To have a successful event, occasions or ceremonies, one thing is required and it is proper planning. If your big events must be a success, then you must pay the price of doing a proper planning or pay for capable team to plan your event for you. Of course planning an event can be very tasking and time taking but the happiness that comes with a successful event at the after party would always make up for your time and effort.
Even without being told, you should know that as an event planner, whether you are planning your own event or you are hired to plan for others. Clients have different expectations for each events, so it is important to figure out techniques that will always make you deliver anything your services are needed.
In this article, we will share with you our certified event planning tips to always give your clients a memoriable and successful events.
Event Planning Tips
When you internalize these processes, you are sure of delivering 100 percent;
Define Your Objective
The first step towards achieving a successful event is by knowing what you want to achieve. To do this, you need to clearly outline the purpose and goals of your even. Understanding your objectives will influence your choice and decision making through out the planning period.
Create Detailed Budget
Create a detailed budget which allocates fund to everything that needs money. Before creating your budget, endeavor to do market survey to know what the market price would be. Also make sure you allocate funds for unexpected expenses to avoid last-minute disappointed.
Start Planning Early
A popular saying had it that "A stich in time saves nine". When you begin to plan early the chances of disappointments will be reduced, stories like I forgot will not be there and you will increase your chances chosing the best options at the best rates. For a big occasion, you can start four to six months earlier and one to two months early for smaller events.
Always ensure you make every necessary delivery, down payments to ensure every help or services you need are catered for on time.
Remain Flexible
We know sometimes, not everything goes as we planned, so in order not to be disappointed as an event planner, it is advised you should be flexible with things like venue, people you hire, places you buy or pay for services, the type of event you are hosting. This is because a lot of things continuously change over the course of planing for an event, unforseen circumstances can arise and you will be forced to change plans.
Negotiate with Vendors
This can be done when you go for your market survey, possibly before creating your budget. This helps you get the best vendors at a cheaper rate and cut every unnecessary spendings. No matter water vendors will tell you, always try to negotiate with them. Even themselves will do same, you can price 10-15% lower than the tagged price to each of the items when negotiating.
Assign Responsibility
It is always good you work in team because the load of planing an event can make you forget things you ought not to forget. So try to break the various element of the event into sections such as transportation, foods, music etc. Then go ahead and assign your workers to head each of the units to avoid leaving any stone unplanned for.
This brings better ideas to your work as they maybe more experienced in those units. But in case you are working alone which is not recommended especially for big events, always have a well documented ideas or plans for each unit.
Plan Your Program
Carefully outline your programs which is simply the different little activities you will do in order to achieve your objectives as defined earlier. You can continue to fine-tune, replace or remove a program as the event approaches depending on your new ideas and the possibility of getting it done.
Have a Backup Plan
For every vendor you will be working with, ensure you have a backup plan for each of them to avoid disappointment on the event day. And make you you communicate everyone before time about your timing and the roles you want each of them to play.
Secure Necessary Permits
Try to obtain every necessary permits, tickets or go ahead to use venues, halls and materials from the appropriate authorities to avoid clashing interests. Getting licenses, health permits and insurance are also important to avoid any legal issues and ensure smooth events.
Hold Meetings
Hold Meetings online or physically to access the progress levels on each of the units. This helps to keep everyone on the same page and create an accessible contact or means of communication for everyone to reach you to report any challenge and seek assistance.
You can aswell extend to meet with Vendors so everyone will be updated on the processes and progress of the occasion.
Plan for Contingencies
Because we are just humans, we should always anticipate potential issues or disappointments and plan for them. This includes technical difficulties, unexpected weather and unforseen circumstances.
Run Through your Plan
Weeks before the event, go through all the plans, places or Venues, vendors, clothes, agreements, permits and works to check their commitments and if there is a change of mind. This gives enough time to correct mistakes and to add important things left out from the plan.
Follow-up Immediately
This is where many event planners get it wrong, as they tend to lose important contacts or materials used. Once the event is over, follow up with attendees, vendors and tackle the logistics.
This is also when you ask for feedback that will help you shape business as an event planner.
Conclusion
Remember that all it takes for a successful event planning is paying attention to details, effective communication and adaptability. By following the above tips you can be sure of a successful occasion be it big or small.