Throughout the year, people from all walks of life typically start the process of organizing social and professional events with one question in mind:
How can I plan it all in the least stressful way possible?
Top event planners eliminate stress by reducing unnecessary loss of time and money. Instead, they focus on staying organized throughout every stage of the process.
Whether planning an anniversary party, a birthday bash, or a wedding, they merely need to use a methodical approach. Read on to explore our step-by-step, stress-free to-do list for event organizers.
Step 1. Act as Early as Possible
Last-minute actions, especially during peak holiday and seasonal periods, can easily raise an event organizer’s blood pressure. You may feel stressed due to higher costs for high-demand products and services. Plus, rushed support from a small pool of often less-desirable vendors can result in frustration.
By slowly and methodically planning months or a year before an event, you can gain access to more options. You can even prepare a better contingency plan for navigating common disruptions, such as bad weather conditions and travel delays.
Step 2. Outline the Primary Basic Details
Some people don’t count “who, what, why, when, and how” as a step because they consider this information obvious. Yet, you need it as a point of reference. Write down the names of the people who benefit most from the event, including the host, special guest or guests, and event-goers, and an estimated number of guests. List the type of event, event title, theme and desired outcome. Next, note the date on the list and an electronic calendar with a cloud sync backup. For the “how,” mark the maximum amount of money available as a budget.
Step 3. Consider All Necessities and Extras
Every planner must think about the bare minimum of what they need for their event to move forward effortlessly. They must also consider any unnecessary wants that would break the budget. Whether dealing with a large convention or a small potluck, always create a checklist of these details. Zkipter offers additional advice to follow when putting together a planning checklist.
The most common needs start with presentation and, if applicable, seating arrangements, beverages and food. Mood-setting decorations often include an event title banner, balloons, flowers and theme-related items.
For a convention, you likely need a booth, badges, tables and signage stands. If the event features a meal, add tables, chairs, tablecloths, glassware, dishware, utensils, napkins, or a caterer. Of course, with a potluck, everyone brings something for the meal. As a result, you might need a signup sheet.
Announcements and invitations usually come next when budgeting and making plans. Consider ordering newspaper or television ads, flyers and posters, or mailed cards or postcard invites. You might also need to send out printed allergy and dietary accommodation requests if offering food.
To sell tickets, you must set up promotional and sales sub-events and arrange ticket sales. In some scenarios, you might also need branded and promotional merchandise, small gifts or swag bags.
Standard extras often include an event host, an entertainment act, or one or more speakers, unless the event relates specifically to one of these forms of engagement. For example, you might bring a music player or hire a DJ or band. You might procure a photographer or buy disposable cameras. Some organizers love to display photo collages and videos. If that’s the case, you might need a projector if the venue doesn’t offer the service.
Step 4. Make a List of Potential Venues
Unless you already have a location in mind that’s available when you need it, research multiple venues to find the best one to fit your needs. Check if a location matches the event type and size, and offers date and time availability and much-needed services.
Note the different packages or plans and associated costs for each potential location. Many venues include tables and chairs, catering, music options, and side entertainment.
Step 5. Ask Around and Compare Options
Event planners often find the best product, service providers, and venues through word-of-mouth referrals. Members of your social, professional and community networks might save you the most time and money. They help you narrow down your list of possibilities to trusted, budget-friendly, low-stress options.
Before making final selections, consider online customer reviews, schedule availability and flexibility, bulk order and loyalty discounts, and even multiple vendor package deals.
Conclusion: Create and Follow a Detailed, Manageable Schedule
Once you’ve thought out everything, it’s time to combine these elements to turn your ideas into a successful event. You can eliminate stress by making tasks small and making them easy-to-accomplish missions. Spread them out in your calendar enough to prevent rushing and associated mistakes. Since anything can go wrong, maintain flexibility and adjust your ideas and schedule as needed at the end of each day.
Following this step-by-step plan for your next event, you don’t need to worry about failure. You have the tools for calmly handling anything thrown your way, so your event goes off without a hitch!
