Event Planning Guide: Timeline and Checklist for Planning an Amazing Event
You've taken on planning an event and need help figuring out where to start. We're here to help! Whether it's a wedding, party, family reunion, church event, sporting event, high school reunion or something else, our event planning guide is an excellent resource with a timeline and checklist for planning an event.
Figure out Your Budget First
This is the most important thing you can do in this entire process. You need to know how much you can spend to plan a successful event. Not to mention the stress it can cause if you realize that you're way over budget after you've planned out everything. Determining what you've got available for EVERYTHING will make the entire process much easier.
Determine How Many Guests You'd Like to Invite
Now that you know how much money you can spend on your event, figuring out how many people you can invite helps put everything else in motion. More people means more food, drinks, chairs, etc which usually means it will cost more.
Having your budget will help you when you're trying to decide on the guest list. You definitely want to ensure there’s enough (food, seats, etc) for everyone in attendance.
Create an Event To Do, Checklist and Timeline
Put down on paper all the things you know have to be done to plan your event from picking a venue, catering, entertainment and whatever else the event requires.
After you have a good idea about everything that needs to be done, break it up into manageable tasks and assign a deadline. That way, you know what's been taken care of and what still needs to be completed.
Choose Available Venue for Your Event
We all know things in Charleston can book out waaaaayyyyyy in advance. Call and email every place you've brainstormed that you'd like to have the event and see if it's available on the date you've decided on.
Compare all the venues that are available and see which one you think works best. Be sure to consider space, amenities, cost, location, etc. Once you decide, sign the rental contract and pay the deposit.
Now, pat yourself on the back. You have completed the most difficult things on the to-do list!
Figure Out The Theme of Your Event
Think about what you'd like the overall feel, theme and aesthetic for the party. Rustic, beachy, elegant, laid back and casual? From there, that helps you nail down the types of decor, colors, etc., you'll want to use.
Secure Your Table, Chairs, Tent, Linen and Speciality Items
Call us to secure all the tables and chairs, linens, specialty items and tents you'll need for the party. We make the rental process so easy for you, and we'll guide you through determining the correct amount of things you'll need so all your guests are comfortable, relaxed and having a great time.
Figure out Catering and Beverages
Now that you've got the budget, venue and event rentals, figure out how much you can allocate to catering and drinks. Make sure to factor in all the guests you think will attend your event.
Get Insurance and Sign All Necessary Contracts
With almost everything decided on, ensure you've got all the contracts signed for the event so everything is ready to be delivered and set up on time on the day of the event. If you need to get insurance for the event, now's the time to do so.
Send out Those Invites Earlier Rather Than Later
Like venues booking up quickly in Charleston, so do people's schedules. The earlier you get your invitation out, the more time it gives people ahead so they can attend your event! Send out paper invitations in the mail or Evite or Paperless Post to send electronic invitations. Electronic invitations make it so much easier for people to respond and easier for you to keep up with your guest responses.
Coordinate Logistics of The Event
Be sure to figure out the event layout - where you want the food and drinks to go, tables and chairs, tents, etc. Ensure you know beforehand so you aren't scrambling the day of. Coordinate with all the vendors, deliveries, and drop-offs so someone can let them in the venue.
Finalize Numbers, Check in With Vendors and Venue
Get a final headcount to ensure you have enough food, drinks, and tables and chairs to accommodate your guests. Double check all your vendors will be there on time and that you know exactly where everything is supposed to go when they deliver the day of.
Sit Back and Relax and Enjoy Your Event!
Job well done! Planning an event is no easy task and you just did it! We're here to help you with all your event rental needs. Our rental process is super easy. Call, come by or request a quote today!
