Tips for Event Planning
by Joan Burns, CSEP, Sampson & Associates,
Meeting and Event Planners

If you are a successful professional, undoubtedly, you are also very busy.  If you are planning Client Appreciation Events or Professional Meetings you may even decide to put them on hold because the thought of  planning and execute the events seems too time consuming.  And sometimes you might not even know where to begin.

Here are some helpful hints to make your planning go a little smoother and help you shine as the host:

1. SET YOUR BUDGET

Decide on how much you can spend for your event. That is the first question I ask my clients. This will determine on how much you can spend on a venue, food entertainment, gifts, etc.  If your budget is tight, you may have to use some creativity. A park setting for an employee party will be less expensive than a hotel ballroom for instance. Or perhaps you have a service or product that can be bartered for some of your party needs like the caterer.  The important thing is to stay within the budget.

2. LOCATION, LOCATION, LOCATION

Choose a venue that is convenient for your guests and desirable. Make sure that parking is available or least arrange for valet parking or a shuttle if parking is inconvenient. (There are companies that you can hire for any period of time.)  Remember that your favorite Thai restaurant might not be well received by all of your guests. If you are planning a themed holiday event, make sure that venue is conducive to your party.  The local sports bar will not work if you are planning a dressy festive gala.

3. CREDIBLE CONTRACTS

As with any business agreement, take the time to read the contracts you sign with vendors for your holiday event. What is the deposit? What if you have to cancel, is it refundable? What are your obligations? What are the vendors?  Are there any extra set-up charges? If you pay for the beverages, are you also paying an extra bartender’s fee?  What about venue clean-up? You ordered Veal Parmagian and the caterer is serving Chicken! What did the contract state? The bottom line is making sure that you are aware of the details and you know what you are signing.

Your events should be hassle free so that you can enjoy them just as your guests will. If your budget allows outsourcing for the event planning, I strongly recommend that you use a professional event planner. Then you can really enjoy the event without the pressure. You can do what you do best as the host and accomplish the goal of the event. There is enough stress in your job, your parties and events don’t have to be.