SAVE MONEY!

Plan Your Own Social Events

-Step by Step Guide-
Years of experience squeezed into a few steps

by
Adina G.
Georgiana F.

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 TABLE OF CONTENTS

Chapter I: Introduction

Chapter II: Steps to Event Planning

Chapter III: Make it Your Own

Chapter IV : Getting Creative

Chapter V : Few Final Steps

Chapter VI : Confident as a Pro

CHAPTER I

Introduction

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Introduction

Just as the title points out, the scope of this guide is to

handhold you through each step of planning your own
personal event, so that you can save money. It also aims to
benefit you from the accumulated experience by teaching you
how to transform your knowledge into a business.

Family events are always so much fun. Meeting your loved

ones, celebrating a special moment and strengthening the
bond of love. It all sounds great. But there is a hidden stress
that comes with every family event – Planning it. You think of
everything and then forget the ice. Someone forgets to call
one relative and the whole party becomes just an awkward
bunch of people packed in a room.

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Introduction
You can just get a professional to handle the details, right?
Well, that’s a big expense. Do you want to spend a fortune
every time a birthday comes up in the family? Every time
someone graduates are you going to spend thousands of
dollars to celebrate?

That’s right! You can’t.

So, what option do you have? Keep throwing poorly planned

parties? How about learning to plan successful and fun
events yourself?

That’s a fantastic idea, isn’t it? If you like that, then you are
going to love the next one.

How about learning from all these experiences and then

becoming a successful event planner yourself?

This step by step guide isn’t one of your regular guides;

professional event planners with years of experience in
this industry have compiled it. Starting from planning
personal events to helping others organize their events to
handling customer projects, everything you need - all the
assistance and invaluable tips that’ll help you become a
good event planner – are included in this book.

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Introduction

Over the years, it has turned out to be a norm for every

family or individual to have an event at least once in a while,
and planning for such events often cost much.

We know out of the experience how difficult it can be to plan

correctly, as we have been through such scenario
countlessly times. We eventually mastered the planning
techniques and have performed excellently since then. We
are proud and happy to share this step-by-step guide which
is a distillate of all our knowledge and experience from
running a successful event planning business.

You can go from saving money to making money in no time.

All you need is the right direction. And this book will point
you to it.
Have a wonderful read ahead.

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CHAPTER II

Steps to Event Planning

✓ Deciding the Event Date

✓ Creating a Guest List

✓ Budgeting for the Event

✓ Finalizing a Theme

✓ Finding the Right Venue

✓ Checklist

✓ Getting the Seating Plan Right

✓ Searching for Suppliers

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Steps To Event Planning

Before diving into each of the steps, here are a few things that
all event planners must know. These are more like thumb rules
that you must follow.

Prioritizing is the Key

Did you see how there was a list at the beginning of this
section? Well this is a list too. As event planners we have
gotten into a habit of making lists for every project we plan.
And, so should you. Make a list of everything. Prepare a
diary, create spreadsheet, or use anything else to jot down
all the event details. From functions to guests to venue
selection to photographers, everything should get a place
on that list. Then, prioritize the task and get going.

Stay on Schedule
Create milestones that keep you on-track. Do not break
the schedule that you are following. Of course, there will
be road bumps, but keep going. Keep other things on track
to prevent chaos. For the things that do not go as planned,
readjust, rethink and redo.

Setting boundaries
While it’s fantastic that so many people care to be involved
in helping to plan your event, it’s likely that some will take it
over the line a bit and feel they can assert their opinion
when it’s not necessarily welcome. Too many cooks always
spoil the broth. So, stay on top of things and create clear
boundaries while planning to avoid confusion.
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Steps To Event Planning

✓ Deciding the Event Date

First step in any event planning exercise is deciding on a
date. Get a calendar and you can choose one of the
following approaches.

1. Fixed Date
Events like birthdays and anniversaries take care of this
decision. You already have a date that you need to work with.

2. Choosing a Date
Alternatively, graduations, bachelor parties, weddings, and so
on do not come with a fixed date and you have to take a call
here. Use these factors to zero in on a date that works.

