Event planning is a fun activity since it gives you an opportunity to explore but when it comes to the actual planning process, it can be quite hectic and hard at the same time. From finding a good venue where the event will take place, finding a caterer, drinks, and other decor suppliers can drain your energy. But, on the other hand, you can make the process smooth by utilizing the following tips in our planning process.
Plan in advance.
Even if your event is taking place five or six months to come, it is always good that you organize early. For example, if you want the event to be held in a hall or a garden, you need to book it at an early stage to avoid last minute disappointments. Keep in mind that you are not the only person planning for a wedding and other planners may be interested in hiring the same place and on the same date. Therefore, to safeguard the venue, consider paying a reservation fee as a way of securing the area from getting overbooked. The same case goes for the vendors and other services like catering. This helps suppliers to prepare for the day and also ensure that they don’t pick other jobs on your event’s day.
In the course of planning for the event, a lot of things may change. For example, suppliers may realise that they are unable to provide a certain good or service at a closer date. So, as the organizer, you need to be alert and flexible to take in all these changes and accommodate them to your planning. Also, to avoid messing up the event in the last minute, keep communicating with the relevant suppliers such that if they have any changes they needs to be made in the planning process, they should do so at an early date probably two months before the time of the event.
Most vendors do not give a fixed price for their services, and they always leave room for negotiations. Hence to save up on the event’s expenditure, make sure to negotiate with the vendors for a discount on the services or the items that you want to be delivered on the date of the event. Sometimes you may find that your budget is much lower than the prices you are getting from the suppliers. So, if the items or the services they provide are what fits your event, negotiate the price to match your budget. Another tip to help you get a reasonable price is by working with one supplier. For example, if it is a caterer, ask him or her to provide everything including drinks and if it is a décor company allow them to do all services related to décor. Such people will charge you pocket-friendly prices since you are hiring bulk services from them.
Have a backup plan.
It is not right to rely on one option when it comes to planning events. Anything can happen either before the due date or even during the event day where a vendor may fail to supply the services and products you had agreed on. Therefore, to avoid confusion and ensure the event goes smoothly, make sure to have a plan B supplier whom you can always call in case you need their services.
It is always good to communicate with all the people involved in the event to remind them of the date of the event and the location. Do this in the course of preparations and maybe one week to the event.
Although planning an event can be a hectic process, with the above tips, you can make the operation to be smooth and fast as well. When choosing a venue for the event, ensure that the area is easy to access by all attendants, and there is less traffic on the road.