you to know your key goals and work on your next steps. Your goals should be specific and you should know what you want to succeed – whether it’s celebrating something, raising awareness or gathering your business partners in order to try to make new collaborations.
Think about the outcome you’re going for and what to consider when planning an event to be able to move the event planning to that direction to make sure you’re satisfied at the end.
Establish a budget
The size of the event isn’t always the best indicator for setting up the budget. Sometimes people like to spend more money on a small but important event, while, on the other hand, big companies like to save some money on large cooperative events.
No matter what you have in mind, you need to know the exact number you’re working with. This will clarify the next steps and help you see what can be done with that amount. It’s important to do this in the early stages of the process and avoid any inconvenience down the road.
Be sure to check the remaining budget after each stage of planning is done, just to see how much you have left.
Some things can’t be done by you or your friends, and you need to leave them to professionals. From catering and flower arrangement to hiring a band, you need to find professionals that will help your venue look great and ready for the event.
Also finding an equipment rental is a good option for event organization because you won’t have to worry about something going wrong. Make sure you go through every detail and define the time your equipment has to arrive at the venue and when it needs to be set and ready for your guests.
You’ll have to coordinate a great number of people working at the same time, which is why you need to make sure there’s some sort of a schedule so everyone knows what they need to do.
Choose the venue and date
These two things depend on each other and you can find a few potential dates and then find free venues. Once you select the date of your event, you can start searching for the venue.
There are few key points every venue has to have and that will narrow down your search and help you find the best option.
Accessibility and parking are among the most important things the right venue has to offer, so have in mind that your guests will need space for their cars.
That will show your guests that you’ve thought of everything and they will appreciate it.
Make a schedule for that date
Once everything is set and done, all that’s left to do is to make sure everything goes according to the plan. The day of the event will be chaotic so you need to make a detailed checklist and keep it by your side at all times.
Keep track of all the people that are included in the organization and be prepared for something not going as planned. The night before the event, go through every step of the plan and double-check everything you’ve done.
Sometimes even the smallest mistake can cause a much bigger problem and ruin your organization.
Some events require more attention and detailed planning, but if you start on time and know what you want to succeed, you’ll end up with a memorable event.
Make sure you balance the work between yourself and the professionals to make sure the end result is something you’ll be proud of.