Party planning is the process of planning and organizing a party. Party planning aims to ensure that all preparations are taken care of and that the party succeeds. It involves a lot of logistics, such as choosing a venue, setting a budget, preparing food, and decorating. It also requires managing guests and ensuring everyone has a good time.
The best event planners keep up with the latest fashion events in their area, from hotels to resorts to restaurants. Most importantly, they establish a good, even friendly partnership with the sales and event companies at these locations. Both will help make or break an event. These relationships will also prove valuable for future events and make your job of delivering outstanding events easier.
Similarly, every event planner (whether independent or employed as a meeting planner in an organization) should have a personal business network of trusted events and suppliers that can be hired for various occasions.
Not only will this network cut down on time to search for that contractor, but the event planner will have learned how to work with those companies and individuals to get the best service for their clients. In the end, networking is vital in the meetings and events industry.
Regarding referrals, your network (or lack thereof) can mean the difference between landing a job and watching it go to the races. Here are the service providers, dealers, suppliers, and contractors every great event planner should have in their network.
01 – Destination Management Company (DMC)
A resort management system (DMC) may appear to be a competitor in local event planning, focusing on maintaining relationships with all venues and hospitality. Still, in reality, they can be great partners for event planning. When planning out-of-town or out-of-town events, a good DMC can be your best friend and closest companion. Their relationships and extensive local knowledge often cover all aspects of event planning. DMCs are usually hired to help plan and execute all offsite and evening activities.
02 – Communication Consultant
Much information will be sent to customers and visitors. Still, many organizers need unique expertise to produce all communication tools, such as invitations, agendas, conference materials, etc.
A communication consultant will help create a template that follows the appropriate etiquette and format for each type of communication tool.
Working with writers and graphic designers (or performing these responsibilities directly), this person will ensure that the content includes the event theme, message, and client criteria. They can even assist in the actual production and printing of these materials.
03 – Stationery designer
The closer the event, the more flexibility with the style of paper material that can be used. Local or online stationery has unique possibilities, and most papers today can be printed using an inkjet printer which can add to the budget.
Try to work with the shop owner. They should list hundreds of styles directly in the store (and have the ability to order custom materials when needed). A stationery designer will make suggestions and help wordsmith and print your content.
Constant tip: Besides more classic or traditional stationery and invitations, ensure the catalog includes more unique options.
04 – Retail product availability
Gift Certificates: It is always best to choose gifts that reflect the image/branding of the hosting company. You may even want to have the ability to brand certain items with a company or organization logo.
05 – Photographer
It is a budget that many clients want to avoid, but a great photographer will capture the essence of events or multi-day programs and make guests stand out. Having a few great online photographers can be especially invaluable when you’re hired to plan a more personal event like a wedding.
Your photographer should also maintain a network of resources, such as videographers, techies, and other photographers. The photographer who combines technical expertise with savvy marketing is the one you want in your network. He will understand the art and business of any event.
06 – Private Assistant
Only some events take place in a hotel or restaurant where catering is automatically provided. The organization often organizes internal meetings and events and orders and orders and delivers catering. Some unique event venues, such as art galleries, landmark buildings, or even beautiful parks, will also require private catering services.
A restaurateur can have his restaurant, banquet facility, or shop. In addition to offering a variety of menu items that will appeal to a broad or ethnic experience, they should provide excellent options for breakfast, lunch, breaks, and dinner.
07 – Wine shop Owner / Sommelier
Your caterer will likely take care of your bar needs, but the event planner will have their reasons for including a wine expert in the network.
An excellent friendly shop owner can provide supplies (for consumption or appreciation) as a natural resource for private parties. Still, more importantly, this sommelier can help guide the organizer about wine.
Wine Tipping: As a bonus, work directly with the winery site owner to ship supplies directly to your customers and include a personal note from you.
08 – Chocolatier
Like a wine shop, great chocolate can make an event plan look great. Everyone loves handmade chocolate ganaches and truffles.
Work with a local chocolatier who uses all fresh ingredients if you can. Still, many gourmet chocolates will ship directly to your event. Marie Belle New York creates beautifully presented chocolates.
Chocolate Tips: If you want to get fancy, a great chocolatier can bring a custom image on top of the chocolate or even create a chocolate sculpture or centerpiece. It’s also a good idea to ask your contact person to keep your personalized business cards in the shop for personal delivery to customers.
09 – Flower shop
Excellent floral arrangements will add color, sophistication, and fragrance to the room. As part of the decor, many events will incorporate floral arrangements, such as a dining room.
A good florist offers a variety of ideas that address the theme, colors, and budget of your event. They will also advise which flowers will hold up best for the length and temperature of the event (e.g., outdoor events) and season.
10 – Party Rental
Although most venues will maintain relationships directly with party rental supply companies, it is helpful for event organizers to have a relationship with a reliable party rental supplier.
Excellent party planning can include several items for decorations, linens, flooring, lighting, audio/visual equipment, dinnerware, glassware, props, tents, etc. The rental company offers all this and more. Your supplier’s rental office can also be a great resource to help brainstorm the best way to support the event’s theme.
11 – Convention and Visitors Bureau (CVB)
A Convention and Visitors Bureau (CVB) will provide important information about the destination, its services, and its facilities. A resume will save time and energy for meeting schedules when researching local services is needed. Some CVBs even offer online tools for organizers to request information from participating hotels and other services and venues.
The CVB is responsible for promoting the local destination and can generally provide information about the history and unique features of the goal. Event planners should reach out to the CVB and its staff as a single resource for detailed information on local travel and tourism.
The key to planning a successful conclusion party planning is to design and ensure you have everything you need to succeed. Start by deciding on a date and sending out invites. Make sure to include any dietary restrictions and any other important information.
Once you have a date, start making a list of all the items you will need for the party. It includes decorations, food, drinks, entertainment, and other things you may need. If you have a theme, pick decorations and food that will fit the theme.
Next, create a budget for the party. Make sure to factor in any costs for decor, food and drinks, entertainment, etc.
Once you have decided on a budget, start shopping for all the items you will need for the party. It includes decorations, food, drinks, etc.
Finally, the day before the party, set up the decorations and prepare the food. Make sure you have enough food and drinks for all your guests.
On the day of the party, greet your guests and introduce them to each other. Provide entertainment and activities throughout the night and ensure everyone is having a good time. At the end of the night