The BTS of Planning Large Events

Become a Pro at Planning!

Event planning can seem daunting. So many little details. So much on the line. Keep reading for a simple guide at planning events!

To begin, map out an anticipated timeline. You might not follow this timeline to a T, but this will make sure you have covered all the major components. I highly recommend a digital project manager, to help you keep track and stay on track.

Your goal should be to make sure the goal of the event is fulfilled. If you are hosting a learning event, make sure you choose the right speaker; if you are celebrating a newly married couple, make sure the the couple is at the centre of attention.

Different from the goal, is the theme. There should be a unifying theme, which is a fantastic way to make sure your guests are having a good time, and you’ll get bonus points if your theme is reflected in various aspects of the event, such as the decor and venue.

But the most important part of event planning: sticking to your budget. Well, first your need to create a budget. Check out this handy link for some tips on creating and sticking to an event budget.

The Venue

Once the goal, theme, and budget have been determined, it’s time to choose a venue and date. It’s a good idea to have a few dätes in mind and scope out 2-4 venues. You’ll want to make sure that your venue fits into your budget. If you want to host at a hotel, keep in mind that they tend to book up fast. This may seem like a simple step, but it’s more likely than not that you’ll be going back and forth with the venue staff for quite some time before you settle on a venue.

The Itinerary

Chances are, you’ve been thinking of your itinerary from the beginning. Do you want entertainment? When will you serve food?

What will the guests be doing? It’s important to have an itinerary in mind, but don’t be surprised if this changes! If you are considering a keynote speaker or special entertainment, you’ll likely need to ask a few speakers/entertainers to find one that is available. At the end of the day, you don’t want your guests to be bored!

Once the itinerary is solidified, you’ll likely provide it to your guests.

Here are some cool templates for your itinerary!

The Guest List

The dreadful step. Or maybe you enjoy creating a guest list. Or maybe your event is open to the public. But if your event is invite-only, it is imperative that you create a guest list asap!

For weddings, here’s some valuable advice from Martha Stewart.

As soon as your venue, date, and guest list are set, send cut your invites! You’ll want to give your guests as much time to make sure they’re able to make the necessary arrangements to attend your event (such as taking time off for work, if needed). If guests need to fly in, I recommend providing some hotel recommendations and things to do.

While this adds another step, your guests will certainly appreciate it!

Catering

In theory, you’ll also be scoping out catering options if the venue does not have restrictions) from the start, but this can be tricky given that guests will likely have certain dietary restrictions. You could provide a couple standard options, such a vegetarian and meat, just adjust the few meals that have special requirements.

And then…

Now you’ve got the basics covered. It’s a waiting game, but don’t be surprised if you find yourself with more new tasks as the big day gets closer – that’s just how event planning goes. Your project manager will be a lifesaver, so be sure to use it.

Take a deep breath, regroup, know that you got this, and keep going!