Who doesn’t love attending an event? Attending is the fun and easiest part of an event. Planning can be a little more challenging for the host if you’re not prepared and keep up with what and when things need to be done.
The first thing that needs to be done is find out how many guests will be attending and when the event will take place. This will help determine what venues are available to hold your projected attendees.
The next important task is securing food & beverage. If you’re planning an event with a non-profit organization and they need assistance with getting food & beverage donated it is crucial to start calling vendors no later than 75 days before the event. This is also the same time frame used for booking and planning the entertainment.
Creating awareness for your event is a big steppingstone for it to be successful. Start building online excitement with: save the dates, creating an online event page, sending out email blasts to attendees and make social media posts about your upcoming event.
In addition to online awareness it is just as important to send out traditional invitations, save the dates and press kits to the media that you would like to attend and cover your event. Typically these are sent out three weeks before the event! Traditional media coverage is important, but forget about online bloggers! Personally invite bloggers; they may post about it on their blog.
Finally, parting gifts are a good thing to have prepared for guests. Swag bags, giveaways or small gifts are great way to continue awareness after the event is over. Check out the swag bags that were created for our client, Eye Elegance’s recent event.
Following this timeline can help take the stress and chaos out of planning any event. However, if you’re seeking that personalized touch or to plan your next function The REFUGE Group is the perfect event planner for any occasion.