Event planning
Successful Event Planning, Every Time.

Successful event planning is purely dependent upon your organizational skills. These skills are a fine art to be studied and practiced regularly to obtain perfection. Start with small events such as lady's tea's, motivational speaker mornings and then try your hand at medium events until you feel confident enough to try larger events such as wedding or engagement parties.

Budgeting skill - Budgeting is of utmost importance. Draw up a strict budget and stick to it. Budgets determine your restrictions and limitation and should serve as a guideline to be followed to the t. Do yourself a favor and study a few library books or do a quick course in accounting or budgeting so that you will be able to understand and apply the basic principles of drawing up a budget as well as rules how to stick to it. During the planning phase itself think and act quickly. If you see the budget is not going to work out, brainstorm a couple of ideas where money can be saved or substitution can be done.

Understand the event and goal of the event.

From inception, get as much information on the event from the client as possible. Even birthday or engagement parties which seem pretty obvious may have special requests or outcomes expected from you to organize. Don't be afraid to ask. You would rather ask to much than too little and have a successful event.

Time constraints.

Start planning early. Don't leave anything for tomorrow if it can be done today. Ask the suppliers or vendors of the different event items how long delivery will take, rent time limits as well as how long before actual hiring or renting reservation should be done. If you are pressed for time, you will stress yourself as well as the client out. If special venues are requested by the client, do the booking immediately to ensure that no one steals it from under your nose. Remember, no venue no event! Invitation must be sent out 4 weeks in advance and followed up. Make sure that you state on the invite that the guest must RSVP before a specified reasonable date. Give yourself peace of mind and enough time to organise a spectacular event.

Communicate and follow up.

Make sure all communication between you and the client as well as you and the suppliers or vendors are clearly understood. Repeat and follow-up any changes or confirmations. Give detailed instructions not allowing for any misunderstandings or errors to slip in.

Charts and Graphs.

Events planners also have to get a little graphic sometimes. Charts and graphs is the best way to keep on top of your game. It's much easier to remember and plan by using photographs and pictures. Your seating plan will be the map determining the rest of your planning road as it has an effect on lighting, sound etcetera. Establish a seating pattern for yourself or ask the client in case of weddings etc. If you plan large complicated events, draw up a project management chart, so that everyone knows his or her task. This chart will serve as your delegation map. Always leave room for sudden changes or alterations that have to be done. Think ahead.

Emergency Plans.

Emergency plans go hand in hand with your seating plan. Identify and clearly indicate emergency exists and fire escapes on your seating plan as well as personally at the venue.

Food and beverage.

Make sure the food and beverages are exactly what the client ordered. If brands where mentioned double check that no imitations or substitutions are delivered. If no mention is made as to the serving of food or drinks, have a look at your budget and discuss it with the client. Snacks, coffee, tea and cold drinks should be available to guests for events exceeding two hours. Don't forget to cater for diabetics, dieters and vegans during menu compilation.

Special permission - Enquire from local authorities and bodies if special licenses or permits need to be obtained to host a specific event. Liquor licenses are very common permissions to be obtained before any liquor can be sold on the premises.

Logistics - Keep logistics in mind during every step of planning phase, especially if the event is held in an isolated area. The event will be a total flop without attendants or with stuck attendants.

Miscellaneous - Make a list of small and extra details that may not immediately come to mind such as room capacity, parking, internet access, phone facilities, disabled persons' facilities and access to name but a few.

Enter your details below and we'll call you straight away!