How to Plan for Special Events

October 24, 2013

Planning for that special occasion can be fun and exciting but it also needs organization to be a success. It is important to make the right planning decisions and to have a grasp of what your audience may expect from the special event. Below are some simple tips:

One, identify the sort of event you want and the audience expected to attend the event. For example if you’re planning a cocktail party you might consider providing alcohol, appetizers, some music, perhaps a live band. With music you’ll need to consider the age group attending the party.

Two, decide on the budget and stick to it. Remember when compiling a budget to take into account rental, location of the venue, food and drink, seating, music or live entertainment, decorations, audio equipment, electrical supply and invitations stationary.

Three, choose your vendors which might be: caters, entertainment and florist. When choosing a caterer remember who your audience is, age, meat eaters or vegetarians or those who might need special diets.

Four, send invitations in good time but not too early. You don’t want people to forget and make other arrangements, but at the same time you’ll want to give them good warning to prepare for the special event. The right timing to send invitations is important. You’ll also need to know by return of the invitations slip who is expected to attend.

Five, Pick a theme and buy decorations to suit. Also will you need eating utensils, table cloths, napkins, cups and plates etc?

Six, appoint someone to be overall responsible for the event. Keep contact numbers and addresses and have a plan ‘b’ should something go wrong or someone important to the event doesn’t show up.

Lastly, be sure you have all the necessary insurances. You can buy special event insurance, but look carefully at the terms you may need additional insurances for liability or loss or damage to hired equipment.

If you plan carefully you special event will be a success and enjoyed by all who attend. The perfect special event has been well planned throughout from the moment of inception.

 

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