Do you need suggestions for organizing an event? You’ve arrived at the proper location. Over the years, we’ve attended events hosted by numerous groups. We also have a ton of best practices for you to use, even while we can’t list all the specifics you’ll need to consider (it often depends on the type of event!). Also, we’ve created this free, simple-to-use checklist for your event preparation so that nothing slips between the cracks. We can help if you’re planning a virtual event. This is everything you need to know about event planning, services, companies that offer the best, and the checklist to plan without further ado.
Let’s roll on!!!
Event Planning
The exciting skill of choreographing people and activities to produce a performance that leaves people with lifelong memories is known as event planning. It is similar to directing a live stage performance to plan and put on an event, whether it be a conference, corporate event, fundraiser, tradeshow, or any other type of event. For those who enjoy traveling, it also offers a fantastic opportunity to visit opulent hotels, and intriguing new locations, and socialize with speakers and participants from around the world. And you get to do it all while having a lot of freedom and independence!
Who is an Event Planner?
An event planner often referred to as a meeting and/or convention planner, is a person who organizes all facets of business meetings and events, not to be mistaken for a wedding planner. They frequently decide where to have meetings, plan transportation, and organize a lot of other details.
What Does a Planner of Events Do?
Event coordinators arrange every aspect of an event, from start to finish. For instance, meeting planners will meet with clients before to a meeting to gauge attendance and ascertain the goal of the gathering. They take care of meeting details including visitor registration and speaker audio/visual setup throughout the meeting. Participants are polled following the conference to determine their top interests.
Moreover, meeting venues like hotels and convention centers are looked for by event planners. They take into account the facilities’ ability to offer lodging and services, how simple it will be for visitors to go there, and the local attractions. Planners are now also taking into account if an online meeting can accomplish the same goals as a face-to-face gathering.
What are Some Event Planning Fundamentals?
The art (and occasionally science) of event conceptualization, planning, organization and operation is known as event planning. It’s time to contact an event coordinator or planning agency when a significant, large-scale event must run well. Key service providers who can guarantee smooth event production and execution are event planners. They carry out these tasks for trade exhibits, senior events, charity galas, and many other occasions.
Why do People Hire Event Planning Services?
Two main factors drive people to use event planning services:
- So that attendees and honored guests can have fun without paying attention to the function.
- In order for the event to go off without a hitch.
Consider a normal wedding as an illustration. For the purpose of coordinating, organizing, and carrying out their wedding arrangements, many engaged couples use event planners or event planning services. Hence, the newlyweds won’t have to worry about things like catering, parking, or ejecting boisterous guests, and can instead enjoy their special days and concentrate on being married. The wedding planner handles such details instead.
In addition, some events are so complicated – especially those with hundreds or more people – that it’s nearly impossible to adequately plan and arrange them on your own. Experienced, knowledgeable event planners are aware of how to manage crowds, how much food to supply, and other elements that can make or ruin a significant event.
Event Planning Services
What exactly do event planning services entail, you might be wondering? Because every event is so distinctive, the services provided will differ for each one. Discover our top 5 event planning services in the next paragraphs, along with the benefits of hiring a specialist.
#1. Venue
Finding a location is considerably trickier than it seems. There are a lot of things to think about, such as capacity, availability, and budget. Some locations have a preferred caterer list, while others allow outside food to be brought in. Use the wait staff and bartenders provided by the venue as they might not allow you to bring in outside workers.
Is the location easily reachable? Are there any nearby hotels for individuals coming from outside the city? Will you have to provide your own linens, chairs, and tables for the event? The answers to the aforementioned queries can be extremely daunting. Tigris Events fills that need. We are aware that investigating a variety of settings to determine if they are a good fit can take some time. Our event coordinators will give you a short list of available, perfect places that fit your budget and your preferred concept. The choice can be determined in only a few seconds by looking at their presentation!
