Step by Step Guide To Event Planning
by a Profession Event Planner
Planning an event can seem very overwhelming and feel like a full time job! Not to worry, I have broken it down into a step by step easy to follow guideline to help you stay on track and organized while planning you event.
Step 1 – Determine the date your event will be held.
Easy right! Just make sure that you check the calendar for any upcoming holidays or special events that may coincide with your event. You usually want to give yourself at least 4-6 months for planning for a large event (150 or more people).
Step 2 – Determine the budget you have available for event and how many people will be attending your event.
The step may be a little trickier. Always error on the side of caution. A good rule of thumb is to anticipate that the cost of food & beverage will be at least 30% of your budget. There will always be last minute add ons so give yourself at least 10% wiggle room
Step 3 – Look for a venue.
You want to do this as soon as possible! You can look on line for a list of venues in your area that are large enough to hold your event. Your budget will determine what type of venue you will be searching out.
If you are hosting a smaller event don’t overlook restaurants that have private event rooms, hotels and banquet venues also have smaller rooms for more intimate events. If you have a small budget or just want the flexibility of making your own food check out the local clubs and park district in your area. Many of them have multiple rental rooms for events and very reasonable rental fees.
If you are hosting a larger event (150 or more people), you may want to call the venues in your area for availability before officially setting your date. A great place to look for a list of larger venues on line is The Knot and other wedding planning websites. Even if you are not planning a wedding, they are a great resource with plenty of photos and reviews.
Step 4 – Visit venues.
Keep an open mind on the date of your event. Many venues offer great discounts if you hold your event earlier in the day or on Friday or Sundays.
Take notes! It is impossible to remember everything!
Here is a list of important questions to ask:
**What is included with the room rental?
Many venues offer no charge for room rental if you meet a food and beverage minimum.
**Do they offer any discounts or if they have any “perks” if you rent the space from them?
You would be surprised how competitive some of the larger venues are. Many of them offer discounted menus or discounts with local hotels for guests coming in from out of town.
**Will an Event Manager be assigned to your event and when can meet with them?
Find out what the event manger can assist you with. Most event managers have a list of approved (and proven) caterers, entertainment, event planners and decor companies.
**What are their rules for bringing in your own food or beverages?
Most will let you bring in your own cake or specialty dessert even if they have in-house catering.
**Are there any additional fees for getting into the room early to decorate the space – how much time do you have to clean up after your event – if you plan on doing the decorating yourself.
This is important especially if your event runs late into the evening.
**Is there a noise level or curfew?
Some venues require any entertainment such has bands or DJ’s to be under a certain decimal and be done playing by a certain time.
**Inquire about the cost of a plated meal, which is served to your guests by servers versus a buffet where your guests serve themselves.
Buffets are not always less expensive!! If you select a plated meal you usually are charged per head (the number of people attending). Some buffets are charged by the amount of food consumed! Be very cautious with pricing that is determined by amount of food put out on the buffet. People tend to fill up their plates when there is a buffet and a lot of food it wasted. Paying by number of people attending is easier to budget by. You have more control since you are controlling the number of people you invite. Also ask about children’s menus. If you have an idea of how many children will be attending (if any) you can create a children’s menu which will save you $.
**What beverages are included in the package?
**When does the venue or caterer need a final headcount?
Utilize your event manager as much as possible! They can be a great resource for you and assist you in the planning process.
Step 5 – Select your venue. This step can be a little scary. Most venues will have you sign a contract and put down a non-refundable deposit. Don’t be afraid to ask them to explain anything you don’t understand. You should have very detailed notes of what the venue offers and what you are responsible for so you can sign the contract with confidence!
Step 6 – It’s time to create a Timeline leading up to your event. This step is very important! A timeline keeps you on schedule and helps you not to forget anything!
I find it easier to work my way backwards.
For example:
If he event is being held on September 15th and the caterer needs a headcount two weeks prior to the event.
Timeline – September 1st – Contact caterer with final count numbers.
Now that you know you need the final count numbers by the first you probably want to make the RSVP’s due at least 15 days prior to when the final count numbers are due.
Timeline – RSVP’s due by August 31st. I usually add 5 – 10% on to my final # for any last minute RSVP’s or for guests who show up who did not RSVP.
If your RSVP’s are due on August 31st you will need to have your invitations out and delivered by August 1st. – If your event is a wedding or a large event you probably want your invitations out 2-3 months before the event. – If the event is a much smaller event such as a birthday party you may only need to get the invitations out 1 month in advance.
Timeline – August 15 – Purchase decorations if you are decorating yourself.
Timeline – Mail invitations by July 28th to arrive to guests by August 1st.
If you need your invitations to be complete and in the mail by July 28th you want to give yourself plenty of time to order them and address them.
Timeline – Have invitations available to be addressed/stamped invitations by July 1st.
Timeline – Select and order invitations by June 15th so they arrive by July 1st.
Many online sites and stores for a nominal fee will address your envelopes for you which is a great time saver. Most printers today have the option to print directly on envelopes. This is a great option, you can print everything yourself, select from different fonts and even print your home address on the envelope.
Timeline – June 1st – Begin collecting addresses to have a complete list by July 1st.
Contact friends and family to assist with collection of addresses.
Determine if you will be addressing invitations or if you will outsource the task.
Timeline – April 20th – Meet with Event Planner or Decor Company to discuss and plan your theme – if you are outsourcing this task.
Timeline – April 15th – Book entertainment – Make note to confirm entertainment 2 weeks prior to event and again the day before event. Again, if you are planning a large event such as a wedding you will want to secure entertainment much sooner. I suggest to secure your entertainment as soon as you select your date.
Timeline – April 1st – Select Caterer – Develop Menu – Set up date for tasting.
If you are catering your own event, you will want to plan and confirm your menu 1-2 months out to give you plenty of time to adjust for any special dietary needs.
Now you have a basic timeline leading up to your event! Just add this timeline to your calendar so that you keep on track.
You now have the tools you need to plan any size event!