It's holiday season and there will be a lot of events to go to - reunion, thanksgiving, weddings, birthday, or just parties. We are used of dressing up or simply gracing such events; but how to create one?
If you will plan and conceptualize a gathering such as YEAR END EVENT, you need an ample time to do so. These are some of the guidelines I know [and did] for an effective and efficient event planning.
1. BE PREPARED. Event planning is not as simple as you think. There are a lot of aspects in an event that you need to accomplish - venue, food, guests, invitations/ads, prizes (if you have games and stuffs), sponsors etc. You will undergo stress and tedious tasks [depending on how big the event is] so you need a lot of patience.
2. PLAN AHEAD. In order to do all grand plans, you need enough time with a little allowance (like a day) for last minute changes and revisions. For a small team year end event, a month or two will be fine.
3. KNOW YOUR BUDGET. This is where it all starts. What is your budget for this event? Put it in portion - venue, food, transportation, accommodation, gifts and prizes, games, invitations, and extra budget for other expenditures. In that way, you will know how much to spend and what is your limitations when you go on with canvassing.
4. SET YOUR THEME. What's on your mind? Every event is unique and making your own should be too! Decide whether it is a formal party, casual party, masquerade, swimming party, dinner party etc. Brainstorm with few key people and let your ideas flow.
5. VENUE FIRST, BEFORE EVERYTHING. Once you decide your theme, the next step is to find an appropriate place for your event. This where the time is important. Many places in December [mostly on weekends] are full and you need at least a month to reserve one. It is important to survey the area and review if the place will fit for your event's needs. If you can't do an ocular visit, please read reviews regarding the venue. This will help a lot! In that way, you won't end up dissatisfying yourself and more importantly your guests because the place isn't up to your expectations. Find at least three venues for your to check and choose.
6. WRITE YOUR GUEST LIST. Once you reserved the place and you know its capacity, it is time now to arrange your list and guest invitations. How many can you cater? How many should attend? Who are these people? Will I need special guests? What are the restrictions? These things should go through your mind. Do not over crowd the venue because you seems very friendly and you end up inviting all your friends and acquaintances. Give enough room for the people to move around, to put your paraphernalia, and some space for the food.
7. WHAT IS YOUR PROGRAM? Program/Itinerary is important just like your guests. It is the life of the event, the flow of activities and agendas are need to be in order. If you want a prayer song, a national anthem, raffle, recognition, games, or any special guest to share and grace the party - LIST IT DOWN.
For example, the current event I am organizing is an open swimming gathering. Guest are approximately 15-20 persons. It is a team outing in our office so the event is relatively small. Since it is a Year End Event we will have exchange gifts, games, and recognition for those people who perform well throughout the year. You need to have clear view of what will happen. In addition, should something else happens not according to plans, you should be prepared to troubleshoot.
8. WHAT'S ON THE TABLE? A gathering without food is boring. People need food over their long talks. If it is dinner time, set a dinner plate on the table and dinner foods [yeah, that includes rice] for the people. Plan what foods will be on the menu. How many courses will you serve? What cuisine will you prepare? Is it an open buffet or an assisted one or maybe a self service? Is is informal or formal [with waiters and servers]? Just always remember that when doing a headcount always add an allowance for unexpected guests. For example, if your guest is 30, prepare foods for 35. In addition, check with your guests if they have special requests or food restrictions. It is always good to prepare three meats - fish, chicken, pork/beef.
9. DO I NEED TRANSPORTATION/ACCOMMODATION? If your place is a bit far from the city or it is an out-of-town event, absolutely transportation should be provided. You can do car pool also if it is a small gathering. If it is overnight or may take days, a place to stay and rest is important. If you are in a tight budget, put your guests in groups and find a place that combines good ambiance, cheap rental, safe surroundings etc.
10. IT IS NOT A ONE-MAN SHOW. Don't be a saint and do all the things listed above on your own. Ask people to help you or form committees. Best people to choose are those that will be part of the event. Learn to delegate tasks and give strict deadlines for them to accomplish.
11. LEARN TO ENJOY. Lastly, I know it is you that oversee all the things and you need to ensure that everything will be alright on the event day. However, you need to appreciate and enjoy your own work. Don't stress yourself too much running and ordering people around during the event. Take a moment to stop and treat yourself as a guest. With great planning and proper coordination, your event will just be perfectly fine.
That's it! I hope that you can apply this simple tips when you finally create your own event or handle one. Enjoy the event planning experience and have a happy parties and gatherings this holiday season. :D
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