10 Tips for Organizing a Formal Event (2022)

By: Jessica Willis

10 Tips for Organizing a Formal Event (1)

Formal events tend to be hit or miss. When they're done right, they're smart, fun and sophisticated. When they're done wrong, well, it's just a bunch of people muddling around in high heels and penguin suits. If you're in the midst of planning a formal event, you definitely don't want it to fall in the latter category, but putting together a successful soiree is hard work and takes a lot of time and effort. However, it doesn't have to be as stressful as you might think. If you stay organized and follow a few simple rules, you'll throw the party everyone will be reminiscing about the next time you're all dressed up and shuffling around in some boring conference hall.

Continue reading to find out what goals have to do with planning your next event.

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Contents

  1. Set a Goal
  2. Set a Budget
  3. Identify Key Players
  4. Create a Timeline
  5. Make Contracts and Get Them Signed
  6. Set a Location and Date
  7. Create a Guest List and Send Invitations
  8. Food and Beverages
  9. Decorations
  10. Review and Evaluate

10: Set a Goal

10 Tips for Organizing a Formal Event (2)

Whether it's to entertain, inform, create awareness or raise money, you need to know what you're trying to accomplish with your event. Setting objectives will be helpful when determining where to spend your money as well as planning the schedule. If at all possible, try to set targets that are easily measurable, such as how many guests you expect to attend, so you can see where you stand after the event is over.

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9: Set a Budget

You need to know how much money you have before you start any actual planning. Be realistic with your costs. Sit down and make an outline of every aspect of the event and how much you're willing to shell out for each. As you plan, visit your budget frequently to be sure you aren't going overboard. Make tiers of options that you can live with if your first choice doesn't work out. For example:

  • Option 1: You have an open bar.
  • Option 2: Each guest receives two free drinks.
  • Option 3: Guests pay for their own drinks.

Don't be afraid to take a little from one area to give to another. If you're determined to have an open bar, for example, you may have to cut into your catering budget. If there are things you want that you just can't afford, look for discounts and don't be afraid to negotiate with vendors. They need your business just as much as you need theirs!

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Did you know?

The word "budget" originated from the Latin word "bulga," meaning knapsack or pouch.

8: Identify Key Players

Identify the people and companies you'll need to make sure your event goes off smoothly. Anyone from the event coordinator to the valet parking team should be a part of this list. Be sure they know exactly what their role is, what's expected of them, what time they need to arrive and any other information you feel is necessary. Set up meetings throughout your planning to keep everyone informed and updated. Be sure to have a pre-event meeting to go over any last minute logistics and troubleshoot as needed.

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Valet History

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7: Create a Timeline

10 Tips for Organizing a Formal Event (3)

Depending on how far in advance you're planning your event, you may need to set up a timeline that will help you meet your deadlines. For example, you should book the caterer well in advance -- even before you send out invitations -- and then contact them again right before the event with your final number of RSVPs. Make an outline of every decision and activity in sequential order from beginning to end. As you plan, visit this chart frequently to ensure you're staying on track.

(Video) Party Planning Spread Ideas For Your Bullet Journal | Plan With Me

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6: Make Contracts and Get Them Signed

10 Tips for Organizing a Formal Event (4)

Contracts are the backbone of any event because without them, you won't have any speakers, entertainment, informational materials, equipment or anything you can't provide yourself. Until all your vendors and entertainment have signed on the dotted line, everything about your event is uncertain. So prepare your contracts as early as possible to prevent being left in the lurch should your chief speaker receive a more lucrative offer two weeks before the big day.

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5: Set a Location and Date

Most of the time, securing a location and choosing the date of an event go hand in hand. If you have a specific day and time in mind, you'll need to find a location that can fit your needs. However, if you've already determined the setting for your soiree, you may have to be flexible with the timing.

Also, keep in mind the atmosphere you're trying to create when selecting the locale. Depending on exactly how formal your event will be, you may want to have it in a hotel ballroom instead of a stuffy conference hall. You also need to keep in mind what essentials the location will provide, such as tables, chairs and linens. Remember that whatever doesn't come with the space will have to be rented, which will be more money subtracted from your budget.

One Pricy Event

The Marina Bay Sands Hotel in Singapore has been named the most expensive hotel in the world, costing $5.95 billion dollars to construct. Its convention center has 250 meeting rooms and can hold up to 11,000 seated guests.

