Planning a party? How hard could it be?

As a guest, it is so easy to underestimate the amount of time and labor it takes to create a memorable, seamless event. Rarely, when attending a party or event, you see behind the scenes – peeking into the hours of coordination, dedication to detail and intricate planning that goes into it.

Even once you start planning, it is easy to get wrapped up in the fun decorations and details. A person could spend hours going down rabbit holes on Pinterest. Next thing you know, you have a million ideas, and no game plan.

Event planning is best completed sequentially. We like to approach it in the following sequence, but feel free to use this as a guide and make adjustments that make sense for you.

First, we need to identify what those stages are:

The first step: Vision – imagine the overall feeling and mood of your event. How big or small do you see it? What kind of aesthetic do you envision? Perhaps you picture a large Industry networking event with executives and professionals sharing ideas over drinks. Or maybe, you’re planning a fun and interactive children’s theme birthday party. Regardless of what you are planning, think big picture initially. Ask yourself: what time of year, approximately how many guests, general feeling/mood, setting etc..

The second step: Plan/ Budget – Now that you have an idea of the grand scale, you’ll need to figure out the preparation timeline and the budget. Realistically, how much time/money is available to spend and what areas should it be allocated? Knowing the market, obtaining generalized information on allocations, and setting up the framework for your planning timeline are critical in your success.

The third step: Location – The venue is by far the most important contract to lock down. Often times venues can book out far in advance. They typically have restrictions or guidelines on decorations and guest limits. They also set the entire tone of the event. Biggest piece of advice we have is to prioritize this decision and do not settle until you find the right fit. Often times a beautiful venue will save you money in both time and decor.

The fourth step: Timelines – Speaking of time, the sooner you identify the event schedule of events and timeline, the better. Block out a rough draft of your event. Will there be entertainment? Approximately how long will it take to serve food? What is the contracted start/end time of the venue? Knowing this information now will only help you when you speak to other vendors.

The fifth step: Vendor Selection – Who will be catering? Will there be music or entertainment? Do you have a plan for renting equipment or furniture? Who is setting up and taking down? Who is cleaning up? Will you have bartenders, ushers, hostesses, coat check attendants, servers? Who is documenting – do you need a photographer or videographer? Find and hire your team.

The sixth step: Decor & Design – This is the fun part. Now is when we fine tune the details. From color scheme and signage to overall design and mood – design is in the details. Make sure you personalize your event to create a more memorable experience. Creating an aesthetic board is an easy way to ensure you stay on track and create a cohesive design.

The seventh step: Confirm and double check – Everything is planned, contracts signed, vendors hired, timeline created, decor picked out…. but trust us when we say something can always go off-track. Events are never perfect, and that is ok. The most important thing you can do at the end of planning, is mentally walking through the event. Pretend you are a guest – imagine what it would be like to experience this event. How difficult is it to park? What would you see when you were to arrive? Would you know where to go? Continue with that thought process from all points of view. Next imagine you are a vendor. Do you have access? Do you know where to go? Is there a point person to answer questions? Is your setup space adequate (i.e. electrical outlets, spacing, etc)? Is everything making sense with the flow and details?

Making confirmation calls to vendors is highly recommended. We suggest you do this approximately 30 days out from your event. Just go over the details, get to know each other a little better, and make sure they don’t have any questions. If an issue arises, you now have time to fix it before the big day and have established a better working relationship to ensure you stay on track.

Once everything is confirmed, we suggest putting together a quick cheat sheet guide with vendor contact information and an event timeline. You will want something on hand that has the main details. One less thing to worry about should something go amiss.

Feeling overwhelmed? We can help! Our team of dedicated professionals is available from answering questions you are stuck on, to designing your event in entirety. Click the button below to get started.

Have a planning tip you’d like to share? Comment below!