Whether big or small, event planning isn’t easy. Getting people together in one space to have fun or learn about something can be stressful and take up a lot of time. Possibly the two most important parts of event planning are knowing when to delegate and asking the right questions. Delegating just means breaking up who completes tasks that need to be finished in time for the event. Unless you've planned an event before, it can be difficult knowing which questions to ask; this is when an event planner may be necessary. They're trained to think about key aspects of event planning like your budget and what you'll need.
Though every event is going to come with its own set of trials and unique situations, here are some basic questions that are essential to plan most events. After answering these questions, you'll have a good idea of where to start for your upcoming event!
What is the Goal?
When you think about planning an event, you may automatically want to jump in and start booking things, but planning a party starts before booking. An essential aspect of planning an event is going to be determining the goal. When you have a basic understanding of the goal, an event becomes much easier to create. The goal will drastically determine what's appropriate, what materials are necessary, who is going to be invited, etc.
What is Appropriate?
What's appropriate for an event is based on the type of occasion and who's holding it. A party between friends is going to look drastically different than one within a corporation. For example, a cocktail party may be appropriate for some friend groups or an occasional work event, but certainly not all friend and work events. Requiring professional attire is acceptable for a business conference, but it isn't necessarily appropriate at a baby shower. A church might be a good location for some offices and friend groups but may not be appropriate for organizations without a religious affiliation. A swing band may be a fantastic touch to a wedding or Halloween party, but it wouldn’t be logical at a business conference. Thinking about what's appropriate for your event is going to be an important first step, which will continue to present itself throughout the planning of an event.
What Will You Need?
Thinking of your needs and booking a location go hand in hand. For example, if the goal of a conference is for everyone to learn about a new technology system and you’ll be showing your employees how to use it, you need to make sure you have enough space for everyone – chairs, possibly tables, possibly computers for them to follow along on, a stage to present on, a projector, a computer for the presenter, internet, etc. Every occasion is going to have a different set of needs, and every location won't be able to meet it. So, before you book a place, make sure you’re asking the right questions about what your event is going to demand vs. what the location provides.
If you are planning a major event and don't even know where to start, you may want to consider hiring an event planner. Event planners are literally trained to ask the questions the average person probably wouldn't think about like: "How many outlets are we going to need if each table is going to have their own device?"
What is Your Budget?
Thinking about your needs and budget have to coincide. You don’t need to spend hundreds more on the perfect location just because it offers exactly everything you need when there is a location that will suffice for much cheaper. Budget is going to affect all aspects of your event planning process. So, don’t blow all of your money on decorations and location only to have the sound of crickets because you didn’t leave enough money for the D.J. This is where it can get complicated as to whether to hire an event planner. Event planners are trained to think about budget first and foremost, but event planners aren't exactly cheap, so use your budget wisely.
Now What?
Now that you have determined the goal of your event, assessed what's appropriate for your event, determined your needs, and assessed your budget, you’re ready to set concrete plans for your event. My biggest pieces of advice as you move into the next steps of planning are: do the big things first, don’t underestimate the importance (or cost) of decorations, and try not to stress yourself out too much. If you find yourself losing sleep over an event or constantly worrying, it is time to seek out help from a professional event planner, who can take some of that weight off of your shoulders.
