Event planning isn’t about doing the routine things perfectly. Successful event planners are those who often take preemptive action making sure that no aspect of the planning and management is really ignored. While planning a party it is therefore important to brainstorm with those involved so that every individual can give his or her inputs, sometimes touching topics off a tangent that would otherwise be overlooked. A very common example is seen at events where the venue is shared between two different groups leading to plenty of confusion for the guests who arrive at the venue. It is therefore always a good idea to check with the venue management if there is another group having an event at the same time and prepare sign posts accordingly for the guests.

Another important aspect while planning a party that shouldn’t be ignored is the security, especially when there are chances of intrusion or raucous crowds interfering with the proceedings. If you are having an event at the conference center of a resort, you don’t have to worry too much about outside intrusion but the same cannot be true for a party taking place on a public beach. A commonly ignored aspect of event planning is the accurate estimation of the guests. The invitations that go out should always have an RSVP so that those on the guest list can point out if they are attending or not. Event pages created through social networking sites and calendar requests are two easy ways of doing it as it doesn’t take any effort for an invitee to mark it as attending, not attending or tentative. An attendance estimate can make a lot of decisions easy.

While planning a party with loads of guests, it is always imperative to have a first aid kit handy. If there is a doctor or someone with medical expertise amongst the guests, everyone should be aware of it so that they know whom to approach in case of a medical emergency. Successful event planning also needs you to assign the last day or the big day to certain individuals. While the moderator hosts the event or the party, there should also be individuals who are responsible for last minute fixes, which would always be needed for some reason or the other, whether it is for the supplies, the stationery, vendor issues, power issues or venue issues.

While planning a party it always works to have a backup for every important thing. A last minute cancellation of the band or DJ shouldn’t leave you in a state of panic. Similarly, bad weather shouldn’t translate to guests running helter-skelter without a proper hall to take shelter. Apart from equipment and weather, another aspect that isn’t focused upon but is important for event planning is the client’s instructions. Professional event planners ask clients for a write-up for instructions and expectations. It is also important that the client doesn’t interfere with planner’s activities once the budget and the expectations are set right. Too many cooks will always spoil the broth and lead to eventual finger pointing as well.

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