Successful events do not just happen by themselves. They require planning and detailing which in turn involves an entire hospitality team that looks after the decor and every other logistics element. In addition, there are some stages of event planning that most event organizers follow to achieve success. This framework has been tested and proven to work so here are these stages:

Have a vision

Start with a vision. Decide what it is you want to achieve with your event and how you want it to feel. Make a checklist to discuss with your event designers and your artists so that you can set a theme.

Choose a venue

The venue of the event is one of the crucial elements that will define the success of the entire thing. Pick the venue first before you start with any other planning. Artists will also decide to come and perform at your event based on what they feel about the venue. Most artists will ask for the location and pictures of the venue and see if that is in line with their character and style.

Set the date

The date is also one of the steps that you need to complete early on before organizing the event. Make sure the date and time of the event are in line with the availability of your target audience. Also, make sure the date you set is not conflicting with any national holidays or other events in your area that might ‘steal’ away your clients.

Advertise to your target audience

And speaking of clients or target audience, always have in mind who you envision attending your event. You might choose to create an invitation list or just a social media ad. If it is an open event, advertise it to the right group of people and the right age.

If you are doing an invitation event, allow enough time for your guests to RSVP so that you can allocate seats accordingly, plan the right amount of food and coordinate with the venue and catering company in time.

Book artists and catering

Entertainment and food are the two pillars of any event. Whether it is a live band or a DJ, you need to book them in time and coordinate their arrival and accommodation for the event. The same goes for catering. Talk to the catering manager or the chef to decide on the menu.

Design and decorate

The event planning team and the event design team should always be working hand in hand to create the right atmosphere and make the initial vision of the event come to life. The decor does not stop at centerpieces or tabletops. It also includes lighting, media, floral arrangements, audio, and every other element that is used to set the theme of the event.

Do a final check

On the day of the event make sure to do a final check before the guests arrive. Get to the venue earlier and speak with the catering team, the sound experts, artists, and everyone else involved. Also, make sure to greet your guests and follow the event so that everything runs smoothly.