If there is one thing that I know about events, it is this: They never go as planned. For someone as plan-obsessed as me, you can imagine the horror. In an effort to keep things as on-track as possible and maintain my cool when the unexpected occurs, there are five things I always do when planning an event:
1. Create a PLAN
Call it a Banquet Event Order (BEO), call it a timeline, call it a checklist, call it whatever you'd like; just make sure you do it! This is your living, breathing document that contains every single bit of your plan: the WHO, the WHEN, and the HOW for your event. Share it with everyone involved, update it as details evolve throughout the event planning process, and be sure to have a copy of your PLAN with you on the day of your event.
2. Exchange Digits
No, I don't mean with the cute bartender (ok, well yes, actually you'll need his or her number, but not for that). I mean with every single vendor involved in your event. Make sure you have their best day-of contact number, and be sure they have yours. That way, when the band is running late, the linens don't show up and the bartender cannot find a place to park and unload - you can get in touch with your contacts and figure out a solution.
4. Bring Your "Oh Shit Kit"
Scissors, tape, clear nail polish (trust me), band-aids, a cellphone charger, a lighter, snacks, a water bottle, a pair of flats, a paper copy of your PLAN... the list goes on. Never, I repeat, never go to an event without your Oh Shit Kit, and you'll never be stuck at an event saying "oh shit."
I am a marketing professional with a passion for wellness and well-run events.