Party Planning Made Easy

How to plan the best party ever

Regardless of the number of years you’ve been an event planner, there’s always a new unique challenge that awaits you. It’s the nature of the beast that is party planning.Sustainable success often requires a natural multi-tasker that is financially astute, and cool, calm, and collected under pressure. The best minds in the business recognize that foolproof planning systems, a step-by-step party planning checklist, and event management technology are non-negotiables the pros leverage to stay on top of it all.

Event planning: what is it?

Events of all shapes and sizes—from small birthday parties to large corporate events—begin with a plan of action. The planning process begins with the initial concept discovery and ideation discussions with clients regarding every facet of the event: ideas, themes, venues, dates, budget, food and beverage menus, and the party event floor plan, are all key components of the event planning process. Event planning involves working hand-in-hand with the client to bring their unique vision to life, meeting all goals and objectives under the agreed upon budget parameters. Why do people hire a private party event planner? Simply put, most people lack the skill set, time, and personality characteristics to effectively plan (and host) parties themselves. Professional party planners have the experience and skill set to step in and give events of all shapes and sizes the attention they deserve.

How to become a successful event party planner

To be a successful event planner, you need the ability to take on unique challenges that must be quickly overcome, often simultaneously, while thriving under pressure. Being an unflappable multi-tasker and negotiator are integral skills for most successful event planning professionals. The best minds in the business recognize the importance of foolproof planning systems, a step-by-step event planning checklist, and event management technology. These are the non-negotiables the real pros leverage to realize success in their field. Who becomes a private party event planner? Most event planners began their career path in another role within the event planning or management world and transition into a purely event planning function.

Party Event Planning 101

Eventbrite provides a blueprint of 7 Things the Most Successful Event Planners Do Everyday to help you learn how to realize success as an event party planner.

1. Check key metrics: One defining trait of a successful event planner is that they leave nothing to chance – everything is measured and analyzed.

2. Prioritize and work on the most important things first: Busy event creators have limited time, so it’s critical that they understand the most important areas to focus on and prioritize them in an event planning checklist.

3. Communicate with clients: When it comes to planning events, communication is key. It’s vital to understand exactly what clients want and expect, and keep them fully informed of progress.

4. Research new trends and develop new ideas: Successful event planners make time to read industry news and blogs (like this one!) each day. Secondly, it’s always helpful to develop your skill set with event and party planning courses. To stay ahead, it’s vital to keep your finger on the pulse of industry trends and always be learning.

5. Nurture relationships: This business is all about relationships. Consistently talking with past clients is a good management strategy and is great marketing, too.

6. Ask for feedback: Seeking and acting upon feedback is one of the most important factors in organising successful events. As part of their performance measurement, great event planners ask for feedback from their attendees, participants, and stakeholders utilising specialist tools.

7. Take time out to reflect and relax: Successful event planners understand how vital it is to take some time out before reaching breaking point.

What event planners need to consider when planning a party

To successfully plan any party, you need to be able to take a client’s vision and bring it to life through a little creativity, a little imagination, and a lot of hard work and perseverance.

Event planning is all about the details. Big and small. From the first client meeting, to the final guest exiting the party and every follow-up effort of the post-party activities. The responsibilities of an event party planner can include the following:

• Meeting with clients to set out goals and objectives

• Developing a “To-Do” list

• Selecting a theme

• Developing a budget

• Selecting a venue

• Negotiating venue contracts

• Hiring outside vendors and negotiating vendor contracts

• Analyzing the party event floor plan

• Determining the food and beverage menu options

• Hiring food and beverage services and any required support staff (bartenders, waiters, etc)

• Hiring the talent (entertainment, speakers, etc)

• Coordinating transportation, parking, valet services, etc.

• Creating and sending invitations

• Managing attendee responses, special requests, etc.

• Serving as the event manager on-site, as the primary point of contact

Event management technology has revolutionized party planning

Cutting-edge event management technology has made becoming a professional party event planner easier than ever. With powerful solutions at your fingertips, special occasions party planning is a breeze with industry-leading event marketing tools conveniently available in one centralized platform.

With Eventbrite, you can easily plan an unforgettable event with a couple of clicks. A suite of free event planning tools provide all the resources you need to organize, market, make your own tickets, host, and measure the performance of your events. All in one central platform.

What to take into account when planning your party

There’s no denying it. Planning a party can be stressful. Whether you’re hosting a small local gathering or a major social event, you have a budget to balance, target ROI numbers to hit, and people counting on you to get it all right.We can help.

Here’s a stress-relieving party planning checklist that will help you establish a smarter timeline and intuitive roadmap to achieve your smart goals and execute your party planning ideas: 3-6 months before the party:

• Scope out options for the date and time of your party. The earlier, the better, as some popular venues can be booked out 6-12 months in advance

• Determine a sensible budget based on data, not emotion. Use value-based pricing to help determine the right ticket price, which will cover our costs and deliver a profit, as well

• Book the event venue that fits your budget and meets your unique requirements

• Hire your party talent/entertainment and food and beverage service providers

• Start building out your invitation list. It’s okay to invite more people than capacity allows, as no-shows are consistently around 15-20%

1-2 months before the party:

• Choose a seasonal theme that attracts and engages your target audience

• Create a unique party design aesthetic that fits your theme and resonates with your attendees

• Send out your invitations and/or RSVPs

• Plan the activities that bring your party planning ideas to fruition and secure any required supplies

• Hire support staff, as needed

• Secure your party check-in, registration, ticketing, and guest services software solutions

• Launch your promotional campaigns to get the word out and create buzz

• Tour your party venue to ensure it provides what you will need, especially critical resources like parking and handicap access for your guests

Help your party reach its full potential with the best event planning templates, guides, and online courses

If you’re serious about boosting your event planning skill set (and enjoying never-seen-before results), Eventbrite is a great place to start your journey.

We can help you harness the unpredictable nature of party planning and transform it into newfound inspiration with our do-it-all digital toolkit. With tried-and-true templates, guides, and on-demand online courses, you’ll be planning your parties with ease and efficiency. Saving you valuable time, resources, and budget.

• Templates: Planning and hosting a party is inherently challenging for a majority of those brave enough to take it on. So, we’ve created free templates for your party planning, organizing, and hosting workflows. Whether you’re trying to gain top-of-mind awareness, sell more tickets, or maximize in-event entertainment value, Eventbrite has the template that will help you launch your party like a rockstar.

• Guides: Eventbrite’s planning guides contain inspirational templates, tools, and seamless integrations for party planners like you, which eliminates the guesswork. Start saving valuable time and free yourself to do what you do best: Host unforgettable live experiences and be the life of the party!

• Online Courses: Planning a party that your attendees will boast about attending is easier than ever with Eventbrite’s free event planning courses available on-demand. Start building up your party planning skill set and know-how with hands-on training today!

Pro Tip: Prioritize the moments that ignite lasting memories

The first impression

When your guests arrive, will they be impressed by the venue? Will their check-in at registration be fast and stress-free? Will they be greeted by a warm and welcoming member of the event team?

The high point

When creating your party plan, take the time to consider what your guests may mention as the highlight of the night, first and foremost. The pinnacle of your event should leave a lasting memory that people can’t wait to share with their peers and social network.

The last impression

How will your guests’ evening come to a close? Will they depart the party with positive lasting memories and a fresh recollection of their overall experience? Was the energy and excitement of the partygoers maintained from start to finish? Because we typically evaluate our social experiences right after we leave them, it’s important to optimize the value of attendance all the way through the finish line.