3 Organizing Tips For Your Special Event 

Organizing an event, whether it is large or small, for a fundraiser or charity, that is corporate or educational is hard! There are so many details to keep track of and vendors to communicate with regularly. Unless you are a professional planner, there are plenty of opportunities to make mistakes or forget key parts of the planning process as it can get overwhelming. 

As an event vendor for many different types and sizes of special occasions, we know a thing or two about getting organized to host a successful event – no matter what it is. Here are a few of our simple suggestions to steer you in the right direction regarding organizing your party. 

#1 Gather a Team 

If your special event has many moving pieces including a venue, caterer, sound and video specialists, decor needs, and other vendors, you will want to assemble a team of people to help you in the planning. 

Take time as a group to get on the same page in terms of what your budget is and who will handle the financial aspects such as staying on budget, writing checks, and collecting any money needed for the event. 

You will also want to assign each person certain critical tasks. The old adage that “many hands make light work” is very true especially when planning larger gatherings. Assign each member of your team a specific task that they will be responsible for and will report on progress during regular meetings as you plan. Encourage a detailed checklist for each task and oversee with any assistance your team members may need. 

Our team here at Seacoast Events will work with you regarding what components of our rentals you will need as well as discussions about a delivery, clean up and removal after the event has finished. We will work with your designated team member every step of the way. 

#2 Create a Master Schedule & Calendar

Depending upon when your event is taking place you will want to create a detailed calendar of what tasks need to be completed by when and who is responsible for each. 

This calendar should have deadlines for contacting vendors, contact information and attachments such as contracts for use later. The calendar should also take into account the amount of time you have estimated for each task. If your event is complicated, plan accordingly with more time to break down each part into smaller, more manageable tasks.

#3 Use Software to Assist in Organization 

While some of us still rely on traditional paper and pencil planning calendars, most of us have switched over to digital software that can keep all members of your team in the loop from anywhere at any time. 

Software such as online registration, linked calendars, master checklists, attendee management, vendor lists, and so much more can allow planners to organize while keeping everyone else informed of changes and additions to the planning process. Even a simple Google Calendar can help keep track of deadlines and can be shared between team members. 

Talk to our team at Seacoast to get further tips and tricks on planning your successful event!