Planning an event is a mammoth task with many little details that need attention. Overlook one, and your event won’t be as perfect as you want it to be. To successfully plan an event, you need to be creative and be able to delegate tasks. Otherwise, you may end up feeling burnt out before the event even starts. Luckily, a few simple things can make the whole event planning experience a lot of fun. Read on for our top tips on how to plan an event without getting stressed out.
- Get a Head Start
Start planning your event as soon as you know it’s on the cards. Even if you don’t have a date for the actual event yet, it’s a good time to start thinking about what you want to do for the event including ideas for a concept or theme. Plan your timelines carefully. Large events can take up to six months to plan properly.
- Get Organized
A checklist or a spreadsheet can be your best friend during the event planning process. Make a list of all the tasks that need to be finished. Break the tasks up into categories like invitations, speakers, venue, catering etc. assign deadlines to each task to stay on track. Remember though, that deadlines can get moved around a little bit due to delays from vendors or responses from attendees, so don’t get too worked up about them. Just having deadlines in place can help you make sure that tasks are completed in a timely manner.
- Budget Wisely
One of the biggest causes of stress when it comes to planning an event is the budget. Decide an event budget and speak to various vendors to see what you can accomplish within it. Make sure you have enough surplus budget to take care of any last-minute expenses that will crop up. It can be a good idea to sit with an accountant to chart out these details.
- Build Your Team
Event planning is not a one-man (or woman) job. Build a team of colleagues (or friends) you can rely on. Assign different task categories to each person so they can concentrate on all the minutiae. Play on their strengths while assigning these categories. For example, you may want to delegate the decorations to a creative, artsy person or transport detailing to someone who is highly organized.
Have scheduled meetings with your event planning team so that everyone is kept in the loop about what the others are doing. Especially since one team member may rely on another to finish a particular task before they can continue with theirs. For example, the decoration expert will need the venue to be finalized before proceeding. Open and clear communication with your team will help things run as smoothly as possible. Be prepared to see moods lighten and smiles widen at every successive meeting!
- Choose Your Venue Wisely
Picking the right venue can make or break an event. You need to make sure that your venue can accommodate the number of guests you’re inviting, is located conveniently, has all the AV amenities your event needs, and has space for/ provides catering. Bonus points for a unique venue that will be brought up in conversations time and again by your guests for a while to come.
The right venue can keep things simple and take a lot of the stress of planning an event off your shoulders. They may also be able to recommend caterers, and decorators, and give you ideas about what can be done with their space to make sure your event flows smoothly.
If simplifying the event planning process while pulling off a show-stopping event sounds good to you, get in touch with SKY Hangar in Pitt Meadows.
SKY Hangar offers everything you could ask for and more!
- a unique open setting
- modern ambiance
- wheelchair accessibility
- sophisticated luxury
- an easy-to-find location
- plenty of free parking
- connections to local vendors
- built-in event venue lighting and sound
- a dedicated location contact to ensure your plans go flawlessly