Nothing feels better than organizing an event and watching it become a complete success. On the other hand, when you are managing an event, and you keep watching things fall apart, you are bound to feel stressed and confused. In order to avoid last minute rushes, embarrassments at the events and even complete disasters at events, it is important to start event planning as early as possible before the event happens. Below are some of the guidelines that every celebrity party planner should always follow for success in the process.
Event planning at the highest level
4 to 6 months ahead of time
If you are planning n event such as a wedding, having the couple set the date at least half a year ahead of time will make your work much simpler. The first level of planning, which should happen up to half a year ahead of the event should include the following:
- Come up with the goals and the objectives of the event: this will depend on the nature of the event and the people who are organizing it. For instance, if you are planning a fundraiser, an objective could be to raise a set amount of money or to have a certain number of people in attendance.
- Selecting a date for the event: This is perhaps the most important part of the process of getting an event planned. The date is what determines the venues that will be available and whether you can get into them. If it is a wedding, it will also determine whether they will get a minister to officiate, and will put a timeline to the entire planning process. When picking a date, consider the venue of the event, the possible weather and the availability of the people you are hoping to have in attendance.
- Getting a venue for the event: this is another aspect of Event planning that should be handled many months ahead of time. It is important to realize that the best venues for events are usually booked many months ahead of time. When picking a venue, think about the size versus the number and type of people that will be in attendance. The cost of renting out the event venue will also be a determinant of whether you pick the particular venue or go for another one. When you have settled on about two or three venues, call the venue owners and have them give a quotation. This will help you decide what works best for you.
- Creating the event planning cost budget: The success of the event will depend on your level of discipline when it comes to following the budget that you have set aside for the event. When coming up with a budget, think about all aspects of the event. For instance, if you are planning a wedding, the costs to be included are catering, renting a venue, hiring a DJ, transportation costs, the wedding attire, hiring a professional photographer or videographer and many others. When deciding on the budget, it is advisable to set aside a little more money than what the budget stipulates because of the times when certain costs go over what was initially anticipated.
- Creating a publicity plan for the event: All successful events need a high level of publicity beforehand. For instance, if you want to have a fundraiser and meet certain financial goals, you have to make sure that the people who matter are in attendance. Think of all the outlets that can assist you in creating awareness for the event. Go online to community pages, use conventional channels such as local radio and billboards, print cards and even make newspaper notices. Choose the options that are affordable and effective, depending on the people you will need in attendance.
- Identify the potential partners and sponsors for the event: If it is a charity event, make sure that you have sponsors that will help you reach the financial milestones that you have set for your event. Start contacting them months ahead of time so that they can prepare both financially and psychologically for the responsibility.
Level 2 Event planning
2 to 3 months ahead of the event
Two to three months from the event, start finalizing on aspect of the plan such as liaising with the speaker, presenters and other entertainers that will be present at the event. Make sure that the topics which will be discussed have been handed to the speaker, and that you have a bio and other information about the speaker. If the speaker will be traveling from far, make travel reservations such as flight bookings for them. Secondly, look into the venue logistics. This will include getting special permits for the event, licenses and insurance cover. If the place will need extra security, find out how this can be organized. Make sure that all these plans are reviewed by the venue manager so that he can cooperate with you throughout the event.
Event planning level one
A few days to the event, and the day of the event
The success of this level of planning depends on the emphasis that you put to the other levels of planning. When it is a few days to the event, the things you will be looking into include making sure that all the preparations for catering have been made and that the company has two-way passes for the roads, getting the flowers delivered and the venue arranged, rechecking the public address systems at the venue to make sure they are working and such related details. In case, there is a part of your Event planning that does not seem to be panning out, make sure you have it fixed as soon as you realize something is wrong. For the final part of the process to be effective, make sure that you have a clear mind when you wake up on the day of the event. Also, it helps to stay calm even when things seem to be falling apart as it encourages the event owners to avoid nervousness and panic.