Five Things to Keep in Mind When Planning a Large Event

June 14, 2017 11:32 pm Published by Leave your thoughts

Planning a major event is no small endeavor—especially if you’re the final say on decisions. Not only are you responsible for picking the date and inviting guests, you’ll also need to make sure every specific detail of the party is properly coordinated. From the venue booking and the food, to DJs and audio visual in Albuquerque, NM, it can get complicated quickly.

If you’re faced with planning a major event with little to no help, take a deep breath and relax. Take a second to remember the basics and you’ll quickly see that it’s all manageable! Just be sure to keep a few key things in mind as you move through the planning process:

  • Define the audience and spread the word. There is no event if people don’t show up! To make sure the right people are coming, take a second to define the audience. If it’s a charity event, for example, you’ll want people who support that charity to be invited, as well as potential new supporters. Once you define your guest list, spreading the word is easy! Send out invitations via snail mail, email, Facebook invite or any other channel your audience will actively check.
  • Plan the logistics. Getting your proverbial ducks in a row is the hardest part of planning an event. Thankfully, all it takes is some organization! Make a list of everything you could possibly need for the event, then double and triple check the list. When you’re sure you have everything, start booking things. This means setting aside parking, ordering signage, calling a caterer and reserving equipment for audio visual in Albuquerque, NM. Check things off as you go and track your expenses for a headache-free planning experience.
  • Keep people engaged at the event. Nothing kills the ambience of an event like an idle crowd. Prevent this from happening by planning activities to keep people engaged. This can vary depending on the event type. At a graduation party, for example, you might have a DJ play certain participation songs, or set up simple carnival-style games.
  • Staff the event accordingly. Short staff should never be the reason an event goes belly up. Take the time to schedule staff and always over-estimate. Remember, you can always send people home! Keep key roles in mind as well—you can never have too many bartenders, servers or security guards.
  • Wrap it up with a sendoff gift. Nothing helps people remember a great event like something they can take home with them. Whether it’s a corporate event, a charitable cause or something else altogether, provide a departing gift that’s simple, yet meaningful. Grab bags are always a big hit, and so are commemorative items, such as pins, glassware or paperweights. Want to take things to the next level? Hire a photographer to provide people with a departing snapshot, for a truly personalized gift.

Make no mistake, planning a great event takes tons of time and effort. But, if you harken back to the basics of party planning and making people happy, it becomes a task that’s just a little bit less intimidating. Keep the above tips in mind next time you’re tasked with pulling off a big event.

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