Having worked in the Haleiwa event planning industry for almost 7 years there are not many surprises left – but occasionally I still get the, “They did what?” pass my lips! Why am I not surprised anymore – because over the years the number one rule for event planning is putting time into the pre planning of the event, and then planning contingencies for the exceptions that may happen?
So where do you start? As far out from the event date as possible as getting space is the first step. In Haleiwa, where we do a lot of work, it is not unusual to be booking one year out at some of the venues, as they are booked solidly every week.
The first few decisions are the easiest. What is the budget? What is the event about? A party, corporate seminar, convention, festival, wedding, or an anniversary – the list is endless, but one thing remains constant once the event has a name and the type of event is decided, the next step will be to decide where to hold the event. This is where the real event planners stand out from the crowd. So you have an event – okay lets book a hotel is normally the next answer but why would you miss out on an opportunity to create a unique experience?
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A Wedding Planner was once thought of as a luxury, only used by the wealthy. Now an event coordinator is essential to a well planned affair. It is important to remember that your Wedding Planner is not there to make a decision for you but to guide and assist you in making informed decisions.
Every bride dreams about their perfect wedding but find it's not easy making that dream wedding a reality. Brides can average around 250 hours organizing their wedding. The engagement period should be a time of fun and excitement but most brides and grooms find themselves running around sourcing suppliers and reception venues, choosing invitations and arguing over guest lists instead of enjoying this exciting time in their lives. Combine this with working and is it any wonder, come the wedding day, they are totally stressed.
What will a Wedding Planner do
A Wedding Planner will do as much or as little as you want. If you want a completely stress free wedding your Planner will source and negotiate prices with all suppliers, assist you with decisions regarding themes and colors etc. for your wedding, basically they will do all of the legwork and you will only have to make the decisions regarding which suppliers to contract. Your Planner will also assist with any pre-wedding parties, if required. They will also be there on your wedding day to make sure everything runs smoothly and on time.
You may prefer to organize some part of your wedding yourself and use a Planner to source suppliers for you or you might want to organize your entire wedding and just have a coordinator on hand for your wedding day so you can enjoy your big day without worrying about anything. Most Wedding Planners will offer a range of packages and hourly services.
This will just be an added cost
A Wedding Planner will save you valuable time and money as they can take advantage of discounts not available to private parties. They will do all the legwork and present you with a list of options within your budget. Their expertise in negotiating with service providers means they can secure the best deal for you. Wedding Planners build up a network of top quality vendors in the wedding industry and they only recommend the best as this impacts their own business. They negotiate very good discounts with these vendors and, in most cases, you will find that your Wedding Planner will not be an added cost on your budget as the discounts they obtain will cover their costs.
Where to start
When you first meet with a Wedding Planner they will provide you with a starter kit which will detail their services and costs, along with checklists and ideas and suggestions that will assist you to make a decision regarding themes, colors, flowers, number of guests etc. This is also an opportunity to see if you are comfortable with the Planner and if you will be able to work together. This initial consultation and starter kit is usually offered free of charge. When you make the decision to go ahead a contract will be presented to you detailing exactly what is expected of both parties and the cost of the services provided.
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When planning an event, you must think about if you need centerpieces. Personally, centerpieces are one of my favorite parts of an event. They can be big, small, quaint, or flashy. Centerpieces can really add something to the event and make it look complete. There are some things to think about though. You don't want to make a centerpiece too tall that you can't see through at a social event. One time, we were planning a Christmas banquet and we thought it would be a great idea to use mini Christmas trees as the centerpieces, though we were wrong. The trees were too thick to see the people across the table, so the guests took the trees off of the tables. Talk about a centerpiece disaster. Another time, we planned centerpieces that had big, tall branches painted silver. These worked out fine because the branches weren't too flourished. You really have to think about the setting and events happening at your event when planning centerpieces, otherwise they can hinder the success of your event.
Invitations are not as simple as they appear to be. Invitations are the very first impression you make on your guests. You make the first impression completely without even seeing them and weeks in advance. Your invitation sets the tone for the event. Your guests get a feel for the event before attending.
How soon should you send them out you ask? If planning for a wedding, it is suggested you send them out 8 weeks before the wedding. If planning a party, it is suggested you send them out 3-6 weeks before the event depending on the specifics. Make sure you give people enough time to plan. Make sure to include all important event info, as well. Who, what, when, where, why, what to wear, and how to RSVP.
Get creative with your invitations! Personally I love invitations that are an actual object to be used. Maybe you make a mixed CD of your favorite songs and send that as an invite? When I was a kid, my mom always had the coolest invitations for my birthday parties. One time she laced shoe laces up a paper roller skate for a skating party. Another time she wrote all of the party info on a beach ball for a pool party. Your invitations don't just have to be paper sheets. Think outside of the box! It will also make your guests more interested and excited to come.
Some people argue that the best part of any event is the food. When choosing food for your event, you really need to think about the audience you're catering to.
Are you planning a kids or family event? Pizza is always a safe option for kids. Most children like pizza and it is easy for you. Planning an event for college students? College students just like free food. You're pretty safe with anything. As for adults, it depends on the formality of the event? A black tie affair, then of course you will have a course meal. A wedding? It's up to the couple if they'd rather go the buffet route or the plated meal route.
You also have to decide whether you want your event catered or if you will make the food in house. Of course this depends on the size of your event. The bigger the event, the more food you need, the more likely it's better to have it catered. A smaller party could be taken care of in house.
Overall, the food should be a high priority on your planning list. People love food and expect it to be delicious.
Your venue truly depends on what type of event you're having. A wedding? Your options are very very broad. A corporate meeting? Your options are a little more narrow. Maybe you're just throwing a party? You can really choose wherever fits your theme. Your venue sets the tone of the event.
Venue options include:
Outdoor event space
Your options are really endless, but you need to put some thought into the feel you are trying to go for. You also will always want to have a back up plan for outside events. Maybe you'll want to hand out fans if it's hot outside? Or maybe you'll have covered awnings in case it rains? Whatever the case may be hope for the best, but be prepared for the worst.
Decorations can change the feel of the entire event. Your decorations can make or break the event. But remember sometimes less is more as well, so don't think that you have to use a million different things. Also the type of event you're planning might not need decorations. Evaluate the type of event you're having and the level in which you want to decorate to. Good luck and happy decorating!
Follow these guidelines and your event is sure to be a hit!