Planning an event is hard work, but once you get the hang of it, it can be a lot of fun! This guide will help you get started and give you a few tips on how to make your next event stand out from the crowd.
Over the years, I’ve planned hundreds of events. From birthday parties to fundraisers, there’s nothing that I haven’t seen. However, if you’re new to event planning, it can seem like an overwhelming task. Here are some tips for first-time event planners:
Determine the type of event you’d like to host
Once you’ve decided to host an event, the next step is to determine the type of event you’d like to host. There are several different types of events that can be held at your house or venue, including:
- A wedding
- Birthday parties (for adults and kids)
- Anniversaries
- Graduation parties
Once you know what kind of party or gathering you want to have, then it’s time to start thinking about how many people will be attending and what kind of food they’ll like!
Create a budget and determine what you can and cannot afford
When you’re planning your first event, it’s important to make sure you have a budget in place. Your event might seem like a small thing, but if you don’t have one and keep spending money without considering the cost of things, it can quickly get out of hand.
Create a budget: First things first–you need to create a budget for your event! Start by determining what kind of money is available for this type of thing (if any). Then figure out how much each aspect will cost and add up everything together so that you know exactly how much money needs to be spent on each area in order for everything else on the list above (decorations/food/etc) to happen successfully at no extra charge beyond what was already allocated from within those categories themselves.
Determine what cannot be changed: Once again with the reality check! Once we’ve determined what needs fixing and why our current plan isn’t working well enough yet still leaves us room enough creativity within our own limits while still allowing ourselves enough wiggle room when needed later down the line as well.
Determine the date, time, and duration of your event
When planning an event, it’s important to set a date and time that works for everyone. If you’re hosting a one-day convention, make sure everyone has enough time off work. For example, if your event is in November and most people don’t get Thanksgiving off, then it might be better to choose another month or weekend when they can attend without missing work.
If your event spans multiple days (like Comic-Con), consider setting aside specific times throughout each day so that people know when they should arrive at least 30 minutes before doors open so they have enough time to check in at registration or pick up their badge/swag bag after getting through security checks (if necessary).
Set up a plan for the day of the event — from start to finish
The day of the event is when everything happens. You want your guests to have a great time, so it’s important that you have a plan for how things will go down. Here are some things to consider:
Start on time! It’s frustrating for attendees when events are delayed or start late, so make sure that you get yourself there early enough so that all preparations can be made before guests arrive (and don’t forget about parking). If someone else is in charge of setting up tables and chairs, ask them ahead of time if they need any help from you or other volunteers who may be attending this event with them — even just putting out napkins and utensils can save valuable minutes later on in case there are last-minute changes regarding seating arrangements.
End on time! There will likely be some breaks between key points during presentations or performances (such as intermissions), but try not to let these take up too much time–you want everyone focused on what’s going on at all times because otherwise, they might miss something important!
Consider hiring professionals
When planning an event, it’s easy to get overwhelmed by all of the details that need to be taken care of. That’s why many people choose to hire professional event management companies who can take care of almost everything for them — from finding venues and catering services to creating custom invites and booking entertainment.
Get Organized
Once you’ve selected a date and location, make sure you have an agenda with all your important details so that everyone knows what’s happening when, and where. You might also want to set up a private Facebook group or Google Docs so that attendees can ask questions before the event begins (and after).
Find Sponsorships
If your company’s budget doesn’t allow for full sponsorship, there are other ways you can find money to pay for things like meals and giveaways at the event. For example, if an attendee has just joined your company and wants to get involved in the community, they might be willing to donate some products or services in exchange for recognition at the event — this is sometimes called “in-kind” sponsorship.
Find out who will be attending
Once you have a better idea of who will be attending your event, it will be easier for you to tailor it towards their needs. For example, if most attendees are from the area, then include a local band or singer/songwriter rather than something more expensive like an internationally known headliner who will probably not return for future shows in the area unless they’re paid a lot of money (which will eat away at profits).
Planning an event can be overwhelming. The first step is to determine your goals for the event, and then decide how much you want to spend. You will also want to think about the purpose of your event and how it will help promote your business or personal achievement.