Event Planning Resources

So you’re about to plan an event. Whether it’s your parents’ 50th wedding anniversary, the company picnic, an industry conference or your child’s birthday party, you have a lot to think about. Of course, Edward’s Creative Catering already has a wealth of event planning knowledge, expertise and experience – and we want to share it with you!

While each event is different, planning and organizing that special day follows the same set of guidelines. All of which is important to consider even when working with a professional caterer.

1. Set goals for your event. How many people do you expect? What do you want your attendees to gain from the event?
2. Set your event budget. How much do you want to spend? Will the event produce revenue from registrations? Or are you paying for the event by yourself?
3. Select your date. Take into consideration national holidays, holiday weekends, weather and seasonal benefits. And remember, you’ll rarely be able to pick a date that will make everyone happy.
4. Select your location. Always visit a potential site, even if you have been there before. Environments change and you want to make sure it meets your vision. Also, take someone – your boss, fellow committee member, friend or family member – with you who understands your event goals. It’s always helpful to get another’s perspective. Keep in mind:
   • Room capacity. Is it too large or too small? Is there enough space for serving, a presentation and/or audiovisual equipment?
   • Lighting. Is the amount and color of light adequate for the event? Subtle lighting sets a nice tone for meals and social functions, while brighter, whiter lighting is better for workshops or business meetings.
   • Parking. Is there enough parking for your guests? Will they have to pay extra? How far will they have to walk from the parking area to the event? Is it well lighted, maintained and secure?
   • Electrical access. Consider what equipment (audio/visual, food preparation, etc.) may be used that needs electricity.
   • Phone/Computer/Internet access. Are their any restrictions or limitations on wireless service in your event location?
5. Develop a project timeline. Working backward from your selected date(s), set a project timeline with particular tasks that must be accomplished by specific dates.

Follow your established timeline and, most importantly, be flexible. Not everything will go as planned, but most of the time, you'll be the only one to notice!