Saturday, July 14, 2012

The DOs and DON'Ts of Event Planning

When you plan such a variety of events as we do at EvanGrace, you learn many tips and tricks of the trade! Weddings each have their own personality of course but corporate events can differ even more depending on many factors. These include the time of day (breakfast, lunch, dinner, cocktail party), the type of event (sit down meal, gala, ball, casino night, etc.), and the client (charity, political delegates, small businesses,...) as well as other factors such as themes, food and beverage, decor, and entertainment.  Although these events can be quite different, the planning process always  has some similarities. Guest at any event will always need food and drink, some form of decor is always needed, and entertainment such as a DJ or band  will often be used. Through the experience of planning many different types of events, we have gained knowledge that can be useful in any event planning situation. Take a look at our idea of DOs and DON'Ts for planning any event.

DO meet with clients directly.
It is a good idea to have a face-to-face meeting with your client if possible. This way you can meet them and get a feel for not only their wants and needs for the event, but also their personality. You want to have a good idea of the kinds of things they will like or dislike before you begin the planning process.

DO be present for the entirety of the event.
This includes set-up and take down as well as being at the event itself. If you are unable to be there, make sure one of your other planners or associates can be. You never know when something will go wrong and a tiny issue can become a big one if the planner is not there to sort things out.

DON'T use the same vendor for every client.
Even if you work very well with a particular vendor, it is important to consider your client's needs. Not all styles and personalities mesh well together. For example, a photographer whose aesthetic is very traditional might not be the best choice for a young bride having a nontraditional barnyard wedding, just like a caterer known for innovative and out-of-the-box culinary creations might not be the best choice for a dinner event for which the client wants standard beef or chicken plated meals. Having relationships with a handful of each kind of vendor- florists, DJs, photographers, etc.- will ensure that each client can be matched with the best vendor for them and the event they have in mind.

DON'T count on everyone else to break down and clean up.
Even though it is the job of each vender to pick up after themselves after the event, as a planner, it is your job to make sure the venue is back to perfect condition at the end of the night. This usually means staying at the venue until all the vendors leave to do a final check and make sure everything is back to the way it looked when you arrived.
DO make sure the attendees of the event will be entertained. 
There is nothing worse than a group of people at an event that have nothing to do. From the moment guests enter the event space, they should have something to occupy themselves, whether that is drinks and hors d'oeuvres, cocktail tables to gather and chat, music to listen to, or an activity such as a casino game; it is vital for those attending the event to feel comfortable. Often times larger events have many guests who may not know each other and it is much easier to break the ice in a big crowd if there is a specific activity at hand.

Above all, the biggest DO is to make sure guest are enjoying themselves. If you keep this in mind throughout planning and directing, you should find yourself cleaning up a successful event at the end of the night.


  1. I couldn’t agree more. These tips are basically the most important tips to consider during the event planning process and during the event itself. Just to add, for events that requires a big audience, I think it is also very important that the planners or the marketing department to effectively promote that special event either, personally, with the use of your friends, and with the use of all the reliable social networking sites.

    Roslyn Housel

  2. Nice start guys...I went through the website and I found that you made decent point here. Keep up the topic that everyone can choose one of the best. Thanks.

    event planning