Planning Hints

                                                         Planning Your Event in 5 Basic Steps….
                                                Or the Who, What, Why, Where and How Much
                                                               of Wedding and Party Planning

Planning an event of any scale often puts dread in the hearts of those responsible. It need not be that way if you remember the five basic steps of party, or wedding, or any other kind of event planning. The steps follow the basic questions that we all learned in high school when faced with a writing assignment for basically any class…Who, what, when, where, why and how much? First you were instructed to answer those questions; then you filled in the details to write your story. To plan a perfect event, you do exactly the same thing; just mixing up the order a little bit.

Step One: How much?…Budget
Step Two: Who?….The Guest List
Step Three: What and Why?... The Theme or Concept for the Party
Step Four: When, Where and Who Else? … The Venue and Vendors
Step Five: Details, Details, Details

The basics for Steps 1, 2, and 3 can be accomplished in a short period of time. The details of each can be filled in later. Steps 4 and 5 are more time consuming, but once you have a firm grasp of the first three, the last two will be easier and less mind-numbing, because everything will flow from the decisions you have made regarding your budget, your guest list, and the theme or concept of your party.

Let’s take each step one at a time.

Step One: How much?

This need not be complicated. How much money do you have to spend on your wedding, party, or other event? This is not now much you would LIKE to spend, but how much you are COMFORTABLE with spending. What is the bottom line? What is the number over which you absolutely, cannot, and will not go over? When considering this number, include any other sources such as parents or other contributors. Don’t worry at this point about how to allocate the funds; everything in your budget can be fluid as you choose your vendors, add your details and decide on your priorities. A wedding coordinator or party planner can help you formulate the actual budget and stick to it, but right now all you need to know is the bottom line.

Step Two: Who?

Decide how many people you are going to have at this bash. You don’t need to tear your hair out over cousins and inlaws and co-workers at this point. Just decide what number of guests you are comfortable with, and stick with it. This number should be reasonably related to the number you came up with for your budget. For example, on a $5,000 total budget, don’t try to have 500 people, unless you plan on serving bread and water. If you’re planning a wedding, this is also the time to decide on who will be in your wedding party. Don’t forget to keep your budget in mind; again with a smaller budget, you should not plan on 14 bridesmaids. Each time you add a bridemaid, you add an additional bouquet, gift, etc.

Step Three: What and Why?

The terms “Theme” and “Concept” often scare people, because they think in terms of Disneyland or a corporate party. Your theme can be as simple as “elegant” or “Fun” or even both. It can be based on a color scheme, it can be based on travels, or interests, or seasons or time periods. Whatever it is, it should reflect you and what you envision for the day. Again, don’t worry about all the details that will enhance the theme right now; just think about the overall concept.

Step Four: When and Where and Who Else? 

Once you have decided on your budget, the number of people you are having and the overall concept of your wedding or event, you will be better equipped to decide where to have it and when. The date may have already been decided by circumstances…a birthday or anniversary party for instance, or a wedding date dictated by convenience or other desires. However, if the date is negotiable, and you have your heart set on a garden theme, it might make sense to hold your event in the spring or summer. Remember, the choice of your venue will be dictated by your overall budget, by the number of people you are expecting and how you want your party to look. For example, you probably wouldn’t plan a formal, elegant wedding at a western steakhouse. Try to visit between 3 and 5 venues; any more will start to make you crazy. Hiring a wedding coordinator or party planner before you make these decisions can help immensely in reducing the stress level. The expertise of these professionals can weed out inappropriate choices and suggest places you may never have thought of. You can also narrow your choices by doing some research on the internet. You will be asked to sign a contract and pay a (usually) non-refundable deposit Here is where it starts getting serious. Make sure you know what you are agreeing to and what the venue is agreeing to (or not).

From this point you will also start adding your other vendors: photographer, florist, musicians, transportation service, caterer, rentals, and on and on. All reputable vendors should provide contracts for you to sign. It’s at this stage that you can start playing around with your budget, borrowing from Peter to pay Paul, and deciding what components of your event are most important to you. For instance, if you want a killer photographer who charges premium prices, perhaps you are willing to deduct from the florist budget, or back off on the chair covers. Remember that a wedding coordinator or party planner should be part of your budget, not an additional expense. Most will offer various pricing plans to suit any budget. This person can recommend vendors, guide you through the contract maze and actually save you money on discounts offered by selected vendors and passed on to you.

Step Five: The Details
                                 
They say that the devil is in the details. It is true that this can be your most time-consuming step, but also can be the most fun. This is where you decide whether your invitations will have ribbons or lace, whether you have favors and what they will be, what musical selections must be included, whether to have pate or shrimp or a simple vegetable tray for an appetizer, whether to have pink roses or blue hydrangeas, and on and on. Again, your selections in steps 1, 2 and 3 will have a huge bearing on how you make all these decisions, so it cannot be emphasized enough that those steps must be completed first. The more comprehensive the concept for your event is, the easier it will be to fill in all the details. Do as much of the busy work as you can early in the planning stages….no one wants to be gluing together 100 favors the night before their wedding. Enlist friends or relatives to help with some of the details as well. Believe it or not, most are honored to be able to help, and they feel invested in your party. Whatever you do, don’t let the details, whatever they may be, interfere with YOUR enjoyment of YOUR event. If you need help, ask for it. Hire someone to take some of the details off your plate, even if it just to help coordinate everything for you on the day of the event, leaving you free to enjoy your special day.

Holly Richardson
Ariva Event Planning