• Availability of venue
• Holiday (costs are usually higher around holidays)
• Avoid important dates – these can be personally
significant days like college reunions, anniversaries or
other major events like big festivals in your city, major
sporting events, and so on.
• Availability of the guests
• Probability of completing arrangements

There can be many personal and professional reasons that

can weigh in on this decision. Consider all of them to settle
on a date that suits you and your guests. This is essential for
ensuring that the event goes smoothly.
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Steps To Event Planning

✓ Creating a Guest List

How many guests are you expecting?
You should know the answer to this question before you
proceed any further in planning an event. This is the
answer that will determine the size of the venue, quantity of
every necessity and consequently, the budget.

1. Getting the Size Right

Unless you are working with unlimited resources, you are
going to have to make some difficult decisions about who
receives an invitation to your event. These questions will
help.
• Is it an intimate event or a lavish one?
• Does your venue have a strict maximum capacity?
• Are the catering costs per head affordable?

It is understandable that cutting down the guest list can

become a sensitive topic. But, like everything else, it all
depends on how you approach the subject. Talking candidly
to your family about your budget limitations will help them
understand why you’ve decided not to invite a business
associate or that distant cousin you haven’t seen in 20 years.
You have the final say when it comes to who is invited. Be
prepared to stick to it when you receive pushback from
anyone unhappy with your decision.

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Steps To Event Planning

✓ Creating a Guest List

2. Send out Invites. After you have finalized the list, it’s time
to send out “Save the Dates”, so you can confirm their
attendance. The right list of guests will help in determining
the size of the venue to opt for and to fit more easily into the
budget.

Here’s a killer tip! Have you ever attended an event that

had a website dedicated to its preparations and updates?
That’s how people are sending invites in the digital times. You
dont have to undergo the hassle of updating potential
guests individually. You can launch an event website with the
assistance of a good website designer.

This bespoke website will feature all the information and all
updates related to your event for your guests to access at
any time without having to disturb you.

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Steps To Event Planning

✓ Budgeting for the Event

You now have information about the date of the event and the
number of guests who will be attending it. It’s time for the
budget and here are the rules:

Rule#1: Stick to the Budget

Just setting the budget won’t help. You need to stick to it at all
costs. When it comes to event planning, cost analysis and
working in line with the budget is critical. In a bid to control
costs, there are some crucial things you need to watch out for
and make sure they are put in place.
• How much could you spend?
• How much do you want to spend?

Be realistic. Do not buy one thing here, another thing there.

Small things will pile up and increase your overall expenses
on the event, defeating the very purpose of creating a budget.

Rule#2: Itemize & Prioritize

After itemizing each necessary expense and adding up all of
the categories, many of us can experience a severe case of
sticker shock. It can be super stressful to realize you’ll have to
make some difficult choices and prioritize the aspects that
you genuinely want to splurge on, and cut back on other
things. However, once you’ve come to terms with the reality
of what you can afford and commit to sticking within your
budget, you’ll realize fast that there are lots of ways to have a
beautiful, meaningful celebration at any price point. 12
Steps To Event Planning

✓ Budgeting for the Event

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Steps To Event Planning

✓ Finalizing a Theme
At the beginning of the planning process, your head is abuzz
with the endless possibilities for venues, color palettes, and
catering options. Now that you have a budget in place, you
know what it’s possible and what’s not.

1. Get Inspiration
While some of us have a precise idea of how we envision
our big day, others can become overwhelmed with the
countless choices available to them.

If you’re open to it, inspiration is everywhere!

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Steps To Event Planning

✓ Finalizing a Theme
Everyone has heard about Pinterest and the variety
inspirational material on it. It's one of the best sources of
inspiration. Go to other people’s events and check out what
they’re doing, learn from their mistakes and steal their best
ideas.

2. It’s All Relative

We will not say that any particular theme is “wow”, because
every event is different. Just keep in mind the reason for the
celebration and why people are attending it. This will help
you choose the lighting, music, food, furniture, and
everything else. If you pay attention at some details you can
make it unforgettable.
• Who is this event for? What would your guests like?
• Do you want an energetic or calm atmosphere?
• Is it a formal, professional, or casual event?
• Do you’ve access to all decorations?
• What time of day or time of year is the event planned?

You may need shade, air conditioning, or a contingency plan

in case of a shower of rain, a backup date if there’s a blizzard,
or ways to buckle down if it’s windy, a coat check might be
necessary.