4: Create a Guest List and Send Invitations

Send out invitations well in advance of the event. Depending on the type of affair you're hosting, your guest list will include an array of people from friends to coworkers. Formal etiquette says that you should send your invitations at least six to eight weeks before the occasion and have your RSVPs recorded two weeks before. If you feel it's necessary, include the dress code on the invitations.

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3: Food and Beverages

10 Tips for Organizing a Formal Event (5)
(Video) HOW TO HOST ANY PARTY LIKE A PRO! budget tips + revealing ALL my hosting secrets… (2021)

Decide what kind of food you'd like (and have the budget) to serve: a buffet, tapas, a seated dinner or desserts only. Consider food options that will work with the theme of your event. Serving cheese cubes and pigs in a blanket to the Vegan Society is not going to go over well, regardless how much money you save on the catering. But you don't have to provide an expensive four-course meal, either. Make it clear in the invitations what will be served -- even if you aren't asking people to make their selections beforehand -- to ensure that your event won't be full of hungry, angry guests.

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2: Decorations

Decorations are critical for establishing the atmosphere of any event. Depending on the location, you may be able to use the space's natural beauty to save money on the décor. However, if you do need to amp up a dull conference area, consider adding some furnishings to the dessert or buffet tables. Just make sure the decorations you choose don't conflict with the overall style of the event. For example, if you're having a black-tie get-together in a fancy hotel ballroom, strobe lights probably aren't the best option. Floral arrangements often are the easiest and most adaptable choice for making a plain space look great. However, flowers can get expensive and there are other options that require less money. A single votive or tea light candle at the center of each table, for example, can go a long way.

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That's a lot of flowers!

There are about 250,000 types of flowering plants in the world today.

1: Review and Evaluate

10 Tips for Organizing a Formal Event (6)

Revisit your goals at the end of your event and see how it measured up. How successful were you? Did you hit some goals and not others? Why or why not? Dig deep into the execution of the gathering to get a good idea of your successes and failures. Have a post-event meeting with your key players to celebrate and review ways to improve your next affair.

Lots More Information

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  • Dictionary. "Budget." 2012. (Feb. 13, 2012) http://dictionary.reference.com/browse/budget
  • Harvard Law School. "Planning an Event." (Feb. 2, 2012) http://www.law.harvard.edu/current/orgs/info/event-planning.html
  • Marina Bay Sands Singapore. "Facts, Figures & Floor Plans." 2011. (Feb. 13, 2012) http://www.marinabaysands.com/Singapore-Conventions/Facts-and-Figures/
  • National Stroke Association. "10 Steps to Plan an Event." (Feb. 3, 2012) http://www.stroke.org/site/DocServer/howtoplananevent.pdf?docID=2921
  • Savannah River Ecology Laboratory. "Fun Facts About Plants..." Jan. 9, 2004. (Feb. 13, 2012) http://srel.uga.edu/kidsdoscience/sci-method-copters/plant-facts.pdf
  • Solaris, Julius. "Tips and Tricks on Event Budgeting." Event Manager Blog. May 22, 2007. (Feb. 4, 2012) http://www.eventmanagerblog.com/event-management/tips-and-tricks-on-event-budgeting
  • University of Minnesota. "Planning an Event." (Feb. 2, 2012) http://sua.umn.edu/groups/planning-event.php#eval

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FAQs

What are the 10 key elements to event management? ›

Event management has 7 key elements: event infrastructure, audience, attendees, organizers, venue, and media. Your event software should be able to manage all of these elements. Let's see how. Event Infrastructure: The system should offer tools for planning the type of events you're into.

What are the 3 important steps in organizing an event? ›

3 Crucial Steps of the Event-Planning Process
  • Set a goal with objectives and a budget. Before you even begin to fantasize about a theme for the event, you need to set goals, objectives, and more importantly, a budget that encompasses all parameters of the event. ...
  • Locate a venue and establish vendor contracts. ...
  • Branding.

