Planning an event, especially at the last minute, can be a daunting effort. Any missteps can have critical repercussions for your brand down the line so it is important to develop a checklist while in your planning phase before you begin any active preparations.
I have developed a "Top 10" list over the years of the most important items to remember when planning an event. These things will help ensure your event runs smoothly and will lessen the chance of you hitting any pitfalls along the way. These are the same things we focus on when planning and executing your wedding, corporate party, holiday party, "Sweet 16", or any other event that you want to make memorable.
1. The atmosphere of your event
Most people know why they are having a wedding or a party, but they sometimes forget to think about what type of atmosphere they would like at the event. While this is usually driven in part by your own personal tastes, it's very important to consider the likes and dislikes of those you've invited to your event. Remember, most events are really about the people you've invited, not just you. So whether you're planning a corporate event with a more "professional" atmosphere or a dance party with a "whoop whoop - flashing dance lights", think about how you want people to feel while they're attending your event.
2. Who are you inviting?
Depending on the type of event you are holding, you'll want to carefully consider who should be invited to your event. You'll want to take into account the various personalities that will attend your event. Making sure that there is something for everyone.
3. Getting the word out
Wedding invitations are easy, well sort of. After you and your significant other agree on the design, price, etc. you're off and running. But what about those other events? Should you send postcards, a text, e-vite? All of these methods work and depending upon your target audience, some may work better than others.
4. Overall logistics
These may seem like the small things but they can escalate into large issues if not taken care of properly. Where will your guests park? Will there be food served? Will there be alcohol and how would you handle any guest that has had too much to drink? The point here is, there are many things to consider before your guests arrive.
5. Engaging your attendees at your event
You "started" this whole thing. Make sure your guests feel personally engaged at your event. This can be accomplished in a few ways. First, you can be sure to circulate through the crowd thanking people for coming, asking them if they're having fun, etc. However, in many cases, you won't be able to personally get to everyone. This is where the event coordinator or MC/DJ can really help out. After all, it is their job to constantly take the pulse of your event to ensure it is meeting the desired atmosphere you've chosen.
6. Giveaways
Providing your event attendees with some kind of giveaway is a nice way to thank them for coming. It's certainly not mandatory, and in some cases it may not be logistically possible. But even small things can make a lasting impression.
7. Be prepared for questions
While most of your lower key dance parties will not be an issue, corporate parties and weddings can certainly add a few wrinkles. Questions like, "where do we put the gifts.." or "...which side is the groom's..." pop up every time. These usually aren't difficult to address, but a well educated event staff will help keep your guest headed in the general direction they should be.....and on time.
8. Staffing for the event
Staffing can be anything from 1 to many members. The key is to develop an agenda for your event with the timelines you want to maintain and share that with the staff. This will make sure things stay on track and flowing smoothly.
9. Document your event
By documenting every wedding, every corporate party, every Karaoke sing-a-thon, you can always keep improving your events. Feedback forms provided to attendees in certain cases are a good idea. Many times you'll just want to take a verbal "poll" to identify what guests had issues with as well as what they found most valuable.
10. Debrief and review
Review the post-event documents and reviews so that you can learn from each event. It's also a great time to share what seems to be overwhelmingly positive customer feedback with your staff (if applicable).
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