What to Keep in Mind When You’re Planning a Large Event

Are you thinking of planning a large event in the near future?

Not sure where to start or what to keep in mind as you plan?

Today’s post is an mini-event planning guide.

It will help you keep the most important information front and center as you make arrangements for the big day.

I’ve culled the following tips from my past experiences organizing large events as a public relations professional.

Ready for the event planning tips? Great! Here we go…

Have your budget in hand.

First things first, figure out how much money you are willing to spend for your event.

Be honest with yourself about your budget!

Having an idea of your budget range will help you automatically lean towards the services and goods that you can actually afford.

Event costs can easily skyrocket in a heartbeat, especially if you get caught up in the moment and start adding on items you didn’t budget for.

Have a fixed budget and stick to it.

Start planning as soon as possible.

Chances are if you think you are starting to plan too early for a large event, you’re probably starting at the right time.

Event venues and vendors can get booked up months ahead of time, sometimes even years!

It’s better to play things safe to start your planning sooner rather than later.

What’s more, you’ll have more time do some comparison shopping.

This includes time for you to visit venues and talk with vendors.

You’ll also have a better chance of getting your choice of venue and vendors on the day and time you wish.

Read and understand the fine print.

Disclaimer: I am not a lawyer. If you have questions about contracts or agreements, seek counsel from a qualified legal professional.

You are spending way too much money on a single day to let a little laziness create a potentially difficult or costly situation for you.

Carefully read and understand the fine print in all of your contracts and working agreements before you sign.

If you are unsure of what something means, ask! There’s no shame in asking questions.

Remember, you are the one plunking down a lot of money for your event, so you better know what you are getting yourself into.

You can ask the venue or vendor for more clarity. You may also want to consider seeking professional legal counsel.

Disclaimer: I am not a lawyer. If you have questions about contracts or agreements, seek counsel from a qualified legal professional.

Don’t make assumptions.

While it’s easy to get caught up in the excitement of planning a large event, be extra careful to keep a level head.

It’s important not to make any assumptions about any information you may come across.

Here’s an example for you. I once booked a conference room in a hotel.

I thought the conference room was in well-located breezeway or hall.

But, it turns out the conference room was located in a separate building behind the hotel.

You had to walk through the hotel, across an active and busy parking lot to get to the conference room.

If I hadn’t made that assumption, I probably would have asked more questions.

So let this be a lesson to you to keep an open mind, ask plenty of questions, and not make any assumptions.

How about you? Which of these tips are you going to follow? Join the conversation and leave a comment below!

Want help planning your party or event? I have an event planning eBook that can help you plan.

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About the Author

Rashelle

Rashelle Isip is a New York City-based productivity consultant who helps successful entrepreneurs and business owners manage their time and energy so they can reduce stress, work less, and make more money in their businesses. She has been featured in Fast Company, Forbes, NBC News, The Washington Post, NPR, and The Atlantic. Get her free guide, 5 Unexpected Things You Need to Organize a Work Notebook, by clicking here.

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