Party & Event Planning Guide

These tips are designed to help you consider all aspects that will require your attention before moving
on to the fun elements of organising an event. These tips are borne out of fifteen years of experience,
so take heed of the professor!

What is the aim of your event ?

Think of what you want to achieve with your event and stay focussed on it. Don't be distracted by details or the fun and interesting bits of the event - keep reminding yourself of the reason the event is happening in the first place.

Number of guests

Be ruthless! Draw up a list of those people you definitely want or need to come and a secondary list of those who may not be able to attend for various reasons despite being invited. Always allow for 10% of guests being a no show. When looking at venues and their capacities, however, always err on the maximum number attending.

Choosing the venue

First, check their maximum capacity numbers and ensure it's enough for your number of guests. What do you think of the décor? Are the management and staff pleasant and efficient to deal with? If you are planning an outdoors event, check where will your guests go if it rains. Are you restricted to using their own suppliers or can you bring in your own?

Budget, budget, budget

Sorry to be boring, but budget is key. Be realistic and work out your limit and stick to it. Take into consideration VAT (currently @ 17.5%), tips that may be due, any delivery and collection charges, providing refreshments for suppliers such as musicians and other unexpected extras. Also always ask for terms and conditions, especially regarding deposits, balance payments and cancellation clauses.

Nearby accommodation

If your event requires guests to stay overnight then do your homework! Check out the nearby local accommodation and make sure it's up to scratch. Ask Professor Party to negociate a deal with a local large hotel if you are expecting large numbers.

Transport & parking

How are guests going to arrive at and leave your event ? Should you consider asking Professor Party to arrange transport for them? Ensure your venue has ample parking or access to nearby car parks.

Food & drink

Champagne & canapes / informal fork buffet / formal sit down dinner / afternoon high tea / hog roast / barbeque - the choice is endless! Think carefully about what you and your guests will want and check that what you want is available at the venue and affordable.

Guest satisfaction

Will your guests go home feeling they've had a fantastic time? This is a must! Try not to think about what you want but what your guests want - they are the most important people, after all.