Organizing events requires a lot of commitment and planning, but also hard work. Whether you want to organize a private or official event, you must allocate costs accurately and plan every detail.
In this article, we will talk about both private and official events. Under private events are birthdays, weddings, gender reveal parties, as well as other events that are important to you. Official, i.e. corporate events are intended for you to get to know your partners and clients, but also to show them that you appreciate their loyalty.
As you can imagine, this is not an easy task. If you have the honor to work for the organization, stay with us today. With the help of this article, we will help you find out how to do it all flawlessly but also manage situations when things don’t go according to plan.
1. Define the purpose of the event
This is more than obvious, but the correct wording will give you direction on how to proceed. Is this a party? Is it an informative event? What do you need to achieve with your guests?
Create a concept, seating plan, food, and refreshments plan, and if possible, come up with an agenda. This is especially true for corporate and thematic events.
If it is a private event, then you can be more spontaneous in planning. However, celebrations such as weddings, graduations, anniversaries, or birthdays are for family and loved ones. The ultimate goal is for everyone to have fun.
The purpose is what makes a clear distinction between formal and private events. Therefore, make a clear plan for the purpose and format of the event and it will be easier for you to move on to the organization.
2. Take care of the arrangement of the space
If you already know where the event will be held, it’s time to take care of the interior design of the space. If you organize a corporate event, you need to do it in the spirit of the brand. Print promotional materials to hand out to attendees. Personalize all the details. Brand the space with the help of glowing neon signs, banners, and banners, but also use the corporate colors. Read more to see how to order a custom neon sign for your party.
Of course, you can be freer when it comes to private events. However, personalizing the space will create a pleasant atmosphere for the attendees. And in this case, you can use a personalized neon sign with the name of the person celebrating or with a specific message that you want to convey to those present.
3. Plan your expenses and budget
If you are organizing a party, you need to predict the costs so that you can define a budget. There are many elements to watch out for, including:
- The place where the party is held
- The price for renting the space
- The cost of food and drinks
- Promotion of the event
- Marketing costs
- Entertainment section (singers, comedians, artists)
- Personnel costs
- Accommodation for those coming from other cities
- Contingencies for unplanned expenses
Before making a budgeting plan, you need to gather quotes from multiple event spaces, catering services, and temporary staffing agencies. And when we talk about contingencies, always increase the planned cost by 20-30 percent, so that you have excess money in case something unforeseen happens.
As you can imagine, private parties have more clearly defined costs, because there is no need for promotion and marketing or additional hiring of entertainers and artists.
4. Always have a backup plan
Things can go wrong at the worst possible moment. But we are sure that good event organizers have a plan B.
For example, if you were planning an outdoor event but the weather doesn’t allow it, make sure you can move the event indoors. This means that you also have to move all the props, such as advertisements, equipment, neon signs, decorations, and other details that were intended for decoration.
Do your best to notify guests in time if there is any change. And of course, don’t skip this step, because you can never predict what the conditions will be like that day.
5. Form a team to make your job easier
Don’t do anything alone. Sometimes things are much more complicated than we expect and we need the support of others to be able to successfully deal with the challenges.
That’s why we recommend you work with people you trust and take them with you as part of the team. That way you will always have control over what is happening and you can be sure that you will not miss any important aspect of the event.
6. Ask for feedback from guests
This is a great way to find out what direction you should go in the future, especially if you are organizing a corporate or promotional-themed party. With private events, it is easier, because the occasion is one and it may happen that you don’t have to see each other at new events for years.
However, in the professional sphere, you have to be a little more focused on the quality and realization of the event. Send an email the next day with a few simple questions to get clear feedback from attendees. You can even ask them to write down how they did and if they enjoyed the event.
This way you will know if you have made any mistakes and if you need to do something different for the next events.
Of course, we have come to the very end of this article. As you can see, a successful event organizer pays attention to many aspects, from large-scale planning to the smallest details. That is why this work is also challenging, but when it is successfully completed, the satisfaction is too great.
Follow these tips before you start planning. In this way, you will manage to manage all the challenges and be successful in what you do.