Event planning is no easy feat. What may start as a relatively simple task can snowball into something much bigger in the blink of an eye. By the time you realize it, you’re already in too deep.
Sound familiar? Don’t worry, not all hope is lost. You just need to take a few minutes to refocus and prepare for your next step. Here are a few tips to ensure your community gathering goes as smoothly as possible.
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1. Cater to Your Audience
Aligning your event with what your attendees will enjoy most is a make-or-break for gatherings. It’s why business conferences offer heaps of coffee and kids’ birthday parties have plenty of sweet treats. Follow that same logic while you’re planning, starting by identifying who will be in attendance.
If it’s adults-only, take advantage of a bit more flexibility. You can be more adventurous with food and drink options, splurging if it fits within your budget. You can have the start time later at night without concern for cranky little ones in need of bedtime. You can host it at a fancier location or make it a laid-back, at-home event. The planning process truly is your oyster when there will only be adults, so take full advantage.
If you’ll have kids at your gathering, you’ll need to make some adjustments. It’s probably better to opt for simple foods like fruit, mac and cheese, and burgers. You may want to have an earlier start time to not disrupt routines. And it’s not a bad idea to plan the event at a location with playground equipment to keep the children entertained. That way, you’re not dividing the attention of parents in attendance between the event happenings and what their kids are doing.
Of course, you can combine plans if your event will have a range of ages in attendance. The point is to ensure you’re not focusing too much on activities, food, or other decisions that won’t work for who is going. Keeping your audience in mind throughout the planning process ensures you get the most out of your efforts.
2. Plan for the Unexpected
From weather to illness, there’s no shortage of things that can go wrong leading up to an event. While you can’t plan for everything, having a backup in place when plans change is best. It just requires a bit of preparation.
First, think about the logistics. If it’s outdoors, are you canceling if a storm rolls in or can you move inside? Do you need a permit to host your gathering? Are security personnel a requirement if you choose to serve alcohol? Once you nail down the logistics, it’s much easier to move forward in the planning process.
Then, you’ll want to consider the seasonality of your gathering. Winter events may require assistance if cars get stuck in the snow or ice. Summer events, especially if they’re outdoors, will require plenty of water on hand to avoid heat exhaustion. Any event should be fitted with emergency supplies like a first-aid kit and a defibrillator. Having and communicating about an evacuation plan in the event of an emergency is also a good idea.
Coming up with a theme is admittedly much more fun than thinking about how your event could go wrong. But knowing what your game plan is if the unexpected becomes a reality is in your and your attendees’ best interest. That way, everyone can enjoy the gathering without the stress that accompanies not knowing what to do.
3. Factor in Your Budget
When you begin planning an event, it’s easy to let your mind wander. You’re brainstorming a thousand activities you’d love to have that are perfectly on theme. You’re discovering new ways to go above and beyond to make it an incredible event. Of course, you’re brought back down to Earth when you realize you have a budget to stick to.
You don’t have to sacrifice every creative, fun idea for your gathering because of money. You do, however, need to know what you can afford and what isn’t an option. So, think about the goal of your event and who will be in attendance. That will help determine a lot of its components like food, entertainment, and setting. From there, you can begin crunching numbers to establish your event budget.
It’s also important to factor in surprise costs. Vendor tips, rush shipping for forgotten items, and unplanned purchases will come up — especially for large gatherings. Give yourself some flexibility in your budget or overallocate in priority areas like food and decor. That way, even if things are more expensive, you’re in a good spot.
Then, it’s time to swipe your card! Start buying the supplies necessary for your gathering and, this is crucial, document every cent. Write it down or use a spreadsheet, just ensure it’s all in one spot. When it’s all said and done, compare your estimations with what you spent. You’ll see where you can adjust your budget for your next event planning experience.
An Event to Remember
Whether you’re hosting a block party or celebrating the holidays in style, community gatherings have a lot to offer. They’re building blocks for new friendships, and they provide a venue for making memories. But they also take a lot of thought, planning, and effort to pull off. However, you’ll be in good shape with these tips in mind. And then, of course, it will be time to plan the next get-together.
