7 Event Planning Tips

Event planning is an eloquent art that can leave a lasting impression on attendees. Strategic event planning can be used to create new relationships, promote a product and increase employee participation. When done right, an event will leave a positive lasting impression long after it has passed.

Follow this easy to use, step-by-step guide to plan an event like the pros.

1. Event Planning with a Purpose

The beginning stages of event planning can never start too early. The first thing you should focus on is the purpose of your event. Are you fundraising, holding an informational workshop or corporate event? Or maybe your event is a celebration like a birthday party, wedding or anniversary. Whatever the occasion, once you clearly define your purpose, other things will fall into place, including who will be attending, the décor and how the occasion will be organized.

2. Volunteers

Event planning is hard work and it can be difficult to go it alone. If you know people who are willing to volunteer, you can start delegating specific tasks to them. Sending invites, welcoming guests and cleaning are things you should think about when considering who is going to do what. If you are unable to find people who can help you for free, consider hiring a crew.

3. Event Budget

If you don’t create a budget, you run the risk of spending way more than you had anticipated. Think about the cost of location, staff, food and whatever other expenses will be incurred. Try to save money wherever possible.  This can be done by finding inexpensive venues and using volunteers rather than a hired staff.

4. Decide on the Event Time and Place

Before deciding on a date, think about what else might be happening around that time. If there are other events that are similar to yours happening on the same date, it may hurt your attendance. Also, consider working around holidays and school or work schedules.

When thinking about location, find something that will be easily accessible for your guests. Also, note that your venue should be booked in advance, so you can be sure it will be available on the date you are requesting. If you are planning an event in Toronto, Vancouver Outdoor can provide an industrial chic loft with panoramic views of the city. Use of this space includes an attentive staff that can see to every last detail.

6. Logistics

Other logistics to be considered include parking, accessibility for wheelchair, what items and equipment you will need, whether you want to provide giveaways for your guests to take home and whether you want to have a photographer/videographer present to document the event.

7. The Countdown

As the event gets closer, you will realize there is a lot of be done to make everything run smoothly. When you are about two weeks out from the event, you will want to think about meeting with your team, visiting the venue and confirming your guest list to make sure everyone is on the same page.

Keep calm. Careful planning in the early stages can help to eliminate some of the stress. Planning an event is a lot of work, but if you are well organized, it can go relatively smoothly.

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