Having worked in the Kailua 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 Kailua, 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?
Event Planning - Time Management For Professionals
The wedding is one of the happiest moments in a person's life. When you are planning yours, you just know that it is special. However, unless it stands out in a way or another, for most of the guests it might be just another wedding they attend and they won't remember much of it a few months later.
There are unique wedding ideas that can make yours shine and become a spectacular event not only for the bride and groom, but for each and every guest.
Here are some useful wedding ideas to transform yours from a regular wedding into an unforgettable event for everyone:
1. Pick a theme. Themed weddings are always fun and a great source of unique wedding ideas. Talk with your future spouse and brainstorm together. While your own preferences are always the most important, don't forget to try to take into account the guests as well. For example, you can't go for a new movie if most guests will be elderly persons and won't know what is happening.
The theme can relate to anything within reason so you can be as creative as you wish. If you can afford to splurge a bit, you can include impressive decorations or performances.
If you are mostly interested in outdoor wedding ideas, themes can be even more fun outside as you can include balloons, inflatable cartoons or various games. More space also means a good opportunity to add more decorations such as personalized chalkboards, bouncy castles.
2. Engage the guests. Organise a few activities for them to feel like they are really actively participating to the event. You can get some beautiful memories while you are at it too.
Place a bowl with pens and beautifully designed pieces of paper on each table. Ask your guests to write you a message or to share their favorite memory with one of the newlyweds.
If you have musically gifted guests, you can ask them to sing a song or to play their instruments a bit while your band or DJ is having a break. Also, if you are keen on someone's talents such as dancing, stand-up comedy or gymnastics, you can plan special performances.
No matter what you pick, make sure that no one is forgotten and that everyone gets to participate in an active way, even the elderly persons or the children.
3. Make the guests feel important. Take a while to write personalized notes. Handwritten ones will be the most appreciated. Share your thoughts on this day or just make random comments about your relationship to let them know how much you care about them.
If you are having a hard time opening up and sharing your feelings, you can just write a message that will indicate nice memories. For example 'Alice, thank you for being there with me from rags to riches' or 'Johnny, you will always be my brother from another mother'.
However, if you are running out of time or you simply don't have the inspiration to write a message to everyone, a standard card to thank them for joining the wedding will do the trick. Choose an elegant font and an exquisite design for the card to become a small gift.
4. Customize the entire event. Don't try to copy someone else's wedding, especially if you are on a budget. From engagement rings facts to the tiara, everything should be personal and according to your liking.
If there are wedding ideas that you really enjoy, try to add a personal touch. The event doesn't have to be particularly fancy or pricey. A bit of extra time and effort can make a huge difference.
You can use personal family photos as decorations or tie the napkins with ribbons in your favorite colour. Bring a funny photo stand-in or include mini versions of your favorite foods instead of main dishes.
Get bold and don't stick to eating or dancing the whole evening. Still, whatever you choose to do, make sure that it is fun and that it won't be regarded as offensive or that it won't make any guest remember an unpleasant event.
5. Don't stress out about it. Last but not least, don't transform your special moments into a highly stressful event. You will only end up obsessing over each and every detail. Also, the chances to be disappointed raise significantly if you want everything to be perfect. Admit that you can't control everything and just enjoy yourself.
At the end of the day, no matter how flawless everything might turn out to be, the guests might only remember how stressed out and uncomfortable you have been the whole day. A genuine smile is often worth more than exquisite details.
Wedding Planner - Why Hire a Wedding Coordinator?
Time management is an essential part of event planning. Event planning is not a casual affair; you need professional training for proper planning and management of the event. Time is very important. We keep wasting a lot of time and at the end of the day we realize that time has passed away and nothing has been accomplished yet. If we would have used this time in a proper manner we would achieve more in less time. Time is a tool which can either help you in making your career and it can even break your career.
Stress is a part of job; people feel stressed out due to working for long hours. Working for long hours is actually not the real issue; in most of the cases managing time is the real problem. You have to manage your time properly in order to remained relaxed and stress free.
Time management is a simple process. With proper time management you will recognize that you achieve more in less time. This will help you in doing extra work and providing time to other important jobs. When you try to get a job in an event planning company; you can easily get a job if you have taken event planning courses. This is because the employers feel that you are well aware of the important of time management. Here are tips for managing time in an effective manner:
1. In time management; you have first identify the most important jobs and the least important jobs. You should focus on the important ones and you should give the least important ones to your subordinates. This way the most important jobs will have all your attention.
2. You should be more focused on results and less focused on tasks. People develop a do list. They feel that if they have this list; they will never miss out on any work and they will be able to manage time. Do list is of no great help; instead it wastes your time because too many jobs are listed on one paper and you waste a lot of time on identifying which one is the most important job.
3. Balance is very important; entertainment is as important as work and sleep is as important as work. If you do not rest and keep on working; you will figure out that the quality of your work is deteriorating.
Time management is the core of event planning. If you have mastered this art then you can become a successful event planner and will be able to manage all affairs in the least possible time.