Planning an event can feel overwhelming, but it’s not if you break it down into small tasks.
Follow this timeline for the weeks and days leading up to the party and for the party agenda itself, and the event should run smoothly.
6 to 8 Weeks Before the Event
Make a team
There should be a person who is leading the pack and sub-teams to not miss any crucial tasks although the event. Once the team is made and is final, sit down with them and choose a party theme. Begin brainstorming how to incorporate the theme into the decorations, cake, favors, and other party details.
When all the details are discussed, start planning about booking a venue or entertainment, according to the client’s requirement.
Set a budget
To figure out how much money you have to spend, you must first determine how much money you have. Is there money set aside for the event in your company's budget, or are you relying primarily on the client's fees? Maybe you've got a little bit of everything. Getting an estimate not only tells you how much money you have to spend but also shows you how profitable your event will be.
Write up a guest list
Schedule a meeting with your client and decide the guest list. Tell them how to sort the list. This is most likely to include immediate family, best friends, and a few other important people. Those are the celebrities on the A-list. Then there are the B-listers. If you have the funds and physical capacity to broaden your invite list, these are the folks you want to invite next. C-listers include distant cousins, women from your mother's sewing circle whom you've never met, and the neighbor. When it comes to making cuts, people on the C list are the first to go.
3 to 5 Weeks Before the Event
Purchase stock invitations from a retail retailer if you did not pre-order your invitations. Make the invitations, compose them, then send them out. Include the start and end times of the party, your phone number, directions to the party site, and the theme of the party. If the event is a wedding, ensure the printed invites arrive on time.
If the event is a party, go shopping for party goods including decorations and items to make the favors. Early shopping allows the shopper to order things online if your team is unable to locate them locally.
2 Weeks Before the Event
Party favors can be made or purchased. Decide on a menu. Inquire about your client's menu requirements. Create a menu that reflects this, as food is something that no one forgets.
Decide on the types of activities that will be included in the party, and then purchase or make any supplies that are required.
If it is a wedding the arrangement for food goes first. Confirm with the venue that the caterer is aware of their load-in and load-out times. Followed by the “Mehendi wali”, the choreographer for the sangeet, the beauty parlor person, and a few more.
3 to 7 Days Before the Event
Make a rough schedule for the party. For further information, see the 2-hour agenda below.
Confirm the entertainer and, if applicable, the location.
If it is a wedding arrange a car for the bride's beauty and hair appointments. Start your event décor.
You can go make your wedding an online brand. Once you've decided on a name, try to come up with a tagline that explains the event in a brief, memorable way.
Develop a logo to represent your event. The final step is to create a logo to represent your event. A logo may be a powerful branding tool, allowing people to instantly recognize your event in all of your advertising and promotional materials (such as t-shirts, water bottles, bags, and more).
1 Day Before the Event
Add a final touchup to your final preparations and check whether everything is going according to the plan or not.
Go according to your checklist that was made earlier. This will ensure smooth execution of your plan and will make your event amazing.
Lastly, once the event is over you can self-evaluate the event. Think about how things went. Were they up to the mark according to you and the customer or do you need to improve in some areas. Whether your team was good enough or not. About how did your marketing go.
Once self-evaluated make sure you don’t repeat them in your next event and the next event some be more smooth.