Have you ever struggled with ideas for planning an event? Do you struggle with coming up for ideas for your event? Do you find it difficult to manage every aspect?

 

I have been planning parties for my co-workers for ten years;  baby showers, retirement parties, and holiday parties (at the office and at restaurants near the office.) I recently planned a friend’s wedding. I have taken project management courses, television production, art, and productivity courses. I also planned an event for a group I belong to Joliet Jesters a chapter of Toastmasters.

Project Management

There is a process to planning an event.

 If you think of this in terms of project management:

 

1) Have to define your plan

2) Estimate times and costs

3) Add up the costs

4) Come up with a time-line

5) Calculate resources

6) Calculate risks

 

 Do you like to make lists?

 There is a skit from “Kids in the Hall” a comedy troupe from Canada popular in the eighties.

In the skit, the guy is obsessed with making lists. He goes in a bank and some robbers come in and kidnap him. He convinces the getaway car driver to take him to the Post Office and the Dry Cleaners so that he can continue on with checking off items on his list.

 

First, you must ask yourself several questions:

•  What is my budget? You also have to budget your time.
• Don’t plan an event if you don’t have the money to pay for it. Don’t go broke just to have an event.
• There are several ways to plan an event or alter your event to entertain and delight your friends and family.
•  Where will the event take place?
• When will be the best time to have the event?
• Who will be invited?
• How am I going to pull this off?

 

When you answer all of these questions the How will materialize.

 

 

 If you want to have a party you can do it for as little as $10.

Here are several ways you can do it:

• Have everyone you invite bring something. Pot luck – use only what they have already.
• Have everyone who attends chip in for a pizza/meal.
• Print out free party games.
• Have an entertainment swap party – everyone brings old CD’s or movies and you can exchange them – pick the best one and then play the best one.
• Have a movie marathon night, where friends bring their favorite videos and you make popcorn and provide bottled water.
• Have a night where you all make a dessert and share them – cookie exchange.
• Have a day when friends get together and make several meals for the week ahead and freeze them. If they don’t have certain ingredients share them with others.
• Have a baked potato party with your neighbors – you provide the potatoes and they provide all of the fixings. (Cheese, scallions, chives, sour cream, chili, etc.)
• Just have a cake and punch and celebrate an event.
• Keep the guest list small.
• Have a scavenger hunt.
• Have a party where everyone dresses up like James Bond (men) and James Bond( fat-ale). Play music from the movies and then pick one and turn down the movie for a background.

 

If you want to have a party you can do it for about $100.

• Go grocery shopping and buy a Whole ham, whole turkey , cheese, rolls, and beverage for your quests.
• Cook up the ham and turkey and serve.

 

If your budget is around $300 you can have more options.

•  You can have the party catered and use items around the house to decorate.

 

 If you have a budget of $3,000 for a wedding:

 

• Make own bouquets – YouTube
• Don’t use a lot of decorations
• Have the event catered, buffet style
• No limo
• No invitations in the mail
• Hand delivered CD’s
• Used pictures of family on tables borrow picture frames.

 

Save. Save. Save.

 

I can give you more information on how to save later.

Once you come up with your budget –

to help decide on a budget ask:

 

1) What do I want to splurge on?

2) What areas do I want to skip on?

3) What is important to me?

4) Do I want to have a small or large event?

 

Once you have your budget and answered some of your questions you can make a timeline.

 

I gave some websites to help you. Even the wedding timeline might help you sort out details.

 

Pick the venue

Is it a formal event?

Are you going to have the event all in one place?

Is it over several days?

Be sure to check the contract of the venue, so that everything is clear – prices – extra fees, etc.

 

 Pick the size of your event

How many people can the venue hold?

Is this going to be an intimate gathering?

Is it going to take place outside/inside?

How many guests?

Does the venue have the place available when I need it?

 

What about the food?

 Review your meeting/party event agenda to determine foods you will need.

Compile a list of any dietary restrictions or needs your attendees may have.

 Evaluate the demographics of your attendees to help determine which food and beverage options might be most suitable.

 Jot down any key meeting themes that could be incorporated into your food and beverage selections.

 

Variety is key.

Have a wide range of options available not only helps address dietary restrictions but also allows attendees to sample a variety of exciting dishes.

 

Go local.

Allow the chef and team to highlight local specialties in their menus so your attendees can experience a taste of the local cuisine and culture.

 

Be seasonal.

Not only is seasoned produce good for your budget, it tastes better.

 

Be sensitive to dietary restrictions.

Whether due to personal preferences or allergy, dietary restrictions are commonplace today. Common dietary restrictions include gluten-free, lactose/dairy free, vegetarian and vegan. Common allergies include peanuts, tree nuts, and shellfish. Be sure to provide a way your attendees can inform you of dietary restrictions, so you can ensure they are accommodated at your event.

 

Eating well is not just for dieters

Offering nutritious food and beverage options will help ensure that your attendees feel their best and don’t lose energy throughout the event. Menus should contain a healthy mix of fresh fruit and vegetables, lean proteins, and whole grains.