#2. Arts & Entertainment
A venue’s appearance and atmosphere can be radically altered by decor. It contains flowers, table decorations, logos, backdrops, and other things. The decor will be the deciding factor in whether you aim for an intimate or big appeal. In order to help you visualize your ideal celebration, an event planner will source the decor, offering ideas and floor layouts. They have recommended providers who have the know-how to change the course of your event.
A live band, a DJ, or even acrobats are possible entertainment alternatives! You can also incorporate interactive entertainment, like a magician, stations for rolling cigars, or casino games, if you truly want to impress your visitors. We frequently offer mascots for seasonal events as well! The talent selection process is streamlined by the one-stop shopping that event planning services offer to each vendor.
#3. Catering
Do you like a dinner buffet or passing hors d’oeuvres? Will there be a special beverage included? You should confirm not only the quantity of the food but also the sort of food. Are there any dietary restrictions or food allergies? When negotiating the catering for your event, these issues must be properly taken into account. The catering alternatives offered by various companies and food serving styles are part of the event planning services. By engaging an event planner, you can make sure the correct amount and kind of food are provided for your gathering. Do you send out paper invitations or electronic invitations to guests? In what manner are you managing the RSVPs? Will there be on-site registration? Are there manual or computerized options?
Knowing the approximate number of confirmed visitors can help you plan the event effectively. Simplify the entire process by hiring an event planner who will handle invitation distribution, RSVP management, and guest registration personnel.
#4. Events Staff
Moreover, the event staff is offered by a full-service event planning company. These people can help with bartending, greeting, and registration. They can help with important messaging, handing out swag and gift bags, and promoting participation if you have activation present at your event. Event staff should always be used for registration and coat checks. It gives the occasion a polished feel!
Event Planning Companies
Every year, these well-known event-planning companies raise the bar. Also, their deftly stage-stealing performances leave a mark on the audience. See below for suggestions on the world’s best event planning companies you can use for your upcoming event.
#1. Bassett Events, Inc.
Located in Toronto, Canada, and they provide a wide range of services, including full event production and design, vendor contract negotiation, staffing, sponsor and media management, video production, and more. Go no further than Bassett Events whether you’re organizing high-profile private parties, philanthropic events, or an extravagant wedding. The small group, under the direction of Jennifer Bassett, excels at adding a sense of surprise to even the most beautiful of occasions.
#2. MKG
Offering services such as Insights research, experiential strategy, creative campaign development, exhibit and environment design, event production, and more with locations in both New York City and Los Angeles. When major brands want to produce amazing product debuts, Instagram-worthy settings, and unforgettable “brand experiences,” they come to MKG. This organization doesn’t create typical events. On their website, you can find life-size art installations, adult-sized ball pits, and hot-dog seesaws.
#3. David Tutera
Located in Los Angeles and offers services such as vendor management, planning, production, and event concept and design. Thus, David Tutera is well-versed in the planning of a lavish wedding as both a TV host and designer of bridal gowns. The team aspires to provide experiences that pique your most vivid imagination and realize your loftiest aspirations.
#4. A Perfect Event
They might be located in Chicago and provide event management, florals, stationery, styling, favors, and more. Debi Lilly has a long career in events and uses her event planning to help clients escape reality. In addition to designing and producing events, the business also operates a small event venue named the DL Lounge. Serving well-known clients is something Debi is known for. The most well-known occasion was Oprah’s live birthday celebration.
#5. Wonderland
The company has offices in London, New York City, and Miami and provides brand development, event design and production, experiential marketing, social media, and more. Compared to other established firms, Events by Wonderland exudes a more positive, contemporary, and youthful attitude. Wonderland has over 15 years of experience working with luxury, travel, retail, technology, and other brand verticals through “creative-led experiential” events.
Event Planning Checklist
An event planning checklist shouldn’t be utilized in place of a run of show or event budget because it isn’t necessarily an event plan in and of itself. Consider it more as a reference that lists every aspect of the event in chronological order and the deadlines for coordination. You can prevent missing anything crucial along the route by using an event planning checklist. To put it simply, it keeps you on track and organized so you can execute a successful event. There is no such thing as a one-size-fits-all template, therefore it’s crucial to adapt it to your needs and objectives. Let’s look at everything you could need to put on your event planning checklist to get you started.
