No matter how big or small the events are, the formula for a successful event is almost exactly the same. So even if you’re hosting a black-tie dinner, an informal fundraiser, or a casual party, only the size of the guests will change. The event must still be well-planned and organized to be truly memorable.
Clarify the purpose
Define what the purpose of the event is and make sure that this is clear to all parties concerned—the stakeholders. When it comes to making critical decisions in the planning stage, the purpose of the event must be your guiding light.
A wedding, for example, can have the purpose of making sure the guests enjoy the dinner or making the place truly Instagram-worthy. Once the decision about budgeting comes up, the couple can decide whether to prioritize the food or the decorations.
Set a line-item budget
It is not enough that you set a general budget for the whole event. It must be clear to all concerned the precise dollar value of every item on your list: food, beverages, rentals, venue, entertainment, staff, marketing, transportation, and souvenirs.
If the budget does not fit the idea, you will have to make some tough decisions about what items to cut down. You may need to compromise on food and beverage offerings, depending on the purpose of your event and what you value as the host.
Identify your target audience
Who is your desired audience for this event? By revisiting the objectives of your event, you will be able to identify who you should invite to your event. The type of audience will also dictate your invitation method: formal, casual, fun, quirky, etc.
Establish a cohesive theme
Brainstorm with the stakeholders and establish a theme for your event. This theme must be present in all aspects of the party—from the invitations to the food to the decorations to the souvenirs.
Select the date and time
Before finalizing the date and time of the event, you must check the local schedule for any events happening on the same day. Do not commit to a date or venue unless you have clarified that you won’t have to compete with a much bigger event.
Choose a reputable caterer
Any event will fail spectacularly if the food and beverage are subpar. Select a reputable restaurant and caterer and meet with them personally to choose the menu and beverage that’ll be served during the event.
Make sure your budget allows you to order food for more than the number of guests you expect. You wouldn’t want to be caught in a predicament if the food runs short.