11 Mar How to Plan an Event in One Month or Less
In an ideal world, it can take 4–6 months to plan an event. But sometimes circumstances present themselves that require you to get the ball rolling, and fast! Is it possible to plan a great party in one month or less? Absolutely! It may be challenging, but it can be done. Here are some insider tips for planning a perfect event in four weeks or less.
A detailed task list and overall budget are essential items to get the party (planning) started, but then what?
Divide and Conquer
Time is limited, so use a resource that you do have—people—and delegate, delegate, delegate! Find a friend, family member or colleague and assign him or her pieces of the puzzle. Let one person handle food and venue; others can focus on entertainment, decor, audiovisual needs, the guest list, invitations, RSVPs and more. You already have your detailed event list and budget, so it will be easy to share the work.
Be sure to keep the lines of communication open—check on delegated tasks, communicate changes and answer questions that arise.
You never know when an event space may have had a cancellation, so last-minute timing can be on your side!
Keep in mind that off-peak times may be more available. Check into weeknights, Friday nights and Sunday afternoons for increased availability and savings options—even at the last minute!
You may hit the lottery by checking out a newer venue. For example, the Philander Chase Knox Estate just opened this Fall. While highly sought-after long-term weddings and events are booking up fast, short-term dates are abundant since the venue has been open for less than one year!
Book any vendors you will need as soon as your date and location are set. Don’t waste too much time trying to get the area’s hottest photographer, but definitely check in with any vendors that you absolutely love. Cancellations or serendipitously open dates do happen. You may want to consider newcomers just starting out, who may be more affordable and more available.
Larger operations are also great for short-term bookings. Companies like our preferred vendor Silver Sound have various DJs on call and extensive availability to come to the rescue at a moment’s notice.
Don’t forget to ask about short-term specials!
Once you have selected a venue and booked a date, it’s time to send invitations. Because time is of the essence, consider online invitations. Ideally, you want to give at least two weeks notice if you can. Using email, Facebook or an online invitation service are perfectly acceptable ways to get the word out. Keep track of your RSVPs as they come in so you aren’t scrambling at the last minute.
Hire a Professional
Does all of this last-minute planning send you into a panic? Hire a professional to take some of the pressure off. Many event venues have staff on-hand who can guide you effortlessly through the planning process and be available during the event to ensure every part of your party flows perfectly.
Ready to start planning? Schedule a consultation with one of our event managers today!
Robert Ryan Catering and Design plans and executes over 400 events each year, boasts a five-star rating on WeddingWire and has received WeddingWire’s Couple’s Choice/Bride’s Choice Award seven years in row. Learn more about Robert Ryan Catering & Design and tour our venues. Subscribe to our e-newsletter for exclusive offers, up-to-date news and recipes from our executive chef.