Some details of event planning are commonly forgotten, and
unfortunately the stress levels of an event planner's job can make forgetting
something even more likely. Once your event starts there's no turning back, so
be sure these details are on your checklist:
RSVP information
You've spent tireless hours planning an event and no one shows up. Was
it because you never included information about how to RSVP? Sometimes planners
spend too much time worry about the look of the invitation, and forget to
include information on how the guest should respond to it. Always include an
address (mailing or email), phone number, and name of who guests should reply
to.
The Little Things
Do guests need to fill something out at your event? If so, they'll need
pens. Are they eating? They should have
silverware, plates and napkins, as well as somewhere to dispose of trash. If
someone gets a small cut, is there a first aid kit or Band-aids available?
Little things like these may seem minor, but if you forget them they can cause
major problems. Keep a checklist, and make sure you've considered every detail
of every item on it. Putting yourself in a guest's shoes and imagining what
they'll do with each item or how they'll interact with it can help with that.
Finalizing Vendor Bookings
Have you put down a deposit on your venue or entertainment vendors?
Most vendors will not save a date for you unless they have a deposit, so if you
haven't given them one you probably don't have them secured. When working with
vendors, following up is key. Keep in touch regularly and check in the week
before and day of the event to ensure that you're up to date with everything
and that things are set as planned. It's also important for you to set up an
emergency contact person with each vendor so that if something goes wrong
during the event you know exactly who to get in touch with.
Dress Code
Imagine walking into an event wearing jeans when everyone else is
dressed in ball gowns and tuxedos, or being the only person who shows up
wearing a Halloween costume. The last thing you want to do is embarrass your
guests, especially if that's their first impression of the event. If your event
has special attire (or even if it doesn't and you want to make that clear), let
guests know to prevent any awkward situations.
Closing Down
Some towns or neighborhoods have a noise ordinance in place that would
legally require your event to end at a certain time. Not knowing that could
cause for an abrupt ending that makes you look unprepared. Be sure that you
also designate someone to clean up the event. There's nothing worse than
assuming everything will be taken care of and getting complaints of a mess the
next day. If the venue is taking care of cleanup, ask them if they have storage
space for items you might not be able to take back with you immediately after
the event. If they don't have room, you'll need to make special accommodations.
The most important thing to remember is to stay calm! If you feel
yourself getting overwhelmed, stop for a moment to take a breath. Stressing out
won't help anything, so if you follow all of the provided tips and handle
things with a level head your event is sure to be a success!
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