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Steps To Event Planning

✓ Finding the Right Venue

When it’s time to plan an event, it’s easy to be misled or get
confused owing to the numerous tasks that demand your
attention. Finding the right venue can be one of the most
stressful ones. Here are a few ideas to help you find the right
venue for your next event:

1. Get online
Browse the internet, use local search tools to find an apt
venue around you. A local event is hosted at a place
nearby where the guests can reach easily.
Browse through event listing websites. You will come
across some local events just like yours. Grab a few venue
ideas from them.

2. Contact authorities
To get some options for venue selection, you can contact
the local visitor's authority to know more about different
venues that will most probably suit your needs.

3. Transform your event venue

Doing the unusual sometimes is the key to creating
something interesting. Here are some tips to transform
your venue.
• Pull in the power of light – Using extra lights
(including hanging lights) can change the appearance 16
of your venue.
Steps To Event Planning

✓ Finding the Right Venue

• Be creative with the seating arrangement – Whether

you choose to go with an empty space or with an
unfamiliar setting, you could demonstrate some top-
notch creativity with your seating arrangements.
• Let outdoors be seen in your space – Bringing the
outdoors into your event is a quick and efficient way to
transform your venue. Get some small trees, vine
and cherry branches to decorate your event space.
• Go matchy – Your color of the day shouldn’t be
missing in your venue’s wallpapers and decoration.
• Play with the shape of your tables – A combination of
round, square and oval shaped tables at the same
function can work magic! Just be mindful of their
placement.

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Steps To Event Planning
✓ Finding the Right Venue

4. Don’t Settle, But Inspect

When you’re looking for the right venue, you need to keep in
mind the following:
• Capacity – What are the number of guests that can sit
comfortably in each venue? Compare your guest list with
each venue’s seating capacity to make your choice.
• Parking lot – You need to consider the available
parking space; this offers more convenience to your
guests with cars.
• Venue amenities – Does the venue has an inbuilt
kitchen? How about a setup/clean-up team? Chairs and
tables are also a bonus.
• Venue’s supportive features – An ideal event venue
should support essential needs like lightning and
sounds among others.
• Cost of venue and its flexibility – Not every venue is
open all through the year. As such, it’s vital to ascertain
their open dates and costs before you make your choice.

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Steps To Event Planning
✓ Checklist
To create a checklist, use a .xls file, add all the tasks and
divide them into sections, with columns for Start Date,
End Date, Costs and Notes. The most important
sections you need to have in the checklist are:

• Suppliers (Band/DJ, Photo-Video, Catering,

Invitations and printed materials, Gifts, etc.)
• Theme development (Deco)
• Guests accommodation
• Transportation

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Steps To Event Planning
✓ Getting the Seating Plan Right
If the event you organize is a formal one (like a wedding or
a baptism), then one of the most critical tasks involved is
the seating of guests in a planned fashion. Don’t make the
rookie mistake of taking this task lightly. It will require time,
planning and the knowledge of the venue. Here’s how to
proceed:

1. Arrange the Guest List

Once you've finished the guest list, you can use it to create
the first draft of the seating arrangement. The list can take
a hierarchical form, depending on the role of the guests in
the family. In this case, it will help to use table names
instead of numbers.

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Steps To Event Planning
✓ Getting the Seating Plan Right

2. Create a Visual Aid

Take a poster board and draw circles on it to represent each
table. Then when an RSVP come back, put a sticky note (the
long thin kind) with the person's name onto the appropriate
circle. The sticky note aspect allows them to be adjusted as
needed.

3. Prepare for Contingencies

Although you may think you have the final seating plan,
there may be last minute changes. Do not be in a hurry.
Print out the final seating arrangement as late as
possible to account for any las-minute changes.

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Steps To Event Planning

✓ Searching for Suppliers

Have you ever wondered what the right suppliers could make
you achieve in any event planning project? They can mean
the difference between a memorable event and a total
disaster.

1. How to find the right suppliers?

That’s a million dollar question. Here are quick tips to help

you answer it:

▪ Get your needs straight. Communicate them clearly

and comprehensively. However, allow your vendors to
do what they know best. Sometimes, they know what
you need more than you do.
▪ Don’t choose a vendor after one search. When you
conduct a Google search or use the internet to search
for vendors, reach out to a handful of them, ask
questions, compare and then make a decision. Don’t
judge by just visiting their site or the landing page.
▪ Don’t waste time with vendors. When you reach out
to these vendors, don’t waste time if they will not be
available on your proposed dates.
▪ How reliable is the vendor? Do they have what it
takes to deliver on their own?

