Event planning takes so much work. You have to figure out how many people you must accommodate, get all the items that are requested, and make sure that everything works to put on a great event.
Knowing the main rules of thumb when planning an event prevents unneeded stress and makes the process more enjoyable for everyone.
Plan For Extra Guests
Knowing how many guests you are going to have is insanely important to make sure there is enough space for everyone. However, there are times when a few extra people might sneak in as last-minute changes to the invite list or as +1s.
You never want to be in a situation where you have extra guests but nowhere to put them. That is why you should always make sure that there are a few extra chairs or even an extra table so that even the most unexpected guests can have a seat.
Let’s say that you are planning an event with 25 guests. It would be a good idea to make sure there are at least 5 extra chairs in case extra people show up.
Book a Location That Matches the Occasion
If you are planning a smaller event that centers around family and friends, you can go with a location that is smaller and homier. If you are planning a big event like a wedding or banquet, bigger is better. That way people have plenty of space to move around and not feel like they are being pushed against strangers.
Remember that you will need space for music, food, drinks, and any other services that you will be providing the guests. Each of these services will need plenty of space for both preparation and providing the service.
If you need a dancing space, have plenty of room for a dance floor that isn’t pressed too close to any tables. Plan for an extra few feet of space around the dimensions of the dance floor when choosing the right size of the event location.
Know Your Budget
From the start of the event planning to the day of, know what your budget is and stick with it. Not keeping your budget in mind allows for unnecessary expenses that add up quickly. You don’t want to be put into a position where you must cut out the things you were excited about because you went over budget.
When looking for your location, making your guest list, and dealing with food and drinks, keep track of how much everything costs and compare that with your budget. Sticking close to your budget prevents you from the stress of having to cut things out. Besides, you might shoot under your budget and have enough to splurge on some fun party tricks.
Do remember to keep your budget in mind even on the day of the event. With every event that you plan, a part of the budget should be “emergency funds.” These funds can help in case you deal with a sudden price change from a vendor or need to pick up last-minute essentials that somehow got forgotten. Emergency funds create a buffer that prevents event-day stress.
Have an Agenda for the Event
Even if your event is supposed to be very chill and relaxed, it’s always good to have an agenda. You are planning an event for a reason, and you don’t want to forget that reason. When planning your event, keep a list of the things you want to do during the event.
For example, if there is a speech you want to give during the event, make sure that is written down. Include things such as what time you want to give the speech and how long your speech will be. Note this information down for anything you want to put in your agenda.
Having an agenda helps to keep the guests engaged and always doing something. During the day of the event, if you notice that the events are coming to a lull and the guests are getting bored, you can move through the agenda and keep your guests happy.
Send Invites in a Timely Manner
Going back to guest lists and event size, always make sure that you send your invites out in a timely manner. It is better to send them out super early rather than very late.
The earlier you send out invites, the more time that people can take the day off and rsvp. It also gives guests time to say if they need to cancel rather than doing it right before the event.
When you send out the invites early, you end up getting a more accurate rsvp list. Then, when you plan for your location, you have the best idea of exactly how many people will be attending. Just remember that you should also plan for some extra people to show up just in case.
Don’t Feel Like You Need to Plan On Your Own
Are you having trouble planning an event and don’t know where to start? That’s completely okay. There are services online that will help you plan any event that you need. Also, if you need to rent stuff for your event, some services will allow you to do that as well.
On-Stage Rentals is a great place to rent anything that you need for your event and to plan everything out. Here, you are provided with all the help that you need for any event that you want to plan.
Go to On-Stage Rentals to start getting ready for your event. Whether you are planning a graduation or a business banquet, you can rent technology for live music or get instrument repairs.
If this sounds like a service that you need for your event, feel free to contact On-Stage Rentals through their messaging form or call them at (626) 339-7100. On-Stage Rentals makes communication super easy so that you can have a stress-free event planning experience.