How To Host a Large Special Event 

In our last blog, we discussed ways to get organized in the planning of your special event. Now we want to take a closer look at some of the critical steps that will be needed to host your large event without stress or worry that you have forgotten something. 

Seacoast Events is accustomed to handling large-scale events for people of all ages and walks of life from high school senior grad parties to corporate functions. Here are some steps that you will want to add to your planning so that your event will be successful. 

Create a List of Goals 

Before you start planning your next big event, decide on what the goals may be. This could be to encourage teamwork, network with new clients, allow for socialization, or introduce a new product or service for your business. 

Once you have a list of goals, it will be easier to plan your event knowing what you hope to accomplish. 

Create a Budget 

Some events come with an established budget, especially if they are annual events, while others need a budget defined for them before the planning commences. There are many online budget planners that can help you estimate and keep track of your expenses that you may want to explore. 

Choose Your Venue and Vendors 

Decide as a planning team whether your event will be held at a public location or be more of a private affair. Many corporate events are held right at the business offices while school events tend to choose a larger venue away from the classrooms. Depending on your event and budget, determine what the venue will be and that can help you determine other aspects of your event such as the menu and decor. 

Choosing vendors such as activities or lighting specialists may take more time and energy as you will want to explore all of your options. We suggest having individuals from your planning team divide and conquer in the gathering of information such as cost and availability. 

Send Invites and Gather Information on Attendees

As you get deeper into the planning process you will want to advertise your event whether it is a private party being held for close family and friends or a larger, more public gathering. Send out your invites at least six weeks in advance and start managing your guest list especially if there are any special requests for dietary restrictions or mobility issues. 

Keep a Master List 

The devil is in the details, as they say. Keep a detailed master list that includes when tasks should be completed as well as important information such as vendor numbers, important contacts, and a list of items that still need to be completed. 

Delegate, Delegate, Delegate

Large events need many organizers on hand not only at the planning level but on the day of the event. Make sure that you are able to delegate to responsible individuals who will take care of their portion of the event.