Event planning is a tough job. You need to find out how many guests you will be accommodating, acquire all the requested materials, and make sure everything functions in hosting a successful event. Knowing major rules of thumb when planning an event prevents unnecessary stress and makes the process more enjoyable for all. Below are 6 event planning tips to help ease the stress and relieve some of the headaches that can arise.
1. Event Planning For Extra Guests
Knowing how many guests you’re expecting is crucial to ensure there’s enough space for everyone. However, last-minute changes to the invite list or unexpected +1s can sometimes lead to extra attendees. To avoid the awkwardness of not having enough seating, always plan for a few extras. For example, if you’re hosting an event for 25 guests, consider having at least five additional chairs or even an extra table to accommodate any surprises.
2. Book a Location That Matches the Occasion
If the event planning is for 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.
3. Know Your Budget When Event Planning
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 planning that you put together, a part of the budget should be allocated for “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.
4. 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. With event planning, 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.
5. Send Invites in a Timely Manner
Going back to guest lists and event size, always make sure in your event planning tasks 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.
6. Don’t Feel Like You Need to Plan On Your Own
Struggling to plan your event and don’t know where to start? That’s okay! Many online services can help with events of any size, including rentals for your needs. ON-Stage Rentals is a great option for renting equipment and planning your event, whether it’s a graduation stage, corporate event, weddings, or concert. Contact ON-Stage Rentals, Inc. through their messaging form or call (626) 339-7100 to speak with a live representative.
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