Planning a Successful Personal or Business Event
Are you in charge of planning an exciting personal or business event? Whether it’s a wedding or corporate conference, there’s a ton of work that goes into planning it.
In addition to getting the assistance of a professional sales and catering expert, here are 6 tips to help you stay on top of the process and put on a memorable event that everyone will love.
1. Stay organized
One of the most important things you can do while planning an event is to stay organized. It’s really easy to become overwhelmed and stressed out if you don’t.
It’s very helpful to write down everything that needs to happen for the event, both big and small. For example, you can have a big picture list of all the main things that you need to do such as research, booking vendors, signing contracts, paying invoices, and gathering all addresses.
From there, you can break down everything into detailed, actionable lists of what exactly you need to do to keep everything moving forward.
2. Set a budget
It’s a good idea to set a realistic budget for your event. What are the most important aspects you want to focus on? Maybe it’s the event venue, food, or entertainment - prioritize what is most important and plan around that.
Keep track of all your expenses so you can stay within budget for your event and pay your invoices on time.
3. Plan your timeline
There are lots of details and preparation that go into planning an event – if possible, choose a date that is far enough in advance to allow you the maximum time to plan and execute everything.
Once the date is set, it’s never too early to start booking your venue. Whether it’s a hotel ballroom or business conference center, you should book your event venue as soon as possible because they may get booked on your date by another group if you wait too long.
4. Choosing the right event venue
It can be overwhelming to select the right venue for your special event. Start by having a clear vision of how many people will be attending and the level of accommodations you need. It can be helpful to ask people who you know for referrals, as well as searching online for information. When you contact venues and set up a time to meet, be sure to bring your written list of questions so you’re not left guessing about anything. Once you engage a sales and catering contact at a venue, evaluate how helpful they are in trying to help you through the process and realize the vision you have for your event.
5. Send out your invites
Don’t forget to tell people about your special event - send out invitations or email notifications and post on social media several weeks or months, in advance. For events like weddings or large business conferences, you should send save-the-date notices at least six months in advance.
Remember, before you send anything out regarding your event, be sure to have another set of eyes look everything over and make sure all addresses, times, and information are correct.
6. Have fun
Last but not least - don’t forget to have fun! Enjoy the process and remember it will all be worth it in the end. If you stay organized and prepare accordingly, you will be rewarded with a rewarding, memorable event – enjoy it.
Hopefully, these tips will help as you start planning your event. If you’re looking for skilled staff to assist you and a state-of-the art location, please remember that the Embassy Suites by Hilton Rockford Riverfront and Rockford Conference Center is opening in April 2020 and can start helping you NOW with your planning. A historic venue, gorgeous views, all the latest amenities, on-site catering, and amazing staff are just some of the reasons to consider the Embassy Suites by Hilton Rockford Riverfront and Rockford Conference Center for your upcoming event!
Happy planning!