Event planning can be overwhelming. Event planning is easy if you take the right steps. We’re here to make sure your event is a success, whether you’re planning it for the first time or are a seasoned professional. Learn how to make your event memorable and stress free.
12 Key Steps to Planning Memorable Events
A memorable event requires creativity, attention to detail and thoughtful planning. Plan your event so that it leaves a lasting impression, whether it is a corporate gathering, a wedding or a milestone. From setting up a clear vision, to managing the logistics and ensuring that every moment is perfect, we’ll guide you through the key phases of planning an unforgettable event. Follow these steps for an experience that everyone will remember long after the event has ended.
1. Decide on the purpose and goal of your event
Each memorable event has a reason, whether it is a wedding, a banquet, a milestone celebration, or a corporate gathering. Are you celebrating a special event, fundraising, or building business or community relationships? Ask yourself: What impression do I want to make on my guests when you identify the purpose of your event?
2. Budget your expenses
Avoid overspending. Create a detailed spreadsheet to track all event expenses. You can also use budgeting program, which offers more features such as financial tracking and reporting. You can either break down the total amount of money you’re willing to spend in each category (venue, food, décor, entertainment) or just set a budget amount. Set a budget that is realistic and stick to it.
3. Select an event date and time
Choose a date which works for you and your guests. You should consider your guests’ availability during the chosen season. Weekends are best for weddings and other community events, such as fundraisers. Weeknights may be better suited for corporate functions, school banquets or holiday parties.
Consider the menu and time you want to serve your guests. Do you want to celebrate with a dinner, brunch or luncheon? You can determine what time to host your event based on the menu you select.
4. Estimate Your Guest Count
Decide on the estimated number of guests for your event before choosing a venue. You can then choose the right space for your group. You want to choose a space that is large enough for everyone to be able move around comfortably but not so big that it makes the room feel empty. You can adjust your guest count after booking an event space to allow for food and beverage choices.
5. The Perfect Venue
Keep your budget in mind and visit venues to find the right space for your event. Inquire about the deposit, dates available, and additional fees such as bar packages or audiovisual gear. Consider booking an all-inclusive event venue, which includes the catering menu and event space in one price.
6. Plan your Menu
Many memorable events are centered around food. If your venue does not offer catering packages, you may need to hire an outside caterer. Also decide on dessert. Decide if the venue offers a catering package, which includes cookies, cupcakes or cake, or if it allows you to bring your dessert.
7. Plan entertainment and activities
Decide on the type of entertainment that will best suit your event. Do you want a DJ to play music for dancing, or a live band? Hired entertainment for a holiday party, banquet or bridal shower? Would you like to have a plated dinner with a microphone and podium or audiovisual equipment?
Plan your entertainment and activities according to what you want to achieve. Find entertainment and activities vendors that suit the event venue. Contact the event venue and ask if there are any local or preferred entertainment providers.
8. Book Vendors
You may need to hire vendors such as florists, photographers, or DJs depending on the event. Book them early, and make sure you finalize the contracts. Ask the venue if there are any preferred vendors they can recommend.
9. Choose a memorable event theme
Themes can be anything from colorful celebrations to sophisticated and minimalistic. The event lighting scheme is a key part of the color scheme. You can add your own personal touch by using customized LED lighting to create a unique event theme.
10. Decide Decor Policies
What decor is provided by the venue and what do you need to provide? You should ask about the decor policy of the venue, particularly for hanging items. Determine how early you are allowed to arrive and set up your event. Some venues allow you to decorate the venue the day before the event, while others only permit you to do so the morning of your event.
11. Create a guest list and send invitations
Prepare and send the event invitations once you have finalized your guest list. You can choose to send a traditional or digital invitation. Set a date for the RSVP and a timeline to allow yourself time to coordinate with event vendors to get an accurate guest count.
Sending invitations
- Milestone Celebrations & Banquets: Send out invitations four to eight weeks in advance of the event. This is for milestone celebrations banquets and children’s birthday parties.
- Formal events: It is recommended that you plan 8-10 weeks ahead for galas, corporate or community fundraisers and other formal events.
- Weddings: It’s always a good idea to send invitations earlier for weddings. Some brides will send out their invitations for their weddings three to four months before the date.
12. Enjoy Your Memorable Event!
Your planning has finally paid off! Relax and enjoy your special celebration. This will be an event to remember for both you and your guests.
