How to Organize a Large Event

Planning a large event takes some time.

Steps

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    Before you start planning, make sure to stay organized. have a folder or list on your computer to keep track of all the details.
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    Pick a theme. Every event has a theme. A work Christmas party or a 50th Birthday party. You can choose to do a princess birthday party or a blue and silver Christmas party. You can pick anything... Christmas in Hawaii theme? Play around and have fun.
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    Pick a date. Choose an appropriate date for the event.
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    Guest list. Make a guest list so you know approximately how many people will be invited to the event.
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    Venue. When you are having 300 or more people to an event, it is very unlikely you will want to do it at your home. Choose a venue that will hold the amount of guests you need. Always take a look at the venue yourself. you want to make sure it really looks like the pictures say. Ask if they do their own catering.
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    Invitations. Once the venue is booked and you have the date and guest list, it is time to find invitations you like and send them out to all your guests.
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    Caterer. At this point you need to find a caterer if the venue doesn't supply the refreshments and meals required at your event. Choose a caterer with experience. Always go meet the caterer before you hire him/her and ask them questions, and make sure you try their food.
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    Decorations. This is the time when having a theme comes in handy. Think about centerpieces, tablecloth rentals, napkins, choose the colors. Hanging decorations, Do you want to have a photo-booth area? where is the dance floor going to be? the bar? do you want to have a banner relevant to your company or event theme? Are you going to do party favors on the tables?
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    Entertainment. Getting a good DJ or band can make or break your event. Ask around look for someone who is highly recommended. If you plan to have a raffle, ask if they will raffle off the items for you. As far as DJ's go, you get what you pay for.
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    Double check your organization and guest RSVPs. You may need to reserve a block of rooms at a hotel, maybe your event is in a hotel, they should be giving you discounts for having the guests stay there and using their ballroom.
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    You may need to hire a shuttle service, or you can also alert taxi companies to come by your venue regularly.
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    Call all vendors before event, call the caterer, linen rentals, decorator, florist, photo-booth, DJ or band and let them know you look forward to seeing them in a day or two
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    Set up. If you can start setting up a day or two before that makes things easier the day of. If someone else is setting up for you, be very specific and draw a layout of what you want to see.
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    Sit back and Enjoy your Event.

Tips

  • Stay organized.
  • Keep in contact with the vendors.
  • Personally check out the venue and the vendors services so you know what to expect.

Sources and Citations

  • www.pearldecor.com/blog

Article Info

Categories: Event and Party Planning