When you are arranging a party you may find it bewildering at first knowing there
are so many things to organise and so little time to plan them.
First things first: Relax and take a deep breath. Secondly, find a pad of paper, a pencil
and a quiet corner and begin making notes of what needs to be achieved and a diary or a time
grid to begin prioritising key essential elements.
Below are some of the main areas you will need to address and the detail you will need to
cover:
- Venue - Select location that matches style and theme of the event.
- Catering - Menus, style of food service, drink requirements and hire.
- Production - Lighting, theme, floristry.
- Staffing - Bartenders, waitresses and supervisors.
- Entertainment - Band, DJ, act(s) or performers.
- Invitation/Guest list management - Names and attendees on spreadsheet.
- Operational - Event scheduling, venue access, contact details, supplier arrival times.
- Logistics: Power Requirements, supplier kit specification, venue dimensions.
- Health and Safety - Supplier Risk Assessment and Method Statements.
- Insurance - Public Liability, Accidental, Indemnity.
At Evolve, we never take anything for granted and therefore we place huge emphasis on what
we term the three P's:
Planning Planning Planning
You can never do too much planning and by crossing the t's and dotting the i's, checking
and double-checking you are taking the right steps to ensure your event runs smoothly,
effortlessly and without unforeseen surprises.
Remember: never leave anything to chance and never merely hope that on the day
everything will turn out well.
Evolve Events & Venues' Top 10 Party Planning Tips
- Always start planning early and never leave anything to chance.
- Choose your creative angle and then a venue that reflects the idea.
- Always arrange a site visit to each venue.
- Confirm power requirements and venue dimensions with all suppliers.
- Read venue contract and "Do's" and "Don'ts" thoroughly.
- Choose food and beverage that ties in with creative angle.
- Build in more than sufficient time for set-up - you will always need more time than you think!
- Checklist of all suppliers with contact details including arrival and finishing times.
- A schedule outlining every activity during your event.
- Confirmation of numbers with caterers at least one week in advance to ensure adequate supplies
of food, glassware and staff are present at the event.
