How to Plan an Unforgettable Event
There is nothing quite like attending a thoughtfully planned and executed event. With the right amount of time, effort and resources, anyone can plan an occasion attendees will never forget. RMI recently coordinated a few ourselves: The annual International Roundup tradeshow (bringing in more than 100 people) and our very own Open House, showcasing our new office space.
There are several key factors that come into play when planning an unforgettable event, the most important being:
- Purpose: The most significant element when planning an event is the purpose. What are your goals and objectives in hosting? Are you raising money for a charity or promoting a person/product? The end goal of your event will determine how you plan everything else. Consider sitting down and writing out your main goal and how you plan to accomplish it!
- Budget: After determining the purpose of your event, it’s time to estimate the costs and develop a plan for supporting them. For larger, more expensive events, it may be wise to consider soliciting sponsors to help cover some costs. The most important part of setting a budget is being intentional about your spending; write down a list of wants and needs with budget lines. If your budget lines fit within your overall budget, go for it! If not, find ways to cut down costs.
- Venue: Once you’ve figured out your budget, it is time to start looking at venues. When picking a location, you’ll need to consider a few things: event size, weather (if your event is outdoors), cost and accessibility. If you plan to have 100-plus attendees, avoid small spaces where people will feel crowded. If it is a smaller, more intimate event, you can choose a smaller space. If you plan to be outdoors, think about where people could go in the event of inclement weather. Be sure to plan for anything, including rain and snow! And don’t break the bank on your venue; choose something that allows you some flexibility with your remaining budget.
- Menu: Everyone loves good food! When choosing the menu for your event, there are a few things to think about: 1) Is this a stand-up-and-mingle or a sit-down event? and 2) Are there any dietary restrictions that should be considered? Once you know the answer to these two questions, pick your menu accordingly. For a stand-up event, choose foods that are less messy and easy to carry. For a sit-down, a plated meal is always a safe choice. And it is always a good idea to provide an option for dietary restrictions (some common ones to consider are vegetarian, vegan, gluten-free and allergy-related limitations).
Once you have thoughtfully planned out these four elements, you’ll be well on your way to creating an unforgettable event. The most important thing to remember is to have fun while planning. If something goes wrong, keep pushing forward; the show must go on!
Thanks for reading, and happy event planning!