Are you thinking about planning a party or event in the near future?
Do you want to do everything you possibly can to ensure your planning goes well, including getting your mind ready for what’s to come?
Most people don’t realize how important their mindset is when it comes to planning a large party or event.
The right mindset can make your planning move along at a comfortable and productive pace, while the wrong mindset has the potential to severely set you back in the planning process.
What’s more, having a positive mindset can make the planning experience a pleasant one.
That’s a win-win situation, now isn’t it?
In this post, I offer seven mindset hacks to help you plan an event.
These practical mindset hacks will help you “get ready” when it comes to wrapping your head around planning an event.
You’ve got to seize the day…everyday
Once you choose a date for your event, the die is cast.
There’s literally no time to waste; you only have a short period in which you can plan your event.
As such, it’s extremely important for you to make the most of the time you do have.
One way to do this is to take targeted action on a daily basis. Taking action doesn’t have to be difficult: you can do some research, make queries or phone calls, create checklists, confirm information via email, make lists, and so on.
And if you’re ever in doubt when it comes to your planning, don’t wait! Do something, anything, that will take you once step closer towards organizing your event.
You are 100% responsible for planning your event.
Good news! You are 100% responsible for planning your event. The bad news? You guessed it: you are 100% responsible for planning your event.
Most people underestimate just how much responsibility they have when organizing an event.
As chief event planner, you will be in charge of pretty much everything for your event: from selecting a venue and vendors, to making food and beverage selections, to choosing decorations and music playlists, to deciding whom you’ll invite to your event…just to name a few!
Now is not the time to be shy or hide away. As the saying goes, you get out what you put in. Your event will be planned only if YOU put in the work that’s required of you.
You must front-load your planning.
We all know what it’s like to procrastinate on a project or assignment for work, home, or school. Unfortunately, this isn’t the case at all in the world of event planning.
You do not have the luxury of squeezing in work over the course of several days, or waiting until the last couple of hours to finish tasks and to-dos.
Much of your event planning is contingent upon key decisions made at the beginning of your planning work. It is absolutely crucial you complete the bulk of your event planning work within the first few weeks of your planning.
If you don’t, it will be extremely difficult, if not impossible, to play “catch up” when it comes to making key event arrangements.
You’ve got to focus on one task at a time.
Whenever you sit down to do your event planning, it is crucial you focus your attention on whatever it is you’re working on at the moment. Sure, your mind may be full of decoration ideas, potential venue concerns, and RSVPs, but you can’t let those swirling thoughts sidetrack your progress.
Practice being fully present in your work no matter the task. Whether you’re recalculating your budget at your desk, placing a phone call to your floral vendor, or sending a follow-up email to your caterer, stay focused on what you’re doing, and see the task through to completion.
If an errant idea should pop into your mind while you work, capture it by jotting it down on a notepad or in your to-do list. With your idea properly recorded, you can return your focus towards the task at hand.
You must understand how tasks relate to one another.
Planning an event offers you an interesting look into how individual tasks directly relate to one another. You event tasks and to-dos do not exist in a vacuum; rather every item has an impact on your planning in the present, in a few weeks’ time, on event day, and in some cases, after the event itself.
One way to understand this process is to treat every task you work on, as if it were a door in a house. Every time you work on a task (open a door), you must complete the task (close it). This will keep your work contained and on track.
What’s more, it’s not uncommon for event planners to to work on a particular task or set of tasks, set them aside, and complete them in future.
One way to keep tabs on your planning is to add future tasks directly to your calendar or planner, so you’ll know to complete them when the designated time comes.
You’ve got to constantly wear your puzzle-solving hat.
Planning an event is like working on a giant puzzle. Sure, the pieces of the puzzle are of your own choosing, from refreshments, to activities, and invitations, but you will be the one who will arrange all the different pieces together during your planning…and on event day itself.
In some ways, you can think of planning an event like putting together a giant jigsaw puzzle. You begin your planning by assembling the border pieces, or the details of your event. Once the border is complete, you can begin to assemble the interior pieces, section by section.
When you organize your event, you will be solving problems, puzzles, and conundrums on a regular basis, from figuring out what time you should set up materials on event day, to making alternative plans when a party supply store doesn’t have the materials you need.
Now, this point isn’t to scare you, it’s just part of the event planning experience. Expect the unexpected, and be ready to solve problems at a moment’s notice.
You’ve got to take a step back and look at the big picture.
It’s so easy to get caught up in the teeny-tiny details event planning. Sometimes, you can get so focused in your work, that you literally have to take a step back to give yourself some perspective.
Remember, the work you’re doing now will have a direct impact on your event. Whenever things get a bit overwhelming, stop what you’re doing, and take a little break.
Try and imagine yourself at your event. Put yourself in your guests’ shoes: what are they seeing, doing, tasting, enjoying, or learning? This should definitely help center you in your thoughts.
If you’re still having a difficult time sorting through the details and grasping the big picture, ask a trusted friend or family member for their honest opinion. Once you’ve repositioned yourself, you can get back to work, and pick up on your planning.
How about you? What type of event are you planning in the near future? Which of these mindset hacks do you find to be the most eye-opening or interesting? Join the conversation and leave a comment below!