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If you're planning an event such as a Wedding, Anniversary, Corporate /
Company function, School event, College party, Bar/Bat Mitzvah, or
whatever the event, you should consider drafting a well designed and
thought out plan from the beginning. The availability of the most
popular services usually get booked well in advance, sometimes one to
two years or more, so don't delay, start the day you plan to have an
event. To assist you in the planning of your event, we have outlined a
few areas to help you get started.
Choose a date/time: Select a time of the year that suites your event properly. It's important you choose a date and/or specific time on that date
that will not conflict with other events (Holidays, etc.) that might hinder the attendance of your guests.
Weekends are the most popular, of course, since the majority of people have more free time away from work.
Fact:
Most events take place on a Saturday (late afternoon into the evening)
and at a time of the year when the weather is most pleasant.
Create a guest list:
Selecting your guest list is a task within itself. First, choose the
maximum number of guests you'd like to invite. Then select the people
you want to invite. Many times guest lists get long, so try to limit
your list to family, business related people, close friends, and anyone
important to you. Most of the time, you end up with more people on your
list than the number you chose. If that happens, go through your list
and cross out the people you feel you can eliminate. It's tough
sometimes when you have to eliminate someone, but it's your party and
your money (usually).
Select a location and venue:
Be certain the location and venue you select can properly service your
event and especially the number of guests you plan to invite. The
location should be in an area easy to find and not too far away for
most of your guests to travel. The venue itself must be able to handle
your event without too many sacrifices. Personally visit the location
and make certain it's compatible for what you want to accomplish and is
as close to what you had envisioned.
Invitations:
Select the style of invitation that is best associated with your event
theme. A more casual, and much less expensive approach (free services
available), is an e-mail invitation (i.e. www.evite.com). Send out your
invitations at least 3 to 4 weeks prior to your event date. Wedding
invitations are traditionally sent out about 6 weeks prior to the event
date.
Choose your entertainment:
This is critical! The entertainment can make or break the success of
your event. Consider the Disc Jockey as your master of ceremonies (or
ring leader). He/she is the person with the microphone and the person
that provides the music entertainment throughout the event. So, choose
your Disc Jockey (or entertainment service) very carefully.
Services:
Other than music entertainment, additional services that might be
appropriate or necessary at your event: Photographer, videographer,
florist, caterer, event planner, and a rental company (tables, chairs,
etc.), just to name a few.
Food & Beverages: Decide if you want to have food and beverages at your event.
At most events, some sort of beverage is available and depending on the event type, food is served.
Decorations: Depending on the theme of your event and the venue, decorations may or may not be needed. Just remember,
whatever the event, decorations are a nice addition to the surroundings.
Budget:
Write down all of the services you require to make this event happen.
Start by contacting 3 or 4 of each type of service to get an average
price, so you know what you are going to need to budget for that
particular service. Once you get a better idea of the costs per
service, then you can set your budget within each area and get a good
idea of what the entire event is going to cost.
In Summary
- Outline your event in detail from start to finish: With most
anything, pre-planning is the key. Take time to write down everything
about your event, including the type of services needed, staff, venue,
guest list, and especially your budget for each area. This will give
you a better idea of all of the details of your event and most
importantly the cost. Good thorough event planning will ultimately
minimize the risk of surprise.
Frustrated? No time? Hire a professional:
Many times it's easier and more time-manageable to hire a professional
event planner (i.e. Wedding planner) for your event. An event planner
can cover all aspects of your event and take most of the stress and
responsibilities away so you can enjoy your event before, during and
after.
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