How to Organize a Large Event
Before you start planning, make sure to stay organized., Pick a theme., Pick a date., Guest list., Venue., Invitations., Caterer., Decorations., Entertainment., Double check your organization and guest RSVPs., You may need to hire a shuttle service...
Step-by-Step Guide
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Step 1: Before you start planning
have a folder or list on your computer to keep track of all the details. -
Step 2: make sure to stay organized.
Every event has a theme.
A work Christmas party or a 50th Birthday party.
You can choose to do a princess birthday party or a blue and silver Christmas party.
You can pick anything...
Christmas in Hawaii theme? Play around and have fun. , Choose an appropriate date for the event. , Make a guest list so you know approximately how many people will be invited to the event. , When you are having 300 or more people to an event, it is very unlikely you will want to do it at your home.
Choose a venue that will hold the amount of guests you need.
Always take a look at the venue yourself. you want to make sure it really looks like the pictures say.
Ask if they do their own catering. , Once the venue is booked and you have the date and guest list, it is time to find invitations you like and send them out to all your guests. , At this point you need to find a caterer if the venue doesn't supply the refreshments and meals required at your event.
Choose a caterer with experience.
Always go meet the caterer before you hire him/her and ask them questions, and make sure you try their food. , This is the time when having a theme comes in handy.
Think about centerpieces, tablecloth rentals, napkins, choose the colors.
Hanging decorations, Do you want to have a photo-booth area? where is the dance floor going to be? the bar? do you want to have a banner relevant to your company or event theme? Are you going to do party favors on the tables? , Getting a good DJ or band can make or break your event.
Ask around look for someone who is highly recommended.
If you plan to have a raffle, ask if they will raffle off the items for you.
As far as DJ's go, you get what you pay for. , You may need to reserve a block of rooms at a hotel, maybe your event is in a hotel, they should be giving you discounts for having the guests stay there and using their ballroom. ,,, If you can start setting up a day or two before that makes things easier the day of.
If someone else is setting up for you, be very specific and draw a layout of what you want to see., -
Step 3: Pick a theme.
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Step 4: Pick a date.
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Step 5: Guest list.
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Step 6: Venue.
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Step 7: Invitations.
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Step 8: Caterer.
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Step 9: Decorations.
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Step 10: Entertainment.
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Step 11: Double check your organization and guest RSVPs.
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Step 12: You may need to hire a shuttle service
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Step 13: or you can also alert taxi companies to come by your venue regularly.
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Step 14: Call all vendors before event
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Step 15: call the caterer
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Step 16: linen rentals
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Step 17: decorator
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Step 18: florist
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Step 19: photo-booth
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Step 20: DJ or band and let them know you look forward to seeing them in a day or two
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Step 21: Set up.
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Step 22: Sit back and Enjoy your Event.
Detailed Guide
have a folder or list on your computer to keep track of all the details.
Every event has a theme.
A work Christmas party or a 50th Birthday party.
You can choose to do a princess birthday party or a blue and silver Christmas party.
You can pick anything...
Christmas in Hawaii theme? Play around and have fun. , Choose an appropriate date for the event. , Make a guest list so you know approximately how many people will be invited to the event. , When you are having 300 or more people to an event, it is very unlikely you will want to do it at your home.
Choose a venue that will hold the amount of guests you need.
Always take a look at the venue yourself. you want to make sure it really looks like the pictures say.
Ask if they do their own catering. , Once the venue is booked and you have the date and guest list, it is time to find invitations you like and send them out to all your guests. , At this point you need to find a caterer if the venue doesn't supply the refreshments and meals required at your event.
Choose a caterer with experience.
Always go meet the caterer before you hire him/her and ask them questions, and make sure you try their food. , This is the time when having a theme comes in handy.
Think about centerpieces, tablecloth rentals, napkins, choose the colors.
Hanging decorations, Do you want to have a photo-booth area? where is the dance floor going to be? the bar? do you want to have a banner relevant to your company or event theme? Are you going to do party favors on the tables? , Getting a good DJ or band can make or break your event.
Ask around look for someone who is highly recommended.
If you plan to have a raffle, ask if they will raffle off the items for you.
As far as DJ's go, you get what you pay for. , You may need to reserve a block of rooms at a hotel, maybe your event is in a hotel, they should be giving you discounts for having the guests stay there and using their ballroom. ,,, If you can start setting up a day or two before that makes things easier the day of.
If someone else is setting up for you, be very specific and draw a layout of what you want to see.,
About the Author
Dennis Moore
Dennis Moore has dedicated 11 years to mastering educational content. As a content creator, Dennis focuses on providing actionable tips and step-by-step guides.
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