Holding a Big Party? Make Sure All Your Ducks are in a Row

Holding a party with your friends and family can be lots of fun, but sometimes due to circumstances or for a special purpose or goal an extra large party may be in order. Once a party grows to a certain point, planning for it becomes increasingly difficult, but with increased difficulty comes increased feelings of reward when it goes well. In preparations for your larger than normal day, there are a lot of things that you will have to put in place to ensure that it’s a success. Proper preparation will help make the day of the event less stressful than it otherwise would be.

Create the Party’s Objectives and Goals

The first step in planning a successful party is to create the objectives and goal. Why am I having this party? What do I want to accomplish? Those are the key questions that you will need to consider when putting together any event.

Put Your Team Together

Although many try to do it alone, a successful event requires the help of a dedicated team. Depending on the kind of party it is and the scope of the event, that team might be friends and family, or it might be party and event professionals who are assisting you. The team that you need will depend on the type of things you require. However, you will likely need caterers, servers, and venue coordinators at the very least. If the event is larger, or if it’s going to be open invitation, you will likely also need a publicity committee, sponsors and entertainment. Make sure that everyone who is involved in the event has the proper training.

Take Safety Precautions

Safety is the most important thing that you have to keep in mind when planning any event. There are several ways that you will need do to make the event safe for everyone. You will need to make sure that all of your guest and staff members are screened.

You may also want to hire a security team. It may seem like it, but a lot can happen at what seems like the tamest or calmest celebrations. Additionally, you may want to have a medical crew on site. These may feel like overkill, but the instant that the public is invited, these are precautions that need to be taken into consideration.

Proper Licensing and Permissions

You need to ensure that you have the proper authorization and licenses for your event. For example, are you planning on serving alcohol at the event? How will you determine who is of age and who isn’t? Do your bartenders have their permits to serve alcohol? Many different areas have different rules on what is required, so it’s important to know in advance. Not only that, are you going to be breaking any codes with your event? How many people are planning on attending and will you go over the amount of people allowed in the space?

Invest in Event Insurance

Event insurance is a worthwhile investment. It will cover you if you have to cancel the event at the last minute. It also protects you if someone is hurt at the event and attempts to sue you. As many of these things, the larger the event is, the more necessary all these little things are. The old adage “it’s better to be safe than sorry” is extremely true in situations like this. If you don’t plan to protect yourself, you’re simply asking for trouble.

Establish a Budget

You will have to raise money in order to make the party a success. However, you will need to set a budget. You should make a list of everything that you need for the event and put the cost next to it. Keep in mind that you may end up spending 10 to 20 percent more than you intend to. That is why you will have to be flexible. Also be prepared for hidden or unexpected costs. Sometimes there are processing fees for services or for the venue. Again, being prepared is much better than being surprised farther down the line and realizing you don’t have the funds you need.

Planning a successful party, event, banquet, or other celebration is definitely not easy. However, there are ways that you can make it easier. You will need to create your goal and objectives. You will also need to hire the right people for your team. Taking the necessary precautions and investing in event insurance are other ways that can plan for a successful event. Additionally, you will need to establish a budget. Once everything is in a row, you’re ready to get started!

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