Abean Assist's

Practical Guide to
Event Planning

I am an event planner, and I love what I do, but sometimes you don't need an event planner.
Sometimes, you just need a little support planning your own event.
From concept to cleanup - this is where you'll find my step-by-step framework for planning your event.

Whether I'm planning a school carnival, birthday party, church nativity production, baby shower, neighborhood Halloween event, musical program, family reunion, or even a wedding reception, the process is basically the same.

Step #1: Get Started!

Now is the time to decide WHY you are going to hold this event. Are you planning a birthday party or retirement party or other celebration for a person? Are you providing an opportunity to socialize and get to know your neighbors? Are you planning a fundraising event to raise money? Often the purpose of your event is obvious, but even then it is a good idea to take a few minutes and decide what your goals are.

Now is also the time to consider your theme, who you would like to invite to help, and what your budget is. The earlier you start, the more time you have to think of great ideas!

Related resources:
Y Getting Clear on Your Objective
Y Choosing a Theme (with links to theme ideas for specific events)
Y Setting a Budget | Cutting Costs
Y Finding your Committee

Step #2: Brainstorm & Gather/Create!

This step is my favorite! It's also the most time-consuming. Create an easy-to-access brainstorming document and begin thinking about what you would like to see happen at this event. Consider the food, the publicity, the décor, the activities/program, and the invitation list. How will each of these elements help fulfill your objective?

Now is also the time to make final decisions on the event's date, time, and location. Book your location as soon as possible (if applicable).

Begin carrying out the plan - gathering activity supplies, trying out recipes, creating DIY decorations and anything else you can do ahead of time. You will often be jumping back and forth between brainstorming and working. The more time you have for brainstorming and planning, the more creative you can be.

Continue to add ideas to your brainstorming collection, and add notes about what you have on hand and what you still need to work on. Make food reservations and assignments as needed. Purchase, borrow, or create décor items. Make final decisions about activities.

If you are working with a committee, this is the time to follow up with them too.

Step #3: Make Final Preparations!

A week or two before the event, go through all of your ideas and make fabulous lists.

List of everything that still needs to be purchased
List of everything that still needs to be done and who is going to do it
List of attendees if applicable
List of vendors to contact and confirm (should be done a day or two before the event)
List of everything to bring to the event itself
List of everything that needs to be done as part of setup
List of helpers and what they'll be helping with at the event

Take any of these ideas that still need personal attention and schedule when you are going to do them. I love to get all the planning and leg work done 2-3 days before the event so that those last couple of days aren't frantic. Other than touching base with all the helpers and vendors if applicable, I can focus on other things.

Related articles:
Y Creating a Day-of Timeline

Step #4: Hold the Event!

Print your day-of timeline. Depending on the type of event you are planning, this can be simple or complicated. Follow the schedule as much as possible. I find it very helpful to have someone else in charge of the background details at the event itself so that I can be responsible for hosting the event. The exception to that is when I'm planning the event for someone else - then I'm the one in the background and they are hosting the event.

Can I make a suggestion? No matter how much planning you do, expect the unexpected. This is the point at which I decide, "I've done my best, whatever happens is going to happen". This means that I use my resources, but if something comes up that I can't do anything about, I'm going to be flexible, do what I can do, and then let it go.

Related articles:
Y Setup tips
Y Expect the Unexpected

Step #5: Tie up the Lose Ends!

Time to return all the borrowed supplies, wash the tablecloths, settle with the vendors, and write thank you notes to those who helped. Don't forget to take care of these often-forgotten tasks before you check out for a much-needed break.

Related articles:
Y Evaluating the Event
Y Thanking the Helpers

I hope that your event runs smoothly and that you have a great time using your creativity to coordinate it. Please reach out if you have any questions or ideas for other articles that might be helpful.

You've got this!

Christina
Abean Assist

Suggested Event Resources