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Event Planning Process

The first thing an event happens for the following purposes.

• Celebrations 

 fairs, parades, weddings, birthdays, anniversaries

• Education 

conferences, meetings, graduations

• Promotions 

 product launches, political rallies, fashion shows

• Commemorations 

memorials, civic events

Event planning Task 

Planners of an event will handle all the following tasks related to that event.

• Creating an event design
• Finding a place
• Arranging for food, decor, and entertainment
• Planning transportation from the event
• Sending invitations to attendees
• Arranging any necessary accommodations for attendees
• Coordinating the activities of event personnel
• Conducting evaluations of the event 

Why Do People Choose Event Planners? 

People usually find a lack of expertise and time to plan events themselves. event planners can help them out with proper solutions.

Important Steps of event planning process

Research

if you're in an event planning industry research maybe finding out the vendors and suppliers. research also a talking to other event planners who have produced events like the one on which you're working.

Design

The creativity comes most into the design stage of the event planning, during the overall "look" of the event. 

Proposal

Once finishing talk to the client and prepared some preliminary brainstorming, we should have enough information to prepare a proposal. 

Coordination

After creating the initial plans, set your attention to each of the activities that produce a part of the overall event. At this point, your goal is to ensure that everyone is on the same path. Good communication skills are essential. Make sure all vendors have at least a general idea of the overall event schedule. 

Evaluation

The main fact of an event's success is customer satisfaction. if the client is happy with the event service, they will hire you again, and who will provide that famous word-of-mouth advertising for you.

The venue is the place where the events and functions are being organized by the event planners. The venue can be used for wedding events, corporate events, birthday parties and more. To create positive vibes among the audience, an event planner needs to make the right choice of venue.

Picking the right venue for your event 

Here are a few important things while Choosing the right venue for your event.

Right location - Area space

The kind of event you are organizing will be your first step towards figuring out the right venue for your needs, terms of area space. The audience count can fluctuate from a few hundred to thousands in some cases. how to book a venue for an event the right venue which accommodates all your audience more comfortable.

Layout

The purpose of the venue is important to determining the right arrangements for your event it depends on the kind of event you’re organizing.

On the other hand, if you’re expecting the entertainment, that will be a plus point of the event then the structure of the venue is extremely important.

Entertainer’s Needs

If the event is going to include entertainment, you need to consider whether the venue is a good fit for the entertainer, a happy entertainer is much more likely to put a good performance on shows, a good show will make your audience more delightful.

Venue Location

As the event organizer, you’re usually responsible for covering those expenses and if your venue/location is far out of the way, your costs could be more. it's good for the audience to reach the event location in time.  

Conclusion 

find a venue is the first step in setting up your event to be as fun and memorable, a good performance from your event entertainment will enhance the overall experience of the event.

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Creating a team of event vendors is one of the most important aspects of the event planning because it creates a long term success, It doesn't matter how big your event ideas are, without a great team of event vendors you can't compete in the event industry. 

How To Find Event Vendors

Having the right vendor is like a good attribute. 

Event vendors can help you to sell your event business services to their customers through word of mouth advertising. It’s important to trust your vendors and use their event services or products before you choose them for a client’s events.

The vendors are the backbone of your event planning process so make sure your relationships are cooperative in the long term.

Different Types of event vendors 

• Floral designer
• Caterer
• Decorators
• Photographer/videographer
• Graphic artiest 
• Transportations
• Labor contractors-carpenters, electricians, painters

Tips for Keeping Event Vendors proactive and Productive

Keep in touch regularly

Event planning is human interest. we must make additional contact with our vendors. Ask about family, health and general well-being.

we should create a natural, feel an atmosphere that allows easy communication.

Boost brand awareness for your vendor

we can boost awareness of vendors through highlight the vendors on social media and event apps, pre-event vendor reveals to get people excited.

Customer Loyalty for your vendor

Manage attendees and vendors engaged by providing entertainment in unexpected places.

Remember the details of vendors

Get to know your event vendors and remember special days and events with special impacts like birthday cards.

