Event Planning is no easy task. Chances are if you are the main coordinator for the event, there will be a million things for you to do and decide on before your event. Therefore, we present the most important things you must consider when planning an event. Remembering these things will ensure smooth and efficient planning, which is sure to reduce the chances of any unforeseen circumstances that may prevent your event from taking place.
- The Purpose – establishing why you are holding an event is the most important consideration. The purpose of your event will ultimately help you decide on the other things on this list including the venue, the entertainment and the publicity.
- The Budget – before completing any tasks for your event, it is important to form
a budget. Money is very important when planning any event, so ensure you adequately delegate funds to each task, ensuring that too much or too little isn’t being spent on one area. - The Location/Venue – Think about the kind of event you are hosting, and the space required based on your guest list. Choosing a space is crucial, because you don’t want a venue that is too spacious and there aren’t enough person on the guest list to fill the room, nor do you want something that is too small that your guests will be cramped. It is very important that you inspect the venue carefully in advance to ensure everything is suitable and to your satisfaction. Decide what type of furniture is required (if any) for your event, for example tables and chairs. Additionally, ensure that you do not choose a venue where noise of any kind (for example, a conflicting event nearby or traffic) will disrupt you and your guests.
- The Logistics – this is very closely related to the above. Consider traffic flow, and availability of parking when choosing a location and venue for your event.
- The Date – scheduling is an important aspect of event planning. It is important
to ensure that you avoid conflicts with other important events that may appeal to your target audience. Consider religious and other public holidays as well. - Branding – this involves choosing a theme for your event. It should be noted that events that have a clear theme are much easier to plan. They also help you to choose the type of décor you will adorn the venue with. Additionally, you can consider creating a name for your event, a catchy but not too cheesy tagline, as a memorable slogan to describe the event and if necessary (and if financially possible) create some memorabilia with an event logo (for example, pens, bags, water bottles etc.).
- Sponsorship – some events can be very expensive, so it is a good idea to establish partnerships and potential sponsors that can help with costs and publicity.
- The Entertainment – the kind of entertainment you should get for your event
is usually dependent on the guests and the nature of the event. If it is an event where there will be dancing, then a DJ would be suitable. If it is more of a cocktail, casual lime, consider something that sets the tone of the evening. Entertainment is not only about the music, but any other potential activities to keep the audience engaged at your event, (e.g public speakers, games etc.). The type of entertainment you choose may also require you to determine any equipment needs for example, microphones, presentation screens etc.
- The Food – do you need food? What kind of food will you serve? These are two
important questions and answers tend to vary according to the type of event being planned. After answering these two questions, decide if you are going to prepare the food yourself, get a friend to do it, or hire a catering company. Always look for the most efficient option, combining professionalism and price. - Staffing – this refers to the persons to help set up and disassemble everything after the event has finished. Hiring a capable staff will come in handy for those venues that may not come with a clean-up or set up crew in the package.
- Publicity – this is highly dependent on the type of event being planned and is not
necessary in all cases. In some cases, some form of marketing will be necessary, so that persons actually know to attend the event. Marketing can include, flyers, advertisements, social media communications and for very formal events, invitations. - Documentation – it is always nice to keep some form of record of your event. So, you can have someone record the entire event (depending on the type) or you can hire a photographer to snap some photos. However, ensure that permission is obtained from your guests so that you can use/publish any footage of them at the event.
If you have addressed all of these important considerations, you will be well on your way to hosting the perfect event. Now, all that’s left to do is sit back, relax and enjoy the fruits of your labour.
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