When it comes to event planning, a summer survival guide is a great thing to have on hand. Whether you are throwing a small party or large corporate function, preparing a proper event checklist in advance can save you a lot of trouble down the road. If you are thinking about hiring an event planner or doing it yourself, you should familiarize yourself with the basics of event planning. Here are some summer survival tips for event planners:
*Keep a sharp eye on your finances. Your budget will be the backbone of your event planner services. Make sure to spend wisely and cut down on unnecessary expenses. Make sure to see that your bank account doesn’t start to run dry before the event. Don’t forget to get the latest news on your bank accounts and credit cards from your financial institution.
*Don’t forget to include your vendors. They will be the lifeblood of your event. It wouldn’t do you any good if you have a wonderful event but no one shows up to say thanks. You may have a great theme, fantastic food, beautiful decorations, and an experienced staff–but without the vendors, you will not enjoy your event. Make sure to add them to your list of people to invite weeks ahead of time so you can make arrangements for their services.
*Make sure your event planner has your back in the preparations. Nothing can ruin an event faster than poor planning. When you have an idea for the theme and a time frame, be sure to communicate to your event planner as soon as possible. It is important for your event planner to know what you expect to happen with your event as early as possible.
*Invite your guests early. Send out invitations six to eight weeks in advance to let your guests make their plans early. This will give them plenty of time to find a suitable date and time for their event. By doing so, they will also make sure it is convenient for them to get to your event and make travel arrangements if necessary.
*Clear your event date. Make sure that you have a definite date when your event will take place. If it is a formal event, such as a wedding, make sure to set a budget. Set the budget at least a week before the date to help you book your venue and other vendors. If you are inviting just a few people, you can probably make all the arrangements yourself, but if you are inviting many, it would be wise to let the event company handle the details.
*Invite only those who RSVP. Sending out invitations and making them public can be difficult for even the most popular of events. Instead, ask those who have the best interest in your event at heart to sign up. That way, you will know who will show up and how many will show up. If a large number of people sign up, you will not have to wait on the commitment of just a few guests.
*Plan ahead. Summer is a great time to plan for your event. If you have been thinking about something for a long time, make sure to get it done early in the season. The earlier you plan, the more likely you are to be able to get all of your ducks in a row. Event planners have plenty of summer survival tips for those who have been putting off planning events.
*Create a list of everyone who will need to come. This can include caterers or photographers, entertainment professionals, and even volunteers. Make sure that they have a simple way to contact you so that they know when they need to contact you. In addition, put together a guest list that can be expanded as people add their name to the list. This is especially important if you are inviting someone who is a family member or a close friend.
*Create a simple schedule. Scheduling your events so that they happen on certain days of the week is one of the most basic forms of planning. For example, if you have a meeting on the last Friday of the month, send out an email or call a meeting. This can make things much easier for you and your event staff members.
*Make sure to take advantage of the internet. If you have access to the internet, you can easily find information about topics that you would like to talk about, find out when others plan events similar to yours, and much more. You can also read about ideas and helpful tips on how to conduct successful events.