Planning an event can feel like an uphill task with all those decisions, deadlines, and details. You might have to look for a perfect venue, figure out your budget and dress code, and, of course, make sure that your guests actually show up for the event.
Still, there are instances where, even after putting a lot of effort and time into it, everything goes in vain.
Honestly, that’s the most heartbreaking situation for anyone.
But, but, but…
With the right blueprint, or you can say with the right plan, you can actually execute things correctly!
And let’s not forget the role of creativity. You have to think outside the box, add the personal touch, and make sure that all the guests walk away remembering your event for all the right reasons.
But do you know how you gonna do that? Nope?
Don’t Worry! We have created a detailed guide about planning an event along with features and tips.
Whether you are planning a Halloween party, prom event, or any fancy gala, this guide will help you plan and execute the event plan.
So, without any further wait, scroll now and read all the details!
What Makes an Event Successful: Core Features
A successful event is one where everything just clicks at the right place, and people walk away with a big smile and say, “That was awesome; you guys have nailed it.”
It’s not just about the decoration and the food but how smoothly everything goes without any disruption.
But what makes an event successful?
Well, it’s all about:
- Setting up clear objectives, the purpose for which the event is being organized.
- Preparing all the checklists of the activities, budget, date, time, place, and other engaging content.
- Next comes the perfect coordination in handling all the activities.
- For guests' satisfaction, pay attention to minor details, from dress codes to decor.
- Make sure that all the guests are welcomed and entertained throughout the event.
- Strong communication is very important to get instant feedback.
Now, let’s learn about some key steps required for event planning.
12 Key Steps for Event Planning
Steps for Event Planning
| Step Number | Step Description |
|---|---|
| 1 | Set the Goal/Objective of the Event |
| 2 | Make a Budget |
| 3 | Select the Date |
| 4 | Organize Your Team |
| 5 | Select the Venue |
| 6 | Make a Master Event Plan |
| 7 | Create an Event Software |
| 8 | Brand the Event |
| 9 | Confirming the Speakers or Hosts of the Party |
| 10 | Confirming with the Special Guests |
| 11 | Choosing the Activities to be Performed |
| 12 | Making the Final Schedule of all the Activities |
Here’s a detail of all these steps involved:
Step 1: Set the Goal/Objective of the Event
The first and foremost thing you need to consider is the goal or objective of the event. It’s like drawing up the roadmap of your entire journey. Only once you know this will you be able to blueprint the event.
Ask yourself:
- Why am I organizing this event?
- What’s the occasion?
- Who will be the target audience?
- What’s the budget?
- What activities should I include?
- How many people should be part of this event?
- What about the food, decor, and dress code?
For example, if you’re planning a prom party, select a suitable date, time, and venue. Then, select the prom theme and dress code. After that, make a list of vendors for decor and food and organize other activities.
Once you’re clear on the objective, communicate it to your entire team. This will ensure that you and your team are putting all your efforts in one direction.
It will also get everyone on the same page, and there is a high probability that your event will hit the mark.
Step 2: Make a Budget
After setting up the goal, the next thing to do is make the budget for the things. Be realistic with the cost; you don’t have to do things beyond your budget just to impress the people.
But do you know how to make a budget? Read below!
How to Make a Budget?
Grab a piece of paper or open your spreadsheet.
List things like venue, food, decor, invitations, and other marketing essentials.
Write the estimated cost of all the items.
Don’t forget to keep some extra money, as surprise expenses can pop up anytime.
Now, check if the estimated cost of the items is beyond your budget or not.
If the cost exceeds your budget, go back and look for items to cut costs. Maybe you can opt for a more affordable venue or decor.
Trust me, budgeting like this in advance will surely save you from any future headaches.
Step 3: Select the Date
While selecting the event date, make sure that you give yourself enough time to plan things. Check for the holidays and VIP guests you’re inviting. Also, check for the availability of the venue.
Step 4: Organize Your Team
Every event needs the right people to help. A solid team means that all the small tasks will go smoothly.
So, make sure to pick the right team!
Pro Tip: Once the team is selected, make sure that you communicate regularly to get updates.
Step 5: Select the Venue
The place you choose for your event should match the vibe of the celebrations.
For example, a spooky place like an old mansion or a creepy warehouse would be perfect for a Halloween party.
For a New Year’s party, a rooftop where you can watch fireworks or a club would make the night extra fun!
So, always pick a venue that fits the mood of your celebration.
Step 6: Make a Master Event Plan
Once you have an idea of the budget, venue, and team involved, it’s time to make a master event plan.
