Anyone who has ever planned a wedding, a birthday party, or even a business meeting knows that event planning can be a daunting task. There are so many things to consider: the guest list, the venue, the catering, the decorations, the entertainment…the list goes on and on. How can anyone possibly coordinate all of this without going crazy?
The truth is, it is possible to plan an event without losing your mind – you just need to know what steps to take and what pitfalls to avoid. In this article, we will provide new entrepreneurs with a step-by-step guide for planning any type of event. We will cover everything from putting together a budget to selecting a venue to hire caterers. So whether you are planning a small dinner party or organizing a company retreat, read on for some helpful tips.
Define Your Goal
The very first step in planning any event is to define its goal. What are you hoping to achieve by throwing this party or hosting this meeting? Is the main purpose to celebrate a special occasion, to raise money for a good cause, or to promote your business? Once you know what your goal is, it will be much easier to make decisions about the other aspects of the event. For example, if your goal is to raise money for charity, you will need to choose a venue that is affordable and that offers catering options that fit within your budget. If your goal is simply to celebrate a birthday, on the other hand, you can afford to be more extravagant with the decorations and entertainment. By defining your goal upfront, you will save yourself a lot of time and energy later on in the planning process.
Set a Budget
After you have determined your event’s purpose, it is time to set a budget. How much money do you have to work with? This will play a big role in deciding what type of event you can host. If you are working with a limited budget, it is important to be realistic about what you can and cannot afford. There is no point in overextending yourself financially just to impress your guests and other entrepreneurs – they will appreciate a well-planned event even if it is not an over-the-top production. The easiest way to keep track of your expenses is to create a spreadsheet or use a budgeting app like Mint to track all of your income and expenditures. Once you know how much money you have to work with, you can start to make decisions about the other aspects of the event.
Choose a Venue
The venue you select will play a big role in the overall feel and tone of your event. If you are planning a large team building, for example, you may consider renting out a corporate party venue staff will love – one that offers plenty of space for activities. If you are planning a more intimate gathering, on the other hand, you might opt for a cozier setting. Once you have an idea of the type of atmosphere you are hoping to create, you can start your search for the perfect venue. When considering potential locations, be sure to keep your budget in mind. You should also think about the logistics of the venue – is it easily accessible for your guests? Is there enough space to accommodate everyone? Don’t forget to ask about discounts or promotional rates that may be available.
Send Invitations
After you have booked your venue and set a date for the event, it is time to begin working on the guest list. Who do you want to invite? This will depend on the type of event you are planning. If you are throwing a business networking event, for example, you will want to invite potential clients and partners. If you are hosting a closed corporate event, on the other hand, you will only need to invite employees and their guests. Once you have compiled your list of potential guests, it is time to start sending out invitations. Be sure to include all of the important details about the event, such as the date, time, location, and dress code. If you decide to send physical invitations, be sure to mail them out a couple of weeks in advance so that your guests have plenty of time to make arrangements.
Choose Your Entertainment
No event is complete without some form of entertainment. The type of entertainment you choose will depend on the tone and theme of your event. If you are planning a corporate team-building event, for example, you might consider hiring a DJ or band to provide music during the breaks between activities. If you are planning a more formal gathering, on the other hand, you might opt for a string quartet or classical piano player. And if you are hosting a charitable event, you might consider hiring a motivational speaker. Whatever type of entertainment you choose, be sure to get quotes from a few different vendors so that you can compare prices and services and book it well in advance of the event date.
Plan the Food and Drinks
No matter what type of event you are planning, food and drinks will be an important part of the equation. Your guests will expect to be fed and watered, so it is important to make sure that you have a plan in place. If you are hosting a large event, you may want to consider hiring a catering company. This will come at a cost, but it will save you a lot of time and effort. If you are planning a smaller gathering, on the other hand, you might opt to prepare the food yourself or serve your guests potluck style. When it comes to drinks, you will need to decide whether or not you want to serve alcohol. If you do plan on serving booze, be sure to get your liquor license well in advance of the event.
Hire Event Staff
Regardless of the size or scope of your event, it is always a good idea to hire at least a few event staff members to help you with set-up, clean-up, and do anything else that might need to be done on the day of the event. If you are planning a large event, you may want to consider hiring an Event Manager to help you with the planning process and day-of coordination. For smaller gatherings, on the other hand, you might be able to get by hiring a couple of bartenders and/or servers. Whatever route you decide to go, be sure to start your search for event staff well in advance of the event date so that you have plenty of time to find the right people for the job.
Even though planning an event can be a daunting task, by following the tips laid out in this guide, you will be well on your way to throwing a successful event, no matter what type of gathering you are planning. Just remember to start early, make a budget, and delegate tasks to other people whenever possible. And most importantly, try to enjoy the process!