Planning an event is hard work. There’s so much time, money, opinions and efforts that go into making sure you get the outcome you desire. Whether you are a first time planner, or a hostess with the mostess who's always throwing parties, here are a few tips and tricks to make sure your event goes off without a hitch.
Set your budget
Budget determines everything. Whether your budget is $500 or $50,000 - you need to figure this out in the upfront for a few reasons. You want to be able to set guidelines for yourself as you’re planning the details. If your budget is $500, you want to make sure you’re not spending $400 of it on catering, with only $100 left for the rest. Figure your budget out – and stick to it. Make sure to add a little bit of buffer room, because no matter the event there’s going to be unexpected costs that pop-up along the way.
Determine your priorities
What are the most important things to you for your event? Is it the venue, décor, flowers or catering? After determining your budget, figuring out how much to allocate to each element is the next most important thing. For example – when I was planning my wedding, having beautiful flowers was very important to me. This meant that I had to cut back in some other areas, like doing some DIY décor.
Find your main vendor partners
If you’re opting to have your event in a venue that you’re hiring out – selecting your venue should be the top priority on your list. This determines the date, the location, and the overall vibe / theme. Shortly after selecting your venue, make sure to lock in your catering / bar, videographer, photographer and entertainment. Once these main vendors are locked down, the rest is in the details and logistics.
Choose a theme
It’s important when you’re throwing an event that everything has a cohesive look and feel. Whether it’s a fiesta or a graduation party, you should decide your main colours and vibe. For example – if I’m throwing a baby shower that’s gender neutral I might decide to choose the colours coral, teal and grey with a bit of a tropical theme. That way my catering, décor and flowers can reflect this.
Keep track of the details
My favourite way to keep track of logistics and details is with a multi-tabbed excel google doc. This way I can always access my information when I’m on the go. I always include links, contacts, pricing, etc. within this document as a guaranteed way to keep everything straight. It's also a sure way to have everything recorded when you need to look back post-event.
Document your event
You’ve put your blood, sweat and tears into planning this event, so you’re definitely going to want to remember it. Hire a photographer and/or videographer. If you’re the planner you’re going to be too busy to make sure photos and videos are taken, your event will end and you’ll regret not having any proof that it happened. There are inexpensive options like hiring your friend who is dabbling in photography, or contacting your local photography / videography school. Students will often hire out their services for fairly inexpensive rates.
There’s so much else that goes into planning an event, but these simple tips will be sure to help you through the process. If all else fails you could just call Don’t Blink Events – and we’ll do all of it for you!
Be sure to contact us if you have any event planning questions or inquires.