Planning an event ain’t easy! There are so many small details that have to fall into place in order to make an event go off without a hitch, no matter what the size. And even when all details are seemingly aligned, there’s usually still a hitch. Not trying to be a negative Nancy, but that’s just the way it goes. Good thing is there are numerous ways to stave off any major faux paus. This is where the ‘planning’ in event planning takes center stage.
Lists are your friend
From key information about potential venues to; to important points of contact; to everything you’ll need before, during and after the event; detailed lists will be your savior. When appropriately labeled and organized your lists can tell you exactly what you need, when you need it, and know where you need to go or who you need to call to make something happen.
One question is never enough
When you think you’ve asked potential venues, vendors and clients enough questions, think of a few more. How’s the parking? Do you have any other events going on that weekend? Is there any construction planned at this location? How do you handle deliveries? Is there free Wi-Fi? How early do you get onsite to set up? Is there a deliver charge? The list goes on and on. You have to think up every possible situation, then ask the venue or vendor how they handle it. Don’t leave anything to chance when it comes to planning your event. The same goes for the client. You need to know exactly what they want to avoid any surprises.
Prepare a “Just in Case” kit
Don’t head to your event without it. There’s nothing like needing tape or scissors or a sharpie and not being able to find it. The simple tools can matter so much, so don’t risk not having them when you need them. Once you create you “Just in Case” kit, you can take it with you to every future event. You may need to add a few things here and there, but it should cover the basics.
Keep a cool head
Something is bound to go wrong at your event. If you’ve planned accordingly, it shouldn’t be anything major. The important thing is to keep a level head while you’re onsite. You’ll be doing everything for everyone if you’re running the show, but you don’t want to wear your stress on your face. Keep a cool, calm demeanor with your guests, even when the food is 15 minutes late. When the person doing the planning gets stressed, so do the clients and the guests. Remember that.
Now get to planning your next fabulous event!! Check back next week to learn exactly what needs to go on your lists and in your “Just in Case” kit.