Ask any event planner and they’ll tell you the difficulties of planning an event, let alone one with a tight budget.
There are plenty of good reasons why planning an event can be stressful. A lot of it actually has to do with trivial details that are easily overlooked by the event planner themselves.
So many in fact that it can be hard to keep up sometimes.
BUT, there are ways to avoid the hassle and stress that comes with planning events.
If you want to look closer into the mind of an event planner, take a look at our article that details everything you need to know to plan epic events under budget.
Now without further ado, let’s talk about how to plan a stress-free event without giving up a limb or two in the process.
Plan For A Worst Case Scenario
If all goes as planned, then there shouldn’t be a worst case scenario.
However, fate, karma, the gods, or some other divine entities will always have a way of interrupting our well-kept plans.
Prepare for the worst, so if it happens, you’ll be able to handle it with a cool head.
Here are some tips to stay several steps ahead of the game:
- Make a list of everything that could go wrong. Then make a list of how you would respond to every scenario.
- Double the amount of time it takes to get ready. That way if something does go wrong, you have extra time to deal with it.
- Take extra precautions. If you think the bar might run out of ice halfway through the event, make sure to peg the location of the nearest store in case you need to run out and buy more.
Recruit Extra Hands
Depending on the size of the event, it might be wise to ask for help.
For something as big as a wedding, you’re going to need plenty of hands that are not only capable of taking on a huge load but are knowledgeable as well.
Folks are going to be approaching left and right asking where the bathrooms are, where the food is, what time to take seats, etc. Or there might be times when you just need helping hands capable of dealing with high-stress situations.
Big events are a big deal so make sure your crew knows everything they need to know to keep everyone’s stress levels down.
Make A Checklist
There is something immensely satisfying about checking things off a list one by one as you complete them.
It helps to see all that you’ve completed right in front of you and it’s a way to quantify your duties.
They also allow you to rank from items from most important to least important while staying organized in the process.
If you want to learn how to create an optimal checklist, check out The Checklist Manifesto by Atul Gawande to discover what your checklist may be missing.
Get Organized
Speaking of organization, planners are the epitome of stress-free organization. They will become your best friend, and they’re an excellent way to keep your life from falling apart.
It’s always a good idea to have a pen in hand at all times or your phone planner at the ready because you never know when you’re going to need to write something down.
What if you forget to tell the DJ something important about the event day because you forgot to call them back?
If you keep up with a planner and jot down notes or reminders, then you won’t have to rely on memory alone.
Create A Simple Menu
There are benefits to creating a simple menu for an event, be it the food or the cocktail menu.
Firstly, you’re making the lives of your guests easier by not overwhelming them with too many options.
Secondly, you’re making it easier on your crew because all you need to know how to prepare is a select few dishes or cocktails rather than a full blown
For example, have one go-to cocktail that’s easy for your bartenders to make but something that your guests will love.
This is where you bring out the blackboard and make an aesthetic sign with pink chalk that highlights your butterfly lotus cocktail or whatever it is you want to serve that day.
Create A Reliable Network
Having an extensive contact list is nothing if those contacts are not reliable.
Think of your network in a tit-for-tat kind of way. Fostering positive relationships with everyone you work with is key because there may come a time when you need to work with them again.
Say for example the DJ you hired cancels on you last minute. Your goal is to create the kind of network where you can call on someone last minute to fill in with no problems.
These kinds of relationships are key to ensuring your event flows smoothly.
Create A Budget And Stick To It
A budget shouldn’t be a source of stress. If one route is no longer available to you due to insufficient funds then find another way to accomplish your goal.
The prime way to stay under budget is to do your research.
Compare prices, find value deals, quality options, etc. If there is a way to minimize spending then take the time to cut costs without cutting corners.
Pick A Theme And Roll With It
About 50% of your decisions will be made 100% easier if you have a theme to reference any time you make big decisions.
Let the theme decide your menu options for example. If you’re going tropical then you can serve tropical food and drinks.
Don’t know what party favors to include? Reference the theme.
Too many decoration options to choose from? Simply reference the color scheme.
Everything from the decor to edible choices can be decided with a simple theme.
Keep It Simple
Keep things stress-free by keeping the details simple. The safe route is not always a bad route.
If you don’t have the resources or the ability to carry out the show-stopping event that you had in mind then don’t lose sleep over it.
Simple menus, simple decor, simple layout will do the job just fine.
Above all, don’t over complicate anything that doesn’t need over complicating.
Clear Communication
Make entirely sure that everyone is on the same page as you.
Ensure that your contracts with your venue coordinator or the caterer are clear lest you want a big misunderstanding on the day of.
Also, don’t make promises you can’t keep. If it turns out you can’t keep those promises, then that’s just asking for added stress on your shoulders.
Hold plenty of phone calls or meetings with your team and those you work with so your plan is crystal clear for the day of the event.
Conclusion
Event planning doesn’t have to be stressful. On the contrary, planning stress-free events is simple if you keep these tips in mind.
Keeping a cool head on the day of the event is just as important as keeping a cool head throughout the time you’re planning the event.
So think smart, plan ahead, and start planning your next event sans the stress.
Make sure to share this article with anyone you think could use it!
When you find yourself in need of wine, coffee, kombucha, tea, beer, or snacks for your office or event, shoot us a message!
This article was brought to you by Office Libations, your San Francisco Bay Area office coffee, keg delivery, and snack service. Delivering top local brands and kegs of cold brew coffee, kombucha, beer, and wine.