Event planning can be a daunting task for most beginners who have no idea where or how to start. There are so many things to consider, from finding the right venue to coordinating with vendors and ensuring everything runs smoothly on the big day. But with the right mindset and some helpful tips, it can be easier to organise a successful event that will leave your guests impressed. In this blog, we will look at some of the common dos and don’ts for beginners and anyone looking to plan an event, whether it’s a private, public, or charity event.
When it comes to event planning, budgeting is one of the most important things to keep in mind. It’s easy to get carried away with all the things you want to include in your event, but you need to be realistic about what you can afford. Here are some dos and don’ts of budgeting for your event:
- To create a detailed budget plan. This will help you keep track of all your expenses and ensure you don’t overspend. List all your expenses, including venue rental, catering, decorations, entertainment, and any other costs associated with your event.
- Do prioritise your expenses based on what’s most important to your event. For example, if you’re planning a wedding, you might want to prioritise the venue, catering, and entertainment.
- Do negotiate with vendors whenever possible, which can help you stay on budget. Don’t be afraid to ask for discounts or to negotiate prices.
- Don’t forget to factor in hidden costs such as taxes and gratuities, which can add up quickly. Make sure you factor in all the hidden costs associated with your event.
- Leave some wiggle room in your budget to accommodate any unexpected costs. Some expenses can unexpectedly arise during the planning process.
Selecting the right venue is important for the success of your event. It sets the tone and can impact everything from the number of guests you can invite to the type of entertainment you can have.
- Do consider the location and how easy it is for your guests to get there. Choose a venue that is easily accessible and has plenty of parking spaces, especially if it is in a remote location.
- Choose a venue that can comfortably accommodate all your guests. If you’re not sure how many people to expect, choose a venue that can accommodate more guests than you anticipate.
- Do consider the amenities that you require in a venue for the event, such as private restrooms, kitchen facilities, audio-visual equipment, and so on.
- Don’t choose a venue that is too small or too big for your event, as this can either make your guests feel cramped or make your event feel empty and underwhelming. Make sure you choose a venue that has enough space to accommodate all your guests.
- Don’t forget to consider the ambience, as this can impact the overall feel of your event.
Food is an important aspect of any event. After all, most people who attend events look for or talk about food and drink offerings more than anything else. That’s why it’s important to hire an independent caterer that is reliable and professional, as well as having experience catering events similar to yours. This will make your event memorable and impress your guests.
- Do consider dietary restrictions your guests may have, such as allergies or religious dietary requirements. Make sure to offer a variety of food and drink options that can accommodate everyone.
- Do consider how your food is presented at the event, as it can impact the overall feel of your event. Choose a caterer who can create beautiful and delicious presentations that will leave your guests wanting more.
- Don’t rely on online reviews alone. It’s a good idea to try different food samples beforehand to ensure the food is up to your standards and you know what to expect during the event.
- Don’t forget to consider the cost, as catering can be expensive. So make sure you factor in the cost when creating your budget plan.
- Don’t forget to plan the timing for different food, including starters, mains and desserts. You don’t want them to be served too early or your guests to wait too long for their food.
Just like catering, having the right entertainment can keep your guests engaged and make your event memorable. Some of the do’s and don’ts include:
- Do consider your audience demographics and lifestyle when choosing your entertainment.
- Do hire professional entertainers who have experience performing at events similar to yours.
- Do consider the timing as you don’t want your guests to be distracted during important moments of your event.
- Don’t forget to consider the cost of entertainment when creating a budget plan. Entertainment can be one of the most expensive costs for any event, so make sure you factor this in.
- Don’t forget to have a backup plan in case of unexpected circumstances, like audio-visual issues or entertainers not being able to make it to your event.
Event planning can be challenging for many people, but with the right mindset and some helpful tips, it can be easier to organise a successful event. It’s also a good idea to plan for the unexpected, which can happen at any moment during planning or during the event. In these situations, stay calm and composed, as well as keep your guests informed of any unexpected issues and how you plan to resolve them. It’s also handy to have a backup plan in place, such as having extra supplies and contingency plans for bad weather or technical difficulties. With these tips, you’ll be well on your way to organising an event that will leave your guests feeling amazed and impressed.