NH Hotels May 30, 2023
Are you ready to have an event? Don’t worry, we are here to help. Planning a reception takes a lot of work and preparation, so we’ve created a definitive checklist for event planners to keep you and your team on track.
Why are you having this event? Are you trying to educate people about a specific topic? Is it to raise funds? To raise awareness? Whatever the purpose, it should be something that means a lot to you. Your guests will see your passion and want to support you even more.
Figuring out your purpose will keep you motivated and inspired. Grab a piece of paper and pen and write down your answers to the following questions:
Can you think of any other questions to add to this list? Write them down.
Budgeting for an event is one of the most crucial parts of the planning process and an essential point of any checklist for event planners. There are numerous expenses involved in any given function, and having a realistic idea of the funds you’re working with is vital to developing a successful plan of action.
Costs can vary dramatically depending on the type of event, and are influenced by many factors such as the number of guests, location and venue, catering, floral design, entertainment and lighting. Based on your financial constraints, you may have to cut down on lighting design for example, or possibly choose a different venue, etc. It’s also strongly recommended to have some additional funding set aside specifically for potential emergencies and unexpected circumstances.
Choosing a date is also an extremely important consideration. You’ll need to make sure that there are no other big gatherings going on at the same time or within the general location. This is important because there could be traffic, limited resources, and it’s possible potential guests may already be attending the other activity. Also make sure that the date doesn’t fall on a holiday either.
Try to choose your date as soon as possible so you have more time to start planning, booking and informing guests, so they can block it off on their calendar. You’ll also want to consider potential weather. If your party is in Spain, you won’t want to schedule it for August for example, because it is the hottest month of the year.
Ideally, the general location should be in a well-connected area, reachable by public transportation and including options for parking. It’s best to have your date picked out before selecting your location and venue. Remember, the earlier the better. If a lot of the participants are from out of town, it’s advisable to have the event near the airport or their hotel.
As for the specific venue itself, it’s always a good idea to comparison shop and attempt to negotiate lower prices before settling on a space. Here are some important questions for the venue manager to add to your checklist for event planners:
If possible, speak to the staff and see if they are friendly and attentive, as these are the people who will be greeting and interacting with your attendees.
The next step is to get out your to-do lists and have a brainstorming session, making sure to take your budget, date and venue into consideration. Keep this list nearby, because you never know when a new thought or idea will pop into your head. Having this plan all laid out will make sure you are not forgetting anything and you have all the details ticked off.
No checklist for event planners would be complete without a section on branding and marketing. Start picking out the colors and thinking of the design and logos. You’ll want to create posters, newsletters, blogs and even get in contact with other companies about sharing your event, creating a promotion page (on Facebook or Eventbrite, for example) and a landing page on your website to give people a place to sign up.
If it is within your budget, we suggest hiring a marketing team. They will have the knowhow and experience to promote the event and properly utilize useful social media apps like Facebook, Instagram and LinkedIn, which are critical for a successful marketing campaign.
Once the websites and social media are up, it’s launch time. Strategies such as offering “early bird” ticket sales are an excellent way to entice people into buying tickets and to create a buzz. Another benefit of this technique is it gives you early insights into who is interested in the event, and what is and isn’t working with the marketing. Using this data, you can adjust your strategy accordingly.
Don’t forget to send reminders and continue to promote right up until the final moments. Encourage guests to spread the news through word of mouth, and request that any featured guests promote the event to their followers as well.
There’s a plethora of permits and licenses for any sort of reception, with details that vary from location to location. As the planner you’ll need to be aware of at least the basics, so here is a quick rundown of some of the common documents you’re likely to encounter:
There are two types of alcohol licenses: one for serving beer and one for serving spirits. An established venue will likely already have their licenses, otherwise you’ll have to apply.
Food is carefully regulated and has to meet many health codes. You will need to check that any catering company or restaurant you hire has valid food and health permits.
Are you having a New Year’s party, or perhaps a large anniversary you want to end with a bang? Be aware: Fireworks are illegal in many places, and you can receive huge fines if caught with them. Please be sure to investigate the local laws carefully.
For public gatherings, you’ll need a building permit for tents or public seating. All structures will also need to be inspected by the fire department for safety purposes.
Many locations have strict rules regarding hours of operation, designed to protect neighbors from disturbances. If the venue doesn’t already have these permits, you will need to apply for an exception.
Bureaucracy can be slow, so the earlier you apply for these the better. We recommend inquiring at the local town hall for further details, since they will have a lot more location-specific information.
Now that you have most of the important logistics figured out, you can start booking your speakers and entertainment. Featured guests and activities are an effective way to engage attendees and allow them to get to know each other better, practice team building and have a great time.
If you’re not sure what kind of entertainment you can provide, check out more entertainment ideas for corporate events here. If you plan to give out pens, badges and notebooks, be sure to order these in advance so you have enough for everyone.
With all else done, it’s time to start executing tasks and ironing out the fine details.
All of your hard work has lead to this point. Take a breath, enjoy the day and interact with your guests. Once the day is over, you still have a few more tasks on your checklist for event planners. The most important one is to give yourself a pat on the back for throwing a successful event.
Next, send out thank you letters or emails to your sponsors, speakers and anyone else who helped you make this function a success. Following that, you can update your budget and review the receipts. Lastly, share how great your event was with the world. Email all attendees with photos, videos, and updates. You’ll want to stay in touch with the participants, because you never know when your next affair will be!
Download the Checklist for Event Planners
