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April 20, 2021

Top 10 Tips for a Smooth Event Planning Process

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Event planning can be a very stressful and overwhelming process. Whether you are an event planner organizer, or a person who simply wants to plan his or her own occasion, here are some tips that will help you plan a successful and memorable celebration.

1. Start Early

Make sure to start planning your event early. Are you planning a huge occasion? If yes, you should consider planning it 4 to 6 months in advance. For smaller celebrations, you can have at least 1 month. See to it that all vendor contracts are done many weeks before the event date.

2. Be Flexible

No matter how organized and efficient you are, at some point, there will be some unexpected changes. There might be some location and time changes along the way, so it’s crucial to remain flexible all throughout the planning process.

3. Improve your Negotiation Skills

Vendors always tell you that certain costs are fixed, but trust me, everything is negotiable. Along the way, you are sure to encounter unforeseen costs. Learn how to deal with these unexpected changes by sharpening your negotiation skills. Of course, you would want to get the lowest prices possible. Finalize your budget prior to a vendor meeting, and offer to pay 5% to 10% lower than his price.

4. Assign All Event Responsibilities

Breaking up all the tasks and several aspects of the event into smaller sections is necessary for an efficient work flow. Which team members are assigned to catering, transport and registration? These people will be responsible for their own stations, and will take care of the small detail changes.

5. Share Documents Online

By sharing documents online, collaborating with your team members would be much easier. Event planning is a very meticulous job, so you need to make sure that everyone is on the same page. It will be helpful to organize a google drive or Dropbox folder containing all the attendee information, floor plans and vendor contracts.

6. Prepare Backup Plans

All events will encounter certain unexpected issues, no matter how organized and meticulous you are. Don’t worry, though. That is perfectly normal. Just make sure that backup plans are prepared. Evaluate the most crucial aspects of your celebration, and build a backup plan for each one.

7. Make a Run Through

Do a run through of the whole event process around 2 weeks before the occasion. Organize a team meeting and discuss all of the aspects with everyone, from the initial set to all follow up processes. You may highlight some possible complications, and elaborate on backup plans.

8. Photograph Everything

If it will work with your budget, hire a professional photographer to cover the entire event. Who wouldn’t want keep all of these beautiful memories?

9. Get Online

If you are running a business, you can utilize these as marketing collaterals. Demonstrate the success of the occasion by posting the images on your company’s social media profiles. This is an excellent way to boost your social media presence. Moreover, you can set an official hashtag on Twitter, and encourage all of your followers to tweet endlessly about it.

10. Make Sure to do Immediate Follow Ups

After the tiring event, you will definitely be tempted to take a long break. However, before cherishing a vacation, you need to do the immediate follow ups. Of course, all the logistics is already completed, though you need to be proactive with certain follow ups, may it be through social media or email.