How To Do Wednesday: How To Plan an Event

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For the past two years,  I have had the opportunity to plan large-scale events for the company that I work for on a regular basis. I work at a college and plan graduations and other community involvement events for the campus.

In a few weeks I will be leaving my company for a new position so I wanted to take some time to post some tips about event planning from small scale to large; and informal to formal. Basically, I am going to give you advice on how to stay within a budget and still plan an awesome party.

Event Details
The most important quality that an event planner can possess is mastering the fine art of organization. The first step to getting organized is to create documentation for your process. Documenting your process even with something as simple as planning a birthday party may sound silly, but can be helpful in future party planning. Keep reading for some examples.

Documentation Details
To help you get started in organizing your event, just answer the questions below in order. I am asking you to keep the order so that you can properly decide on activities and guest quantities. Some questions may not pertain to your event and can be skipped.

  1. Name and purpose of event?
  2. Formal or informal event?
  3. Is there a theme?
  4. Who are the party/event planners?
  5. Who are the stakeholders (who's paying)?
  6. What is your budget?
  7. Date and time of event?
  8. Length of event?
  9. Will you be serving beverages or food? (consider the time of day)
  10. What is your budget for decor?
  11. Will there be entertainment?
  12. Will you have activities?
  13. Will you have favors to take away?
  14. How many guests?
Why Document?
The best way to do better at anything is practice and learn from your mistakes, even in event planning. Writing information down like quotes for venues, food, cake, or entertainment (djs, bands, etc) can create a quick reference guide for future planning. Your needs change and vary so who's to say what is too expensive now may be affordable to you later. 

Shop Around
Look for the best deal for everything! With the internet, the possibilities of what you can find are endless. Websites like Pinterest and YouTube also offer thousands of great ideas including DIY for all types of parties and events. 

Keep It Simple
It is so easy to have a small event turn into something huge and out of control! Stick with your plans and invite accordingly. You do not have to invite everyone that you know. Parties are memorable for two reasons: they were awesome or they were a disaster.

Stay With Budget
Food and drink will be the most expensive items of your event so plan accordingly. Food should be decided on before everything. Cheap party foods can include: hot dogs, sloppy joes, pizza, and pot luck style for family events. After you decide on the menu, play with the budget to get the items that you really want. 

**What is the biggest event that you have planned? A family party in extended families typically includes more than 40 people if I invite all sides. Thanks for reading and Happy Hump Day.**

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