skip to Main Content

5 Steps to Plan a Large Event

5 Steps to Plan a Large Event

Whether it’s a personal, corporate, fundraising, or party event, planning it can be overwhelming. There are numerous moving parts that need to be carefully considered and delegated to get it done properly. Many of the checklists out there for planning have ten or more steps, and just reading them can feel like you’re wasting precious time. Lucky for you, we’re jumping right to it with five steps to plan any large event to make sure you cover all your bases.

  1. Identify your purpose and goals

No matter what type of event you are planning, it is essential to understand your purpose and goals before you start. This may seem obvious, but every other step should align with what you want your event to result in. If it is a personal event such as a wedding, baby shower, or birthday party, your goals will be to celebrate that special person and make sure guests enjoy themselves. Thus, all your other decisions should revolve around those objectives. On the other hand, if it is a corporate party or employee engagement event, your goals might include team building, fundraising, or improving morale. In this case, your decisions will look different, but should still work on bringing those goals to life.

  1. Set your budget

The next step can be a dreaded one, setting your budget. Whether it’s coming out of your own pocket or the company’s, you want to make sure you set a budget early. This can be a difficult step as you want to make sure the event is a success without overspending. However, if you know your budget beforehand, it can make the other decisions much easier and narrow down your options. Some common expenses you might want to consider include, venue rental and insurance, food and drinks, entertainment, décor, marketing and promotion, and additional staff.

  1. Set your date, time, and location

This step is the most basic of basics, but, once again, it is critical before making any other decisions. There is no point in telling guests about the event or trying to book entertainment if you can’t tell them the when or where. Setting these details will be helpful when you are trying to create a planning timeline. Additionally, some venues need to be booked quite far in advance, especially around holidays or popular event seasons. By nailing down when and where you want to host your event, you can make sure your preferred venue location is available and able to accommodate you.

  1. Choose your vendors and entertainment

Now comes the fun part. Choosing what vendors will supply food and drinks and what kind of entertainment you want for the event can be very exciting, but it’s important to keep in mind your original purpose and goals. Though a certain performance or DJ might sound like a fun time, if it does not fit with your event objectives, guests may be confused, and you may not get the results you hoped for.

This is where Thunderstorm Productions comes in. We supply DJ and snack packages for a variety of different types of events, such as corporate, weddings, and school dances, to ensure the entertainment matches the event. We offer a wide variety of amusement equipment, as well as experienced DJs and personnel to take some of the weight off your shoulders.

  1. Send out invites and promotions

Finally, once you have all these details planned, it’s time to get the word out there. Whether this includes marketing and promotions through your company or just sending out invites to your friends and family, you have all the information ready to give them. In this step, you can get across the theme and purpose of the event through your communications.

There you have it, a quick but thorough five-step checklist to help you plan any large event. We hope this helped and look forward to being a part of your next event!

This Post Has 0 Comments

Leave a Reply

Your email address will not be published. Required fields are marked *

Back To Top