Ten-Step Guide for Planning Your Event

Event planning tips can mean the difference between throwing an overpriced, lackluster party and hosting an affordable and memorable event. Whether you're planning a wedding, corporate retreat or fundraising gala, your success is all in the preparation.

We've compiled a simple ten-step guide to help you plan your event.

1. Purpose

First things first, get a clear understanding of the purpose of your event. For birthdays and anniversaries the purpose is fairly obvious. But events for work or social organizations probably need a little more definition. Make sure you know why there will be an event and the anticipated outcome. This will help you set the tone of the party.

2. Tone

Finding the right tone for your event can be challenging. A simple trick to narrowing this down is to think of how would you like your guests to describe your event. Think of just a few words that you think would best describe the event and then use this to guide you in your choice of entertainment, venue, refreshments and décor.

Do you want your guests to think of your event as 'Fun, Wild, Different', 'Posh, Glamourous, Exclusive', 'Silly, Low-key, Comfortable'. You can emphasize the tone of the party with a theme, if it's suitable, which will help you make your planning choices. Whatever you decide to go with, try to incorporate the tone throughout your event, from the invites to the thank yous and everywhere in between.

3. Your goal

Setting a goal for your event is essential for you to gauge the success of your event, and to be better prepared for you next event. Goals can be focused on turnout, donations; how many people do you expect? If this is a repeat event are you trying to get a larger turnout than last year? Determine what you wish your attendees to gain from the event.

4. Budget

Once you know your purpose, the tone of your event and your goal, you can select your budget. This should be a top priority. How much can you or how much are you willing to spend? Will the event produce revenue from registrations? Or are you paying for the event by yourself? Write out a list of desired elements in order of priority, and put a cost beside these.

• Big Costs: Venue hire, entertainment hire
• Services: caterer, parking attendant, wait staff
• Food and Refreshments: decide if you want drinks, finger foods, buffet, full meal, or other
• Other services: tables, chairs, and other equipment rentals
• Decorations: flowers, plants, or props (don't forget to include smaller items including like napkins and candles)
• Leave room for incidental costs, there will be last minute adjustments that you haven't foreseen, so make sure they don't force you over budget!

5. Your guest list

Establishing a guest list well in advance is essential for efficient planning of your menu, seating arrangements, and food purchases. Include an RSVP date with your themed invites so you can divide your tasks for pre-RSVP and post-RSVP.

6. When

Set a date, time, and place for your party. Before you book the entertainment come up with a window of a few different dates you'd be happy with for the event.

You can use booktheact.com's availability calendars to see which of your favourite acts are available for your event. Have a glance at the section 'Venue Requirements' on the act's profile, which will tell you what an act expects to be provided by a booker on the day of the event.

7. Your Venue

Choose your venue based on availability, budget, location, capacity and tone. The venue hire is often the most expensive part of any event therefore, allocate a large proportion of you budget to it. Also, there might be additional costs relating to the venue that you may overlook so ensure that you discuss this with the person or company that you are hiring from.

How many people will be attending? Ensure that your venue is ideally suited to the number of guests that you are expecting; that is not too small so that guests feel cramped or not too big so that they feel overwhelmed and lost.

More importantly, if there will be any performances or displays in the event, ensure that there is enough space for this as well. Whenever possible, visit your venue before booking it. Make telephone enquiries prior to your visit to get as much information as possible about the venue. Narrow down your choice to a small handful then go to see the venues.

8. Book your entertainment

With booktheact.com, you can get in contact with your act directly, so you can ask questions prior to your event to make sure there are no unpleasant surprises. You can preview material on booktheact.com and see an example set-list so you'll know what to expect. If you require any additional services, you are always free to contact the act and ask.

Once you have made your choice and confirmed the availability of the act, select 'make an enquiry' to begin the booking process. The act will confirm the booking within 48 hours, and then you will be sent an e-contract that you will both sign and you're set to go!

9. Your event requirements

Once your event and entertainment have been booked, concentrate on the other items that you detailed in your budget: make a to-do and a shopping list. Include the items you budgeted. In the weeks leading up to your event, make sure you go over the necessary decorations, including flowers, plants, or props, food and beverages, and all other services and other equipment rentals. Make lists of tasks that can be done in advance and those for event day.

10. Your event day

You've finally come to the day of your event. Make sure you have someone available to help you with last minute arrangements. If you have booked a band, they will likely want access to the venue several hours before the event to sound check, make yourself available so you can be around and meet the act before the show to ensure that everything is on course.