Never Assume When Event Planning

What time can you show up at your venue to begin setting up? Is your caterer using disposable plates or china? How many song suggestions do you need to give your entertainment to play during your reception? Those questions might seem silly or obvious, but you’d be surprised how many times the answers aren’t what you expect. When event planning, you should never assume.

Read Your Contracts

One of the biggest places where people slip up when event planning is reading the contract. Even if you are confident in the vendor you are working with and trust that there is nothing ‘hidden’ in it, the contract is vital to understand exactly what you are getting and when you are getting it.

Human error plays a role in all parts of organizing anything, and the event booker at your venue accidentally putting the wrong phone number for you or the wrong start time for your event could throw a wrench in everything. Additionally, similar venues include distinctly different things in their packages. The only way to know precisely what you are signing up for is by reading the contract.

Be Select About Your Vendors

It’s tough to have your heart set on a vendor and find out that they are booked for your preferred date, out of your budget, or unable to meet your needs. Remember that the right vendor for your event might not be the first vendor that shows up on Google. Know what questions to ask your vendors and understand what sets them apart from the other vendors you are interviewing.

Keep It in Writing

Phone conversations and video calls are commonplace in today’s world, but there is no replacement for having things in writing. Many vendors, including venues like hotels, have special paperwork like Banquet Event Orders (BEOs) that are used to communicate between the sales team and the banquet staff. Make sure everything you want is formalized in the paperwork. Additionally, any promises made verbally by any salesperson should be put into writing so that anyone working on your event can refer back to the written agreement.

Hold Up Your End

Getting things from your vendor is important, but you also need to make sure that you hold up your end of the deal. Do they need you to sign a form or make a payment by a certain date? Do they need your input to customize their services for your event? Do they need the contact information of your other vendors? Make sure that you proactively communicate and always promptly deliver anything your vendors need.

Have the Perfect Event with Innovative Party Planners

Innovative Party Planners is your resource for event design and planning in Maryland, Washington, D.C., Pennsylvania and Virginia. To learn more about our event planning services and how we can help make your event one of a kind, contact us by clicking here or call (410) 998-9999.