Conclusions

Finding the perfect vendors for your event is the first step to a successful event organization. To make the ideal choice of suppliers that match your budget and values, you’ll have to create an introductory list of candidates, find the right touchpoints, and dive into their stories of success.

Planning for your party by setting up the objects and Choosing the date, time and location, will make you on-track with the whole event party planning checklist. 

Some of the checklist for party planning.

• Date Reservation 

Reserving a date for the party. we use to prefer doing this month in advance and before the venues fill their calendars with other holiday activities.

• Party Theme and Ideas 

Choose the event party theme, the budget, how large the audience should be, and whether you will have the food catered. Consider interesting themes.

• Guestlist 

The guest list has to be prepared, so you can plan for the party accordingly. Remember, the number of guests to invite will depend on the space and venue.

• Menu Selection 

If you plan to choose a caterer, make sure you consult with them and decide the menu well before the day of the party.

• Invitations 

Invitations should be sent out as early as possible so guests can RSVP. Make the invitation cards resourceful, providing the necessary details of the party like location, start and end time, date.

Party Decorations

The secret to planning a holiday party successfully is surprising people by giving them a whole new experience. inventing new decoration ideas to give the party a new feel. 

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To succeed in an event, you need to understand the plan for your event effectively. Event planning is a fun and enjoyable activity as far as the event is a concern.

How to plan an event

steps to prepare and understand the event plan.

Understanding the event objective 

The first and foremost thing in an event is to understand the objective. Why we are having the event? What is the purpose of the event? Knowing your event objective is the solution to our event success.

identify the team

Once we understand the scope of our event, identify the team that will help plan and manages the event.

The person is a team lead, president of the event planning process, He/she will be the person who keeps the team moving in the right directions. 

Choose an event date

while we Choosing the event date we have to think about the audience’s point of view as well. 

it’s a good idea to a few date options in case your first choice isn’t available. Don’t forget to check the statutory holidays.

Review the event venue

Before signing the venue contact, Check the place and meet the venue manager. Looking at the pictures online is different than getting a feel for the place.

we recommend you view at least 5 properties/venue options so you know what they offer, available dates, you’ve met and seen their team, and you’ve seen the areas around the venue.

Set up your event budget

A fundamental piece of an event is your budget, it determines which venue you’ll choose, the kind of food served, the entertainment. these are the important things you need to consider when you create an event budget.

Choose the food and beverage

Once you created the event budget, its time to choose the food and beverages that will be served during the event. Good food will make long-lasting impressions with your audience.

you can serve a lot of good food at an event. depends on the kind of event you are planning.

Determine the event entertainment /Speakers.

It is very important to identify entertainment options that are suitable for the event objective. 

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When you plan a party, it’s more than picking a venue and choosing a caterer. It’s essential to decide what you must have at your party, which is nice to have and what you can do without it.

• Tips To Plan a Lunch Party
• If you’re ready to start and want to fill the room with the right people, and leave them with a great impression, follow these tips to plan a lunch party.

Know your event objective

Setting your event objective is an important initial step when you plan a party. Your event objective helps you identify the success criteria for the end of your lunch party.

Know your event budget

When you plan a lunch party, make sure you have a line item for everything in your event budget. To stop you from overspending, use these event budgets.

Use a unique event venue

Using a unique event venue for your lunch party but make sure it represents who you are and your personality, and make sure it’s easily accessible for your guests. By using a unique event venue, this also makes your event more exclusive.

Know your audience

It’s nice to invite friends and family for moral support, but it’s equally important to think long term about who you want to work with so you can build a strong relationship with the right type of client.

Create lunch party invitations

Create a custom-designed party invite, it includes the date and time of your event, what the event is about, and provides a map and contact information to make it easier for your guests to find you.

Make your event exclusive

On your invitations, make it clear that guests must arrive with their invitations in hand, and security will check their name on the guest list.

Hire event staff

To manage your lunch party so you can focus on your guests. Hiring the right team of event staff should reflect your brand, your event needs, and company values.

Celebrate with your team

Your event team is your greatest resource (including your event vendors), so it’s important to celebrate and support their hard work.

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