When putting on a successful event, it seems like there’s no shortage of things to do, and forgetting something (or a lot of things!) is your greatest fear. You aren’t alone. Whether you’re an event newbie or have been honing your skills for years, a checklist is always handy.
To help guide you along, the team at HAPPENING.CA has compiled the must-have checklist for event planners. Obviously, each event has its unique challenges, but the following tips will help you get over most bumps along the way. Make sure your pen is ready to check things off!
Before the Event
Can’t wait to start picking the decor? Hold on. The preliminary phase of your planning is more involved than you might think, and doing it right will lay the critical groundwork for a successful event
- Determine your event’s objectives
Whatever its purpose, your event has one. While it isn’t the determining factor between success or failure, your event’s goal(s) can help ensure that you’re heading in the right direction.
- Figure out (and stick to) a budget
How much can you afford? If you don’t know the answer to this question, there’s no point in moving forward. Having a well-thought-out budget will help you focus on your needs and options without any nasty surprises along the way.
- Save the date!
It might seem obvious, but set the date of your event. Knowing it well in advance will help keep you on track and make sure that everything is in place for the big day. Put it in your and your colleagues’ calendars, and don’t forget to program plenty of reminders.
- Pick the venue
Montreal, Quebec, Tremblant, St-Hyacinthe… each city offers a plethora of traditional and original locations for your event. If you take the time to explore, you’re sure to uncover some hidden gems!
- Suppliers = Peace of Mind
Even a diehard control freak can quickly tire of dealing with every last detail in planning an event. That’s where third party suppliers like us come in. In addition to offering you a range of product rentals for your event, our experts are ready with unique ideas and concepts to make your event truly original and spectacular. Contact us today for more information: firstname.lastname@example.org
- It’s all about the Wow Factor
The word “unique” might be overused, but it can’t be overemphasized! An event filled with magical moments will create lasting memories that live on long after you take down the decor. You’d be amazed how the smallest details can make all the difference. The HAPPENING.CA team gives you 5 tips to creating your very own Wow Factor. Click here to read more..
- Make your guest list and send out invitations
A guest list is key to reserving your venue, ordering your menu, and setting up your space. Let your guests know about the event well in advance, and give them an RSVP to confirm their attendance.
During the Event
Want to make sure everything goes off without a hitch? Get a good coordinator. He/she will run a tight ship and make sure that everyone on the team is doing their part. If your on-site logistics programming has been planned from a to z, all that’s left to do is cross your fingers and hope that everything goes as planned!
- Set up the room
Arrive early and start your set-up as soon as possible. Nobody likes rushing at the last minute and you risk forgetting important details. Also, make sure that everyone on your team knows what they have to do so you aren’t working alone.
- Be ready for anything
Once the event gets underway, your job isn’t over. It’s important to keep an eye on everything and everyone on your team. Challenges can present themselves at any moment, so your creative problem solving techniques will almost definitely be put to the test
- Tear down and clean up
You’re almost at the finish line, but not before you’ve taken down all your decor and packed up all your equipment. Teardown should be as efficient as set-up.
After the Event
Take a breather. The event that seemed to run your life is now in the past. As you pop open the champagne to celebrate with your team, it’s time for a post-mortem. Identify the successes and challenges you encountered, and determine what to change for next time. Don’t forget to listen to guest feedback as well. Their comments are often the most useful.
So, there you have it! The ultimate event planning checklist. Use it for your next project, and create an event that your guests will never forget.