Do you have a big event coming up and you don't have the money for an event planner? Whether it's a wedding, corporate event, or a fundraiser, there are a lot of details that go into planning an event and it can be a daunting task. Here are five steps to help you get started on your event planning journey.
1. Determine Your Budget
The first step in planning any event is to determine your budget. This will help you determine what you can afford and how much you need to allocate to different areas of the event. Once you have determined your budget, aim about 10% below your highest price point to give yourself some flexibility in case of unexpected expenses.... there are always unexpected expenses!
2. Location, Location, Location
The next step is to determine your venue. Consider the estimated attendance, the part of town you want, and the amenities you need. Make sure to visit the location in person to get a feel for the space and to ensure it meets all your needs. If you're looking to book an event during a peak season such as the summer or during the holidays, you'll need to book at least 6 to 9 months out for most venues.
Usually your venue is going to be the most expensive portion of your budget, so allocate at least 50% of your budget to this. A word of caution: many venues require you to use pre-selected vendors for food and drinks. Take this into consideration when selecting your space because you may think you found a deal on a venue but then be locked into a contract with an expensive caterer. Be sure to check menus and pricing before signing a contract.
3. Book Your Vendors
Next up you'll want to be prompt in securing great vendors for food, drinks, decor, etc. As aforementioned, make sure to check with your selected venue on what you're allowed to bring in before starting to book outside vendors. When researching your venders, be sure to read reviews and ask for references to ensure you are working with reputable companies. If they offer delivery, I always recommend selecting that option to help reduce stress the day-of. It's almost always worth that extra delivery fee.
4. Lay Out the Day of Plan
Create a detailed timeline for the day of the event. This should include setup and tear-down times, vendor arrival times, and any other important details. Make sure to communicate this timeline to all vendors and volunteers involved.
5. Determine if You Need Additional Help
Even if you are able to do all the pre-work for planning an event, you may want at least one set of hands to help with setup, tear-down, and greeting guests. Hiring a day-of event coordinator can help take the stress off of you and ensure that everything runs smoothly on the day of the event. Consider hiring a professional, like me, to help with day-of event coordination needs. While hiring an event planner for all the pre-work can be expensive, day-of coordinators often only cost a few hundred dollars and can be a life-saver day of!
If you're interested in hiring Alive! as a day-of coordinator below is some pricing information. Flat rates include a 1-hour pre-event consultation meeting. Please contact us for more information or to discuss availability.
​ | Nonprofits & Individuals | Businesses & Weddings |
Half-day, one coordinator (4-5 hours) | $350 | $500 |
Half-day, two coordinators (4-5 hours) | $525 | $750 |
Full-day, one coordinator (up to 10 hours) | $700 | $1,000 |
Full-day, two coordinators (up to 10 hours) | $1,050 | $1,500 |
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