How To Plan A Stress-Free Event Like A Professional

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Organising an event often means handling several different things at once, and this can become very stressful. Keep reading to learn how to plan a stress-free event like a professional!

Regardless of whether it’s a small party or a big one, something is always about to go wrong to knock even the best laid plans to the wall. To ensure your next event is a success, here’s 8 important tips to follow.

#1 – Start with a Clear Plan

The best events begin with a strong foundation. Before deciding on a single detail, sit down and make a mental map of what you’re searching for. What’s it for? Who’s invited? What’s the atmosphere? Put down your needs and wants in writing. This process will save you from scrambling down the line when suppliers start asking for information. Having your ducks in a row in advance takes a lot of tension out of making choices under pressure.

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#2 – Budget Without the Headache

Money can sometimes be the most difficult part of planning an event, but just set your budget early and stick to it. Put down in writing all your expenses, such as venue, food, entertainment, and decor, along with any additional expenses. Have a little room for any surprise expenses, but don’t let your costs spiral out of your hands.

#3 – Pick the Best Venue

The location and venue creates the overall atmosphere of your event. An over-the-top ballroom will obviously provide a very different ambiance than a country barn or a rooftop lounge. Logistics will rely on it too – how accessible it is, parking, and whether it allows for bringing in your own vendors. Booking early is always a wise decision, especially when the date isn’t flexible. Nobody wants to find the perfect venue only to discover it’s already booked.

#4 – To-Do List

It’s easy to become overwhelmed when all of your tasks are swimming in your head. Writing them down immediately puts them in a workable form. Break down big jobs into little ones and assign them a date for completion. Cross them off one at a time, and the process will feel a lot easier to manage. Online tools such as Trello or Google Docs can save your life when it comes to having everything in one location.

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#5 – Trustworthy Suppliers

The last thing you don’t need is a caterer who cancels at the eleventh hour or a DJ who doesn’t make an appearance. Do your background work, read feedback, and, wherever possible, have a face-to-face meeting with your future providers before booking them. Ask family and friends for recommendations. In the case of a photographer, go through their portfolio. If it’s a florist, review their past work. Vetting them in detail in advance will mean fewer headaches later on.

#6 – Delegate

You don’t necessarily have to coordinate everything yourself. Friends, family, and coworkers will most often be willing to lend a hand. Assign one person to manage the schedule, one to coordinate with providers, and another to work out any glitches at the last minute. For big events, an event planner could be a worthwhile option. It’s a relatively small price for a lot of peace of mind.

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#7 – Well-Planned Schedule

Every great party happens according to a timeline. Work backward from the start time to determine when each event must occur. Include a little buffer for when things go wrong—because inevitably, they will. Keeping everything humming along keeps guests at ease and prevents last-minute chaos.

#8 – Make the Experience Memorable

Guests won’t remember an event just for how it looked, they’ll remember the feeling it left behind. Therefore, try to create a warm, welcoming vibe. This can be achieved with ambient lighting, personal touches, and background music that complements the overall night. Whether it’s a birthday, a wedding, or even funeral services, getting the occasion right with little details can make a big impact.

MORE – Finding The Perfect Venue For Your Celebration

MORE – 9 Exciting Party Theme Ideas For Every Occasion

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