Event Planning 101
Planning an event from start to finish is no small feat. There are so many details involved, from vetting locations and vendors to finalizing the guest list and RSVPs. And that’s just the beginning. Once you’ve nailed down a location and date, you still have to make sure everything is ready for your guests on the day of the event. Event planning can often seem like a mystery to those who don’t do it on a regular basis. But with enough prep time and support, anyone can learn how to plan an event! In this blog post, we’ll give you some helpful tips on getting started with your next event. Read on for advice on finding inspiration, identifying potential venues, creating a scope of services document, establishing vendor partnerships, and more!
with enough prep time and support, anyone can learn how to plan an event!
Find your event inspiration
Before you even start to plan an event, you need to know what the event is. What do you want your guests to walk away with after attending your event? What are you hoping to accomplish? These are the essential questions you should be asking yourself before you even begin to plan your event. If you’re struggling to find inspiration, consider these: What is the event’s theme? What are your event’s limitations (e.g. budget, venue restrictions, etc.)? Once you’ve answered these questions, you’ll be well on your way to finding event inspiration!
Identify potential venues
Once you have a general idea of what type of event you’d like to host and what you’d like the event to look like, it’s time to start vetting potential venues for your event! Here are a few things to keep in mind as you go through the process. First, narrow down your options. If you’re planning an event for 50 guests, you don’t need to be looking at venues that can host 500+ people. There’s a good chance you won’t find what you’re looking for! Instead, start by looking for venues that can hold around 50 people. Once you’ve narrowed down your options, it’s time to start contacting venues (and vendors!) to see who’s available on your desired date. Make sure to include all of the relevant details (guests, date, etc.) and ask any questions you might have so you can determine whether or not a venue is a good fit for your event.
Establish a scope of services document
Once you’ve selected a venue, it’s time to put together a scope of services document (or SDS for short). An SDS is a document that outlines the details of your event, including the venue, date and time, guest list, guest RSVP information, and anything else relevant to your event. It’s essentially a contract between you and your venue that outlines the terms of your event and ensures that everything runs smoothly. It’s an essential piece of planning any event, and you can start putting yours together by answering the following questions: What is the name of your event? When is it taking place? Where is it taking place? What is the theme of your event? What is the guest list? How many guests are expected to attend? What is the budget for your event? Keep in mind that your SDS will likely be slightly different than others’. After all, every event is different!
Find the right vendors for your event
After you’ve selected a venue, it’s time to start looking for the right vendors for your event. Finding the right vendors for your event will depend on a few different factors, including the type of event you’re hosting, the location of your event, and your budget. You can start by asking your venue and caterer for vendor recommendations, or you can start by browsing online event planning resources such as The Knot, Wedding Wire, and more. Once you’ve selected a few vendors that you think would be a good fit for your event, reach out and let them know you’re interested in their services. You may want to set up meetings with a few different vendors to see who you think would be the best fit for your event.
Create a guest list and RSVP process
Now that you’ve got a venue and vendors selected for your event, it’s time to start planning the guest list and RSVP process for your event. Whether you’re hosting a wedding, corporate event, or something in between, you’ll want to be sure to collect RSVPs from your guests. There are a few ways you can go about doing this, including: – Paper guest list: If you’re hosting an event at a venue that doesn’t require an SDS, a paper guest list is a great way to track RSVPs. Simply put out a clipboard or invite guests to put their names on a list at the event itself! – Online guest list: If you’re hosting an event at a venue that requires an SDS, an online guest list is a good option for tracking RSVPs. There are a number of online guest list services that you can use for this, such as Evite and Paperless Post. – Etiquette for RSVPs: When you’re collecting RSVPs from your guests, it’s important to follow proper etiquette! Here are a few tips for collecting RSVPs from your guests. Ask for RSVPs as early as possible. You’ll want to give your guests enough time to plan for the event, but not so much time that they forget about your event entirely!
Final thoughts
Event planning is challenging and chaotic, which is why it’s good to start early. You should try to get the ball rolling at least 8-12 weeks before your desired date. This will allow you to work on the different aspects of your event while still having enough time to iron out the kinks before your guests arrive. Once the event date gets closer, you’ll have much more on your hands, which is why it’s important to start early! Event planning can be a daunting task, but it doesn’t have to be. With a little bit of prep time, you can make sure your event runs smoothly and your guests walk away happy!
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