Getting organized for your event will not only help the event itself run more smoothly, but you’ll also avoid headaches and issues as you plan. Regardless of whether you’re a first time organizer or plan events regularly, staying organized will greatly benefit you and the process.

Here’s how to keep your event organized, with event planning tips from the pros.

1. Get everything down on paper.

As you begin to plan your event, start by getting any ideas, must haves, or wish list items down on paper (or in your favorite device). Your list will include anything you want or need from your event, along with any interested parties (like the parents of the bride and groom for a wedding, the board for a corporate retreat, or any planning members for a family barbeque).

Getting everything down on paper will help you stay on budget for your event, as well as guarantee you don’t forget about any minor details.

2. Stay on track.

When you start planning your event, create a calendar so that you stay on track with the planning process. Depending on the type of event you’re planning, the timeline will change.

Break down tasks in a way that works for you: by month, week, and/or day. Check in on your to do list on a weekly basis to ensure you’re accomplishing everything in a timely manner. Better yet, leave yourself additional time to complete every task. That way, you won’t ever be left scrambling at the last minute to find a vendor or finalize a detail.

3. Carve out event planning time.

Events don’t magically come together on their own, so add appointments or tasks to your calendar and block out time to accomplish tasks related to the wedding or special event you have coming up. These tasks should line up seamlessly with Step #2, so you’ll know exactly what you need to work on.

4. Organize your documents.

Throughout the planning process, there will be plenty of opportunities for documentation. From notes you take to contracts you sign, there will be no shortage of paperwork.

Creating an organized paper trail will ensure you can access documents if and when you need them. Consider using an online document storage solution like Google Drive or Dropbox, so that everything is accessible for others (if need be) and available from practically anywhere. Also, be sure to organize everything in easy-to-find folders, based on the vendor or event category. 

5. Delegate tasks.

There’s a lot to planning an event and it takes a whole team to make a dream special event happen. Even if you’re the only planner for the event, you still need vendors, and potentially volunteers or day-of helpers to create the special day just as you planned.

Delegate the tasks that you don’t need to do (or that you could use a hand with) to your team. That’s what they’re there for and it will keep you more organized as you plan.

Follow these five tips for organizing your next event and you’ll enjoy the process, while feeling much more prepared.

And for help with New England event rentals, give us a call at Sperry Tents Seacoast!