Planning an event can be an overwhelming experience. There are such things to note down, so many factors that you have to take into account while deciding the details and nitty-gritty of the event. From the parking space available to the carpet being spread out, to the music being played, to the food and the beverages available and finally, the venue is all critical for an event’s overall success. All of these things take time and regardless of whether you are an amateur or professional, event planning can be a daunting task.
As an event planner, you will be responsible for all these things and much more and making an event successful can sometimes be like juggling fire in a large crowd. It can be a difficult task, but if it is done successfully, it will speak for itself.
So, assuming that you are planning an event and that you have already identified its purpose and the basic details, the following are the checklist that you should follow to make than an event a success:
Knowing about the Guest List:
This is one of the crucial things that you should always be aware of. Planning an event cannot be done successfully unless you are aware of the people who will be attending it as well. The guest list can help you gather information regarding the venue hire Sydney, as to what kind of event you will be executing. Furthermore, it can help you identify whether you need to cater for a small or a large gathering, or that the tone and the environment will be formal gathering or an informal one. Knowing who you will be catering to is the first step for successfully planning and executing a plan. Also, details like the theme and dress code of the guests who are invited will be beneficial for you as well. Furthermore, if you want to stand out amongst other event planners, then you should be to be willing to take a risk and experiment, as in a lot of business conferences people are served with the same old food. You can shake up a few items on the menu and see how experiment see how it works out for you.
Exploring the Venue:
Once the guest list is settled and you are now aware of the dates, the next step is to decide the venue. You need to note down and identify different locations where the event could be. You need to pay close attention to the existing décor and the style of the building and that whether it matches the ambiance of the event that you are planning, and that if needed whether it can be upgraded as well. Furthermore, you need to floor and the layout plan and that whether it is sufficient for the number of guests that are coming in. Lastly, you need to consider the accessibility and that whether the location is too far-fetched for the guests and that they can reach it without too much of a hassle.
Selecting the Cuisine:
Once you are aware of what kind of event it will be, who are your guests and what is their background, then you can do general profiling and make strategic decisions based on that. By learning the backgrounds, you will be able to cater to the menu and the theme according to their unique taste and identity. Furthermore, you can also decide the menu based on that and cater to the special needs of the guests, such as whether they would prefer a gluten-free meal or if they have any restrictions to deal with. You would also know whether the guests prefer a generally spicy meal or the meal without it. Also, you can cater to whether some guests would prefer a seafood diet or if they would like a more vegetarian on their menu.
Offering Alternative Menu:
Once you have identified the guest’s food preferences and based on that, you have decided what the main menu will be then you need to decide on to other meals as well, which includes appetizer, starter, and brunch. These meals ensure that the guests are always fully entertained and are enjoying the event as well. Also, what you can do is that in the main course you offer more choice to your guests as well and have an option for vegetarians and meat lovers as well. Furthermore, you could offer two or three types of salads with different courses as well and have different choices of desserts too. This will ensure that the guests are always full and that they are enjoying the time in the event.
No matter how good the quality food is unless the service is equally apt and competent, it would not bear you any good. Service is everything if you want to have a good word to spread about you then you to hire exceptional service staff. The timings are crucial, especially when the guests are being served their meals. You can’t have your service staff lagging off as you have only limited time You need to make sure that the meals are served and according to their set time. A delay in the appetizers or starter would mean that it would be passed on when you are serving the cocktails and the buffet. So, you need to vigilant and make sure everything goes according to time
Seating Plan for the Guests:
Once you have decided and sorted out the menu, the next on the list is your coordinated seating plan for your guests. To make sure that the guests are fully enjoying themselves, you need to ensure that their comfort, objectives, and requirement are met. There shouldn’t be any hindrance, and they know full well where they are supposed to be seated. Further, each specification has to be dealt with carefully. Let us suppose if you are catering to a business event, then you need to make sure that there are ample tables and large seating space, plus if there should be general cutlery items such as plates, spoons, and glasses available. Also, if there is any requirement for items such as work binders, notepads, and pens, then they should be met as well. Lastly, you need to ensure that the seats are comfortable and that there is ample space for the guests to spread out and relax. They should be able to move freely so that they can enjoy their meals and have discussions
The final thought:
Whenever you are doing something, you should always look out for the big picture. And you shouldn’t waste too much time on the nitty-gritty and too many details. What matters truly is the plot. And most importantly, if you are stuck or out of ideas, then don’t hesitate to ask for help and support