8 Tips For Planning the Ultimate Event

If the thought of event/party planning scares you, you are not alone. Don’t be intimidated. Anyone can plan the ultimate, most remarkable event using the strategies below. These strategies can be used for birthday parties, graduation parties, family reunions, baby/bridal showers, work meeting, and any events you wish to plan.

It starts with a Plan(ner)

As soon as you decide to plan an event, obtain a notebook or planner to start brainstorming and organizing your thoughts. Yes, keeping notes on our smart phones is awesome. However, putting things down on paper with pen is great for quickly getting thoughts out of our head. Although I sell the Simple Stories Carpe Diem planner in my Online Boutique (use coupon code DIVINE10 for 10% off), I also recommend the Erin Condren Notebook for keeping track of your event details. The Erin Condren Notebook can be personalized which will be a wonderful keepsake item. (For $10 off your Erin Condren purchase, sign up using this link. You will receive an email code. The code is good for 30 days.)

Create a Theme

Think about the purpose of your event, geographical location, timing, current events, popular movies, or anything that stands out. Brainstorm. Be creative and have fun. Do not be afraid to think outside of the box. Perhaps you are hosting an out-of-town event in Texas. A southern or cowboy theme may be festive. It could give people a chance to experience something different.  You may also consider the popular movies or celebrities at the time. Are you the ultimate fan of a particular television show? If so, incorporate that into the theme of your event. If you’re planning a 50th birthday party, center it around the era in which the party’s recipient was born. Everyone loves an excuse to dress up. You don’t have to strictly dress up by era, you can also dress up as characters from your favorite movie. Try something different. This will give your guests something to talk about for years. Use your theme with invitations, decorations, and souvenirs.

Establish a Color Scheme

Picking a color scheme doesn’t have to be rocket science. If you’ve already established a theme, determine if there is already a color scheme to it. As the primary event planner, you can basically  coordinate the colors however you see fit. Decide on a color scheme that speaks to the purpose of your event. The color scheme will be used with everything concerning your event such as, t-shirts, invitations, decorations, etc.

Create a Time Line

If you already have an established date for your event, use that date and work backwards when creating a planning calendar. Set time check points periodically from beginning to the end. Determine what needs to be accomplished by that date. If possible, always allow additional time for the unexpected. If you do not have a pre-set date, determine the date by taking into consideration the time of year, season, holidays, and other events. Try not to plan an event during a busy time, like a holiday weekend. Many people travel and may already have plans at that time.

Determine a Budget

While determining your budget, start with a draft. Don’t forget to include EVERYTHING… Even the small things like postage and tips should be included. List everything out even if it goes beyond your budget amount. Add an extra 15% for the unexpected. If your final figure is more than you are able to spend, prioritize the list to determine what you can take off.

Take Advantage of Social Media

Everyone and their grandmother is on social media. You can use social media to share information about your event to event attendees. Create a Facebook group and invite event attendees. This is an excellent opportunity to post updates about the event and inform attendees about what’s going on. The Facebook group updates do not have to be structured and formal. Be creative, ask questions, and share pictures in the group. Make it less informal. Give the group members an opportunity to really get to know you as the host and also look forward to the event. Also, create a fun hashtag. #JohnsonAwesomeFamilyReunion #PrincessKimBDayCelebration #Funinthesun2016 …. Anytime you share information, use the hashtag. During the actual event, ask people to use hashtags when posting pictures on twitter, instagram, and Facebook. Using the hashtags will allow people to quickly find posts related to the event.

Manage Your Event With Eventbrite

Eventbrite allows you to post your event online, sell tickets, and track registrations. You can generally post your event and allow people to rsvp in a matter of minutes. You can add your Eventbrite event, directly to all of your social media channels. You can also send the invitation in the form of an email. If you have a large event, there are designated customer service representative that are willing to assist you. If you are hosting a free event, such as a birthday party or baby shower, there is no cost to use Eventbrite. Paid events required a small and reasonable fee. Eventbrite is also able to process and accept payments from attendees for your event. Use Eventbrite’s Event Management and Planning Software to effectively manage your event. You can register for a free Eventbrite account at Event Management and Planning Software.

Don’t Forget the Swag (Bags)

As a small child, I remember going to birthday parties and leaving with goodie bags. It normally contained a few little inexpensive gifts such as a candy necklace, bubble gum,  and crayons. Although these items weren’t absolutely fabulous, receiving a goodie bag was like the icing on the cake. It felt great to leave with something special. Today, I make sure to always give swag bags to my event guests. It’s the little things that make people so happy. You can purchase bags from your local craft store or online. Personalize the bags with a colored mailing label sticker with the name of the event printed on it. Contact local businesses to donate promotional items. Add a few inexpensive items such as pens or lip balm. You can never have too many lip balms. Bam!!! You’re now the hostess with the most’est.

I hope you found these tips helpful. I would love to hear other event planning strategies you may have. If you need help getting your home and life organized, register for my free “5 Days to an Organized Home & Life” email course. You’ll receive tips and suggestions for five days and a copy of my eBook. You can register for the free course Here.

As always, thanks for stopping by. If you have any organizational or decorating questions, please do not hesitate to ask. I would love to hear from you. For information concerning our decorating services and products, please visit Divine Elements of Design.