 

Consider having the event on a weeknight instead of the weekend.

 

Maybe have hors’ d oeuvres and cocktails.

 

Have the event buffet style and have it catered.

 

Check to see if your favorite restaurant will have it catered.

 

You can consider decorating the event yourself.

 

Here are two websites:

www.wish.com

www.tableclothfactory. com

They have table runners, decorations,  lights, and signs.

 

You can always borrow decorations.

You can make your own.

Use tree branches.

 

Here are some other ideas:

 Take a picture and adhere  Velcro to the back side and then stick the other part of the Velcro on a wall (make sure the backing is the kind that can be peeled off without damaging the wall.)

 Put Christmas lights around a picture or around tables.

 Put Christmas ornaments in a tall vase and on the table.

 Tea lights.

 I used scrapbook pages as placemats.  I took pictures of her and put them on a canvas with the scrapbook pages.

Now, I also have a keepsake of my daughters birthday. We had a small cake and my other daughter played in the leaves. No party favors or party games were used.

 We went to the thrift store and got teapot – and had a princess tea party. Then we added bows on chairs are table runners from TableFabricCloths.com

 It is easy to decorate once you have a theme.

 A nice trend may be to have everyone dress in similar colors.

 

Make your own invitations.

Facebook.

Make a CD and make copies. – hand deliver.

 

Tips on how to get the most out of your photographer,

You have an opportunity to capture your event in all its glory before it is gone forever.

Choosing the right event photographer and ensuring they are well prepared is essential. Here are the reasons why I think it is so important and top tips for capturing this stunning event photography.

Don’t cut corners.

If the budget is tight and doesn’t allow for a photographer throughout the who event consider contracting a photographer for a half day or event a few hours.

 

Smartphones vs. Photographer

 The cameras on most smartphones and tablets are superb quality and the effects that can be achieved with photo editing apps is astounding – but can you really rely on your audience to crowdsource all of the key moments of the event you need? Don’t count on Uncle Bob.

 A professional photographer is worth every single penny. Encourage everyone to take photos using their smartphones or tablets and this is great at capturing specific moments and particularly sharing on social media quickly. However, there is a huge gap between these snapshots and the quality of the pictures returned by a professional photographer.

 If you are committed to the benefits of having a professional photographer how then do you ensure that you get the most from them?

 Check Portfolio and References

It is vital to look at the portfolio and testimonials of reference for any photographer you are considering working with. Specifically look at examples of other vent work and similar projects hey have undertaken and mostly ensure that you like their style and creative flair.

 Ask for  quotations

 Give as much information as possible to the photographer when asking them to quote for a project. What times realistically do yo need them on site, what are you looking for them to cover (remember they can only be in one place at a time unless you need a team of photographers.) how many formal shots are you anticipating? How will you use the photographs afterward?

 

Image and Copyright/Usage

 It is important to be clear with photographer how you wish to use the photographs afterward. Will they be needed for press releases, uploaded to a website and social media, used for a promotion of the event in future years, etc?

 Check if the photographer needs to be credited in a specific way. What are the stipulations for how the photographs can or cannot be used?

 Note that it is usual for the photographer to continue to own the rights to the photographs, but just give you permission to use the shots in agreed ways.

 Venue knowledge.

Has the photographer worked at the venue before? Do they know the layout? Are there some well-lit spaces to use as a backdrop for pictures?

 

Prepare a brief in advance for the photographer

1) Have a description or layout ready in advance for the photographer

2) Do you want the pictures to be staged or artistic?

3) Timing Notes – When will they need to take specific pictures?

4) Importance – Who should they take pictures of?

5) Share the details – about room and venue

6) How soon do you need the pictures?

 The bottom line is to hire a quality photographer for a few hours and have them take pictures of the most important photos.

 You can have friends or family post pictures on Instagram or Facebook.

 You can create a photo – booth.

 

 Other items

For flowers, you can make your own bouquets. Buy them fresh from a local store and buy the ribbon to wrap them yourself. No nosegay is needed. There are YouTube tutorials to help you make them. www.YouTube.com

 

Pick your dress/outfits according to your personal theme.

 

Are there going to be out of town quests?

Can they stay with you?

 

When all else fails there is Pinterest.  

You can use magazines.

You can borrow ideas from friends.

 

For a party where you want music –

You don’t need a DJ.

All you need is a smart phone – Pandora or laptop and a Bluetooth speaker.

 

Remember:

Have fun and relax.

You got this.

Like the Beatles song – You can get by with a little help from friends.

You do need a team to help pull off an event.

Make it memorable.

Have a special family tradition or your own that you would like to incorporate.

 

Be organized:

You can keep everything all in one place for planning your event. There are many details that you have to work out. However, it is best to take it one step at a time.

 

Credits:

www.eventmanagerblog.com

www.redbook.com

 

For more ideas on party planning and budgeting please send me a comment.