What are the 10 types of events? ›

There are many types of events!
  • A speaker session (a guest speaker presentation, panel discussion, etc.)
  • Networking sessions.
  • Conferences.
  • A seminar or half-day event.
  • Workshops and classes.
  • VIP experiences.
  • Sponsorships.
  • Trade shows and expos.
17 May 2018

What are the 7 stages of event planning? ›

Planning an Event? Don't Forget These 7 Steps
  • 1) Visualise the event.
  • 2) Draw up a budget.
  • 3) Develop a timeline.
  • 4) Put the plan into action.
  • 5) Double-check the project plan.
  • 7) Evaluate the event.
30 Mar 2015

What are the top 5 most important aspects of organizing an event? ›

The five essential elements of event planning
  • Know what you want to achieve. It's important that you know exactly what outcomes you want from your event. ...
  • Make an event plan. ...
  • Look for funding or sponsorship. ...
  • Advertise and communicate. ...
  • Manage and follow up.
23 Mar 2018

What are the 14 steps to organize a conference? ›

How to Organise a Conference: Step-By-Step Guide
  1. Step 1: Decide on a theme. ...
  2. Step 2: Assemble your A-team. ...
  3. Step 3: Prepare a budget & business plan. ...
  4. Step 4: Find sponsors & grants [optional] ...
  5. Step 5: Settle on a date. ...
  6. Step 6: Book the venue. ...
  7. Step 7: Arrange catering & other vendors [optional] ...
  8. Step 8: Line up your speakers.

What are the formal events? ›

Formal events are what you would expect in a ceremonial environment–people dressed in formal wear following a specific official event protocol. Only invited individuals are expected to attend such events.

What are the 11 roles in an event management team? ›

These are the eleven roles we use for our events and have found to be most effective:
  • Producer. As the brains behind the operation, the Producer ensures that everything runs according to plan during the event itself. ...
  • Host. ...
  • Platform Operator. ...
  • DJ. ...
  • Visual Coordinator.
30 Jun 2021

What are the 7 facts of event design? ›

The 7 Elements of Beautiful Event Design
  • Space. This is your starting block; the foundation of your design. ...
  • Lines. To be visually pleasing, designs should have the right combination of horizontal, vertical and dynamic lines. ...
  • Forms. ...
  • Light. ...
  • Colour. ...
  • Texture. ...
  • Pattern. ...
  • Conclusion.
14 Sept 2019

What are the 7 steps in the organizing process? ›

Organizational Development Process: 7 Steps
  • This article throws light on the seven major steps in the organisational development process, i.e, (1) Initial Diagnosis, (2) Data Collection, (3) Data Feed.
  • Back, (4) Planning Strategy, (5) Intervention, (6) Team Building, and (7) Evaluation.

What are the 6 stages of planning an event? ›

Six Steps to Planning a Successful Event
  • Define your goals and objectives. Before you start looking at venues, it's essential to sit down and ask yourself: What are you hoping to achieve through this event? ...
  • Establish a Budget. ...
  • Planning and event timeline. ...
  • Partnerships. ...
  • Promotion. ...
  • Capture the event with photos and video.
19 Oct 2020

What are 8 types of events? ›

8 types of events to get you started
  • Conferences.
  • Trade shows.
  • Networking events.
  • Workshops.
  • Team building events.
  • Product launch events.
  • Charity events.
  • Internal corporate events.
19 Oct 2022

What is a simple event class 11? ›

Simple events are the events where one experiment happens at a time and it will be having a single outcome. The probability of simple events is denoted by P(E) where E is the event. The probability will lie between 0 and 1. For example, tossing of coin is a simple event.

What are the 9 steps of planning cycle? ›

Project Planning Steps
  • Analyze Your Situation. First, clarify what you need to do. ...
  • Identify the Aim of Your Plan. ...
  • Explore Your Options. ...
  • Select the Best Option. ...
  • Detailed Planning. ...
  • Evaluate the Plan and Its Impact. ...
  • Implement Change. ...
  • Close the Plan and Review.

What are the 4 phases of organizing an event? ›

Event Management Process: The Five Stages of Event Planning
  • Set ROI-Driven Event Goals and Objectives. The event's over, and you deem it a success. ...
  • Create a Solid Event Budget. ...
  • Design and Plan a Memorable Event. ...
  • Coordinate the Day of the Event. ...
  • Evaluate Your Event's Performance and Power Future Events.
28 Oct 2021

What is the most important thing to do in organizing an event? ›

Creating an event-planning checklist is one the most important things you can do to ensure your next big event is a successful one. A detailed and structured checklist will help you stay organized and on task as you plan every aspect of your event.

