Here are some tips to stay focused and organized from start to finish:
Have a concept.
You may not necessarily want your event to have a theme -- perhaps you just want to decorate your space using a particular color palette. Or maybe you want to make use of the 3000 red cocktail napkins that you kind of over-ordered 5 years ago for your sister's graduation party ("but they were so much cheaper if you bought more!")
Either way, it helps to have a starting point. This will keep you focused during the planning process and will help keep you on track when the planning-chaos ensues.
Map out the big stuff
You have to hold your event somewhere, right? Figure out where that somewhere is, right off the bat. The venue is the biggest of the 'big stuff'. Whether it's at your home, at a community center, a banquet hall or a park. Make all of the necessary calls and put down a deposit ASAP if necessary.
Catering is a big deal -- it's kind of the meat and bones of any event. Make sure that the food is on the top of your priority list before you start delving in to the smaller details. Your center pieces can look phenomenal, but if your Guests have nothing good to eat, chances are they won't even notice the masterpieces staring them square in the face. Secure the caterer immediately after booking your venue. If you plan on preparing the food, write out a menu and list the key ingredients for each dish. This will give you a snapshot of the variety in your offerings and ensure that your guests aren't eating dishes that are too similar in taste ("we're having cheese quesadillas, cheese pizza, baked parmesan crisps and nachos & cheese -- enjoy!")
Speaking of cheese...this applies particularly to weddings -- you'll want to find a photographer (and videographer, if you plan on having one) fairly early. These guys and gals book up very fast, and so if there's a particular photographer who's style you really like, make sure you contact them right away to ensure they are available for the date of your event. Be sure to have a Plan B and Plan C in case your #1 pick is already booked.
And now you have to decide on how to get the people to the party. Invitations should be considered next -- figure out how much time you have until your event, and then make sure that you give your Guests a reasonable amount of notice.
Whether you're hiring an invitation vendor or you're going to try your hand at constructing them yourself -- make sure you include the key who what when where and why.... and RSVP info.
Details, details, details...
So now that you have a concept and you've secured the space, the eats, the picture-taker and the invites, it's time to hone in on the small stuff.
I find it helps to create a vision board at this point of the planning process. Start pinning images of details that you want to incorporate into your event -- all keeping with your concept, of course
Sometimes, it helps to pick up a pencil and actually draw out your ideas on some paper (you remember what a pencil and paper are, right?)
Get 'er done
Create a list of all of the small things you have to complete.
Figure out how many of the details you can take care of yourself, and which ones will require you to hire someone. Even though you were considered the iPod-playlist-queen in high school, doesn't mean that you should be manning the turntables at your event. Hire a DJ and order lighting if necessary.
And maybe you won first place at the community bake-off and want to showcase your award-winning coffee cake recipe (you are quite the talented cookie, aren't you!) -- be sure to give yourself plenty of time to complete that project.
Don't pile too many things on your plate (no pun intended). Be realistic and know your limits. Complete one project at a time -- this is key. Nothing's worse than a billion projects that are each only a quarter of the way completed. It's very inefficient and will end up eating up more of your time in the end.
If you plan on winging it and trying a crafting project for the first time -- make sure you have a backup plan in case...well, you know... whatever you tried to make yourself, kinda sucks.
If you have ZERO desire to complete any of the tasks yourself, that's totally okay! Just make sure that you follow up with your hired help. Call everyone the week before your party, to confirm that they're all on the same page.
Don't ever put yourself in a position where you have to scramble.
Keep everything together
As you get closer to the big day, find a designated spot for all of your event items. Keeping everything together will help you to be more organized -- you'll feel less overwhelmed when you know where everything is, and when you can see all of it. If you have to transport these items to a venue, this will also give you an idea of how big of a vehicle you'll need, to do so.
Keep things clustered, if you can. Keep decor items together, food-related items together, gift table items together, etc. On the day of your event, you can tackle each section at a time. Efficiency at it's finest.
Watch it come to life
Whether you're pulling it all together yourself, or hiring a day-of coordinator -- watch as your concept becomes a reality. Be sure to have your photographer take photos of all your hard work, because the weeks or months of hard work that you put in to planning this event, will literally be over in only a few hours.
Give thanks.
Depending on the nature of your event, you'll want to consider sending out thank you cards. Whether it's a birthday party, a wedding, a shower or a charity event -- you want to thank your Guests for attending and for any gifts or contributions they may have made. It's just a really nice thing to do :)
Planning a party or event can be extremely overwhelming. Staying organized with lists and task calendars will help you tremendously. If you're not a 'list' person, befriend someone that is.
And remember that if planning an event just isn't your thing, there are people that you can hire to help you turn your concept into reality (like Terlie Design Co.!)
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