Event Planning 101

We sat down with two good friends who both plan events.

One works for a major magazine publisher; the other works for a major university. Both had stellar tips for event planning, which we've put together here.  While the tips work well for big events (and yes, even weddings!), there's certainly much to learn for personal entertaining, too.  Enjoy!

Event Planning

Planning a special event outside of your own home can seem overwhelming, especially if it's your first one. The following tips should make it much more manageable and ensure that the event still seems very "you."

• Start Early.  Many venues, caterers, etc. can be booked up to six months or an even a year in advance (anyone who has planned a wedding knows this!). Have an idea of when and where you want to host the event and start the planning process three to six months in advance for your own sanity's sake.

• Budget, Budget, Budget! Decide on a realistic, firm budget from the start and stick to it. Excel can help you make and manage line item expenses. Don't be afraid to use your contacts and relationships with people to help you get a lower price on certain items, and be sure to get multiple quotes, especially on the most expensive. Using a tent? Bringing in staging or lighting? There are tons of companies out there and most are willing to match prices with other companies. Also, it is just nice to know that you are getting a fair price and quotes can help with that peace of mind.

• Venue, Venue, Venue. The space you pick is incredibly important for setting the atmosphere of the entire evening. The timing of the event plays an important role in dictating what venues are appropriate and can also help minimize costs--restaurants, for example, will be more likely to give you a good deal if you're coming in at 5pm instead of 8pm, and nightclubs will be more likely to give you a break if you come before they get really busy. Be sure to talk to the venue, too, about what sort of decorations they allow. Some venues are set up to minimize the additional decor you have to bring in, which could save you some money

• Do a Walk Through.  The internet is amazing, but be willing to go and visit the vendors you want to use and definitely visit the venue.

• Invitations. Invitations should go out about two weeks before the event. Any sooner and people may already have plans, and any earlier and people will forget about it. Save the Dates are appropriate if a lot of guests will have to travel.

• Have a Partner (or two), especially on the day of the event. The day of the event is hectic, stressful, and fun. It is so important to have a second person who knows everything that is going on. That way, you don't have to deal with every issue, be in two places at once, and hopefully you can still have fun. (This is especially important at events that are for you--wedding, birthday party, etc. If you have a partner, at the event you can just have fun and trust the other person to deal with everything.)

• Think About the Details and Don't Forget to Make them Pretty. Really visualize what the space is going to look like and how the event will be for the guest. This includes everything from decorations and party favors to a coat check and menu. Being organized--with a binder, clipboard and notebook, or whatever system works for you--is incredibly important. The day of the event, be sure to give your partner the information she needs to help you the most.  You may be able to find ways to cut costs on decorations--professional flowers, for example, are not always necessary, especially if you have access to gorgeous deli flowers where you can get two dozen roses for $9.99. For an engagement party I hosted, I decorated the white table cloth with heart confetti I made out of construction paper with a heart-hole-punch. Look through magazines for inspiration and find ways you can do it yourself.

A note on thank you notes.
Erin writes, "These are very important and people remember them. I don't think you have to send them to everyone. I always send notes to those who donate items, money, time, etc. Vendors that I pay do not always get thank you notes, but if they give me exceptional service or go out of their way in any sense, a thank you note is in order.