Steps for an Event & Wedding Planner

Wedding planners take the guesswork out of planning your event.

An event planner is in charge of planning and executing events such as corporate luncheons, weddings, charity balls and auctions. A person working in this field should be highly organized, but also very outgoing and approachable. As an event planner, clients and companies will rely on you to meet with them, take their ideas and needs and create a successful event.

Instructions

1. Meet with the client. Gather information such as the date of the event, time that the client wants the event to start and time the event will end. Get the amount of guests that will be attending, even if it is only an estimate at this time. Create a budget based on the client's financial needs. Understand the type of event you are planning such as a wedding, birthday or charity.

2. Select a venue for the event or coordinate with the venue the couple has already selected. Visit the site and ensure the venue's maximum capacity is more than enough for the guest count of the party. Ensure the venue is available for the date and book it.

3. Create a party timeline with the time vendors need to arrive, when the event will start and when the food will be served. Add to the timeline other items that will occur during the event, such as the wedding ceremony or special auction, the time vendors will cleanup and leave, and when the event will end.

4. Create a final guest list. Order invitations and mail them or deliver them to each guest on the list. Create a spreadsheet for RSVP tracking. Have RSVPs cut off at least two weeks prior to the event.

5. Interview vendors for the event. Interview caterers, cake artists, photographers, videographers, and entertainment such as a disc jockey or live band. Interview and hire decorators to decorate the venue. Hire the vendors and place deposits or pay vendors in full depending on the client's budget. Get written contracts for each vendor that is hired. Touch base with the vendors at least two months prior to the event to ensure everything is on schedule and again two weeks before.

6. Arrange transportation for any out-of-town guests and the wedding couple.

7. Create a seating chart based on RSVPs and print out name cards or have them ordered.

8. Finalize the details of the event a week before by meeting with vendors to go over payments, menus and overall orders. Hire any volunteers necessary for serving or guest tending. Create assignments for volunteers.

9. Arrive at the event first, and be the last person to leave the event. Have a checklist of the schedule for the event and things that need to be done, as well as contact numbers for each vendor for emergencies.

References

• The Great Event:: Printable Event Scheduling Checklist
• Hampton Inn: Wedding Checklist
• Real Simple: Ultimate Wedding Planning Checklist