The Basics of Event Planning

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When dealing with any special event that you are planning or you are helping someone else with, there are many important issues associated with planning the perfect party, get-together, gathering, or virtually any other type of event that requires attendance of a great deal of people. Of course there are specific people who actually specialize in these types of event planning ideas, but the basics of event planning are pretty easy to catch on to and anyone can learn the hang of it if they try. Indeed, many people are forced into have to plan events for one reason or another because they may be involved with large social groups, church groups, youth groups, or another type of group that meets on a regular basis. That being said, many people already know the basics of event planning without even realizing it. But if you are required to plan a large event for some reason or another, here are some basic things to think about:

How You'll Accommodate Everyone

This is a very important task in and of itself when it comes to any large gathering, but a main event that has a lot of attendees should have enough room to be able to accommodate everyone in the house or building comfortably. This event planning task often relies on assuming that people will either R.S.V.P. or otherwise let you know that they are able to attend the gathering. However, it's important to plan for just about everyone you invited just in case there are some people who decided not to R.S.V.P. and decided to show up at the last minute anyway. This often involves making sure there is enough seating for everyone and making sure that everyone has enough elbow room as well!

How Much Food and How Many Supplies

Another important task of event planning involves knowing how much food to order and how many supplies to order as well. The supplies are the easy part because all you will really have to do is order the supplies, such as silverware, forks, or spoons to account for everyone that confirmed they are coming to the gathering. Of course you'll want to make sure that you'll have plenty of extras just in case other people show up as well, but counting the respondents is important! Food, on the other hand, is a whole different matter. Many people like to pretend that they'll know how much food will be eaten at an event, but there is no simple way to figure it out until you have been in charge of multiple event planning tasks. However, there are some general guidelines to follow that will help have enough food for everyone. For example, if you are ordering cookies for everyone then one trick to use would be to count how many people are attending and multiply that number by two-and-a-half. That will ensure that there will be at least two cookies for everyone, but if someone only has 1 cookie then there will obviously be extra as well!

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Of course there are plenty of other things to think about when in charge of event planning, but deciding how much food to order and making sure that everyone is accommodated are two of the most important issues any event planner should think about!


Necessary Event Planning Accessories

Event planning takes a skilled person to be able to put together a large gathering for a whole group of people! Indeed, there are many issues associated with event planning that many people will simply crack under the pressure of having so many responsibilities that they can't deal with anything! In these types of event planning situations it is important to keep a level-head throughout the entire thing, but there are also some very important accessories that one can have with them in order to make their lives a whole lot easier when event planning for their family, friends, or other group that they belong to.

Date Book and Scheduler

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Not everyone can remember the dates of the events that they need to plan, so carrying with you a date book and scheduler is a very important lesson of event planning. There are also small electronic pocket organizers that might be great for this type of a job, but allowing your scheduler and date book to handle some of the event planning memorization for you is very important! Not having to remember when you scheduled what event is just one more task that will be outsourced and handled in a different way. Let's face it: if you are running an event planning business then there is absolutely no way that you'll be able to remember every engagement or event that you'll ever have. A scheduling book is important so as to not having any event overlap and the key to having satisfied customers!

Cell Phone and Method of Emergency Contact

Another very important event planning accessory that one should make sure that they carry with them at all times is either a cell phone or some other way that their clients can get in touch with them at the push of a button or the dial-of-a-phone! If you don't necessarily want to carry a cell phone with you then you are not required to do so, but having a beeper at the least is a great idea so that your clients will know that you're not far away! Realizing that your customers may have questions about your services or their event is one of the main reasons why you should have that method of contact on you at all times. There even may be an emergency where you will be required to actually move the date of the event.

A Contact List

Just as it is very important for your clients to be able to get a hold of you at the exact time they are trying to buzz, call, or otherwise contact you, it is also probably very important for you to be able to get a hold of your clients for the same reason! Another reason that you should carry a contact list with you is so that you know all the responsibilities of everyone else for your event planning needs: the caterer and the building owner among other people that you should have a contact number for.

These are just some of the event planning accessories that you should take with you, however, there are many other important tasks of event planning that require your full attention just as these matters do also!