It’s the plan before the planning

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If the responsibility is on you to pull off a sensational corporate event, work function, significant birthday celebration, wedding or anniversary, you want to make sure everything comes together perfectly. Our steps will help make sure your event goes off without a hitch.

Budget

The first place to start is your budget. Don’t just estimate; actually sit down and break down your proposed budget into categories and determine exactly how much your company or group can spend on all the aspects of the event. Don’t overlook the small items like nametags or wedding favours. And allow a little extra spending money for unforeseen or forgotten factors.

Audience

As you begin planning your event, make sure to focus on what your audience should get out of the event, whether they walk away from a training seminar with new tools or leave your wedding saying to others that it was “the most relaxed wedding I’ve been to”.  Creating a list of attendees to invite is vital as well so you know the numbers you’ll be working with.

Presenter/MC

Choose your presenter, guest speaker or MC wisely. If there isn’t someone in your circle you can call on to step in, you might need to look to a third party to hire your dream presenter. You’ll want to look for someone who is engaging, experienced, confident and entertaining.

Venue

Choose a venue that reflects the style and feel of the event. You’ll find that many venues are booked months in advance, so secure your venue as soon as possible. Choosing a venue or caterer with a variety of menu items to suit all tastebuds is a must. Don’t forget to consider vital factors such as parking, location and offered amenities before making your final decision. 

Suppliers

Now it’s time to seek out your desired suppliers, from caterers to photographers to audio/visual equipment companies, decorations, staff and florists. And then consider when is the best time for the drinks to start flowing, food to be served, and if guests receive any complimentary items such as pens, goodie bags or wedding favours. Some venues have a list of their own preferred suppliers or you can research on your own.

Schedule

Yep, it’s time to outline how the day will run. It’s the key part of function planning. Begin by drafting the overall arc of the day, including arrival time, session/ceremony start, break times, when meals will be served and when the event will wrap up.

Confirm

Finally, you need to confirm all of your details before the event. This means no miscommunications get in the way of the day running smoothly. Also, make sure to reconfirm numbers as well as details with the venue and suppliers a few days before the event occurs. This way you can make sure that there aren’t any surprises. 

KATE SEARS

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