What are 5 critical stages for successful event? ›

But no worries, one of the ways to ensure that you are halfway to your dream success is to know the five phases of event management.
  • PHASE 1. RESEARCH. ...
  • PHASE 2. DESIGN. ...
  • PHASE 3. PLANNING. ...
  • PHASE 4. COORDINATION. ...
  • PHASE 5. EVALUATION.
15 Sept 2016

What are the steps in organizing program? ›

  • Analyze The Situation. Take a look at your organization. ...
  • Identify Your Organization's Needs, Problems, Purpose and Goals. ...
  • State Program Objectives and Solutions. ...
  • Take Stock of Your Resources and Select Methods. ...
  • Plan the Details. ...
  • Do It! ...
  • Evaluate.

What are formal examples? ›

Formal English often sounds more serious and formal:
  • Formal: Good morning! How are you? ...
  • Formal: They will be attending the meeting tomorrow. Informal: They'll attend the meeting tomorrow. ...
  • Formal: I would like to apologise for any inconvenience caused. Informal: Sorry! ...
  • Formal: I want to pass my English exam tomorrow.
3 Nov 2016

What is the most formal event? ›

White tie, also called full evening dress or a dress suit, is the most formal in traditional evening western dress codes.

How do you organize a formal school? ›

Here's everything you need to know to ensure your School Formal goes off without a hitch.
  1. Book Early. Lock in your event date as early as possible. ...
  2. Check Inclusions. ...
  3. Pay Deposit. ...
  4. Send Invites. ...
  5. Get Organised. ...
  6. Get Healthy. ...
  7. Formal Dress Hire. ...
  8. Groom and Prune.
18 Aug 2018

What are the 9 types of team roles? ›

Team roles: 9 types to create a balanced team
  • Shaper.
  • Implementer.
  • Completer finisher.
  • Plant.
  • Monitor evaluator.
  • Specialist.
  • Coordinator.
  • Teamworker.
16 Aug 2021

What is the importance of event planning? ›

Your event will run smoothly and the attendees will be able to have a great time because everything will be taken care of. The piece of mind that a checklist can bring you is priceless. An event-planning checklist should be one of the first things you do once you make the decision to plan an event.

What are the 6 characteristics of an event? ›

  • Characteristics of events are:
  • Uniqueness. Each event will be different. ...
  • Perishability. An event cannot be repeated in the same way. ...
  • Intangibility. ...
  • Ritual and ceremony. ...
  • Ambience and service. ...
  • Personal contact and interaction. ...
  • Labour-intensiveness.
5 Jan 2012

What are the 5 essential features of event marketing? ›

5 Key Elements of Event Marketing
  • Have a Clear and Measurable Objective. Ensure that everyone involved in the event on your behalf has one clear, definable objective. ...
  • Promotion and Follow-ups. ...
  • Conveying a Message. ...
  • Effective Giveaways. ...
  • Show Off the Product. ...
  • Evaluate Each Event.
16 Jun 2015

How do you make an event successful? ›

With that being said, here are some of the most important tips you can try right away in building a successful event:
  1. Begin As Early as Possible. ...
  2. Decide Your Event's Purpose and Goals. ...
  3. Establish Your Budget Early. ...
  4. Identify Your Target Audience. ...
  5. Choosing Your Ideal Venue. ...
  6. Create a Written Event Plan. ...
  7. Create a Strong Brand.

What are the 3 main types of events? ›

What are the classifications of event types? Event types can be separated into corporate, private, or charity. Corporate events focus on businesses and customers, whereas private events are more recreational and charity events are for philanthropy.

What are the 3 parts of events? ›

An event in a story requires three elements: characters, function, and (perhaps most importantly) a difference between expectation and result.

What are the five major types of events? ›

Types of events
  • Mega events.
  • Major events.
  • Regional events.
  • Local and community events.

What are the 8 principles of organizing? ›

8 Principles of Organizing That Work in Every Room
  • Get to know active vs. passive zones. ...
  • Make open storage beautiful. ...
  • Keep things findable. ...
  • Group by task. ...
  • Subdivide and conquer. ...
  • Go vertical. ...
  • Choose the right container for the job. ...
  • Store heavy items down low.
5 Jul 2016

What is the 8 main features organizing in management? ›

The nature of organising is discussed below:
  • Division of Labour: According to Fayol, work of all kinds must be sub-divided and assigned to a number of persons. ...
  • Coordination: ...
  • Social System: ...
  • Objectives: ...
  • Cooperative Relationship: ...
  • Well-Defined Hierarchy: ...
  • Communication:

What are the 4 types of organizing? ›

The ClutterBug Philosophy is founded on the idea that there are four types of organization: the Ladybug, Bee, Cricket, and Butterfly. Each of these organization types focus on distinct needs with visual and practical organization.

