Planning a big event is rewarding when it goes well, but the process itself can be a headache if not handled correctly. Organisation and planning are the key watchwords, as well as a little delegation here and there. Whether you are planning a wedding, birthday, business event or conference, following these simple tips can help you proceed with confidence and avoid those last-minute meltdowns.
Stay organised: As mentioned above, this is an essential. If possible, keep all the information related to the event – booking confirmations, itineraries, seating plans, contacts...whatever – in one place. This way you can keep track of what you have and haven’t done, and nothing is in danger of being lost or forgotten. It seems like an obvious point, but you’d be surprised how many people keep vital bits or information in various out-of-the-way places, only to lose or forget about it until it’s too late.
Plan ahead: Managing an event means making sure a lot of different elements come together. As just a few examples, you will may to sort out catering, entertainment, accommodation, decor, logistics – the list goes on and on. Leave any of this until the last minute at your peril, as you may be forced to settle for an far inferior or more expensive service.
Learn to delegate: It is unrealistic, particularly if you are organising a big event, to think that you can do everything yourself. Areas such as food, entertainment or decor may well be best left to the professionals. For example, bringing in the services of catering consultants will mean you can rest assured your guests will be fed on time, and this will free you up to concentrate on other areas.
Keep it simpler: Following on from the last point, when you are delegating it makes far more sense to try and find a professional company who can provide you with more than one service. This can reduce your overall costs and has the added advantage of giving you fewer people to keep tabs on. For example, if you shop around for a good firm of catering consultants they may well be able to handle decoration, additional service and entertainment – as well as advising you on menus and food costings.
Organise back-up: Many people are so caught up with devising the perfect concept for their event and getting every little detail right that they forget to ask themselves what will happen if for some reason their carefully laid plans fall through. What will happen, for example, if you have envisioned a beautiful outdoor event and it pours with rain on the day in question. You need to have contingencies for all the big elements of your day if you are to have any hope of remaining calm in the event of a crisis.
Take some time out: Lastly, if you feel it is all getting too much for you it’s important to step back, breathe and look at the bigger picture. Whilst the event is undoubtedly a big deal to you, an unlooked for catering accident here or a forgotten piece of decoration there will not signal the end of humanity. Mistakes can happen no matter what we try to do to avoid them; the important thing is to go into the event knowing you have done everything in your power to make it a success. The rest, in effect, is down to fate.
Stay organised: As mentioned above, this is an essential. If possible, keep all the information related to the event – booking confirmations, itineraries, seating plans, contacts...whatever – in one place. This way you can keep track of what you have and haven’t done, and nothing is in danger of being lost or forgotten. It seems like an obvious point, but you’d be surprised how many people keep vital bits or information in various out-of-the-way places, only to lose or forget about it until it’s too late.
Plan ahead: Managing an event means making sure a lot of different elements come together. As just a few examples, you will may to sort out catering, entertainment, accommodation, decor, logistics – the list goes on and on. Leave any of this until the last minute at your peril, as you may be forced to settle for an far inferior or more expensive service.
Learn to delegate: It is unrealistic, particularly if you are organising a big event, to think that you can do everything yourself. Areas such as food, entertainment or decor may well be best left to the professionals. For example, bringing in the services of catering consultants will mean you can rest assured your guests will be fed on time, and this will free you up to concentrate on other areas.
Keep it simpler: Following on from the last point, when you are delegating it makes far more sense to try and find a professional company who can provide you with more than one service. This can reduce your overall costs and has the added advantage of giving you fewer people to keep tabs on. For example, if you shop around for a good firm of catering consultants they may well be able to handle decoration, additional service and entertainment – as well as advising you on menus and food costings.
Organise back-up: Many people are so caught up with devising the perfect concept for their event and getting every little detail right that they forget to ask themselves what will happen if for some reason their carefully laid plans fall through. What will happen, for example, if you have envisioned a beautiful outdoor event and it pours with rain on the day in question. You need to have contingencies for all the big elements of your day if you are to have any hope of remaining calm in the event of a crisis.
Take some time out: Lastly, if you feel it is all getting too much for you it’s important to step back, breathe and look at the bigger picture. Whilst the event is undoubtedly a big deal to you, an unlooked for catering accident here or a forgotten piece of decoration there will not signal the end of humanity. Mistakes can happen no matter what we try to do to avoid them; the important thing is to go into the event knowing you have done everything in your power to make it a success. The rest, in effect, is down to fate.
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