10 Essential Steps for Planning a Successful Event

Managing an event and orchestrating the strategies and plans to execute an event takes time, coordination, and efficient time management. Getting to the level of expertise where one manages to perfect these skills is not easy; however, with the help of some tips and a proficient team, it is not impossible to plan for an event with no hitches.

Among all events, the one that occupies a special place in everyone’s hearts is the wedding occasion. This is the day when two people tie the knot and vow to be there for each other in the best and the worst of times, so everything must be perfect like a fairy tale.

How to Plan an Event Successfully? 10-Step Regime

If you are wondering where to get married and have chosen UK as your wedding destination, this blog post will guide you through 10 key steps for organizing the event of your dreams so that your special day is a success.

1.    Start Planning in Advance

Begin organizing your wedding well in advance, particularly if it is set for May through September, as these are the most popular months for weddings in UK. It is recommended to begin searching for space 24-18 months before the scheduled date to find the best available options. Weddings can still be great regardless of long-term planning, but option A decreases much of the hassle and last-minute stress. For more guidelines on event planning and management, visit here.

Even though it is highly recommended that you start preparing for a wedding more than two years ahead, remember that many venues do not provide bookings that early on. This is because there is the possibility of a change in the price and rental terms and conditions during such a period. Nevertheless, starting as soon as you set your date is the best way to go.

2.    Consider the Travel Expense 

When planning a wedding in UK, you should clear the VIPs on their invites and their readiness and ability to honor the invitation. After confirming, consider a possible route from the nearest airport, a possible shuttle service from the nearest railway station, and perhaps the shuttle service to the hotel after the event. All the logistics should be planned to ensure these arrangements do not cause uncomfortable patient situations.

3.    Set an Overall Budget

The price of a wedding in UK depends on many factors, including the location, the number of people to be invited, and other options. It can range from £15,000 to £30,000 for luxury weddings. Thus, hiring a hall, catering services, and facilitating entertainment can be fairly high expenditures. Additional expenses include clothes, photography, decorations, and transport.

Couples who plan to invite numerous guests, rent luxurious halls, and decorate them with multiple decorations might exceed their specified budget. Thus, it is crucial to consider necessity over desire and look for cheaper alternatives when planning your dream destination event.

4.    Select Your Ideal Venue

Once you’ve decided on the theme/vision of your event and selected the region in the UK you want to host your wedding, it’s time to look for venues. Schedule a video call with the venue owners and see if your wedding planner can participate.

Before signing any agreement, we strongly recommend you take a trip to visit the venue personally. The exterior could look magnificent in a photo or video while, on the inside, there could be a different story. Moreover, some locations require everything to be sourced from outside, and while this may be great if you want everything to be personalized, it also means expanding your budget. Furthermore, consider the number of rooms and their condition if you plan to have relatives or friends spend the night at the wedding venue.

5.    Consider Booking a Weekday

Couples marrying on a Friday or Saturday will spend a lot of money on venues and vendors since most double their prices on the weekends. Of course, it could make it slightly less convenient for the guests if the wedding is on a weekday; however, this could cut down your expenses massively, especially if you’re on a budget.

Look for venues during the week since you are more likely to receive better offers or find a wider choice, and venues are more likely to agree to negotiate the prices.

6.    Ask for Preferred Vendors

Many venues offer a list of preferred vendors or in-house services for the guests to choose from. Consider which services you want to leave the professionals to handle and which you would like to have included, such as the catering services, photographer, flowers, and a DJ.

Some establishments will offer all of the services in one place and, therefore, would be practical and convenient if you’re remotely planning your event. Additionally, do not hesitate to bargain over the prices, as many vendors offer great discounts on bundles.

7.    Delegate Responsibilities

Organising an event is a team effort. Delegate responsibilities to a group of your most trusted and reliable friends and family members. Assign everyone different roles, such as communicating with vendors, managing venue arrangements, facilitating guests, and handling anything else that needs to be done on the big day.

8.    Hire an Event Planner/Coordinator 

If you don’t have enough manpower and your budget allows, we recommend hiring a wedding planner to help you arrange the perfect event.

9.    Always Have a Contingency Fund

It is important to allocate a sum of your budget as an emergency fund. This will make you secure and flexible while planning. Moreover, consider investing in wedding insurance so that your expenditure is protected when, for example, the vendors cancel their services, there is bad weather, or a bridal party or immediate family member falls ill. Compare insurance options and choose a plan that falls within your budget.

10.   Prioritize Self-Care

Lastly, make sure to carve out time for self-care practices before the event to unwind and reduce stress. This might involve getting a massage, practicing meditation, or walking in the lovely UK environment. Moreover, surround yourself with a positive and uplifting environment by having a supportive bridal party and loved ones.

Conclusion

Planning an event without the right tools and tricks can be stressful and hectic, and organizing an entire destination wedding is all the more difficult! With these 10 essential event-planning steps, you can manage the perfect event and enjoy your big day without any hitches.

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Photo by Ylanite Koppens: https://www.pexels.com/photo/colorful-balloons-with-confetti-796606/