At Eaton Event Hire we want to help make event planning less intimidating. We are an events business based in Leicester but do events globally. Turning our clients' dreams into a reality is our passion, we hope you can share that passion with us.
Here are ten things we think are most important in the event planning process.
Create a Timeline/List
The first and most important tip we can give you is to create a checklist. Whether that's for the timeline of the day, list of vendors you need to contact, venues you need to see or anything else. Lists make everything easier. Every time you think of something you need to do, add it to the list. This way, you can see exactly everything left to do, but also everything you have done. Not only is that very encouraging when you feel like you're running out of time, but it also helps make sure you don't double book any vendors, forget to invite people or miss a meeting with clients.
Have a Good Team
Event planning can be very stressful, so make sure you have a supportive team that you can trust and rely on. Having people that you actually get on with and can work well with is very important in event planning. Because event planning can be a little chaotic and sometimes working unusual hours, having a support network that understands can be the make or break in this industry.
Stick to the Budget
Make a budget and then stick to it! We cannot emphasise this enough, the budget is there for a reason. Clients expect you to be able to stick to the budget they have given you. This is because part of what the clients are paying you for is your expertise in negotiation and arranging friendly prices with vendors. Depending on your contract, you are most likely going to be the one who is paying the money over budget.
Don't Take Risks on the Venue
If you are unsure about a venue, whether that be because it's outside and the weather looks like rain, or a hotel and they have another event happening the same day or that they can only just fit all the guests, don't go with it. The venue needs to be perfect. Everything that the people will remember about the event happens in the venue. So if the venue is bad, no matter how perfect everything else is, it will leave a sour taste in their mouths.
The earlier you start planning the better. The more time you have, the more time there is to make changes. You will never be able to get everything perfect the first time around, so you need to factor in time to change things. Also the further in advance you book things, the more likely they are to all be available and possibly cheaper. If you start planning early and everything goes smoothly, you can then relax and focus on the smaller details or any extras that your clients would want.