Date: 12th June 2024

Posted by: Daniel Lay Team

Top Tips to Make Event Planning Successful

Event planning involves planning and overseeing a casual or formal occasion. This includes religious gatherings, academic meetings, parties, business meetings, fundraisers, birthday events, and other similar occasions.

Since every event is unique, it has different standards and expectations, and being good at event planning makes all the difference. There are certain approaches and tricks that you can use when planning an event and coordinating your occasion. Today we will list some tips that can help you make an event perfect so that it is remembered for a long time.

Identify Your Event’s Goals and Expectations

The first step in planning an event is identifying the specific goals and expectations behind the occasion. Is it a product launch, a celebration of milestones, or simply a way to get loved ones together under one roof?

By focusing on the core purpose of the event, you can make arrangements that reflect and highlight those experiences. This will also help you concentrate on important details, such as venue choice, décor, and gaining sponsors (if it’s a brand launch).

Begin Planning in Advance

Next on our list of event planning tips is time management. The earlier you begin planning your event, the more choices you can consider and details you can add. After all, you need to do a lot—book venues, speak to caterers, invite guests, select dresses, etc.! Moreover, timely planning makes it easy to identify obstacles early on and make modifications to ensure your event turns out perfectly.

An efficient way to plan ahead is to make a checklist with deadlines. This will help you organize and prioritize tasks according to their timeframe. Checklists also help you identify if you need additional support with some tasks and make it easier to monitor your progress as you approach the big day.

Allocate a Budget

Once you’ve established a timeline, the next thing you should do is allocate a budget. Budgeting isn’t only about cost-cutting; it is a strategic tool that guides decisions about venue selection, catering, entertainment, décor, transportation, and more.

Consult with everyone involved in the planning process and take into account all potential costs from the beginning. This will help you avoid spending more than your initial estimate. Also, consider allocating some funds for contingency scenarios and hidden extra costs.

Keep Your Guests in Mind

It does not make sense to have a wedding with bean bag chairs and a birthday party with vintage wooden chairs. That’s why it is very important that the planning of your event must always consider the guests. These are the people for whom the event is arranged, and therefore, their requirements should be paramount.

For instance, if you are targeting an audience that includes toddlers, then you might have balloons for the décor, small tables and chairs as furniture, and nuggets and chips when it comes to deciding the menu. However, if you are preparing for a corporate event, chic furniture, bar tables, and exquisite appetizers should be the choice.

Moreover, if your event includes older adults, try installing ramps at the reception area and making the venue accommodative for wheelchairs and walkers. If the event is outdoors, consider hiring portable bathrooms.

Choose an Appropriate Venue

Once you have figured out who your guests are, you can check out the locations where your event should be held. The venue should also align with the event’s theme and determine what your guests would need. Therefore, ensure that you settle for a friendly and large environment to accommodate the particular activities.

For instance, meeting with the top management needs a formal location, preferably indoors, such as a hotel conference room. On the other hand, a toddler’s birthday party will be ideal in an open ground where the children can run around and play on jumping castles.

Choose an Appropriate Venue


Ensure Effective Communication with Vendors

Clearly communicate your expectations and requirements to vendors and event-hire staff so that they can arrange and coordinate your event efficiently. Make sure they can reach out to you at all times and encourage them to ask questions if they are unsure about any aspect of the event planning.

You can keep in touch with vendors in any way that is convenient for you both. This includes email, in-person meetings, phone calls, voice notes, and video chats.

Negotiate with Vendors

Remember: everything is negotiable. Despite having determined your budget, offer to pay 5-10% lower than what they propose. Try to negotiate a price well within your budget and account for unforeseen costs.

Some vendors might flatly refuse or put up an argument, but at the end of the day, they need the business. So, be patient, and don’t settle for something until you’re satisfied.

Allocate Responsibilities

Don’t take all the responsibilities on your shoulders! In any case, you cannot be in all places simultaneously.

Split different areas of the event planning into segments, such as the guest list, the food and beverages, the flowers, the transportation, entertainment, and so forth, and give each part to a responsible friend or relative to handle. This will not only make things easier for you to manage, but it will also ensure that each segment is looked after more efficiently.

Arrange a Photographer

Anyone celebrating an occasion would wish to have memories of it for as long as they live. The most effective way of doing that is by using the services of a photographer or a videographer. Also, all things being digital help in posting your event on different social media platforms.

Obtain quotes from reputable photographers and videographers that offer event packages or hourly rates. You can also request on-site photos and give them as souvenirs to your guests at the end of the event.

Make Written Records of Everything

While negotiating contracts and packages with vendors, always get everything in writing on letterheads. Obtain receipts for advance payments and early bookings. Highlight the date and time when things need to be delivered.

Moreover, include instructions about what would happen if any major changes took place a few months, weeks, or days before the event. Decide on late fee policies, damages, and the charges for any last-minute additions.

Always Have a Backup Plan

Last but not least, on our list of event planning tips is to ALWAYS have a backup plan. No matter how
perfectly you plan an event, you should always be prepared for something to fall short. This
contingency planning makes an event go smoothly from start to finish.

Here are a few things to do when formulating a backup plan:

  • List possible challenges, such as last-minute cancellations, unforeseen delays, sickness, absent staff, bad weather (especially for outdoor events), etc. Make sure you have alternate solutions for them.
  • For every vendor you’ve booked, keep at least three backup choices. Make sure you have their contact information and details available if something is cancelled or needs to be changed.
  • Make sure you keep in touch with vendors and venues at least a month before the event so that they are prepared for the big day.
  • Constantly review all contracts and receipts to avoid miscommunication and misunderstandings. If something goes wrong despite this, disregard it as a last-minute hitch.
  • Share your backup plans with everything involved in the event planning process. Also, let
    them know the protocols they must follow if a problem occurs.

To Sum Up

Event planning is a lengthy process that involves time management, focused dedication, continuous
follow-ups, and serious backup plans. If you’re planning an event, let Daniel Lay Event Services help
you bring your imagination to life. No matter what your event, we provide event hire services at
affordable prices that will meet all your requirements.

Contact us for a quote today!