09. October 2012 · Comments Off on Event Venue – 8 Tips for Throwing a Great Event · Categories: Management · Tags: , ,

Every successful event planner will tell you that there are going to be a few problems along the way. Event planning involves time and effort, thinking about the “big picture” while also attending to minute details. Here are some guidelines that should help you make your event a great event.

1. Know your Goals

Before you even start planning your event, be sure you can clearly articulate what you hope to accomplish. Do you want to make your best friend feel loved and appreciated? Do you want to sell more Tupperware? Do you what to land that million-dollar deal? The more you know about what you want from your event, the more prepared you will be to plan a great event.

2. Do your Homework

Don’t rent the first meeting hall you find or hire the first caterer that turns in a bid. Do some research. Know what’s available and how much it costs. Be educated enough to make the best, most cost-effective choices. Try to learn from others’ experience, and apply their lessons to your event planning process. The better educated you are, the more likely you will be to have a great event that everyone talks about for ages!

3. Make Having Fun the Object

No matter what purpose your event serves, it will have to be a fun, entertaining event to succeed. And you must have as much fun as your guests. It’s even important that the event planning process is fun. Be creative. Be resourceful. Remember that events are supposed to be fun, and make your great event the most fun ever.

4. Develop and Stick to your Event Budget

Event planners have learned that you can spend every penny you have on just one great event. But this isn’t necessary. The quality of an event does not depend on the dollar investment, rather it depends on effective event planning. You’ve already done your research and, by now, you should a good idea of what the different elements will cost. Now, sit down and make a list of everything you need. Assign low and high estimates to each item so that you get a range of your total possible cost. Now, with the amount available in mind, go back and inspect each entry. Where can you save, and where do you need to spend a certain amount? Once you’ve settled on the most affordable combination, go out and do what you’ve decided. Try not to stray too far from your budget. You can have a great event for as little or as much as your willing to spend. Deciding up front what that will be will give you long-run savings and make the most of your resources.

5. Rely on the Kindness of Others

Get co-workers, family, and friends to pitch in with the planning process. They’ll have some good ideas about getting value services, interesting and affordable decorations, possible entertainment, and a host of other details. There’s no need to take everything on by yourself. You’ll suffer event planning burn-out, and your event will reflect it. Get people to help you plan and put on a great event.

6. Build Them Up, Then Don’t Let Them Down

Try to get people excited about your event, and then give them what they expect. Use colorful invitations to set the mood. Talk to them about the event while you’re preparing for it. Ask others to help make decisions along the way. Get them involved, and they’ll not only look forward to it, they’ll become instrumental in making it a great event.

7. Get the Word Out

Depending on who you want to come to your event, it’s important to make sure they’re aware of the date, time, and location. Depending on the size of the event, you’ll want to make sure the people you’re inviting make the time to plan to attending. You can build interest by advertising. Low-budget advertising might consist of posting flyers around the community or making a few phone calls to remind people about your event. More costly advertising methods include newspaper and media announcements, printed invitations and posters, and e-mail reminders. Make sure you’ve focused on the places your guests are most likely to hear about your event, and you’ll have a great event they’ll be excited to attend.

8. Keep Calm, Cool, and Collected

Event planning is a lot of work, and it’s easy to be overcome with stress. But if you’re too stressed or exhausted, you can’t plan or oversee a great event. As you schedule your event planning activities, build in “me time” to take care of your own physical and psychological health. Try going to a spa or doing some yoga. Or go out and get some physical exercise and sunshine. Don’t let your sense of responsibility lead you down the wrong road. It will sabotage your best efforts and keep your event from being the memorable occasion you’ve worked so hard to create.

Having a great event isn’t easy. It requires energy, attention, and careful decision-making. Event planners must cope with changing conditions and lost opportunities. But successful event planners follow these guidelines and are happy to know they’ve met their goal of hosting a fun, memorable great event.

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