Planning any event can be overwhelming, no matter how much of a seasoned party planner you are. Whether it is a small business meeting for 5 people or a black tie charity ball for over 200 guests, we understand how stressful it can be to organise and remember all of those pesky little details.
Although every event is unique, there are some top tips of the trade that will work every time to ensure the planning process is as fun and stress-free as possible. Our fabulous event planning team have put together some of the industry’s best kept secrets to help ensure your event runs as smoothly as it can.
- Start Planning As Soon As Possible
The general rule of thumb of event planning is, the bigger the event the earlier you should start to plan. You should allow 4-6 months for big events and around 1-2 months for something smaller.
By doing this it allows you to have more options when it comes to venue, catering, entertainment and décor (you may even be able to save money as you’ll have plenty of time to research and compare prices). It also gives you the extra time to generate more interest and promotions, by being able to build up anticipation around your event, there is a better chance of increased attendance.
Don’t forget, with more time comes lower stress levels, early planning allows you to have more control of your project!
- Decide the Purpose of Your Event
Now, we all love to party for the sake of partying but for planning purposes it is good to have a goal in mind.
Are you organising a big birthday or anniversary party? The office Christmas lunch? Or maybe a business conference? Having a clear objective will make a difference to all aspects of your event. This way guests know what they’re attending and why, what to wear and what is expected of them on the day. The more information you can give, the better!
- Don’t Forget the Importance of the Menu
No matter how formal or informal your social or business event is, food and drink is something that is certain to leave a lasting impression on your guests.
The menu sets the tone of your event. There are multiple factors to consider when it comes to the catering, it should be tailored to the theme of your party and versatile enough to suit a wide range of tastes for your attendees.
Is your event during the day or in the evening? Are you considering a sit down meal or a finger buffet? Do any of the attendees have allergies?
All of these things must be considered when deciding on the catering for your event.
- Venue, Venue, Venue! (Aka Location, Location, Location)
Where to hold your event may be one of the most important decisions you make during the planning process. It is probably going to be the aspect that your attendees will talk about the most, so it is imperative that you make the right decision. Once the venue is decided, the rest of the planning will fall into place.
You have to make sure that wherever you choose is able to accommodate the needs of the party. Important aspects should be taken into consideration such as, can the venue hold the number of guests invited, can it accommodate the entertainment, is it travel accessible and in a central location, does it have good reviews and an enthusiastic hospitality team?
- Relax and Enjoy!
Finally, after all the planning, you are ready to go and it doesn’t look good if the host isn’t enjoying themselves!
So don’t let the stress and nerves ruin all of your hard work. By this point, you’ve done everything you possibly can, dotted the I’s and crossed the T’s, there may be unforeseen circumstances that pop up on the night but just roll with it, don’t worry, relax and enjoy yourself, you deserve it!
At 200 Conference & Events, we can take the stress of planning away. We have a wide range of luxurious event suites available to cater to every kind of event with a dedicated and professional team who are ready to make your dream night come true!
Contact us on 0141 442 088 for any enquiries.
