Event Planning Basics 101

UPDATED: 30TH JULY 2018

When you’ve been tasked with planning an event, it can seem like a daunting task, especially if it’s a totally new thing and you’re starting from scratch.

Sure, there are plenty of things you can do to make your party planning life easier, but it can be easy to get overwhelmed.

This is where having a structured approach can help keep you sane while making sure your event is on the right track. It’ll help you stop worrying about your event.

The good news is that you don’t need a whole bunch of newfangled tech devices, or to download a load of event planning apps to help. You just follow the path and tick the boxes.

Thankfully, the lovely people at Hotels for Meetings have done the hard work for you. They’ve created an infographic that highlights the key points you need to keep in mind when planning an event. And, while the graphic is definitely more suited to corporate events, it’s still relevant for those of your planning a wedding or private party.

Here’s the infographic, followed by some the of the main points expanded:

Event Planning Basics 101 - Infographic by Hotels for Meeting.com

  • Define the objective of the event BEFORE you start – is this a party for guests to let their hair down and have a good time, or do you have a more tangible goal in mind, like an awards evening or a team building exercise to help improve inter-office communication?
  • Find the right venue/location – make sure it’s easy to get to, can fit everyone in and is well suited to the main goal of the event.
  • Know your audience – talk to them before the event to find out what they think would work best (this also passes some of the ownership and responsibility to them). Talk to them after the event too. Find out what worked and what didn’t, to make sure next time is even better.
  • Implement technology to help as appropriate – do you need an app to book into the event? Would technology help you run the event more efficiently, or make it more fun and interactive for your guests?
  • Insurance – don’t be a newbie – make sure that you’re covered.
  • PROMOTE! – Take advantage of social media, office email and other free channels.
  • Highlight your responsibilities – break them down into individual elements – be sure of what you need to arrange. Ask yourself if this is a job that YOU need to do, or can you delegate/outsource it? If delegating, make sure you delegate the task, but not the responsibility. Remember, it’s still on you.
  • Accommodation – if people are making long journeys, you may need to lay on accommodation and extra travel, so make sure you think about that.
  • Food and catering – what kind of food/drink is appropriate for the event and, more importantly, how much? (Despite what Tony says in the office, there is such a thing as “too much booze”).
  • Corporate Entertainment ideas – do you need some form of entertainment to help break the ice, or keep the energy up between various elements of the event, or are you chock a block full of workplace activities? Entertainment can be a great way to give guests a bit of a break from long breakout sessions.
  • Communicate often to ensure that everything (and everyone) is on the right track! – I was going to say that you can’t communicate too much, but you can. Keep in touch with everything as much as you feel necessary. Remember, the onus for an awesome event is still on YOU; you’re going to be getting the lions share of the plaudits/complaints. Do everything that you can, when you should, and you should be fine.

When you’re planning an event, it can be hard to keep track of everything that is going on. You can make your life easier by starting off right and asking yourself some important questions before you do any planning at all.


Of course, if you REALLY want to have a great event, you should go ahead and book that magician you’ve always wanted.

You HAVE always wanted to book a magician, right?

Believe it or not, I can help you with this… 😉

*** OH NO! THIS IS THE BIT WHERE HE’S GOING TO TRY TO GET ME TO BOOK HIM, ISN’T IT? RUUUUNNNN! ***

I do magic at events and I put smiles on guests faces. I can make your event planning life easier by giving your guests a fabulous time no matter what kind of event you’re having!

“We booked John for my wife’s birthday party. In a few words, John was FANTASTIC! He entertained and WOWED all of our guests from our teenage children to the more mature! John didn’t just astound our guests with his AMAZING magic tricks but also made everyone LAUGH, GIGGLE and SMILE with his brilliant one-liners and humour – pitching it just right depending on the audience at the time. It’s like getting a 2 for 1 offer with John – you don’t just get an amazing magician – YOU GET A BRILLIANT STAND UP COMEDIAN THROWN IN FOR FREE! One of our guests said, “your party was one the best we have been to in years but the magician was one of the best we have ever seen!” Thanks again for making it happen and for helping the party go exactly as we had hoped!”


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