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First things First: How to Plan a Great Event?

Posted by Lyssa Test on Nov 29, 2017 10:00:00 AM
Lyssa Test

A tradeshow floor

So you want to throw a great event. You can’t just book a venue and hope for the best. You need to create a strong planning foundation in order for your event to be a success. Here’s a list of all the things you should establish before planning your event, so everyone’s on the same page and you know exactly what you need. Happy planning!

  1. What kind of event are you having?

Are you hosting a baby shower? A networking event? A private corporate dinner? Think about the event you are hosting then move onto the following questions!


  1. What is the tone of your event?

Are you trying to host a light hearted, casual cocktail party that encourages guests to mingle? Or is it a formal, sit down dinner in a private room more your speed. Think about what kind of event you’re having and how you want your guests to feel.

  1. What kind of event set up will you need?

This also goes hand-in-hand with “What is the goal of your event?" If you’re trying to encourage people to meet and mingle, hosting a standing event with scattered high tables or even having a group activity would be ideal. Be mindful of how you want your guests to interact, what your guests like, and what your goal is for the event. The goal can be something as simple as “to have fun” or as ambitious as “raise $X for our cause.”

  1. How many guests will you have?

Get a rough estimate of how many guests will be attending the event so you know how big or small of a space you will need. You don’t want to rent out an entire banquet hall for only 20 people. And you definitely don’t want to book a private dining room for 10 and have 25 people show up!

  1. What is your budget?

Some people like to define their whole budget, ie. I’m willing to spend $5,000 on this event. But it’s also helpful to think of per person costs. A $5,000 event sounds fancy, but if you are having 200 guests, that’s only $25 per person. Venues might reject your inquiry. Always remember to factor in tax and gratuity to your budget too! A great way to estimate how much your event will cost is to build an event on our site! That way you can compare pricing and see all your food and beverage options before you even submit a request.

  1. What factors must you have and what can you live without?

If you’ve found your budget is a little tight, it’s helpful to make a list of non-negotiables or things you absolutely must have so you know exactly where you have to spend money and in what areas you’re flexible. Absolutely want an open bar? Maybe we can live without the photobooth then!

There you have it, a few questions to get you started on your event planning journey. These six questions will get you thinking about how to plan a great event and ensure it’s a success. These questions will not only guide your planning process, but also help you find the perfect venue for your event. VenueBook can also help you find great venues if you need some inspiration. You can click the link below to explore over 450 venues in four major cities!

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Or check out our other post on 5 Event Planning eBooks You Need to Read to help you plan your event!

Happy Booking!

Team VenueBook

Topics: Event Planning