Planning Tips for Every Event
by Tara Wood
I have planned many client events during my 13 years at LPR and over the years I have created a basic template for how to plan an event both big and small. From the kick-off process to the must-haves and execution, there is a similar process to help guide planning for every event. After a while, I started to realize that the basics for planning an event can be applied to all events both work and personal. Since this realization I manage all events and parties I plan the same. From my own wedding and kids’ birthday parties, to our internal work parties, and even a client event at John Legend’s house, there are key elements I incorporate into every planning process to set myself up for success. Take the steps below and I promise you will have a smooth and memorable party or event!
Checklist: List out all important needs for your event. Break it down into different categories that are necessary for your event. These categories should include venue, food, drinks, décor, guest activities, giveaways, and anything else that’s important to your specific event or party.
Theme: Determine a theme that links everything together and keeps your event details cohesive. This helps you stay focused and narrow down options. Themes can include anything from a specific color palette, a season (I did ‘Fall’ for my daughter’s first birthday), to an activity like game night.
PowerPoint: Start pulling your ideas into a PowerPoint deck so you can see how everything is coming together. Using your established categories create a mood board for each section with links and inspiration.
Budget: Set your budget and stick to it. Create line items for each category and track items as you spend them.
Guest Needs: Be thoughtful of your guest needs – does someone have a food allergy? Do you have kids attending and appropriate activities to keep them entertained? Are there accommodations for babies like a changing table? These are the details that will matter most to your guests.
Food: Make sure you have a variety of options that will appeal to different preferences (vegan/vegetarian, kids, picky eaters, etc.). Keep in mind what type of event you are having. For example, if it’s a cocktail party you want it to be easy for guests to eat while mingling. If it’s an event or party with kids, you don’t want something too messy or that could stain.
Playlist: Set the vibe. Curate a playlist that will be the perfect background noise for the experience or find one that fits your needs.
Run Of Show: Create a detailed timeline for set-up and event day to make sure you are giving yourself enough time to get everything done. Always have you ROS readily available throughout your event so you are keeping yourself and everyone else on schedule. For personal events (where I usually don’t walk around with a clipboard) I create one in my notes app to check off as I go through the day.
Staff List: Assign jobs to coworkers / family and friends. Make sure everyone knows their role and can confidently execute. My husband and mom know to sit down with me before a party to get their assignments!
Reminders: Set reminders on your phone so you don’t forget important things like putting out gifts / swag bags.
Photos: Assign /hire a photographer and share a shot list. You want to make sure you capture all your hard work.
Notes For Next Time: What worked well? What would you change? After your event is over reflect on the day and make note of anything you would change for the next time!
The most important thing to remember is to have fun! You put a lot of time and effort into planning your event or party so make sure you take a moment to stop, look around, and smile at what you accomplished!