Organizing an event, such as a wedding, graduation party or even a corporate function, can be challenging if you fail to implement the appropriate planning and scheduling procedures. For those who are planning a large event, there are some essential guidelines to be followed in your preparation process.
Organization and attention to detail, in the event planning business, is the key to success. Often, families or smaller companies will forgo the cost of hiring an event planner in hopes of successfully organizing and pulling off their own party or even successfully.
Once your event date and time are established, the first step to successful planning is rather simple. Take out a calendar and, working from the event date going backwards, begin to pencil in specific activities that must be done and establish a tentative working calendar. In doing so, you will lay the foundation for meeting your event deadline.
Once the dates are tentatively scheduled, begin delegating those tasks to specific organizations or individuals who will become key players in your planning and execution of the wedding, graduation party or corporate function. Be certain that all written contracts clearly outline the dates on which specific activities should be completed. When using volunteers, be sure to elicit the assistance of those who are reliable as you want to be sure the volunteer does not fail to meet a required activity or expectation for your event.
Next, as part of your event planning process, make a list of all items that will require a monetary consideration. Items such as invitation to the event, entertainment and food are quite common. But, be sure to think outside the box. What other items are commonly used at these types of events? Visualization is important to success. Once you’ve made a list of all items that require monetary consideration, begin contacting suppliers and dealers to work contracts and negotiations. The key to successful wedding, graduation party or corporate event planning, in terms of dollars spent, is to begin the planning process early and make deposits early to ensure you obtain the best price. Waiting until the last minute to secure specific items may result in higher costs.
As with any event planning process, organizing and executing the event will require time and preparation. When choosing to create the event yourself, in an effort to save costs, be sure to use your calendar to map out the path for the event, negotiate with dealers and suppliers early, and delegate responsibilities to vendors, suppliers and volunteers, clearly stating what is expected in terms of deadlines. In doing so, your event will be a success.