A Guide for Event Planning
If you’ve got an important event coming up and you’re in charge of the details, it is essential to stay organized throughout the process. Here are some event planning tips to help you stay on track.
About 6-12 Months Before the Event
Now is the time to choose a theme and select a venue. Consider who will attend the event and what the purpose of the event is – these two factors will help you choose an appropriate theme and location. This is also the optimal time to determine your budget, which will definitely impact your choices for location and will also help you see how elaborate you can get with your event. Don’t worry if your budget seems small – it’s definitely possible to plan an elegant yet simple event with a smaller budget.
During this time, call and visit locations and obtain pricing. You will need to know how many guests you’re planning for, as well as have a few dates in mind to see what’s available with your venue of choice. While planning your budget, consider costs for site rental, food, drinks, and an LCD projector rental from Projector123.com. Whether you need a slide show projector rental, a projector rental for a corporate function, or video equipment rentals for your event, trust Projector123.com to ship what you need, when and where you need it. Our fast and easy service is more affordable than you may think, and we’ll ship to any location in the continental U.S. If you’re hiring someone to compile a slide show for the event, now is the time to arrange a meeting and begin assembling photos for the digital slide show.
This is also the time during which you will gather contact information for your guests. Consider using evite.com for casual gatherings if your attendees all have email; plan on mailing proper invitations for more elegant gatherings.
Within 2 Months of Your Event
This is the stage where you’ll assemble and address all invitations and drop them into them the mail. Review and finalize your budget, shop for decorations and meet with the caterer to plan the menu.
Additionally, this is the ideal time to request your PowerPoint presentation projector rental from Projector123.com and check in with your DVD creator to ensure he or she is making good progress on the digital slide show. Alternatively, if you’re planning to have a keynote speaker, you can let him or her know that you’ve ordered a projector rental, and they can simply bring their presentation on disk or bring their laptop. If you plan to compile the slideshow yourself, it’s time to get that project underway.
One Month before the Event
Receive RSVPs and give the venue and caterer a head count. Plan the seating chart for a sit-down dinner or event, assemble the favors (if applicable), order the flowers and reconfirm any contracts. The more you can accomplish during this time, the less headaches you’ll experience in the final days leading up to your event.
Within one week of your event, allow time for last-minute details and finalize the catering or menu. Ideally, your projector rental from Projector123.com should arrive 1 day prior to your event. Setup is a snap, and when your event is completed, you’ll be able to pack it up in its carrying case (which doubles as a shipping container), affix the enclosed prepaid return shipping label, and drop it into any FedEx drop box or FedEx location, or call FedEx for easy pickup. Here at Projector123.com, we make the LCD projector rental the easiest step in your event planning process!