Creating a master event plan will help you coordinate all the activities and ensure that everything goes smoothly as per the plan.
| Master Event Plan Schedule |
|---|
| Venue details, logistics, and catering management |
| Schedule of the activities and entertainment |
| Publicity and promotions |
| Sponsors and partner management |
| Volunteer management and team responsibilities |
| Guest list and invitations |
| Decor and theme of the event: talking to vendors for decoration |
| Contractors’ details |
Step 7: Create an Event Software
For big events like prom, homecoming, Halloween, Christmas, and New Year, it’s important to create event software because:
- It helps to keep everything in one place.
- Instead of making multiple spreadsheets and documents, you can easily access the data with a single click.
- It becomes easy to communicate.
- Easy to know the cost as per the budget.
- It reduces the chances of any errors.
- It is easy to create online invitations.
Step 8: Brand the Event
Branding the event is all about highlighting the key elements of the party on social media to attract people to attend.
It might include:
- A unique name for the event.
- Highlighting the key elements.
- Creating a tagline.
- Design a logo.
- Design the theme and other activities.
- Creating a visual identity.
Step 9: Confirming the Speakers or Hosts of the Party
An appropriate host will set the tone of the party. And, if you’re having different speeches, activities, and performances, you need to have a confident speaker to handle the entire event schedule.
Step 10: Confirming with the Special Guests
An appearance from a special guest can increase the chances of success for the event.
But to select the one, make the advance confirmations, payments, and contracts. Use social media to highlight the presence of special guests at the party to attract more and more audiences.
Step 11: Choosing the Activities to be Performed
For Halloween party:
- Think of spooky games like riddles, ghost storytelling, spooky photobooths, monster dance-off, and many more.
- Create a haunted house experience.
- Costume contest
For Prom Party:
- Selection of prom king and prom queen.
- Prom photoshoot for friends
- Interactive games for prom couples
- The best formal dress wearer
- Special performances, live bands, and other talents
- After prom party celebrations
Step 12: Making the Final Schedule of all the Activities
After all this, it’s important to ensure that all the event activities go smoothly. For this, clearly write about the guests' time of arrival. To keep the audience entertained, make a table for the fun activities and contests to be performed. After that, state about the dinner time, dance party, and farewell.
Here’s how you can do it:
- Welcome time of the guests.
- The activities
- Games and contests
- Timings of dinner or buffet
- Dance party
- Farewell
Things to Keep in Mind On the Day of Event
Here’s a list of important things to remember before 48 hours of the event.
- Send the reminder messages to all the attendees.
- Contact the media attendees.
- Check the setup of the venue.
- Check the weather and plan accordingly.
- Keep in touch with the entire team.
- Check with the decorators and vendors.
- Confirm with the hosts and special guests.
- Prepare a kit of pens, highlighters, USB, extension cords, chargers, etc.
- Prepare an emergency kit.
- Pick an extra outfit.
- Just relax!
How to Prepare for the Unexpected?
No matter how carefully you plan an event, the unexpected can always happen.
So, be ready for all the last-minute changes.
Here’s how you can plan yourself for the unexpected.
Have a backup plan
Weather is always unpredictable. So, if you organize an outdoor event, make space for an indoor backup location to enjoy your event even in heavy rainfall or snow.
If the DJ's equipment has a technical issue, keep a playlist of dance songs on your phone or laptop as a backup.
Make a separate team for emergencies
Power cuts, catering delays, transportation problems, and other common issues require preparation.
Make sure you have a backup team that can handle such emergencies.
Prepare for extra guest lists
Sometimes, having an extra seating arrangement to accommodate them in advance can be a lifesaver.
Stay flexible with the activities planned
Sometimes, the performers don’t show up at the last minute for several reasons, like bad health, traffic jams, bad weather, etc.
So, plan your other activities so that they can be adjusted according to the circumstances.
Keep a regular check on the weather
Weather can be unpredictable; it is important to arrange for umbrellas or other supplies in advance.
Keep a positive attitude
Last but not least, stay calm and flexible.
Since things might not always go as planned, a positive attitude can help you handle any situation effectively.
Enjoy Every Moment!
Planning an event can be a tough task. But with the right steps, tips, and creativity, you can make any event successful.
Remember, it’s all about properly planning and preparing for unexpected things.
FAQs
What are some steps I should follow to plan a formal event?
A. It starts with
Setting up the objective.
Take care of the budget, the date, and the people included in the event.
Consider the venue and efforts to brand the event.
2. When should I plan a formal event?
A. The ideal time is to plan it 3 to 6 months before the event.
3. What kind of dress code is good for a formal evening event?
A. You can’t go wrong with long gowns. They are perfect for a formal evening.
4. How can I pick a venue for my formal event?
A: The theme of the celebration is the key. For example, a mansion is a good choice for a Halloween party. On the other hand, a rooftop area is for a New Year's bash.
5. What should I add to the formal event’s itinerary?
A. Welcome remarks, key activities, speeches or presentations, meal times, entertainment, and a closing or farewell!
