When you are planning your event you will have many questions, thoughts, and ideas. It is completely normal to feel a little overwhelmed and lost in the chaos of what to book and when. The most important thing you can do is step back, take a deep breath, and start by breaking it into steps.
So, what do you book first? The easy answer is, whatever is the most important thing to you. Many people are loyal to a date, a venue, or a caterer. Whatever is the most important vendor on your plan, is what you book first. If the date is not the most important thing to you, you should still pick a few dates or at least a season or month to book your event. Additionally, if your date is not your most loyal aspect, you will have your date as soon as you book your most important vendor.
Now that you have your date and possibly first vendor, it is time to book the other major vendors! At this point you will book your venue if you have not already done so, as well as your caterer, keynote speaker or entertainment, and decorator. You will want to book all your major vendors as far out from your event date as possible to avoid disappointment.
Now that all your major vendors are booked, this next step is one of my favourite parts - make a list, begin researching and start booking meetings (sometimes they come with a cake tasting! yum!). Start by making a list of every other vendor you will need to book. Some vendors you will need are:
Florist (if different than your decorator),
Secondary entertainment (such as a DJ,
Secondary caterers (such as a dessert baker),
Secondary venues
Equipment rentals (such as tents, chairs, and tables),
Photographers and Videographers;
and waitstaff.
Once you have finished your list, begin researching options and always check reviews! Meet your potential vendors and once a contract is presented, be sure to read over all the fine print before signing - especially check cancellation policies and payment deadlines. An important reminder is that negotiations are open until the contract is signed - if you do not like something, say something! The above vendors should be booked out a few months in advance of your event.
We are getting closer to the big day, but still a month or two out from the big event, you need to take time to book your smaller details. This is the time to remember things such as insurance, liquor and music licenses, and travel arrangements for any keynote speakers and/or important guests.
Finally the big event is less than two weeks away! Time to do the last minute planning. These details are much smaller and often not as important - but every detail makes your event run smoother! So, now is the time to pick your outfit, make your day-of timetable, and do a final check in with all your major vendors. When checking in with your vendors remember to give them your day-of timetable, go over important vendor-specific details, and arrange final payments.
Your big event is finally here! Remember golden rule number 3 for my last blog: Over prepare and then roll with it. Remember to breathe and enjoy every minute of your amazing event!
Tell me about your biggest event in the comments below! Who did you book first? I would love to hear your stories!