Planning an event, a party, a function is not easy. When we decide we want to do an event, we have a goal. We have an idea of how the event has to turn out. We make a function to celebrate. To
celebrate something we are proud of, happy about, and basically we want to share this happiness with the people around us. This can be a wedding, a puberty ceremony, a birthday, a good party…. Whatever….. You name it.
In order to have a successful event, both for the guests and the host yourself, planning is super important. If you start early with your planning, it will be less stressful and easy for yourself, so as soon as you have decided to have a function, get started on the planning. With my project management skills, I can write pages about good planning, about overview, about tools etc. etc. etc. It will take me forever to write everything, because there is so many tools that can be used. Some tools work for some people, some others for others. I will touch upon the different once that I find helpful, in the blogs in the future. This post is just very basic and very general about planning an event.
It is important to have a high level overview over the event in your mind, in order to be able to create a success. Some of the headlines that I find important are the followings:
- Develop event goal and objectives. Why are we doing this? How do we want this to be received from the guest? What is our goal with this event?
- Organize a team. Depending on the size of the event (we Tamils never have small events !!:) ) organize other people to be responsible. You are still the “project manager” but give out the different tasks to others, in that way you will be able to still have the overview, take the most important decisions, but you will have other people to help you fulfil the task before the event, but also at the event itself. What I personally like about giving responsibility to other people, is to get other people’s opinion on the different things. Others might have a different view on the subject that you, yourself might not have thought about. So organize a team!!
- Set a date. When you know when the event is gonna take place, please tell people. We Tamils have so many functions, all the time. Every weekend we get ready, take on a 6 meter long saree on, spent hours fixing make up, hair, jewelries, matching bangles….. You name it. We have events all the time. In order to help your guests, to be prepared for the event, go out and tell them as soon as u know when the event is gonna take place. Make them reserve the date.
- Brand your event. Make an invitation. This can be done in several ways. I will write another blogpost about this later. But make an official invitation and share with your guests, so they feel welcomed, invited and can start to look even more forward to your event.
- Create a masterplan. Again, a big topic I can write pages about. But creating a masterplan with your team, is important. Brainstorm on this as early as possible, both for you to get an overview of how this is actually going to look like when its gonna happen, but also for your team to get started, and start to get going.
- Have deadlines. Create milestone deadlines. Deadlines for you, and for your team. Don’t forget buffers, is something unwanted turns up. Without deadlines it will never be easy to create an event.
- Establish a budget Budget is super important. I have not known anyone in my surroundings that have kept their initial budget. I have a very good tool for budgeting, that I will share another time, but create an overall budget, in order to avoid unwanted surprises.
Guys, again I can write pages about planning, and I will in small bits and pieces and introduce some relevant tools for you as well. But for now, my message is just, if you have a goal with your party or event, you need to plan it well. Start as early as possible. This is both to create a great event for you and for your guest.
Until next time
