How to Make Event Planning a Breeze 

Are you tasked with organizing an event for your school, business, or family? From annual family reunions to corporate gatherings, event planning is a significant undertaking that should be planned down to the last detail and organized months, if not years, in advance. 

What are the inside secrets of the experts who plan events for a living? Let’s take a peek into their world and get some pro tips on making your event planning a breeze. 

Start Planning Well in Advance

Successful events don’t come together in a matter of weeks. They often require several months of preparation to bring all the pieces together seamlessly. For instance, according to Brides Magazine, the typical wedding planning timeline is 12 to 18 months, while a small corporate event may take from 3 to 6 months to plan successfully. 

It is common for annual family reunions to start planning in the weeks right after the last reunion. School or campus events are typically planned throughout the entire school year in advance of a significant event. Business events typically take months to prepare, depending on the size and scope of the activities you plan to offer.

Pro-Tip: If this event is recurring and you are satisfied with the job your vendors have done, book them again immediately after the event. Good vendors book up quickly!

Create (and Stick to) a Budget

Your timeline of planning should always take your budget into account as you hire food vendors, entertainment, and decor. One of the first things your planning committee should do is write out the amount budgeted for each area (decor, entertainment, food, supplies, marketing, etc.). 

Pro-Tip: Categorize your costs into “must-haves” and “nice-to-haves” to avoid overspending on non-essentials. 

Create a Timeline & Checklist 

Hopefully, you are not planning this special event on your own, as many hands often make light work. Be sure to get motivated and organized people on your planning committee who can stay on task and know how to ask for help when needed. 

Your planning team should outline a timeline for when each segment of the event should be planned, including securing a venue, selecting food vendors, and sending invitations. Break all the larger tasks down into smaller tasks and assign a deadline for each one, counting backward from the event date. 

Pro-Tip: Allow yourself some wiggle room in case you encounter a snag and have all aspects ready to go, ideally a week or more in advance. 

Use Technology to Your Advantage

In the digital world we live in, it is easy to find an app that can help your team collaborate and communicate quickly throughout the planning process. Find an app that will allow for a calendar with deadlines clearly marked, a list of tasks and who is responsible and the contact number of all vendors and key people who will be a part of your event. 

Pro-Tip: Look for an app or technology that can facilitate real-time data collection, such as RSVPs. 

Seacoast Events has been helping organizations plan and host events successfully for many years. We’d love to help you plan your next event. If you would like more information about how we can help transform your event, please complete our short inquiry form, email or call 978-462-6877.