When thinking of the most dynamic cities for event planning Los Angeles, Chicago, and Austin are at the epicenter of it all. Many successful organizations in these cities put on events to raise awareness, network, and even just for fun. Chances are, you’re reading this because you’re not only a part of one of those organizations, but you are helping (or solely) planning one of these kinds of big events. Thankfully, #TeamBuddytruk has put together a great list of things to keep in mind while you’re planning, to help your event go smoothly and turn out awesome:
- Identify and stick to a budget: Before you even begin planning, it’s important to look at how much money you have. This will give you a good place to start when you’re planning and will also keep you in check throughout. Based on your budget, you will know about how large your event will be/ how many guests you will probably be able to serve. From there you can begin dividing up the categories that need to be covered (i.e. Event space, decor, DJ, caterer, plates, tables, lighting, gifts, transportation of items, etc). Leave room for extra items needed and any extra fees that may come up. Try to stay under budget as much as possible, because it is likely you will need more than you plan.
- Start Planning ASAP: Even if you think it’s too early to start your planning, you’re probably wrong. Great vendors and event spaces can be booked up months in advance. Make to sure to book these important, time sensitive things as far in advance as possible. This way, you’ll be more likely to get a venue and vendors that fit your best preferences for the time and date you need them.
- See what you can get for free: your first inclination may be to find a vendor to pay for all of your needed services including food and gift bags, but it’s crazy what some companies will do for the right kind of promotion. Before you start the conversation of what a company can do for your event, think of what your event could do for that company. Think of the demographic your event will bring and be able to explain what that kind of exposure can do for their brand. Try working with start ups in your area that have a cool message. Those companies are more likely to create a partnership with you and hook your event up with swag and services.
- Ask vendors important questions: Make sure you know as much as you can about the people you’re hiring to perform, cater, or work your event. Ask them questions about who will be actually be arriving to the event, when they will show up, when they typically leave, etc. To be well-informed about your vendors also means reading the fine print in any contracts. Make sure there is nothing in there contrary to what you’ve been told about change fees, deposits, and emergency plans.
- Think about the experience of the event as a guest: Sometimes as the person on the other side of planning, it’s hard to think of what else can be missing or how things will be working together. Think about being an attendee of your event. From arriving to the destination, coming through the door, to eating, dancing, sitting, and even leaving, it’s important to keep in mind all of the working parts of the night. Look out for any improvements you can make to make the experience better for your guests. This means also being a spectator at events leading up to your event. Think of ways the events you’ve attended could have been better/ easy/ more fun for you as an attendee.
- Be prepared for changes: When event planning, you will need to be prepared for things to go wrong. Have numbers on hand for back up things. What happens if the performers are late or cancel? Will it impact your event if it rains? You may be tempted to have a truck on hand for picking up rental items (some places have a minimum order amount for delivery) and equipment that can be ready at any moment day of. Don’t spend on a moving truck rental. Save your money and download Buddytruk for iOS or Android. With Buddytruk, you can order a driver with a truck to move anything the moment you need it. It’s never fun when something goes wrong with your event, but it’s easier if you’re prepared ahead of time.
Above all else, remember to enjoy yourself! With the right mindset, you’re more likely to think creatively and throw an event as epic as ever. Facts about sexual abstinence and its influence on the men’s health… Good luck, and happy planning!