Imagine this: it’s a busy day in the office, the phone won’t stop ringing, and you’ve received the nth email from someone you really
don’t want to deal with. Now, you are looking at the clock, wondering how it is only 9:20 am on a Monday and if it isn’t too early to go on your lunch break. Then you hear it—the soft ping of another email arriving in your inbox. You click it and are instantly filled with dread as you’re asked to organise a corporate gathering for over 30 people.
If you didn’t before, you are now fantasising about resigning and running off to a beachside paradise away from the hardship of dealing with people.
We get it. Event planning is beyond stressful even without the pressure of the word ‘corporate’ slapped to the front of it. There are so many things that can go wrong anywhere, anytime!
However, this doesn’t always have to be the case. We can expect things to go wrong and be prepared to face them! That’s why we will be sharing some tips for mastering event planning, which you can apply to everything—even a simple birthday party!
Where do I even start?
Before frantically searching Google for every hotel or venue available, it is vital to take a step back and understand the purpose of holding the event.
To begin with, answer these two questions:
• What is the purpose of this event?
This may sound simple, but you’d be surprised how many people stray from the purpose because they don’t have a clear direction when deciding what to book. By understanding why this event is being held, you will know not only the tone but also the type of people who will be attending.
• How many people will be attending?
Now that you know the type of guests you will be accommodating, it is good early on to have a rough idea of how many people, even though this may change to be either less or more. Having a number will help you decide on what venue, catering, and the overall logistics.
Create a Checklist!
Sounds simple enough, right? By now, you should have specific details already about your event, such as:
• Number of guests
• Date for the event
• Requirements
You must expand on these points to create a successful checklist that will aid your planning. If you have X number of guests, look for a venue that can hold X number—or, even better, has space for more! It doesn’t matter if you have fewer guests, but you want to be prepared in case you have more. Otherwise, you risk finding a different venue at the last minute, which would be less than ideal, especially considering venue availability.
Requirements can range from catering options to entertainment and overnight accommodations. You can expand on this, such as if there’s accommodation you need to find parking nearby etc. By listing this out, you can tick off what has been sorted and see what you still need to research, which ties into the next key principle.
Research and Compare
While it may be tempting to choose the first venue you find for the event, it’s always best to have at least five different options that fit your needs. Compare the costs, benefits, and location of each. This way, you have flexibility and a backup plan if your first choice falls through. Plus, you can keep the information for future events!
Budgeting
Budgeting is crucial in event planning. Before booking anything, determine the maximum amount you’re allowed to spend and prioritise how much you want to allocate to each category (venue, catering, entertainment, etc.). Be realistic. If you splurge on one area, you may have to compromise on others. It's a balancing act, but one that ensures you stay on track financially.
A great tip is to leave some wiggle room in your budget for unexpected costs, such as last-minute additions or unforeseen expenses.
Clear communication!
Even after following all these steps, things can still go wrong. Always have a backup plan. Whether it’s extra supplies, another entertainment option, or alternate transportation for your guests, being prepared for the unexpected will save you from a potential disaster.
Ensure people, venues, and key contacts are updated with information. Communicate expectations clearly and confirm all details at least a week before the event. It’s better to double-check than to deal with last-minute chaos.
Do These Tips Work?
Yes, they do! At Miss MPS, we apply these steps to our client tasks, from booking corporate meeting events, hotels, and transportation to organising mini golf hire and yacht rentals (yes, really!). We've seen it all, and our methods ensure smooth, successful events every time.
Need help ensuring your events are successful?
Contact us
or visit our
page—we’re happy to help make your next event one to remember!
