Organizational Tips for Event Party Planning

For some, event party planning can be a stressful task. To run a successful event there are a number of key areas that need to be addressed ahead of time. Without being adequately organized a party planner will feel the stress of trying to execute their event. However, do not despair as following a few tips below will help make the tasks run like clockwork.

Event Party Planning Should Begin with a Map of How You Want the Event to Unfold

At the onset sit down and map out how you envision the event to unfold. While this task doesn’t seem that detailed it is crucial as it will help you answer the additional steps as you get further into the planning of your event. For example, determine what kind of venue you’re looking for – is it a casual event that you plan to host at your home or is it an event that requires you to rent or book a venue. It’s also crucial that you determine the theme for your event. This alone may help you decide what venue is appropriate as well as what type of budget you might be looking at for such an event.

As part of your initial event party planning you will want to cover the following:

• the type of venue
• the theme of your event
• the guest list (crucial of course that your venue is able to accommodate the number of people you’re intending to invite)
• budgets (are you hosting the event or will you be charging a fee to the invitees to help cover the cost of the event)

Use a Checklist for Your Event Party Planning

Once you have a general outline of your event it’s recommended that you enter all of the information into a checklist and assign completion dates. This will help reduce the stress as you can easily check your progress throughout the various stages. I find that when people do not assign dates to required tasks they are often stressed out about the overall event itself. And many times things will go undone which can have a negative impact on the event as a whole. Microsoft office has a variety of party planning checklists that you can download. Why not take advantage of one of these checklists where you can add your personal information and customize the checklist for your specific party or event.

It’s also important to keep in mind what your guests will be expected to do ahead of time. For example if you have a theme to your party and want your guests to be part of that theme, quite often they may be required to come in costume. So it’s important that you let them know ahead of time if they are required to do a little bit of work on their end before the party.

In addition to Microsoft offices party planning templates, you can also take advantage of free registration software. EventBrite is a free web-based software that allows you to upload your contacts, design an invitation, send invitations and track RSVPs. EventBrite also allows you to issue tickets where you’re invited guests can pay for them directly online. You do not need to have a credit card merchant account or a PayPal account as EventBrite will collect the money and transfer the funds to your bank account once the event or party has concluded. It can also send reminders and follow-up invitations as well.

Download, or Print, Our Event Planning Checklist Here.

Looking for a party planner checklist instead? Check out our party planning checklist page here.

Being organized is the key factor for event party planning. Take the time to outline your event or party and also take use of free checklists and web-based software that is available to assist you. Who knows, if you’re this organized you may even be able to enjoy the party itself.