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 public events across the country as a public relations professional.
To give you an idea of scope, my largest event had over 300 guests.
Ready for the 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 here!
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.
You’ll have more time do some comparison shopping including visiting venues and talking with vendors, as well as have a better shot at getting your choice of venue and vendors on the day and time you want.
Read and understand the fine print in contracts and agreements.
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: you are the one plunking down a lot of money for your event, so you better know what you are getting yourself into.
Signing a contract and/or agreement blindly is asking for trouble.
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 and to not make assumptions about any information that you come across.
Here’s a prime example for you. I once booked a conference room in a hotel, thinking it was just down a well-located breezeway or hall. 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.
Keep an open mind, ask questions and don’t make any assumptions.
Now to you…are you planning on organizing a scale event for people? Do you have any questions about organizing a large-scale event? Perhaps you’ve organized your own fair share of large events and have something to share with other readers? Leave a comment below and join in the conversation!