Event Planning: What You Need to Know
This is a writing sample from Scripted writer Emily Caldwell
Event Planning: What You Need to Know
Even for the most experienced party planners, event planning is a time-consuming task that requires several phases of decision-making. However, planning an event at your own home offers several advantages over selecting a venue.
No matter what type of party you’re planning, hosting an event at home immediately gives you a “leg-up”, as you already know the space. Not only will you already be familiar with your space, but you’ll save money and have more flexibility throughout your event planning process.
If you’re thinking of planning an event at your home, remember that careful planning is critical to a successful event. Below, explore this step-by-step guide to help walk you through each step of event planning for home parties, ensuring a seamlessly executed and memorable party.
Identify the Purpose of Your Event
While you might feel eager to jump right into the nitty gritty of your event planning, it’s important to get the main details planned first. First, identify the type of event you wish to host and its purpose.
For example, are you planning a formal dinner party or are you hosting a casual game night? To take things one step further, is there an occasion or celebration attached to the event or is it intended to be a general social gathering? This first step in event planning will set the tone for all decisions throughout the planning process.
Set a Date and Time
Once you’ve determined the purpose and occasion of your event, it’s time to consider the appropriate time to host your party. No matter the size or scope of your intended event, you’ll want to consider the most important guests and key participants (or party planning helpers) when selecting a date and time. At this point, you’ll want to check with every key player to find a suitable date and time that works for everyone.
Finding a time that works for a larger guest list can be tricky and sometimes impossible to accommodate the date preferences of all guests. However, party hosts should do their best to avoid conflicting dates with other major events (either holiday or personal).
Guest List Planning
What’s a party with no guests? Planning your guest list is one of the most exciting components of event planning, though it can sometimes cause some stress. Before deciding who to invite, first, consider the maximum number of guests your home can comfortably accommodate. Exceeding this maximum number may leave your party feeling cramped and uncomfortable.
Once you have a list of guests to invite, you’ll need to ensure you have their contact information. The type of contact information you need will depend on if you plan on sending physical invites or email invites.
Also, it’s important to ensure you send out your invitations well in advance of the date of the event. This gives guests a chance to plan accordingly and RSVP in enough time to account for your event planning needs (guest count, food preferences, etc)
Budgeting
Adhering to a budget is by far one of the trickiest components of event planning. Although it can be difficult to navigate, it’s also a must-do before diving into planning the details of the event. Start by establishing a general budget for your event, creating a list of everything required (food, drinks, decorations, invites, etc.) and services required for the event.
Regardless of the amount of your budget, you’ll need to prioritize expenses based on the importance of the event and your available funds. For example, if high-quality food is of utmost importance, this may mean budget cuts are needed for decorations. Though the idea of adhering to a budget can be stressful, there are many ways to cut costs and still throw a stellar event.
Deciding on a Theme and Decorations
As you plan your budget, consider the theme of your event, choosing one that aligns with the event’s purpose and guest preferences. Exploring themes for your event during the budgeting phase can help steer you away from themes that require larger budgets. The goal is to create a welcoming atmosphere in your home, with the preferences and needs of your guests in mind.
If hosting a more formal event at your home, be sure to consider the proper table settings for each place setting. This can vary slightly, depending on the purpose and occasion of the event you’re hosting. In addition, you can begin to visualize your tablescape, which includes the types of plates, glasses, utensils, and centerpieces that will create a stunning look on your dinner table.
Arranging Food and Beverages
When it comes to event planning, presentation is everything. How your food is served and presented sets the tone for your event. As such, it’s essential to consider the type of menu you plan on doing and ensure it aligns with the event type and guest preferences. For example, if you’re hosting a family-friendly event, you’ll want to make sure you don’t serve a meal better suited for acquired tastes.
If you’re working off a tight budget, cooking yourself is a great option to help you cut costs. Choosing to self-cook is excellent if you have the time, resources, and space available to cook for the intended number of guests. A home-cooked meal can set the tone for a stunning party.
On the other hand, self-cooking options may not be appropriate for larger groups. In these instances, bringing in catering is a better bet. As part of your invitation process, you may also wish to inquire if anyone has food allergies or dietary restrictions that you need to take into consideration.
Entertainment and Activities
In some cases, hosting a dinner gathering at your home is enough of an event in itself. Depending on the nature of your party, however, you may wish to plan additional entertainment and activities for your event. This step in event planning can vary quite a bit, as the type of appropriate activities will depend on the occasion, type of party, and space available within your home.
Activities are an essential part of certain types of parties, such as children’s parties, baby showers, or bridal showers. For any type of party, consider adding some background music to provide a light ambiance and set an upbeat tone for the room.
Preparing Your Home for Guests
At this point, you’re likely to have most of the bulk of event planning completed. Once you’ve planned the meal, decorations, activities, and more, it’s time to focus on preparing your space to host the event. Look around your home/event space with an outsider's eye, removing clutter, excess piles, or any personal items you don’t want on display.
Next, consider the configuration of furniture to the number of guests attending. To make your space welcoming, ensure there is enough seating for every guest (when possible). This step in the event planning process is focused on creating a clean and clutter-free environment to host the perfect party.
Parking and Logistical Planning
With so many factors to consider as part of event planning, you might have forgotten about a few other logistics of your event. If you live in an apartment complex or other group setting, consider providing parking instructions to guests. If street parking or other considerations are needed, you may wish to include this in event details/invitations.
Another important part of logistics is creating a timeline for the event. A rough timeline can help you plan when a meal would be served, when certain activities occur, and other important considerations. Although your timeline may not always go exactly to plan, having a general estimate of how long things may take is essential to party planning. Not only is a timeline important for keeping your event on track, but it's important to work backward from what you set up before the event.
Lastly, consider other accommodations which may be needed to enhance the comfort and safety of your guests. Look around your home for any potential hazards. Depending on your guest list, ensure you have any necessary accommodations for individuals who may have mobility concerns or other requests.
Event Planning: The Final Preparations
In the days or weeks leading up to your event, keep close communication with any vendors or helpers you’ve hired for your party. These vendors may require additional details, such as final menu choices, guest counts, or other preferences.
If you’re handling decor and/or florals yourself, ensure all the final decorations and details are complete. For events with favors/giveaways, prepare these in the weeks before the event. This phase of event planning is where your vision becomes a reality, putting the final touches on the event.
Keep an eye on the weather forecast in the days leading up to your event. If inclement weather is anticipated, it may be helpful to generate a contingency plan. If hosting an outdoor event, consider what would be required to relocate the event indoors.
The Event Day
At last, the event you’ve been carefully planning is finally here! Despite even the most meticulous planning, remember that last-minute issues and unforeseen problems can always arise. On the day of the event, prepare to greet and welcome guests as they arrive and funnel in, starting at least fifteen minutes before the intended event start time.
As a host, you’ll have many duties on the day of the event. However, it’s important to try to enjoy the event with your guests as much as possible. After all, the event is all about creating lasting memories with your friends and family.
Your Guide to Event Planning
No matter what type of event you’re hosting, careful preparation and planning is the key to a successful party. Hosting a party at your home is an excellent choice for a budget-friendly party or an intimate gathering. Following this step-by-step guide will help ensure you don’t miss an important step in the event planning process.
After you’ve hosted your first event, you’ll quickly learn tips and tricks, offering opportunities to learn from errors. These lessons learned translate to a reduced-stress party planning experience for the future. While event planning may seem overwhelming at first, you’re only one party away from becoming the perfect party host.
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