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Let the Day Run Smoothly |
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You want to make sure that you enjoy your event and careful planning can ensure that your celebrations go off without a hitch.
Budget
Knowing your budget from the beginning will make your event run more smoothly and be more pleasurable. Decide how much you can afford to spend on your event in total and stick to it. Within this overall budget, decide how much you’re happy to pay in each part of the celebration. Budgeting is a balancing act, and if you ultimately find that you go over budget in one area, you will need to reduce your spending in another to compensate. It is a good idea to also include a contingency fund for unexpected expenses. If you have the time, shop around to see where you can find the best deal and watch out for hidden costs. No matter how big your budget, it is important to keep track of your spending throughout the whole process to ensure that you don’t unnecessarily spend more than you intended.
Planner
An event planner is not just something for the rich and famous. A good event planner can help you to save money, reduce the stress of organising your event and can ensure that the day runs smoothly. Before deciding to hire an event planner, you may want to consider how much time you have to put into the event, how much support you will receive from family and friends and whether or not you want a hands-on approach.
Choosing a Guest List
Before deciding on a guest list, you will need to consider how many people the venue holds, the cost of catering and the amount available in your budget for party favours, alcohol and other guest items. Once you have decided on the number of guests your budget and venue allow, you can begin to compile your guest list. By deciding on the number of guests first, you will avoid making emotional decisions that could end up blowing your budget. It is important to clearly state on the invitation if partners and children are welcome at the event and do not feel badly if you need to let someone know that the invitation is just for them.
Managing RSVPs
Before you send out your invitations, decide on the process you will use to record RSVPs. If you have asked your guests to respond by email, think about setting up a dedicated email address that will only receive emails regarding the event. This will ensure that RSVPs do not get mixed up with every day emails, and will avoid accidental deletion. If your guests are responding by telephone, make sure an answering machine is turned on when you are unable to take phone calls. If this is a line that is shared with other people, make sure that everyone takes good messages and passes them on to you. If you have asked your guests to RSVP by mail, it is a good idea to include a self-addressed stamped envelope for easy return. Try setting up an Excel spreadsheet of guest’s names which you can use to record their RSVPs.
Equipment Hire and Bookings
Even the smallest events require some level of coordination in order to buy food, have entertainment and clean up. Make sure you book suppliers early and keep track of any documentation such as receipts and contracts. It is wise to use suppliers that have a good reputation and that you feel comfortable with. Confirm all bookings and deliveries a day or two before the event to avoid last minute disaster.
Event Management
Its ridiculous to think that an event can manage itself or that you can do it without help. If you are playing an important role in the event such as a partner in a commitment ceremony or the guest of honour at a birthday, you should consider hiring a planner or asking a family member or friend to help manage the event on the day. Make sure that this person has all the information that they need to run the event including a list of guests, suppliers and special moments which should occur on the day. Try to give this person the authority to make decisions on your behalf if you are unavailable as this will ease pressure on you and make the day run more smoothly.
How to Cancel an Event
Unfortunately from time to time events must be postponed or cancelled. It is important to quickly advise suppliers and cancel all bookings. Guests will be understanding and should be informed as soon as possible. If you are unable to tell them personally, ask a friend or family member to do this for you. You do not have to give a reason or explanation for the cancellation unless you want to.
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