Putting together an event or party for a large group is no easy task. Keeping track of guest lists, supplies, decorations, food, ideas, etc. can be overwhelming–especially when you are trying to do it all on your own. Whether you are planning a large corporate event, a family reunion, a convention or any other type of large gathering, ensuring a successful event requires a lot of effort, energy and hard work.
Some Tip To Organize a Large Group Event
If you have been put in charge of organizing a large group event, don’t panic. Keep reading to discover a few tips that will help simplify the organization and planning process.
Get Started As Early As Possible
It takes a lot of time to put together a big event. As soon as you know that it is on the horizon, start planning. Even if you don’t have a specific date set in stone yet, you can still start figuring out things like themes, guest lists, activities, food and beverage options, entertainment, etc. You don’t need to finalize all of these details right away, but having a rough outline of the type of things that you will need to figure out and organize as early as possible helps you avoid last-minute headaches.
Take Notes In A Way That Works For You
There are a lot of different ways to take notes. You can go the traditional route and jot things down in a notebook, you can use an app on your phone, you can record voice notes… There are plenty of options to choose from. Figure out which one works best for you, and make taking notes about the event a priority. Even if it’s something as simple as a random thought about someone who would make a great entertainer or food you think the guests would love, make note of it. Review your notes frequently to make sure you don’t miss anything, and make updates as needed.
Don’t try keeping track of all of the details in your head. There is only so much information that your brain can store at a time, and if you try to keep all of the event planning details locked in your head, you are bound to forget something. For the sake of a successful event (and your own sanity), take notes in a way that works for you.
Create A Timeline
Once you know exactly when the event will be taking place, create a timeline that will guide you through the planning phase. Some things–like preparing budgets and finalizing guest lists–need to be taken care of right away. Others–like planning seating arrangements and confirming catering orders–need to be handled closer to the event date. Making a detailed timeline that lays out exactly what and when things need to be done is immensely helpful when it comes to ensuring that everything will be taken care of in a timely manner.
After you create your timeline, think about who should be responsible for taking care of various tasks. Trying to put together a large event entirely on your own is a recipe for disaster, so it’s always smart to delegate tasks and responsibilities to other people. Find people who are willing to donate their time, and determine what roles they would do best in. If you have a volunteer who has a passion for music, for example, she might be the perfect person to task with choosing a DJ or performer for the event. If you have someone who is great with numbers, have them help with the budget.
Order Personalized Supplies And Materials Early
Personalized supplies and materials are often needed for large events. If you are planning a conference, for example, you’ll likely need things like brochures, pamphlets, etc. If you’re planning a wedding, anniversary or a large birthday party, you might want things like personalized plates, napkins or banners. For family reunions, camps and many other types of events, wholesale t-shirts, sweatshirts, and other apparel may be needed for customization purposes.
No matter what you need, personalized items should be ordered as early as possible. Ordering early provides a bit of wiggle room in case there is a mistake, a product is temporarily unavailable, etc. If you wait until the last minute, there won’t be much that you can do to solve the problem if something goes wrong. When it comes to advising for purchasing bulk clothing or printed promotional materials for a special event, “shop early” is by far the most important suggestion.
When you have several people working together to plan an event, good communication is vital. Come up with a system for communicating with volunteers. Creating a Facebook group is a good option as it allows everyone to have access to the same information and ask questions as needed. If you would prefer to do most of the planning in person rather than online, write everything down or create printouts to distribute to all of the volunteers. Speak clearly when giving instructions, and always allow time for questions. Communicating effectively is a challenge for many people, but doing so is vital when organizing a large event.
Putting together a large event is a lot of work. Depending on just how large it is, you may need to allow yourself a year (or possibly even longer) to work out the details and ensure that everything goes off without a hitch. If you have been put in charge of organizing any type of large event, keep in mind that you don’t have to do it all on your own. Working with other people makes the process much easier and, in many cases, doing so is necessary to ensure the success of the event.
Keep the tips above in mind as you work through the planning phase, and try your best not to become too overwhelmed. With solid organizational skills and some careful planning, you will be able to put together an amazing event that attendees will reminisce about for years to come.