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Steps To Event Planning

✓ Searching for Suppliers

2. Where to find the right suppliers?

When it comes to organizing a successful and budget - friendly

event, be it wedding, birthday or a baptism, finding the right
suppliers helps you save cost, time, and stress among other
things. You can find vendors that fulfill your requirements in
more ways than one.

▪ Ask trusted friends. Some of them might be of help. When

you ask your friends, you’ll find that most of them have been
through such a situation and know who and where to find
reliable vendors.
▪ Go through your contacts. Think about everyone from
your workplace to your hangout spots, ask them for useful
suggestions. Who knows? One or more of them may have
used the services of a good vendor.
▪ Search the internet! The modern world has grown
immensely, and everything is going digital. If you are
organizing an event and you are yet to visit the internet,
you might be very far from getting things right. Use
different search tools, websites, and brand reviews to get
the list of preferable and available vendors, how they
operate and their quotes. Then you can go ahead and
negotiate a price with the right one.

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Steps To Event Planning

✓ Searching for Suppliers

3. Advice from Experience

It is essential that you behave nicely with your suppliers to

them to deliver best of their service. When you are kind and
friendly to your suppliers, you can always get the following:

• Timelessness
• Quality
• Trust
• Competitiveness
• Innovation

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Steps To Event Planning

✓ Searching for Suppliers

You need the assistance, service and total commitment of

multiple vendors and suppliers. The list below recommends
the MOST IMPORTANT ones:

Catering – Get a professional catering service.

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Steps To Event Planning

✓ Searching for Suppliers

Photographer & Videographer

An expert touch in this aspect is vital. Having a
photographer and videographer with several years of
experience will ensure that amazing and memorable
moments are captured and immortalized.

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Steps To Event Planning

✓ Searching for Suppliers

Music – Get your guests on their feet and dance on your

happy day. Have a professional play the music at your
event to make it more enjoyable.

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Steps To Event Planning

✓ Searching for Suppliers

Venue Décor
A supplier can help you get all the decorations you need to
make your venue stand out.

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Steps To Event Planning

✓ Searching for Suppliers

Florist
From seasonal to exotic, suppliers can deliver all kinds of
flowers to you. Flowers adorn and beautify your venue like
nothing else can.

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Steps To Event Planning

✓ Searching for Suppliers

Table decorations
This is the event area that the guests will come the closest to.
So, while choosing a supplier, make sure that you get only hig-
quality table decorations.

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Steps To Event Planning

✓ Searching for Suppliers

Invitations and printable stuff

First impressions matter and event invitations are the first
impressions of your event. Get a supplier who can provide
you the invitation material, design and feel that you want and
will dazzle your guests.

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Steps To Event Planning

✓ Searching for Suppliers

Photocorner
Event suppliers can arrange for photocorners. You can get a lot
of quirky props there without burning a hole through your wallet.
All you need is the right idea and a good supplier.

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Steps To Event Planning

✓ Searching for Suppliers

Candy Bar
For a kids’ birthday party, a candy bar corner would create a
riot. Since you are going to serve kids, be extra careful in
choosing a supplier.

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Steps To Event Planning

✓ Searching for Suppliers

Cake
At events like weddings, cakes are the centerpieces. You
cannot afford to go wrong with them. Choose a supplier who
not only provides tasty treats but is also reliable with delivery
as well.

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Steps To Event Planning

✓ Searching for Suppliers

Favors
Favors are the part of the event that the guests will take with
them. Find a supplier who is creative in their approach, provides
a variety of options and is experienced.

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Steps To Event Planning

✓ Searching for Suppliers

Entertainment
If it is a fun party, your guests expect you to arrange the
entertainment. You can find a lot of local talent and
established suppliers to offer quality entertainment for your
guests. Research and make your pick.

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Steps To Event Planning

✓ Searching for Suppliers

Transportation
Formal events like weddings do offer guests with a means
transport to and from the venue. Find a car service in the
local area that can provide you the best rates.

