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15 Event Planning Tips from SmartDraw
Whether preparing an event plan for hundreds, or just a few close friends,
these general tips and SmartDraw will help guide you to success.
Try SmartDraw free!
Plan Ahead.
If you are planning on renting a special venue, be sure to secure it as far in advance as possible.
You will end up saving money and maintaining peace of mind.
Budget Accordingly.
Set a strict working budget, plus have some extra money put aside in case
something unexpected comes up (it most likely will).
Makin' Copies.
Maintain all of your plans, contracts and agreements in triplicate
(or at least organize your emails into folders for easy access).
SmartDraw provides many form templates sure to save you time.
Click here to see form templates available in SmartDraw.
Invitations - When to Send.
Send invitations out at least 3-4 weeks in advance,
and make sure to request that your guests RSVP.
Seating Charts.
Whether creating banquet plans, catering plans or conference plans, you will need to decide whether a
seating chart is appropriate. You may want to set it up by company, by last name, by potential
networking partners, or leave it open to chance. Different situations will require different plans.
Scheduling Your Event.
Timing is critical. Be aware that attendance may be low if your event is held late in the week (when people generally plan trips)
or near the holidays.
Themes.
Know when to use them, but not abuse them. Generally, personal events are more theme-friendly
than corporate events (but it depends on your industry).
Music for the Masses.
Make sure your music is appropriate for an event. Keep age ranges in mind, and if you want people to dance,
play to the masses (not to your own unique taste in music).
Equipment.
Will you need microphones, projectors, speakers, video cameras, etc.? Make a list of equipment needs and plan to
hire a tech-savvy staff (or at least your teenaged nephew) to be on hand to fix any technical glitches that may come up.
Plan for Emergencies.
Write down all the fire exits, and have an evacuation plan on paper in case of emergency.
Click here to see emergency plans available in SmartDraw.
Special Provisions.
Find out in advance if you will need special accommodations for the disabled or hearing impaired.
Practice Project Management.
For those planning complex events, a project management chart that lists tasks and their dependencies is essential.
Click here to see project management charts available in SmartDraw.
Food & Drink.
If you are only planning a short conference, make sure to have at least coffee and water available.
If your event is longer than two hours, you should have an accessible array of snacks.
If planning a menu, don't forget to have vegetarian and lowfat friendly foods available.
Crystal Clear Communication.
Clear communication is critical. Give your vendors specific instructions of what you expect from them.
Logistics.
The devil is in the details. Do not forget to keep logistics in mind. This includes how people
will get to the event, how they will get home, where they will park, etc.
SmartDraw includes hundreds of templates, graphics and easy drag and drop design tools to help you plan your perfect event!
