Pro Tips: Simplify the Event Planning Process

Event planning and organizing is my passion. The excitement of lists and checkmarks. Making a plan and seeing it come to life. Bringing people together and forming relationships. It's all such a thrill for me. However, I fully realize that this is not everyone's idea of a good time. To help guide you and your next event in the right direction, and make it a bit more fun for all, I've put together my best list of Pro Tips!

Here are my top Pro Tips to simplify the event planning process:

1. Start Early: Begin planning as soon as possible to avoid last-minute stress.

2. Set a Budget: Determine your budget early and stick to it.

3. Make a Checklist: List all tasks and check them off as you complete them.

4. Prioritize Tasks: Focus on the most important tasks first.

5. Create a Timeline: Establish deadlines for each task.

6. Delegate: Assign tasks to reliable team members or friends.

7. Book Vendors Early: Secure your venue, caterers, and other vendors well in advance. Read all vendor contracts carefully before signing.

8. Send Invites Early: Give your guests plenty of notice.

9. Follow Up with Vendors: Regularly check in with vendors to confirm details.

10. Have a Backup Plan: Prepare for potential issues with a contingency plan.

11. Visit the Venue: Familiarize yourself with the event space before the event.

12. Keep It Simple: Don’t overcomplicate things—simple often works best.

13. Stick to a Theme: A consistent theme can streamline decorations and activities.

14. Create a Mood Board: Visualize your ideas with a mood board.

15. Make a Guest List: Know your guest count to plan accordingly.

16. Plan the Menu: Choose a menu that fits your budget and theme.

17. Consider Dietary Restrictions: Account for any guests with special dietary needs.

18. Choose a Reliable Caterer: Taste-test and select a caterer with good reviews.

19. Use Digital Invitations: Save time and money with e-vites.

20. Send Reminders: Send reminders to guests as the event approaches.

21. Rent Equipment: Rent rather than buy items you’ll only use once.

22. DIY When Possible: Save costs by doing some things yourself.

23. Hire Help: Consider hiring an event planner if the event is large. - I hear Let's Get Weigled can help with this ;)

24. Stay Flexible: Be prepared to adapt to changes.

25. Take Notes: Keep detailed notes throughout the planning process.

26. Use Checklists: Create checklists for different aspects of the event.

27. Confirm RSVPs: Follow up with guests who haven’t responded.

28. Plan for Kids: If children are attending, plan kid-friendly activities.

29. Test Technology: Ensure all tech equipment is working before the event.

30. Prepare for Weather: Have a plan for inclement weather if your event is outdoors.

31. Label Everything: Clearly label all supplies and decorations.

32. Keep Emergency Kits: Have kits with essentials like first aid, sewing supplies, etc.

33. Communicate Clearly: Keep everyone involved updated with clear communication.

34. Take Breaks: Don’t forget to take breaks and avoid burnout.

35. Stay Organized: Keep all your planning materials in one place.

36. Check Licenses: Ensure all necessary permits and licenses are obtained.

37. Make It Personal: Add personal touches to make the event special.

38. Create a Master Schedule: Detail every minute of the event in a master schedule.

39. Practice Run-Throughs: Rehearse key parts of the event.

40. Stay Calm: Maintain composure even if things don’t go as planned.

41. Have Helpers: Enlist friends, family or volunteers to help on the event day.

42. Thank Your Team: Show appreciation to everyone who helped.

43. Use Social Media: Promote your event and engage guests via social media.

44. Plan for Cleanup: Arrange for cleaning before and after the event.

45. Get Feedback: Ask for feedback post-event to improve future planning.

46. Keep Snacks Handy: Have snacks available for yourself and your team during setup.

47. Document the Event: Hire a photographer or designate someone to take photos.

48. Create a Packing List: Ensure you don’t forget any essentials.

49. Plan Entertainment: Book entertainment that matches the event’s theme.

50. Make a Budget Spreadsheet: Track all expenses in a detailed spreadsheet.

51. Practice Self-Care: Take care of yourself throughout the planning process.

52. Ask for Help: Don’t hesitate to ask for help when needed.

53. Trust Your Instincts: Go with your gut when making decisions.

54. Enjoy the Process: Remember to have fun and enjoy the planning journey!

Pick and choose your Pro Tips, don't feel like you have to do all of these for every event. You can scale these tips to better fit the needs of an intimate birthday party vs a full on fundraiser or gala. Which is your favorite tip? Let us know in the comments.

And if all of this still sounds like too much for you, then let us help! Let's Get Weigled is here for all of your Event Planning and Organizing needs. From consulting to planning or just day of coordinating, we can do it all. Contact Us today and let's get you on the right path to the event of your dreams. We will get you WEIGLED.