Now is not the time to start planning a summer event. Now is the time to start planning a fall or winter event. It can take an enormous amount of time to coordinate all the activities and resources necessary to carry off your event without a hitch. Never fret. If your event date is sneaking up on you, we can help with the sound, lighting, and production design. There are some suggestions that any party planner can take advantage of to ensure a fantastic event. In general, it is important to begin 3-4 months prior to the even in order to delegate tasks ad begin planning. Some venues book up quickly, as do the schedules of keynote speakers or officiants. Determine key attendees, and reserve the venue. For some events, like weddings, you will need at least double the amount of time so adjust time recommendations accordingly.
Within 2-3 months of the event, it is time to send out invitations and or response cards. Be sure to send related materials such as maps, hotel information, and possible activities to do in the area. Caterer will need to be booked and a menu established. Determine what needs for transportation your guests will have and make arrangements for cars, busses, parking, or whatever else may be necessary. Other venders such as tents, stages, flowers, AV equipment, decorations, and the like will need to be finalized during this period.
Within 6 weeks of the event, check to make sure what approvals are necessary for alcohol if it is going to be served at your event. Arrange for a photographer. Approve final program or agenda. Confirm talking points with speakers or scripts for performers. Begin working with the site to be sure it does not require special cleaning or construction.
Within two weeks, begin reviewing any staff assignments including transportation responsibilities. Meet with caterers and vendors to finalize any outstanding issues and begin to discuss set up. Make sure attendance lists are up to date and that key personnel are well informed of progress so far. Within a day or two of the event, confirm everything with venders and caterers. Make sure security requirements are met. Have tents, chairs, tables, and podiums in place and ready to go.
At the day of the event, check your location set up and that everything has been set up properly especially food and drink offerings. Make sure the printed material such as programs and nametags are arranged properly. Check the sound and lighting equipment with vendors. Check decorations. After the event, send thank you notes to staff, volunteers, speakers, and vendors.