What are the 10 steps of community organizing? ›

Steps of Community Organization
  • Assessment of Needs and Problems.
  • List the problems.
  • Prioritizing the needs.
  • Understanding and selection of Problem.
  • Redefine the problem.
  • Formulate achievable objective.
  • Work out the alternatives.
  • Work out a plan of action.
1 Jul 2022

What are the 6 habits of being organized? ›

Your Action Framework
  • Keep it simple.
  • Develop routines.
  • Have a place for everything, and put everything in its place.
  • Keep a current and detailed to-do list.
  • Don't get bogged down by perfectionism.
  • Toss things daily and purge routinely.

What is the process of planning an event? ›

The very first step in planning your event is to establish tangible goals and objectives. Start by asking yourself: Why are you organizing this event and what do you hope to achieve? If you know your organization's key goals before planning, you can ensure that every part of your event is optimized for success.

What are the five steps to planning an event? ›

The Perfect Plan: What Are the Five Stages of Event Planning?
  1. Stage 1 – Research and Goal Setting. ...
  2. Stage 2 – Design the Event. ...
  3. Stage 3 – Brand the Event. ...
  4. Stage 4 – Coordination and Day-Of Planning. ...
  5. Stage 5 – Evaluate the Event. ...
  6. Successful Event Planning.
5 Feb 2021

How do I create an event? ›

You can quickly create an event for a specific time if you see "Add title and time" in the text box.
  1. On your computer, open Google Calendar.
  2. Click the space next to date you want to add an event to.
  3. Add a title and time for your event.
  4. Click Save. Calendar will automatically create an event at the time you set.

What are the 6 steps of planning? ›

The six steps are:
  • Step 1 - Identifying problems and opportunities.
  • Step 2 - Inventorying and forecasting conditions.
  • Step 3 - Formulating alternative plans.
  • Step 4 - Evaluating alternative plans.
  • Step 5 - Comparing alternative plans.
  • Step 6 - Selecting a plan.

What is the most important in event-planning? ›

Creating an event-planning checklist is one the most important things you can do to ensure your next big event is a successful one. A detailed and structured checklist will help you stay organized and on task as you plan every aspect of your event.

What is the importance of organizing an event? ›

There can be many different reasons to organise an event - raise awareness, share information, educational, promotional, fundraising & entertainment. They all come with their benefits. A well-organised event can have a great impact in terms of visibility and goodwill.

What are the 7 principles of planning? ›

Seven principles for strong planning
  • THE PRINCIPLE OF PASSION.
  • THE PRINCIPLE OF CREATIVITY.
  • THE PRINCIPLE OF INFLUENCE.
  • THE PRINCIPLE OF PRIORITIES.
  • THE PRINCIPLE OF FLEXIBILITY.
  • THE PRINCIPLE OF TIMING.
  • THE PRINCIPLE OF TEAMWORK.
19 Oct 2009

What are the 11 steps of the project planning process? ›

Project planning steps
  1. Create and Analyze Business Case.
  2. Identify and Meet Stakeholders for Approval.
  3. Define Project Scope.
  4. Set Project Goals and Objectives.
  5. Determine Project Deliverables.
  6. Create Project Schedule and Milestones.
  7. Assignment of Tasks.
  8. Carry Out Risk Assessment.
7 Jul 2021

What are the 8 elements of project plan? ›

Elements of a project plan you shouldn't overlook
  • Outline business justification and stakeholder needs. ...
  • List of requirements and project objectives. ...
  • Project scope statement. ...
  • List of deliverables and estimated due dates. ...
  • Detailed project schedule. ...
  • Risk assessment and management plan. ...
  • Defined roles and responsibilities.
2 May 2022

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Introduction: My name is Tish Haag, I am a excited, delightful, curious, beautiful, agreeable, enchanting, fancy person who loves writing and wants to share my knowledge and understanding with you.