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How to Make Your Next Event Really Special
We’ve all been there –
a special occasion is coming up, and you’re suddenly
put in charge of making sure that it all comes off perfectly!
Knowing where to start and what to do to ensure that
your event is indeed “special” can be a little
overwhelming, especially if you’re new to the process.
Here are some insiders’ tips that will help you
to stay on top of all the details.
1. Start early. Whether your event is a yearly
happening such as a prom, fundraising event or special
birthday, or if it’s a one-time occasion such as
a 50th wedding anniversary, the earlier you can start
means you’ll have a better chance of booking the
location, entertainment and date that you want.
2. Go the extra mile to make it really
special. Adding little touches like hand lettered
place settings, or designing your own program may seem
like a lot of work, but they are what help to make your
event special and unique. It doesn’t have to cost
a lot of money, if you use your imagination and get
creative. Think outside the box, and look for new or
different ways to use items that you’ve already
got. See what you can “borrow.” If you’ve
got friends, volunteers or family members who have creative
talents, invite their participation and let them come
up with ideas.
3. Get help. Planning a special
event is not a one-person job. It’s really amazing
what you can achieve when you don’t care who gets
the credit. Break the event into specific components
and then ask for help -- create a planning committee,
a fundraising committee, and an entertainment committee
-- whatever fits your needs and your event. Then stand
back and let them get to work. Your job should be coordinating
the effort, not trying to be superwoman!
4. Expect the unexpected. You
may as well get used to the idea that no matter how
well you plan, how many contingencies you take into
account, there are always going to be things that you
can’t control, and something is always going to
go wrong. Once you understand this, you’ll find
you can deal with those little unexpected kinks in your
plan. (Of course, it never hurts to have a back-up plan
for your back-up plan just don’t get crazy!)
5. Don’t sweat the little stuff.
Most event planners, fundraisers and organizers are
typical type-A personality people. They have high energy,
they’re creative, detail-oriented, and able to
leap tall buildings…well, you know what I mean.
So if that sounds like you, remember this on the big
day – as long as no one’s life is hanging
in the balance based on the outcome of your event, relax.
You’ve done everything you could do, and gave it
your best effort. What happens now, is going to happen.
Your new priority is to get out there and have a good
time! (While you keep an eye on all the rest of the
details, of course…)
6. Keep the lines of communication
open. While it’s not necessary to involve everyone
in every single little detail, it’s important that
people know what’s going on with your event, and
that they have access to the information they need to
do their part. And, if something does go wrong, the
sooner you know about the glitch, the better your chances
are going to be to put Plan “B” into action.
7. Be a cheerleader. There’s
always a surge of anticipation and excitement as the
day of the special event gets closer. But while you’re
working on the project, and the day seems very far off,
it’s important that you share your excitement with
the rest of the group. Help them to see the big picture,
to feel what you feel about this special day.
8. Don’t forget to say “Thanks.”
Remember when you were younger, and your mom always
made you write your thank-you cards after every birthday
or Christmas gift? Follow her wisdom and advice now,
too. Make sure that you thank the people who helped
you make your special event so special. But instead
of writing an ordinary Thank-you card for the people
who really put in extra effort and commitment, why not
get creative? It doesn’t have to be expensive to
come up with a way to thank the people without whose
help your event wouldn’t have worked. Some ideas
are: special certificates made on your computer, handmade
Thank-you cards, gift certificates, a special book,
calendar etc. Let your imagination be your guide.
9. Reflection, Recognition and Evaluation.
As soon after the event as possible, gather everyone
together. This could be a good time to pass out those
certificates of merit, or you could just thank everyone
again verbally. Create a one-page “Event Evaluation”
and ask everyone to fill it out. Finding out what went
really well, as well as what didn’t will help you
figure out how to make your next event even better!
(Remember, this isn’t a time to place blame or
point fingers. This gives everyone a chance to pat themselves
on the back for a job well done, and start the vision
process for the next event.)
10. Begin planning for the next event
now. (See number 1.)
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