If you are a novice at event management, you may be getting nightmares about everything going wrong on the main day. This is quite normal because it is a hectic job, wherein an event planner is responsible for every detail surrounding it.
A poorly organized program or function can lead to chaos and ruin the show. To avoid chaotic results and to create a win-win situation, it is necessary to start planning months before the actual day. Maintaining a checklist from the time you start thinking and planning for the event would be a good way to get organized.
Planning it is not one man's job. Do not imagine yourself to be a superman or a superwoman, who can do everything on his own. You will surely need assistants and volunteers to control different areas. The planning should preferably start at least 6 months before, depending on the magnitude of the event.
After minute evaluation, fix a date and venue that would come within your budget and expectations.
You will have to recruit a designing team who will make these publicity materials colorful, lively, and attractive. Plan out where the banners and posters would be put. One can also publicize it through the Internet. You need to start publicizing at least a month before the actual day.
After confirming with them, you should sign a contract with them to avoid them ditching you at the last moment.
For instance, it can be vegetarian, continental, etc., anything that fits in your budget.
All these arrangements such as catering, venue, etc., should be done two weeks before the actual event. As this day nears, your job will be to double check with the venue owners, caterers, guests, and entertainers.
A week before, you should hold a meeting with your team to talk about minute details like decorations, lighting, gifts for the special guests, security, program scheduled, etc. One should also ensure that every person is aware of his or her duties for the D-day.
Make a separate checklist for the final day. On this day, reach the venue early and see to it that all arrangements like decoration, lighting, and other devices that would be needed are ready. Check whether the special guests, performers, and caterers have arrived. With proper planning, you will be able to start and end the event on time.
After the program, you must arrange a meeting with your team to thank them for their work and support. Discuss its happenings and ask for suggestions that could be incorporated to make future events even more fantastic and memorable.