8 Golden Rules of Event Planning & Common Pitfalls to Avoid

Source: unsplash.com

Planning an event is not an easy task at all, especially when you are doing it for the first time. If you want to make everything fall in the right place, then you must know the golden rules of event planning.

Apart from this, learning from others’ mistakes would be a great idea to avoid any blunders happening at your party. Let us have a look at these points one by one:

1. Set up a budget:

Source: unsplash.com

Setting up a budget carefully is probably one of the first steps that you should keep in mind while planning an event. Sometimes people make a budget but find it very tricky to stick to it.

Inexperienced planners generally do not count small expenses at the beginning, which is a big mistake made by them. These expenses then come out as a surprise to them and they eventually end up spending more than they have decided. Work smartly and set aside some money for any surprise expenses.

2. Procrastination:

Do you know that procrastination can be your biggest enemy? This is one of the most common errors made by people while planning an event. Not starting the preparations early enough can create a lot of problems. Once you get a general idea about the purpose of the event and its financial plan, you should start working towards it.

The venues are generally booked in advance, so make sure you do that before it runs out of availability. If you do not book the hotel or venue in advance, then chances are there that you will not get the venue of your choice at the last moment.

3. Ask around:

Source: unsplash.com

These days people like doing research on the web because it is convenient and hassle-free. No doubt you will get a lot of information regarding the venues on the internet but it will not be as good as the recommendation that you get from people around you.

If someone has good experience in planning parties, then he would be the perfect person to suggest you the best venues out there. You can also follow social media to know about the best venues and suppliers in your area.

4. Flexibility:

If you have a restricted budget, then you might have to bargain to get the best deals on the venues and other supplies. We suggest you to not choose holidays like Christmas to host an occasion because the prices are very high during this time of the year.

Mondays and Tuesdays are the best options if you are looking for great offers. Another thing that you do to cut down your expenses is to choose the afternoon timing as lunches are quite inexpensive than dinners.

5. Do not forget to negotiate:

Source: unsplash.com

Sometimes the things you have planned for your party can be an expensive deal for you. But that should not restrict you from choosing the things you have planned. Try to negotiate as much as you can. As mentioned above, choosing a quiet period for hosting a party would be the best option for you to reduce your expenses.

Apart from this, you can also contact professional event organizers to help you out. They have a very good relationship with the suppliers and they can negotiate with them in a better way. Check out https://www.808.events/ to find the best event management Tasmania company to get better deals.

6. Not having an alternative plan:

Here is another big mistake that people make while planning an event. Not having a plan B can create problems for you. Suppose you have organized a party in the outdoors and the weather suddenly gets harsh, then what would you do? Weather is unpredictable and you have to be prepared for every such situation. If there is rain outside, then you must have the option to move the party indoors.

Apart from addressing the issues related to weather conditions, you must also be prepared for other problems such as power cut and overflow parking. Generators must be available at the venue to deal with the power cuts during the occasion. Renting another location for the parking would help you in solving the overcrowded parking issue.

7. Consider trying before buying:

Source: unsplash.com

Before hiring any caterer for the occasion, make sure that you try both the food and drink. Every reputed caterer offers a sample tasting service to its clients.

It will help you decide if the food quality is up to the mark as it is one of the main attraction points of every guest attending the party. You should also take your caterer to the venue location so that they can have a better idea of the space available for them to prepare things in advance.

8. Not hiring enough staff for help:

To host a successful party, you must know the importance of the staff members who are there to attend to your guests. No doubt hiring more people will cost you more but at least it will help you in save the event. If there are very few staff members to help, then the guests would have to wait for a long time to get food and beverages. This can make the guests annoyed or frustrated.

Whenever you are hiring staff for help, ensure that they have experience in managing parties similar to yours. Hire only professional people. Once you have hired a good number of staff members, provide them with all the details about the event to make them understand what is the purpose of the event.

To Sum Up

Organizing an event can be a challenging task to do. But when you have knowledge about all the golden rules and mistakes to avoid, everything will become easier. The first step should be to set up a budget.

Once this is done, we suggest you book the venues and other supplies in advance to avoid any last-minute issues. Check out the above points to know more about these golden rules.