So, you've decided to hold an event! Welcome to Forever A Moment's 101 Event Planning Series, where we aim to share tips and tricks from industry exprience and some (very) expensive mistakes, to ensure your next event is a Forever Moment, and not a Forever Nightmare.
Lets start this series at the very beginning, with the very first decision you'll make on your event, planning journey. The decision to actually host the event and the countdown for the celebration is officially on.
Before you can start planning anything for your event, you need to know what the event is. This should be pretty straight forward, afterall, there's always a reason for having an event. Whether it be a Birthday, Engagement Party, Baby Shower, or everything in between, the reason for your event shapes the entire planning process. This decision will help you narrow down a lot of things for your event. Certain event styles call for certain timings, venues, decor and the list continues.
Once you have your event type sorted, the next decision is to lock in a date for this event. Availability of your vendors, venue and even guests, hinges on this date. When choosing a date, there are a few things to consider depending on the vibe and atmosphere you are aiming for your event.
Here's a few things to consider when selecting a date and time:
1. The season and usual weather patterns for that time of year. If you're thinking an outdoor cocktail party under the stars will be lovely but are planning the middle of the wet season in summer, might be best to reconsider. Or at least keep in mind a backup plan.
2. Think about the availability of your guests. Hosting a Baby Shower Christmas day when everyone is with their families, or a Buck's night on a Monday night, is likely to reduce the chances of your guests being able to make it.
3. Do you have a 'must have venue or vendor? Some people have dreamt of getting married at a particular Vineyard their whole lives. If this is the case, make sure you check availability at the venue first. It's not unusual to plan your event around the availability at the venue. For most events, moving it a few weeks either side of your proposed date, won't be an issue.
4. Does the event suit a particular time? Certain events are better suited to certain time frames, like engagement parties at night and wedding ceremonies during the day. A few other aspects to consider when setting the time of your event are, do many guests have to travel long distances to get to the event, are you wanting the sun set to be a part of your event theatre, will the kids be too tired to enjoy the proceedings?
You've now built the very basic framework for your event and are ready to move on to the next stage of this mini series: The Guest List.