Event 101: Do’s and Don’ts in Organizing

With caterers to hire, seating charts to map, and most importantly, hosts to appease, planning is no easy task. As the one who plans the event, it’s important to maintain an air of professionalism when planning an event. Every event coordinator has unwritten rules that they should follow to pull off the soiree of the season. To pull off a successful event planning, we listed down some of the most important do’s and don’ts to keep in mind when planning a large event.

Do’s

Budget Carefully. Setting the right amount of money is every event planner’s priority. It’s important to stay within this budget, and the best way to do so is by allocating cash for essentials such as venue rental, catering, and sound equipment. To ensure that you don’t end up overspending in one area and neglecting another, draw up a solid budget.

Stay on Schedule. Event coordinators should devise a day-by-day plan that outlines what they plan to accomplish and try their hardest to stick to this schedule. Creating a schedule is as important as setting a budget early on in the party planning process. It’s a good idea to leave a little bit of margin for time-sensitive bookings in case things don’t go as planned.

Choose Your Team. No big event can be done easily with just one person. Often, event planners work with a team of professionals. Choosing the right event planning committee is one of the keys to making any event a success. Those that work as the head of a team need to make sure that their assistants are creative, hard-working, committed and reliable.

Don’ts

Overwhelm Yourself. Planning an event is a team tasks so it’s important not to try and do everything yourself. This just leads to unnecessary stress and poor job performance. Event coordinators need to trust their team to help take care of some of the heavy works instead of shouldering it all. Even when you give an event your absolute all, you should also keep in mind that you still can’t please everyone.

Forget the Paperwork. Paperwork is the most important piece of every event so it’s a good idea for event coordinators to make sure to save all of the paperwork including receipts for budgeting purposes. You should make copies of any contracts with your clients and request confirmations from all suppliers, vendors, and services that you hire.

Rush Things. While it’s important to stay on schedule, event planners also need to be careful not to rush important decisions such as choosing a venue or catering company. Instead of going for the first available option, take the time to research local choices in order to find the best service for the lowest price.

There are important rules to follow and common mistakes to avoid when planning an event to achieve a success. It is a must to familiarize yourself with these unwritten rules of etiquette because these can help you bring their visions of a perfect evening to life.