New to Event Planning? Tips for Keeping Your Sanity!

So you're not a professional event planner but you have been asked by your manager to plan the next company outing, party or conference. Where do you start and most importantly, how do you keep your sanity?

If you are called upon to single-handedly plan and run an event, it's very understandable you may get a little stressed. Planning an event can sometimes spell chaos in the mind of someone not normally faced with the challenge - even seasoned professionals can feel the anxiety levels rise. Before completely losing your sanity however, consider these key points.

Recruit volunteers.

Having people to give you a helping hand will definitely ease the load and allow you to have a clear head when making important decisions. Many people will be happy to help out, especially students who wish to have the experience on their resume. Other employees will usually be receptive to assisting with the day or evening as well. Don't be afraid to ask for volunteers. You will score big points and look like a leader if you are able to delegate rather than try to do everything yourself.

Keep communication open.

Nothing is more frustrating to management than an employee who keeps to themselves and doesn't communicate how the process is coming along. Keep lists of every item you are planning and don't forget to check off the tasks completed. Hold regular meetings with volunteers, vendors, and management so no one is in the dark! If you aren't clear about something do not be afraid to let someone know.

Plan well in advance.

Don't leave even minor details until last minute. If you plan everything right down to the type of drinks to be served, you will have less stress and therefore more time to change things if needed. If you are anxious, some decisions may not be thoroughly thought through. Never leave anything until last minute!

When researching venues, don't just settle on the first one you see.

If you have a budget, find a few places you can hold your event and visit the location as well as meet with the employees before you make your decision. Also get references about the service, food (if they cater) and overall feel. Employees at the venue are just as important as the location itself. If they are unprofessional, the event may have the same feel.

Consider entertainment.

Entertainment is always a great option to help guests relax and enjoy themselves. When selecting entertainment, do your research, get references and follow up with those references. You need someone reliable as well as someone who can entertain a wide variety of people. Think outside-the-box (caricaturists, magicians, and classical pianists for example).

Create an agenda.

This will help keep you and those working for you organized on the day of the event.

Evaluate the success of the event.

Always solicit feedback from guests in order to improve for next time. This step is VERY important as it provides insight into what was positive and what was negative. Knowing what the negative aspects were will help avoid repetition in the future.

One last point to consider when planning an event; remember to thank all those who helped! Showing your appreciation will only make people want to help again in the future. You never know when you may need that floral arranger or DJ. Also, don't forget the volunteers!