Planning an event can be overwhelming. By taking the right action steps, event planning can be easy. Whether it’s your first time or you’re a seasoned pro, we’re here to help you make your event a success. Read on to learn how to create a memorable and stress-free event.
12 Key Event Planning Steps for Memorable Events
Planning a memorable event takes careful attention to detail, creativity, and thoughtful preparation. Whether it’s a wedding, corporate gathering, or a milestone celebration, plan your event to leave a lasting impression. We’ll walk you through the essential phases of planning a memorable event, from setting a clear vision to handling the logistics and making sure every moment shines. Follow these steps to create an unforgettable experience that will have everyone talking long after the event is over.
1. Define the Purpose and Goal of Your Event
Every memorable event, whether it’s a wedding reception, banquet, milestone celebration or corporate gathering, has a purpose. Is it to celebrate a special occasion, fundraise, or build business or community connections? Identify the purpose of you event, and ask yourself, what impression would I like to leave on guests?
2. Set a Budget
Avoid overspending. Develop a detailed budget spreadsheet for all expenses related to your event, or budgeting software for more comprehensive features like financial tracking and reporting. You can break it down by a total amount you are willing to spend on venue, food, décor, and entertainment categories or keep it simple by setting a total spend amount. Just be sure to set a realistic budget and stick to it.
3. Choose an Event Date and Time
Pick a date that works for both you and your guests. Consider your guests’ availability in the season you are selecting. Weekends are ideal for weddings, fundraisers, galas and community gatherings, while weeknights might work better for school banquets, holiday parties, or corporate events.
Think about the time of day and menu you would like to have for your event. Are you looking for a brunch, luncheon, or dinner celebration? The menu you choose will help you determine the best time of day to hold your event.
4. Estimate Your Guest Count
Before choosing a venue, determine an estimated guest count for your event. This will help you select the best space to fit your group size. Book an event space that offers enough room for people to move comfortably, but isn’t so large that it feels empty. Once you have booked an event space, you can update your guest count closer to your event date to accommodate food and beverage selections.
5. Find the Perfect Venue
Stay within your budget and tour venues to find a space that fits your event’s style and guest count. Ask about deposit requirements, date availability, and any additional fees for add-on’s including bar packages or audiovisual equipment. To stay within budget, consider booking at an all-inclusive venue that combines the event space and catering menu as a packaged price.
6. Plan the Menu
Food is a key highlight for many memorable events. Check if your venue offers catering packages or if you need an external catering provider. Also decide on dessert. Determine if the venue provides a catering package that includes cupcakes, cake, or cookies, or if you are permitted to bring your own.
7. Plan Entertainment and Activities
Decide what kind of entertainment fits your event. Do you prefer a DJ for dancing or live band music? Fun games for a bridal shower or hired entertainment for your holiday party or banquet? Or, would you like plated dinner service with a podium and microphone or audiovisual equipment for presentations or speeches?
Plan the entertainment and activities for your event according to the details you would like to deliver. Research and secure entertainment and activity vendors to suit the event space. Connect with the event venue to learn if they have preferred entertainment vendors or local recommendations.
8. Book Vendors
Depending on your event, you may need vendors like florists, DJs, or photographers. Make sure to book them early and finalize contracts. Discuss with the venue you select if they have any preferred vendors that they can connect you with.
9. Pick a Memorable Event Theme
Themes can range from vibrant celebrations to minimalistic and sophisticated. Event lighting is an important aspect of the event color scheme. Customized LED lighting in an event space will allow you to add a personal touch to your event theme to make it feel unique and tailored to your vision
10. Determine Décor Policies
Consider what décor the venue provides and what you need to bring. Ask about the venue’s decoration policy, especially for hanging items. Also determine how early you can come in and set up for your event. Some venues will permit you to come in the day before your event to decorate, while others will allow you to come in the morning of the event.
11. Create a Guest List and Send Invitations
Once you finalize your guest list, prepare and send your event invitations. You can opt for a digital invite or traditional invitation sent by mail. Establish an invitation timeline and set an RSVP by date to give yourself enough time to coordinate final details with your event vendors for total guest count.
Timeline for Sending Invitations
- Milestone Celebrations and Banquets: To ensure guests have enough time to respond, send out invitations 4-8 weeks before the event for milestone celebrations, banquets, and children’s parties.
- Formal Events: For galas, fundraisers, and corporate or community events, 8-10 weeks in advance is recommended.
- Weddings: With weddings, it’s never a bad idea to send out invitations even earlier. Some brides send their wedding invitations 3-4 months in advance to notify their guests of the event.
- RSVP Deadlines: Provide an RSVP deadline at least 2 weeks prior to your event date to give guests ample time to respond. You can typically fit in last minute RSVP’s up to 10 days prior to your event.
12. Enjoy Your Memorable Event!
All the planning has paid off! Relax and enjoy the special celebration you created. It will be a memorable event for you and your guests alike.
Simplifying the Event Planning Process
If you are looking to simplify the event planning process The Fez can help. With three distinct rooms, we can accommodate events from 50 to 550 guests. Our affordable pricing ensures a great experience, and our team is here to support you every step of the way. Explore these resources for more advice on how to plan the perfect event.
Our Resources for Planning Memorable Events
Book Your Next Memorable Event at The Fez
Booking your event at The Fez includes in-house catering, lantern centerpieces, LED lighting, and certified event planners to ensure everything goes smoothly. Ready to plan your next event? Call (724) 378-1810 or request a tour online. We’ll make your event planning experience stress-free!
