In the next gathering, notice the finer details such as the tablecloth, the linens, and even the entire theme. That is actually the result of top event planning companies.
Planning for events is often a thankless job, but without it, the event will be lackluster at best. Therefore, if you’re going to be the one to plan your company’s upcoming party, for example, what are the things that you need to do in order for it to become highly successful? Read on to find out.
1. Start It Early
Planning requires a lot of time and the earlier you start, the more it will work in your favor. After talking to your boss or your client, you need to come up with a suitable plan or strategy to help you pull a successful event off.
2. Don’t Be Afraid to Negotiate
There is some negotiating involved in the event planning process. This happens when you talk to the vendors such as a caterer, the florist, or baker, and also other services that are required for the event.
The thing that some organizers do not do is that they do not negotiate. This is a huge mistake, especially for ones that do not have a huge budget to work with.
Haggling with the vendors can help you bring the costs down and it can be done since the vendors themselves are up against stiff competition, since they’re not the only one offering such services.
You could potentially save 5-10% when you negotiate with them, so never be afraid to haggle with your vendors.
3. Delegate Tasks to Your Staff
Think of an event planner as a commander. Once you’ve come up with a plan, you should start assigning tasks to your staff members. Assign them a work that they can do really well.
For instance, you can have the tablecloths and linens prepared by your creative staff, you can have some of them assist the caterer, and you can assign someone to help you oversee the operations.
This is not something that can be pulled off alone, so be sure to get a team with members that you can trust before you begin the execution part of your plan.
4. Have a Contingency Plan
If you are the one running the show, make sure that you come up with a contingency plan as well. There are just so many things that could fail days leading up to the event and without a backup plan, you’re going to be stressed a lot.
Just like the movies, you should come up with an original script, then scripts B, C, D, and so on. There’s really no magic number, but the more backup options you have, the better.
5. Rehearse Everything in Your Mind
Once everything is shaping up and there are only two weeks left before the event, start visualizing everything and see if there are things that you need to change.
What you do in the planning and execution stage is not set in stone, meaning, if it doesn’t fit the overall theme, you can change it as you see fit.
6. Your Job Isn’t Over Even If the Event Is Over
Your job as the event planner is actually not done yet even if the event is over. What you can do immediately the day after the occasion is to contact your photographer and videographer and have them send you some highlight images and video clips.
Upload them to your website or social media accounts as they will count as your social proof. The more proofs you have, the higher your credibility will be.