Skip to Content

Tips for Successful Event Planning

photo credit: warrenski via photopin cc

photo credit: warrenski via photopin cc

When planning an event, big or small, you can increase your chance for success by remembering to answer the 5 W’s.  Here are some tips for successful event planning.


‘Why’ – why are you organizing the event?  Is it for a Birthday, a wedding, a baby shower, a stag and doe or perhaps you are organizing a professional event?

Are there objectives you are looking to meet with your event? 


Next it is important to determine the details of the events.

What is the event theme if any? 

What are you going to serve your guests?  Come up with a food and beverage menu listing the items you will serve during the event.  This is important to do whether you are hiring a caterer or doing it all yourself.  Don’t forget to keep your event theme in mind as well as allergies and other preferences in mind when deciding the menu. 

What are you giving to your guest as a favour? 

What is the budget for your event?  Once you have your goals outlined, you will need to come up with an estimate for costs.


When you are going to hold the event?

You may want to keep in mind the availability of your VIPs and stick to weekends if possible.  You will also want to make sure that you pick a date that will not clash with another event most of your guests may also be invited to.


Where you are going to organize the event?  Make sure the where fits in with your answers for the other Ws – they will help determine where your event is held. 

Some venue ideas include renting a dining room in a restaurant, a banquet room, a hotel conference room, or even just outside.


Who will be your guests? How many guests are expecting to visit the event.

Who will be your service providers? Do you need a DJ, florist, photographer, performers, decorator, caterers etc

Jen P

Saturday 20th of April 2013

Thanks! I like to be organized, but i often need guidance becuase my memory sucks!


Monday 15th of April 2013

Nice breakdown of things to think about when trying to plan an event.

Bewildered Bug

Monday 15th of April 2013

This is a really good "template" to use when planning an event. As someone who planned my overseas wedding ON MY OWN for over 350 guests, I can say this is an amazing breakdown of the necessities.


Monday 15th of April 2013

The "when" issue can be difficult! Last year, I held an event on the same day as a fashion launch. Only I didn't know about the fashion launch until well after the hall was booked and caterer confirmed! Since the fashion launch was way more important than my event in terms of name recognition, I ended up not having close to the number of guests I had originally estimated. It was an almost disaster :(

Victoria Ess

Monday 15th of April 2013

Under who, you forgot my favourite -- who are you going to ask to help you!! :) Great tips!


Monday 15th of April 2013

lol True Victoria! I have to admit, that is my favourite too! ;)