One of the best ways to ensure you have a stress-free, seamless event is to be prepared. Planning as much as possible in advance, making lists, ordering and reserving what you can ahead of time, creating a Plan B (and Plan C) – all of these things will serve you well. Take advantage of the Winter months when we’re all hibernating indoors to get ahead of the game. Plan now and you can relax later!
Make Lists
Whether you use your phone or laptop, a poster board full of sticky notes, or good old-fashioned pen and paper, list making is key to organized planning. When you’ve decided on an event date and theme, it’s time to test those list making skills. Start with a guest list as the number of guests you’re expecting will greatly affect the rest of your plans. Next move on to the food & drinks. Decide if you’ll cook or if you will hire a caterer. Create a menu with a grocery list for yourself, or a list of potential caterers to contact. Will your event be indoors or outdoors? Create a list of venues, call around and lock that down as quickly as possible. If you’re event is outside, make a list of items you’ll need to rent (i.e. tent, chairs and tables, portable washrooms, etc.), and contact your local rental supplier for pricing and availability as far in advance as you can. Once you have compiled your lists, review them. Check them occasionally and edit them as needed as you think of things along the way.
Order & Reserve in Advance
As you review your lists and decide on things like venue, caterer, rental requirements, etc. you want to book as many of those things as far in advance as you can. Reserve that banquet hall or tent now so you can avoid disappointment later. People are securing these things so far ahead of time these days, it’s always best, especially if you have your heart set on something specific, to do what you can to get what you want reserved. Remember, most places will require a booking deposit so be prepared to shell out some cash at this point, but it’s worth it for peace of mind. Whatever you know for sure you’ll need, reserve it early. Any services you know for sure you’ll require (i.e. photographer, decorator, servers, etc.) – reserve them early.
Plan B (& C!)
As you navigate your way through this planning process, it’s imperative that you create a Plan B and maybe even a Plan C to allow for things like weather, for instance, if your event is outdoors. If you end up with some unexpected guests or a food allergy that you didn’t know about – having a plan for these “what ifs” will avoid last minute stress and panic. Think now of the things that could come up to try and damper your day. Create a plan to combat these hiccups and keep them in your back pocket should something come up. Even though we don’t like to think of the little things that could throw a wrench in the day, it’s the best option to plan for these things now. Have a plan and relax knowing you’ve got this!
While it might seem a bit overwhelming or excessive to start thinking about Spring & Summertime events in January, it’s truly going to give you the best shot at a stress-free event. Take time to brainstorm, get inspired and have fun! Plus, who doesn’t want to spend these snowy days daydreaming about the warmer, sunny days to come. Remember your new favourite motto – plan now, relax later!
