8 Do's and Don'ts for Planning the Perfect Event

August 1, 2022 Desiree Homer

You’re a savvy New York event planner who knows what to do and not to do when creating the perfect event. But sometimes, especially when you’re busy with a packed schedule of conferences on your agenda, it’s helpful to see those do’s and don’ts listed. Today, we’re sharing those gentle reminders about what you should and should not be doing to plan the absolute perfect event every time.

1. Do: Start planning early, with enough time to manage all the details and scheduling needed. If you’re not careful, and in your quest to book more events, you could inadvertently cut yourself short on time. Prioritize your timing, so you have plenty of days on the calendar to effectively plan your event.

2. Don’t: Don’t rush your schedule when selecting event dates. Make sure your clients have contingency plan dates for weather or delays. And you’ll want to avoid booking dates that also share other major events or holidays that could detract from those attending your event.

3. Do: Give yourself and your vendors enough setup time. All too often, getting into the venue for setup prior to the start of the event is a last-minute thought. And to plan the best event, you’ll want to allow for enough to account for every setup detail.

4. Don’t: Don’t skip your venue walkthrough, ever. No matter how many times you’ve hosted an event there, things change. Settings and layouts shift. And you need to see the place for each event you’re planning to properly envision everything from seating to entertainment.

5. Do: Stick to your budget. You may be eager to add a little something extra here or a little added touch of class there. But your event planning clients need to stick to their budget, meaning you should stick to yours. Be open with your communication and transparent about potential costs. Just don’t shoot yourself in the foot by overdoing it and spending beyond the allocated budget.

6. Don’t: Overestimate the consequences of a longer guest list. New York event planners, especially new in the business, will focus a lot of energy on attracting more guests and growing that attendee list. But this isn’t Costco, and the more people at the event will translate to increase expenses. Be smart about wrangling both in your quest for creating the most memorable event possible.

7. Do: Be an over-communicator. Logistics, event planning details, and fresh ideas all need to be transparently communicated with your clients at every step of the process. You can be structured with how and when you share information. But don’t be afraid to make those few “in-between” calls to address new intel. You can also leverage apps and chats for the continued sharing of information.

8. Don’t: Don’t wait until the last minute to get those invites sent out if you want attendees to have enough time to make arrangements. Even with corporate and virtual events, stay ahead of the date with a few weeks of buffer to field event questions and collect RSVPs. And depending on the theme or nature of the event you’re planning, you might even send out “save the date” notices as a precursor to your event’s official invitation.

For more do’s and don’ts to add to your event planning gentle reminder list, let our team of professionals help! And make sure you have your tickets for The Event Planner Expo 2022 in October. You’ll have a chance to get in the room with some of the events industry’s biggest influencers to mingle and learn even more about growing and bettering your business. Contact our team today to secure your sponsorship space and exhibitor booth, and don’t miss it!

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