Those who know me will tell you just how much I love an epic “list” and as my client, we’ve certainly worked on a few together. Event planners just simply love lists.
Perhaps you’ve decided to DIY your event, if so, I urge you to realise the imperative role lists and schedules play in its success. When you’re able to track what needs to be done, who is responsible for it and when it needs to happen – then you are better equipped to control the execution of the finest detail. And I believe the success of an event is found in the execution of these details.
Here are a few lists/running orders/schedules that help me plan & execute events to perfection. You can use them to help you do the same.
The budget
Techniquely a budget is so much more than just a “list” but in principle, it’s a list of your expenses. My clients’ budgets include the item, the supplier, the cost, percentage of the payment made and any outstanding amount. This helps them track their expenses, cost per item, and what’s still outstanding.
Payments are colour-coded: white for total cost outstanding, orange for the percentage of final cost outstanding and green for paid in full.
Doing so helps them highlight important outstanding payments but also gives them the pleasure of seeing everything turn green. No one will fully understand the joy you feel when everything is green and you’ve paid the last invoice.
Kelly Kreates manages this payment process for our clients so it’s one less thing to stress about.
Guestlist
This list gives clients the biggest headache but it’s a summary of all the people you know and love. These are the people that will add to the joy of your day and its importance cannot be underestimated.
Take your time compiling this list and if it’s a wedding please work together with your partner as both parties should be happy in the end.
Once you’ve completed this list you’re able to design the seating chart, invitations etc. It’s another nightmare but when you take the time to carefully place each guest with the right group of people, you certainly won’t regret it. Happy guests result in a happy and joyful event!
Event planning schedule
A planning schedule will keep you very busy but it’s so worth it!
This should have an outline of what needs to be done in the build-up to your event: artwork designs & printing, hiring confirmations & who is responsible for its delivery, what needs to be made & who is responsibly it, drinks & food and who is responsible for it as well as any other elements related to your event.
Assigning responsibility and deadlines ensures you are able to tick “done” faster.
The week running up to the event
In the last few days running up to the event, you might notice that suppliers have forgotten about an item or something isn’t available anymore. This is why following up and sharing a to-list/ or list of requirements is vital. It serves as a reminder as well as a quality control check.
Also, if anything needs to change you have time to find a solution.
On-the-day running order
This is important. Period. You need someone responsible to take ownership of this list. Ensuring everyone knows where they need to be, what they need to do when they get there and how long it should take.
This is the day you’ve been working towards for a long time and as said before the execution of the finest detail leads to a successful event. So, choose carefully and take your time compiling this list.
Refer back to all prior lists and double-check that every item is accounted for and will be placed exactly where you need it.
Although lists may seem like so much extra work, having them will certainly make your life easier and result in a better planned and executed event.
Now, it’s time to get planning! Feel free to contact Kelly Kreates, event planner, to help bring your memorable experience to life: hello@kellykreates.co.za.
Yours in event perfection,
Kelly Atherton-Schilder.
