“If you fail to plan; you plan to fail”

What is the key to successful event planning? Well, planning of course!  You need to foresee and manage every single last detail, and even try to plan for the unexpected. A contingency plan may be a lifesaver if an item is late, or it rains during an outdoor event etc.

Famous event planners are notorious for their grandiose visions and more importantly, the ability to carry them out flawlessly. You don’t necessarily need to be a certified event manager to have a knack for this business. What you do need to be “the best party planner”  is a creative vision, a strong database of reliable suppliers, exceptional organization and time management that is second to none.

Understanding your client’s event planning needs is also paramount. Some client’s don’t understand what they’re getting themselves into when they start down the path of creating an event and finding the right person or company to assist with it. It is your job to ask the right questions so no stone goes unturned so to speak. If you fail to ask some of these questions, the results can be disastrous!

The event planning process can be a tricky one as you need to be mindful of the big picture and nail down all of your plans to a t. The best tool to use during the planning of an event is a critical path or special event checklist. Think of it as a very detailed to do list. This will organize and outline all of your event requirements, who is responsible for each item, a deadline as well as notes and contact information. You should keep deadlines in a chronological order, and if it helps, colour code things that are done, in progress or still to be started.

The special events industry can be fun – but it’s still work and you need to treat it that way. If you postpone items on your to do list, things may slip through the cracks. Those in need of planning are relying on you to do what they can’t do or don’t have the time to do themselves.

Whether you are planning a private gathering or a huge corporate gala, maintain your composure at all times! You may be stressed but try to pace yourself and lean on the support system you have at the event. Image is everything and if those around you think think the event is going well, it IS going well. If something small went wrong, it is highly unlikely anyone will notice, or remember, unless you tell them!