Essential Event Planner Checklist
Event planning is a meticulous job and we suggest creating a checklist for every event. Every event is unique, no two events are the same. We are here to help you along the way.
Establish your event essentials
From pre-event to the actual day, things will undoubtedly be chaotic and stressful. Event planning is a meticulous job and we suggest creating a checklist for every event. Whether you are planning a wedding celebration or an Office related event. They both have their specific set of requirements and logistical needs.
Date and Time and Location
Consider the pre-planning phase, contact vendors and communicate on the items needed. Research on venues and have an idea geographically to visualise the placement of your events. We usually recommend starting your prep at least 3 months away. This is to ensure that every vendor is able to meet your requirements for the event and they are able to soft book the dates.
Event Type and Objectives
Are the clients looking to celebrate weddings or birthdays? Communicate with clients to meet expectations and design style. Individuality is to be the goal of the event. It is good to have reference pictures of what you want. This ensures any miscommunication between what you envision and what your vendors provide.
Design and focal point of event
This is the heart of event planning because it includes the event components that impact guests the most. Design the venue in accordance to the client’s expectation to produce the achievable results.
Build your Budget
After establishing your essentials, it is time to calculate the budget your client can offer. Start with the major categories such as, rentals and decorations. It is always better to have some leeway in your budgeting. After confirming all your vendors, always ensure that you are about 10-20% below the budget. This way, you have so allowance in the event you require last minute equipment.
Vendor services and costs
Research on the vendors which provides you with the best service and cost possible. Communicate with your vendors and achieve the desired budget.
Confirm your vendors and date to start
Place all deposits after confirming your vendors and they will be able to reserve the slot on your event day or make arrangements for them to set up early a day or two. After confirming your event. It is good to remind them about your event 1-2 weeks before your big day. Vendors are run by humans as well and they too can forget.
Plan out the decorations
Follow the event schedule, plan out the time needed to put up the decorations and the items needed. Verify the visual elements of the design and work with vendors on the supplies they are able to provide.
Consider the unexpected
Take note on the directions to your event to prevent any delays for deliveries. Make sure the venue has an accessible place for vehicles to unload the items for your event. Often, vendors will charge additional especially if the setup or unloading is very far from your venue. Always ensure that there is a smooth route to your event location.
As one of the vendors, Tentage Rental Singapore will provide the nessecities and execute your event effectively. Work together with us for an enjoyable experience, we have air coolers, tables, chairs, arches, backdrops and tentages. Learn more about the events you can create with the furnishes we provide!
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