Planning your day can help things run smooth and stressfree
Troubleshooting unforeseen setbacks is a standard occurrence when event planning but good planning can lessen the possibility of such instances. The night before a big event is no time to remember an important, missed detail. Take the time to brush up on your planning skills and review the keys necessary to pulling off a productive, enjoyable affair. Doing so will relieve unneeded stress on yourself and your team.
Working Out Budgets
Before assigning a budget amount to your event, carefully consider important details like the event’s budget history and any inflationary costs. You’ll need to establish budget timelines too. Create a chart or spreadsheet that gives estimated costs along with realistic budget-spending dates. This key is especially helpful if you are planning an event several months out from the actual date. Budget dates serve as benchmarks that will keep you on track.
On Site Manager
Appoint an on site manager to be available at the venue for equipment arrivals, rehearsals and meeting with vendors. As the event planner, your duties may keep you away from the venue at times so you’ll need a flexible assistant. Choose someone that communicates efficiently and succinctly. For this position, you must have a problem solver and someone who’s willing to keep you abreast of any issues that arise.
Marketing
If your event’s success depends on high attendance, good marketing is crucial. Besides the cost of the venue, marketing will likely be your highest budget cost. Verify all dates, times, locations and guests before meeting with printing and advertising partners. You’ll need to get delivery and printing estimates in writing. It is important to know when the cut off times are for going to press with your event information.
Finding Sponsorships
Cover event costs by attracting and retaining sponsors. Sponsorship services act as a middle man matching up corporations with special event planners. It may be worth a small percentage to enlist the help of a professional sponsorship management company. Attract a specific age or interest group by working with companies that your target audience will easily recognize. Review the venue to see where banners and marketing solutions will suitably fit your agenda.
Small Things
When the day arrives it will be the sparkling ice sculpture or unusual party favors that amaze guests. Don’t neglect the small details like personalized name tags, the appropriate background music and trendy foods. Focus on surprising guests with a few nice extras rather than delivering the expected, mundane event extras.
From Keys to Event Planning by by Monica Patrick, studioD: http://smallbusiness.chron.com/keys-event-planning-13511.html