An event is taking place, and you have been given the
daunting task of organising it. Where do you start? Whether it’s a wild party
or a more formal occasion, such as a wine-tasting event or a creative fair,
there’s always so much to consider and a limited time to make sure everything’s
ready. With this in mind, here’s a step-by-step guide to ensure everything goes
smoothly for you and your guests.
1. Set a provisional
date.
When deciding on a date for the event, make sure it’s on a
day that’s both appropriate for the event and suitable for your intended
guests. If it’s a birthday or holiday celebration, you want to get it as close
to the event as possible but you also have to take into consideration
availability. For example if a birthday falls during the week it may be best to
hold the party on the closest weekend to ensure guests can celebrate without
having to worry about work the next morning. If it’s an event aimed at university students
it would have to be during term time and preferably not around exam season.
Consider
these factors and once you’ve selected a date, ask around to ensure your
prospective guests keep their diary free.
2. Do some research.
Every party planner will have a budget and some will be
willing to spend more than others. But it doesn’t have to be too expensive as
long as you look in the right places. Once you’ve got a date and some prospective
guests, consider where you want to hold the event and exactly what it is you
want to feature. For instance if there’s going to be music you’ll need a DJ, or
if it’s a themed event you might want an expert on a particular subject to give
a talk. You may require catering as well. Phone or email local people and
businesses, compare prices and services they have to offer and this will help
you find the best deal you can. Once you’ve done this and made your decisions,
you’ll be able to move onto the more practical side of things with minimal
fuss.
3. Put your plans
into action.
Start with the location, as this will be the most crucial
component. Make sure your booking is confirmed before moving on to anything
else, as without a location there will be no event! Once this is done you can
begin adding in the other components such as the catering and the
entertainment, and from this you can draw up a schedule for the event to help
things run efficiently on the night.
4. Network.
Formally invite your guests. The easiest way to do this is
using social media. Create an event page on Facebook, share it on your
timeline, Tweet about it. Target groups who will specifically be interested in
what you have to offer, for instance if it’s an event for young children it might
be worth visiting a parenting forum. If it’s a film screening look out for
online communities for film enthusiasts. There are millions of communities all
over the internet tailored to various interests. But whatever the occasion,
make sure you invite as many people as possible and get your guests to invite
others as well. If everyone spreads the word it’ll reach a much wider audience.
5. Enjoy!
This is the time to relax. If things don’t go completely
according to plan or you don’t manage to stick rigidly to your planned schedule
don’t worry. Just enjoy yourself and remember that without you, the event never
would have happened in the first place.
The most important thing to remember of all is don’t panic.
Keep focused on the end result and, if you allow yourself plenty of time and
stick to these guidelines, you should end up with an event to be proud of.
It's also important to consider how you're going to transport yourself and your guests between venues. Party Bus Essex, a division of Lodge Coaches, offers a luxury 12-seater party bus for hire - it'll be sure to get your friends and family talking!
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