How to plan an event in 5 easy steps

Planning an event for a dinner party of six or a corporate event for 500 can seem daunting to even the most experienced event planner. However, with a little foresight you can have a successful event if you know where to begin.

Instructions

Difficulty: Easy

Things You’ll Need:

• post it notes
• great memory
• an assistant

1. Small or large, basic or complicated, simple or elaborate, you can guarantee that your event will be successful by organizing it from start to finish. The first thing you want to do is put together an event list of things to be done. Your list can be as basic as writing the details on a sheet of paper to creating a spreadsheet using excel. The idea is to have one central place where you can make notes, keep reminders, and understand what needs to be done and remains to be completed.
   For very detailed parties or elaborate celebrations, you might want to seriously consider having a dedicated notebook that you can keep with you wherever you are so that you can make notes for yourself as soon as you think of them.
2. Your list should contain such things as
   • What date will the event be on
   • Where will the event take place
   • Indoors or outdoors
   • Will you need a rain date
   • How any guests will be invited
   • Who will provide the food
   • What type of food will you have
   • What type of drinks will you serve
   • Who will serve the drinks
   • Will the drinks be cold or hot
   • Will there be games played
   • Are you giving out any prizes
   • Will you give gifts to the guest
   • What type of lighting are you looking for
   • Will the guests be standing the entire time or sitting
   • Will you need any decorations
   • Will you be sending invitations
   • Will there be music
   • Who can you ask to help you
   
   Just keep asking yourself questions to help you complete your list. Take a moment to go over in your mind the last party that you attended. Start from the moment you walked into the door until you left. Was there anything you would have done differently? The more things you can add to your list the less likely you will be to forget anything
3. Finding Helpers/Assistants
   
   If your event is going to be a little more involved than having a few friends over for dinner you should consider asking someone to help you out. No matter how prepared you think you are going to be, as the party day approaches, you are likely to feel as though things are “out of control.” A helper helps you stay sane before and during the event.
   
   Think of it this way – your helper can offer suggestions, handle last minute details as well as lend a hand when things get complicated.
4. Your list
   
   Review your event list on a regular basis by checking off things that no longer need your attention and adding items that you forgot.
5. Coordination
   
   As the event day draws closer, go over with your helper who will do what on the actual day. Look over your list to make certain that nothing has been forgotten and that everything is on track.
   
   Here are a few things to get you thinking about who will do what
   
   • Whose going to replenish the food trays if you aren’t using a caterer
   • Whose taking care of the trash, spills, restocking of food, ice, and drinks
   • Who will greet the guest as they arrive
   • who will be restocking the bathroom supplies
   • who will manage the music

Tips & Warnings

• On party day If you’ve been using your event list, all should go well. Go over your list one more time making certain that nothing was forgotten, now take a deep breath and go have fun. After the party congratulate yourself on a job well done. Send thank you notes to everyone who assisted you.