Whether you're planning a corporate event or an office party, you undoubtedly want it to be a success. Everyone wants their events to be enjoyable and memorable. Sometimes it can be a challenge, especially if you're the only one doing the planning! However, with the right amount of forethought and planning, you can ensure that your event will go off without a hitch. Here are some tips for making your next event a success.
1. Start with the Two Most Important Things: Headcount and Budget
You can't do anything without a headcount and a budget. If your budget per person is going to be high, it's important to get RSVPs or registration confirmations. Once you have RSVPs in hand, you'll know how far your budget will go.
You can do a lot with a limited budget, but you do need to follow your budget to make sure that every part of the event goes according to plan. After all, you don't want to run out of money for your event supplies before it's even begun.
2. Consider a Central Theme for Your Event
There's a reason why so many high school dances begin with a theme. It's because planning an event around a theme (even a simple one) makes the entire process much easier. Your theme can be something as simple as colors, but it'll still make designing your event a little easier. If you're planning an event around a specific occurrence (such as an award ceremony), you can use that to guide the theme, using standard practices and audience expectations to steer you in the right direction.
3. Make a List of Everything You Need
Before you get started, make a list of everything you need, from napkins to sound systems. This will help you vastly improve your organization. You'll be able to go through this list and price everything out, and it'll ensure that you don't forget anything.
4. Find Your Caterer and Venue First
Both the caterer and the venue you choose will control a lot of your event. If you go through a venue first, they may have suggestions for catering — and vice versa. Your caterer can help you create a menu for your event, and your venue can help with the decor. The more you outsource, the easier it will be.
5. Don't Forget Entertainment
Often, guests at an event will wander around and do their own thing. Have entertainment around for them to enjoy when they're not eating, talking, or attending panels or workshops. Live music or a DJ can help, but don't forget that they'll need to set up with the sound system in advance of the actual event.
6. Consider Your Guests
Are your guests going to know each other? Or are there going to be a lot of strangers mingling? If guests don't know each other, consider having name tags, lanyards, or other identifying information. Otherwise, it may be a little awkward for people to just walk up to each other.
7. Pay Attention to the Beverages
Food is only one part of an event. Beverages are another. Consider having a coffee and tea station, where guests can fill their own drinks. It gives them something to do, especially if they haven't started socializing yet. A bar area is another excellent way to provide entertainment to your guests, and many venues have bars that are free as long as your guests purchase a certain amount of drinks.
8. Don't Forget to Promote and Advertise Your Event
Is your event private? Then you don't need to worry. But if your event is a paid, ticketed event and/or a public conference, you're going to have to promote and advertise. Look at online advertising first, as it tends to be most effective. Target people in your area with interests that align with your event, and you'll have more interested people signing up. For industry-specific events, reach out to groups with members who may be interested in what you're promoting.
9. Arrange for the Right Technology
If you're planning to do a presentation, you're going to need a way to display your slideshow. Make a list of the technology requirements for your event so you'll be armed with information when you're assessing rental costs. Don't forget to check with your venue, too: they'll need to know what you're bringing in and where it's going. You should test your tech before your event ever begins.
10. Think about Whether You Might Need Security
Depending on the size and circumstances of your event, you may need security. You can often hire a security service at a fairly low price, which will give you peace of mind knowing that any issues will be resolved and that your attendees will be safe.
Events take a lot of planning. But as long as you get your event supplies early, and plan well in advance, you should be able to create an impressive and memorable event.
