
What should and shouldn’t you do when planning an event? We’re so glad you asked! Here are some dos and don’ts for planning that will result in a successful event.
Do Research Ahead
One of the first steps you should take when planning your event is to conduct thorough research. Not only should you research venue, vendor, and decor options, but you should research industry trends, going rates, and guest expectations. For instance, if you are hosting a fundraising bake sale, you should research options for locations, pricing for table rentals, pricing your guests will expect to pay for goods, and any local laws or permits required for how and where you bake and sell your goods. Doing your research ahead of time will greatly reduce the number of mistakes and setbacks you encounter later in the planning process.
Don’t Lose Track of Deadlines
Nobody likes a deadline, but they are an essential function to keeping everything on track and avoiding last-minute mistakes. Planning an event comes with a lot of deadlines at each step, so find a way to keep track of them whether it be through calendar reminders, checklists, or written schedules. Missing a deadline can have drastic consequences. Missing the deadline to update your rental order can mean not having all the items you need. Missing the deadline to finalize your guest count can mean having too much or not enough food to go around. Missing the deadline to pay your deposit or final balance can mean missing out on whole orders entirely. Don’t put yourself in a difficult position because you forgot a deadline. Take actions to remind yourself to meet them on time.
Do Choose a Point of Contact
When planning an event with a lot of people involved, whether that includes a planning committee, multiple vendors, or just help from family and friends, it is important to select one person as the main point of contact to limit miscommunication and confusion. When multiple people are in contact with vendors, venue representatives, and guests, it is easy for outdated information and plans to be spread, causing confusion and mistakes to occur all across the board. Instead choose one person, whether it be a planner, a committee head, or a family member, to funnel all plans and information through. This ensures that only the most updated and correct information is given to external sources, saving you a lot of headaches in the future.
Don’t Forget to Communicate
If we could give only one word of advice, it would be to communicate, communicate, communicate. You can only know as much as you are told, so if you want your team to all be on the same page, you have to communicate. In event planning, this means to share all important documentation with your team, such as budgets, schedules, floorplans, and checklists. It also means updating everyone immediately when plans change, delegating tasks with clear expectations, and regularly checking in with your team to make sure everything is proceeding as planned and to offer assistance as needed. This applies to people outside of your team as well. Keep an open line of communication with your vendors and find a channel through which to communicate all important information and updates with your guests. Communication is the opposite of confusion, so be sure to use it to its fullest.
Do Stick to the Budget
Having and sticking to a detailed budget is easily one of the most important parts of planning an event. It is important to know how much money you are willing to spend in total and where all those funds are going toward. Without a set budget it is much easier to accidentally overspend and either take funds away from other aspects of the event or end up going into debt to cover the costs. According to a survey conducted by U.S. News, 56% of newlyweds took on debt to pay for their wedding, whether from paying with a credit card, taking out bank loans, or accepting loans from family and friends. Situations like this can be avoided by knowing what funds are available, planning an event within your means, and sticking to the budget.
Don’t Underestimate Your Guest List
One of the biggest mistakes you can make when planning an event is underestimating the number of guests you receive. Not only can underestimating your guest list put a strain on venue capacities, it can also result in disgruntled guests who don’t have a place to sit or food to eat. There are a few ways to avoid this: 1) Create a ticketed event where ticket sales are completed before your final numbers are due. 2) Require RSVPs and follow up on unanswered invites a few weeks before everything is finalized. 3) Research attendance trends for similar events in your area and adjust your plan accordingly. 4) Host a “come and go” style event with easily renewable resources and a designated restocker. A good rule of thumb is to always plan for more guests than you think will arrive, because it is better to have too much than it is to have too little.
Do Ask for Help
Event planning is a big undertaking, no matter whether you are planning a baby shower or multi-day festival. With all the decisions to be made, items to be bought, and people to be contacted, it is easy to get overwhelmed. When this happens, do not hesitate to ask for help, whether it be from friends and family or from professionals. The last thing you want to do is get so burnt out from planning that you are unable to enjoy your event or, worse, that your mental health and relationships suffer in the process. If you find yourself feeling overwhelmed, over-tired, or confused, call for backup, delegate, and take some time to breathe.