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How to Plan an Event: Event Planning 101

Do you have an idea for an event, but aren’t sure where to start with planning it? As with almost anything in life, a checklist helps to keep all important parts in order and decreases the likelihood that something is forgotten. Once you have your budget set, the following are a few things to consider when planning an event:

Basic Details

The basic details typically consist of date, time, and location. Depending on your event, choose the date that would be best. If it will be an outdoor event, consider a date in the spring or summer. Also, consider if a date during the week or weekend is best based on your event.

The time should also correspond with the date. When setting the time, keep in mind that daylight hours are shorter during fall and winter. As well, focus on how long the event should be so that there is enough time for all parts, but not too long that it lags or has dull time.

Once a date and time have been set, use a venue finder directory to help find a venue. Lastly, choose a location that will accommodate the number of guests, their needs, and your needs for all aspects of your event.

Theme

The theme of the event is crucial to planning because it helps to narrow your focus when choosing set up, decorations, food, etc. The theme should be something that you can fulfill and should match the purpose of the event. It should be consistent throughout the venue and subtle, yet present for your guests.

Decorations

Though this may seem like a broad topic, decorations refer to the furniture and how it will be decorated, as well as any hanging or wall decorations. If furniture will be rented, it’s important to note how it will be set up and decorated, if applicable.

Additionally, if table linens will be used, they should go along with the color scheme, as well as any chair covers or sashes. Lastly, upon venue approval, be sure to choose any hanging or wall decorations that will compliment the space and decorations but will not overpower or become the main focus of the event space.

Food

If there will be food at your event, you will have to determine if the venue has options, or if they will allow outside caterers to provide the food for the day. Either way, plan to have enough hors d’oeuvres, appetizers, entrees, desserts, and drinks for all of your guests. Be sure to plan the food based on the time of your event, be it breakfast, lunch, or dinner.

Publicity

One of the most important parts of planning your event will be how you make the event known to your prospective guests. In addition to direct contact, determine if other means of publicity are necessary. If it will be a private event, it’s best to reach out to your guests via email, social media, or even phone.

If it will be a public event, tv and radio commercials and social media tend to be the most efficient ways to reach people. Also, when publicizing, be sure to mention any names of sponsors of your event.

While event planning involves many details, this stage of having the event will be a lot easier if a list of actions is followed. Also, if you have a team, the list of jobs can be divided up so that you can focus more on having a successful event.

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