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How to Perfectly Plan Your Fall Events

August is full of checklists. Whether they are back-to-school, grocery, activities, or something else, they are vital to keeping yourself on schedule and organized. If you're planning an event for the fall, the Richmond Hill City Center has created a checklist to ensure your event is successful, too!

Read below for tips on planning your best event while staying on task and on budget!

Purpose
Each event is unique, so before anything else, it is important to figure out its purpose. What type of event is it: corporate, social, educational, cultural, charity? Once you decide the type of event, you can figure out why the event is happening, and why it is important. For example, are you trying to grow clients? Is it a staff education event? Is it a board meeting or another business meeting? If it’s a social event, is it a celebration such as a birthday, celebration of life, baby shower, bridal shower, or wedding? Knowing the type of event you’re celebrating is the best way to plan the atmosphere.

Budget
All decisions depend on the budget. How much are you willing to spend on this event? Which aspects are more important than others? Look into ways to save money in one portion, so you have more to spend on another.

Date & Location
Different times and locations work better depending on the event. For example, a conference would work best inside during the daytime, while a corporate gala would have a better outcome in the evening with an indoor-outdoor location. While figuring out dates and locations, it is important to research weather, traffic, and other events happening nearby. However, it is vital that you book venues far enough in advance. Many venues have long waiting lists, so be ready to be flexible. Whether it is the exact venue space or exact date, it is sometimes impossible to get both under short notice.

Guests
For a business event, do you want everyone from your company to come, or just specific teams? For fundraisers or galas, decide if you want clients, sponsors, and employee spouses to come. And for social events, look at how much of your extended family you have the budget to invite.

Vendors
Another large part of the budget is best allocated to vendors. Do you have space in your budget for caterers? If so, analyze different companies’ menus, affordability, availability, ratings and reviews, and what food makes sense for your event. Depending on your venue, your decor and floral limitations might vary. If the venue already has the atmosphere you were looking for, you may not have to spend much to bring the look all together, or you could do it yourself. For others, the venue might be a blank space where you can bring your ideas to life. Having photographs of events is the perfect way to immortalize the event. Decide if you want to have a photographer. If that is out of your budget, there are other options. You can have an area to take photos and have everyone use their phones, or you could give out disposable cameras at the beginning of the night, take them back after the event and develop them. Finally, entertainment is another vendor you’ll want to allocate a large portion of your budget. Do you want a live band, a DJ, or create a playlist? What type of equipment will you need? If you use vendors, they will help you make selections. If you are creating a playlist, decide on the type of music you’ll need to create the perfect atmosphere.

Agenda
Having the who, when, where, and why is important, but without the “what,” there is no organization for your event. Creating a timeline is the perfect way to ensure things move throughout the event as they should. Start the timeline with what time you should get to the venue. From there, continue with what time vendors will arrive, how long things will take to set up, who needs to get there when. Then, create an agenda for the event itself. What time will it start? Will there be opening remarks? Plan out what activities fit the best for your event and your budget. If people will have speeches, plan when they will talk and how long they should hold the floor. If you have catering, plan when they will get there to set up and what time everyone will eat. How and what time will you end the event? Set aside time to clean up after the event and figure out what you want to do with leftovers, whether it is leftover decorations, food, or activities.

Ready to plan your event? Contact Richmond Hill City Center at 912-445-0043 or info@richmondhillcitycenter.com now to reserve your meeting space and start planning for success.

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Ready to plan your next big event?

Contact us today and let us bring your vision to life!

info@richmondhillcitycenter.com

520 Cedar Street Richmond Hill, GA 31324

912.445.0043

richmondhillcitycenter.com