Planning an event can be stressful and time consuming for anyone but with some simple tips your next event can run smoothly and stress-free!

1.    Start Early. This seems obvious, it is often not and the sooner you start the planning process the easier it will be for you as the event planner. Develop an event timeline to help keep the event planning progress on track.
 
2.    Identify Budget & Key Elements. Make sure you are accounting for all your costs and have a realistic budget as costs can add up quick. For a typical event you will need to plan for venue fees, AV/Wi-Fi costs, food – including gratuity, speaker/entertainment costs, rental costs marketing and event insurance.
 
3.    Check the Venue in Person. Don’t book a venue without going in person. It is best to see the space you will be renting in order to make sure it is the right fit. Beyond the actual event space look at factors such as accessible parking and bathroom proximity to ensure your event attendees have the best possible experience.
 
4.    Use a Formal Contract. Formal contracts are essential towards ensuring you receive exactly what you are paying for. Make sure to have contracts with the venue, caterer (if different from the venue), any speaker or entertainment and AV company. Having signed contracts with the specific details will allow both parties to be on the same page come the event day.

5.    Have a venue point of contact. Event details can change up until the last minute so make sure you are in close communication with your venue contact at all times. This is also a vital part of your venue contract
 
6.    Check for Special Requests. From dietary needs to specific speaker or entertainers needs make sure you are asking about any special requests prior to your event so you can be accommodating towards them.
 
7.    Have good signage. Nobody wants to show up to an event and feel lost or confused! Make sure you have proper signage in place so that attendees can find your event especially in large venue where there may be multiple events happening at once.
 
8.    Plan for Set-Up Time. Make sure you have access to the event venue at least one hour before your event to set-up and check over any details. Make sure all the AV is in working order, the room is set-up as requested and check-in with your venue contact to go over any details.

Like most things planning an event takes time and there will almost always be little surprises along the way. But with these simple guidelines you will be better prepared to handle everything that comes your way. Happy planning!