Whether it’s a small gathering or a large-scale celebration, event planning can be a daunting and stressful task. This is especially true when it comes to budgeting and timelines.
To make your planning less time-consuming and more budget-friendly, we’ve gathered the ultimate event planning checklist. With these steps, you’ll be well prepared to create a memorable and impactful event within your budget and timeline.
Plan Events Months in Advance
The earlier you start to plan events, the better. Remember that a well-thought-out event takes at least 3-4 months to plan out, even if it’s small.
Below are some steps for your planning checklist and why they matter.
1. What Are Your Goals and Objectives?
Are you raising money or awareness? How many guests are you planning to have at your event? Is this event a celebration, conference, fundraiser, or product launch?
These questions should be answered before any further steps are taken. It’s essential to understand the event’s purpose so you can gauge success, pick entertainment and vendors, and make effective decisions.
2. Dates and Timelines Matter
While it’s great to start planning as early as possible, it’s never a good idea to plan without a set date.
The date of your event will affect your entire timeline. Consider details like when vendors make their food and products, set-up preparations, deliveries, and more. Because of this, a firm date is crucial! Also, remember that some things are unforeseeable, so pushing back a date can be problematic.
If you expect your event to be delayed, be sure to communicate with everyone involved as soon as possible.
3. Money, Money, Money!
Once you have the basics for your event, the next step is determining what’s in your wallet. In other words, what’s your budget?
Without proper and detailed planning, you may find yourself drowning in bills that you don’t have the money for. So creating a budget is vital to avoiding overspending. In this budget, determine the following:
- Venue
- Catering
- Entertainment
- Marketing
- Decorating
- Possible additional fees
Also, make sure to shop at the market! One business’s price and services may be better than another. Therefore, researching is important to get top dollar for the best quality.
Gauging the average service costs is also essential to understanding if you’re being given a fair price. The good news is that, with the proper research and business mindset, you can usually negotiate a deal with vendors/venues!
Reviews are also critical! If a vendor or venue is known for bad business practices or bad quality, you may want to look elsewhere.
4. Get Things Rolling!
Once you have everything finalized, it’s time for the rollout!
Marketing your event is extremely important to get your audience to show up. This could include flyers, emails, social media, and website promotions. It’s all on the table!
If your budget has room, consider looking for sponsors or partners to boost your visibility and help with marketing efforts.
5. The Final Stretch and Wrap Up
Being ready for on-day preparations is essential since you never know what may happen. Remember that staying calm is a top priority. You’ll also need to assist with things like event schedules and greetings.
Moreover, note the success of your event by completing a post-event evaluation. Looking back at how you did, what was accomplished, and what needs improvement is crucial to upping the level of your next event!
What Event Planning Companies Offer
Sometimes, planning can get overwhelming. That’s where event planning companies come in, often bringing well-versed experts and diverse expertise to the table.
Below are some ways that an event planning company can help you.
- Budget planning
- Vendor coordination
- Creativity and design
- Marketing and promotion
- Day-of coordination
- Post-event evaluation
Depending on the help you need and your budget, working with an event planning company can be highly beneficial.
Stress Less with Premier Sound and Lighting
Planning an event can be stressful and overwhelming. If you feel you’re in too deep, Premier Sound and Lighting can offer services that ease the pressure. Experience smooth planning and have a blast at your event with our help! Contact us today for more information.
