Historical records show that since ancient times, people have shown an innate need for merrymaking. From religious Romans who frequently held sacred feasts to feisty Vikings who liked to revel in war victories, human societies appear to generally enjoy celebrations. Nowadays, thousands of events, festivals, and holidays are being commemorated each year around the world. Aside from official occasions, people also like to celebrate small triumphs and personal successes.
There are many factors involved in planning an event. These include themes, venues, catering services, party rentals, printed materials, sound systems, lighting, and decorations. With all these elements, you may find party planning a challenging task. However, you can stay organized by simply following a timetable. In this article, we’ll be discussing the importance of creating schedules for accomplishing the fundamentals of event planning.
How to Schedule Event Planning
Many tools are available today for designing systematized plans, such as web applications, online software, and downloadable materials like spreadsheet templates and checklists.
Scheduling is, therefore, made a lot easier and less overwhelming. We have divided event planning into four phases, which individually focus on specific tasks. It’s important to note that this is only applicable to more casual celebrations like birthday parties and holiday bashes. Bigger events, such as weddings and fairs, definitely require more preparation time.
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PHASE 1
Two to three months before the party, it’s important to start brainstorming. Select a theme and determine how to incorporate it into components, such as decorations, cake, and food. It’s also important to choose a date, set a budget, book a venue, and make reservations for party rentals like sound systems, lighting fixtures, and other essentials.
The guests are the most important element of any party, so it’s vital to start a guest list during this period. Orders for printed materials such as place cards and invitations should also be made. If you wish to craft them yourself, you should start buying art supplies.
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PHASE 2
A month before the event, it’s advisable to start sending out invitations. If decorations are not part of the venue package, it’s important to shop for items and supplies around this time. You must also start purchasing materials for creating party favors and loot bags if you prefer not to pre-order sets.
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PHASE 3
A week or two before the party, contact the guests who haven’t replied to your invitation yet. It’s also vital to settle on a menu and start shopping for ingredients that won’t spoil if you prefer to cook instead of hiring a caterer. You should order the cake as well. Create a list of the activities that will be included in your program and buy the items needed for these.
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PHASE 4
The last phase starts from the day before to the actual morning of the event. You must start decorating around this time. You should also begin cooking if you did not hire a caterer.
Pick up all the party rentals and cake from your Utah supplier. Set up the table and buffet servers. You may also place the party favors in their designated area. It’s also good to have the lighting fixtures and sound systems prepared. Before the guests arrive, double-check every detail and scan the venue.
Being well-prepared allows you to not let planning hinder you from enjoying festivities. After all, stress is an absolute-no go because the main purpose of celebrations is to have fun.