#1. Make a Template for an Event Planning Checklist.
Put each item into a template as you create your checklist. You can make your own in Google Docs or Microsoft Excel, or you can locate a template online. You can also collaborate with your event workers by using a project management system like Asana or Podio.
#2. Decide the Necessities for the Event.
Next on the planning checklist, choose some of the essential components for your event:
- Time and date
- Location
- type of occasion
- Event purpose
- Events’ goals
- Audience
Make sure you don’t skip these steps by adding each of these as a to-do item to your checklist.
#3. Make a Budget for the Event.
Putting out an event budget can be challenging when you consider all the costs involved. It’s simple to do with a Microsoft Excel spreadsheet. Start with the larger areas first, like rentals, catering, and décor. Finally, let Excel do the work for you by breaking down all of the spendings into each category.
#4. Create the Event’s Layout.
Due to the fact that it encompasses the event elements that have the most influence on attendees, this is the core of event planning. Think about the precise things you need to add to your planning event checklist as you explore these.
- Program
- Layout
- Theme
#5. Prepare the Décor.
Decor is not only attractive; it is essential for a successful event. Making sure that you’re covering all your bases might be difficult because it ranges from rentals and bouquets to tablecloths and accent pieces. Ask yourself what attendees will see because they will experience the event through their five senses. sound, odor, touch, and taste
#6. Be Inventive with Your Meals and Drinks.
Food and drink can be the focal point of a gathering because dining together is a true expression of camaraderie. Food is a symbol of nurture, thus the host has the chance to show attentive hospitality. Your checklist aids in navigating these subtleties so that you may select the ideal caterer, maintain your menu current, safeguard the environment, and, most importantly, ensure that your visitors leave feeling satisfied and loved.
#7. Create a Marketing Strategy.
Event marketing generates excitement, heightens expectations, and ensures a healthy turnout. The pre-and post-event marketing plan can be mapped across all of those channels with the aid of an event checklist. An online project management tool will come in very handy for you and your team at this point.
#8. Be Prepared for Unexpected and Minor Details.
The smallest details can have a significant impact. You should therefore keep track of every small detail that can have an impact on the experience of your visitors. These are the little but crucial things that must be included on meeting planners.
#9. Make a Diagram of the Event’s day’s Logistics.
A minute-by-minute timetable of everything from vendor arrival and setup to run-through and post-event teardown should be included in the event logistics timeline, which you should plan to construct. On the day of the event, there are a lot of moving elements, thus unforeseen circumstances will certainly occur. You risk missing anything that will later manifest as a significant issue if you don’t have the day-of-event specifics down to a T. You may utilize your checklist to make an in-depth schedule for the day of the event, so there’s no need for that extra worry.
What Are the 7 Elements of Event Planning?
Event infrastructure, audience, attendance, organizers, venue, and media are the seven main components of event management. All of these components have to be manageable by your event software.
What Is the Event Planning Process?
Budgeting, creating timetables, choosing and reserving event locations, obtaining permissions, organizing meals, organizing transportation, coming up with a theme, planning activities, choosing speakers and keynotes, arranging for equipment and facilities, and managing risk is all part of event planning.
What Does an Event Planner Do?
The event planner is in charge of organizing all the moving elements needed to make sure events run properly, including venue selection, catering, and performer hire. Before to the event, they organize all the specifics and oversee day-of logistics.
What Are the Five Stages of the Event Planning Process?
Stage 1 – Research and Goal Setting.
2 – Design the Event.
3 – Brand the Event.
4 – Coordination and Day-Of planning
5 – Evaluate the Event
What Are the Six PS of Event Planning?
These seven Ps of service marketing are known as Product, Pricing, Place, Promotion, Physical Proof, People, and Process if you don’t recall them.
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