Organising an event can seem a mountainous task, but if you break down the process in easy, biteable chunks, it makes a successful and striking event all the more possible.

Here are 10 steps to follow to make planning and bringing your event to fruition a more pleasant experience.

  1. Conceptualise the event

Think about the event: Who will be involved? What is it for and where would be the best place to have it? What would you like the outcome to be? Write down your ideas and envision what a successful event would look like. Now go through your list and select the best ideas. Research the best ways to make it happen.

  1. Event planning 

For large-scale events, you need to start planning a year in advance, while smaller events can do a few in advance. All major contracts, e.g. venue, catering, entertainment should be finalised at least a month before the event. Create a retro-planning document for the event where you start with the date of the event and work backwards, writing down deadlines for when every element should be finalised. This is not cast in stone but should be used as a reference.

  1. Delegate

Have a team to support you and assign tasks to each member of the team. If you try to do everything yourself, you will be spread too thin and you won’t get to everything. By giving every person a specific, dedicated task, you ensure that they will give it their best and make sure every element is perfect – add this all together and your event will be the better for it. It will also create a sense of ownership and pride among the members of the team.

  1. Draw up a budget for the event

Do sufficient research and get enough quotes to determine a realistic costing for the different elements of the event. Rather over-budget than under-budget, and keep an amount aside for any unforeseeable costs.

  1. Start placing orders and stocking up for the event

Order or shop for all the elements you need to in order to make the event a success. Give yourself enough time to shop around to get the best prices. Allowing yourself sufficient time to buy all the things you need also means that you can take your time and find the best quality within your budget, as opposed to last-minute purchases where you have to take what you can get, which is usually not exactly what you wanted.

  1. Choose good vendors

Remember – you get what you pay for, so don’t be tempted to go for the first vendor you find that seems to offer a good price. Make sure that the vendor offers high-quality services or products. Ask for samples or references. When you compare prices, it’s important to remember to compare apples with apples – vendors who deliver quality probably won’t do so at the lowest price. It’s better to spend a bit more than end up with an inferior product or service later.

  1. Event planning checklist

By sticking to your checklist, you not only stay within your budget by not buying unnecessary things or the same thin twice; you also stay within your timeline as you remain organised and work systematically. You can also use this checklist to double-check that everything is done and up to date a few days before the event.

  1. Prepare the venue for the event

Make sure that you have done enough recces to the venue to ensure that you don’t get blindsided by anything on the day. Know the layout, potential challenges and alternatives, e.g. where you can move to should it start raining, where there are alternative kitchen facilities in case of power failure or broken equipment, etc. start your decorations and set-up as soon as possible – the last thing you need is an all-nighter right before D-day. Get enough rest.

  1. Get to the event early

Be the first to arrive. This will help you to remain calm and in charge. Be there when the different service providers and vendors show up to tell them where to go and get things right from the start. Knowing that everything is set up and ready for the event will set your mind at ease and help you to enjoy the it.

  1. Receive your guests at the event

It is as important to run the event from behind the scenes as it is to be visible to your guests. Make sure they know who to come to for any queries or questions re the outcome of the event; make sure you network and lastly make sure that you at all times know what is going on everywhere and with all the events. If you need to, delegate.

If you have an event you need to plan, contact UP A TONE EVENTS for a one-stop solution that will turn your event from good to great.