Accommodation
Events that stretch for days or even overnight should
arrange for the accommodation of the guests. You can
search local hotels, Airbnb, and many other options to grab
the most affordable deals around.

Outfits
In the event of theme parties, contact the local outfit
suppliers that can help you sort out costumes for all your
guests.

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CHAPTER III

Make It Your Own

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 Make It Your Own
Now that you know all the necessary steps involved in planning
an event, it’s time to add your personality to the program. Your
unique personality is what makes an event special. It is what
keeps your potential guests wanting to be in attendance
whenever you throw a party.
You need to add some spice, generate fun and keep your guests
entertained throughout the event. The event is planned. Now, it is
your ideas that will add character to your event. Little details can
make a terrific difference. Therefore, paying attention to details is
vital, as these details come together to create the amazing event
that your audience wants to see. Here are the tips that will show
you how you can infuse your personal touch to the event.

1. Themed announcement
Creating an entirely new experience is paramount in any event
planning process; having a themed announcement is just one
way of creating awareness for your upcoming event in a
custom way. Choose a theme that highlights your unique style.
Everyone likes new and unique things. Therefore, it is
important to infuse a bit of your personality into the event
planning. When you are organizing an event, you have to
choose a theme that identifies with your style and displays
your unique character. Your theme color and style should
express themselves in your decor, tablecloth, food, and
everything else.

2. Unique invitations
Your invitation should stand out from those of other events. Let
your style of invitation be unique, your designs, write-ups, and39
others should show how this event is different.
 Make It Your Own

3. Perfect location for your story

Get a picture perfect location for your story. Let the plot
and settings be engaging enough to entertain your
guests.

4. Customizing each aspect of the decor

Each aspect of your decoration could be tailored to keep
the guests intrigued and happy. Your decor shouldn’t be
uniform all the way. Let the various décor elements have
their own unique sense and impression while ensuring that
the overall blend is pleasing.

5. Photocorner
Choose the right setting for the event so guests can have
fun and take pictures. Add your creative touch to the props
there.

6. Hashtag of the event

Be creative and choose a hashtag to represent the theme
of the event. It must be short, unique, and easy-to-
understand. Make sure to post the hashtag near the photo
corner so that guests can share your event on Twitter,
Instagram or Facebook.

7. Detailed inspiration board

You could add more spice to your event by opting for a
detailed inspiration board. Let your board flaunt creative
write-ups that inspire your audience.
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 Make It Your Own

8. Uniquefavors
Think of a gift that will be loved by guests. It must either be
practical or have sentimental significance. You can always
add a handmade or creative twist of your own to the gifts.
That would be amazing.

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CHAPTER IV

Getting Creative

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 Getting Creative
Do It Yourself! Yes, it says it all. You don’t have to hire, employ or
pay for everything to make your event a resounding success. While
there are certain roles and functions for which you need the
assistance of specialized teams or individual, there are some
things that you can do all by yourself. Some of your event suppliers
or vendors can be easily replaced. You might want to consider the
list below:

1. Invitation
This is one of the things that you can get without spending a
dime. If you are crafty or have a friend who can assist you with
digital design, you can get a bespoke invitation for your
upcoming event.
2. Decoration
• Natural flower arrangements - A well-decorated event
venue is appealing to the eyes and having the right blend of
flowers and colors are the icing on the cake. If you are good
with flower arrangements or have a friend or family member
who can be of help, this can always fall on your DIY list. Buy
all flowers in bulk, watch YouTube tutorials and you will save
a lot of money.
• Centerpieces – The table arrangements do not always need to
be made out of flowers. Depending on the type of the event
and its theme, the centerpieces can be made from different
objects that can be easily created by you. For example, for a
marine theme event, the table arrangements can be jars with
sand and shells. For an elegant event, it can be a lantern with
a candle. You get the drift. 43
 Getting Creative

• Table numbers - You can integrate table numbers into the

story of the event. This ties the event nicely and makes
even something like the table numbers special. For a
wedding, you can make the table numbers out of
customized photo frames and place the picture of the
couple in it. For a kid’s party, you can use colored bottles to
depict the table numbers. Many other materials like paper,
fabric or even wood can be used to make table numbers.
• Tassel garland – It can be an important decorative element
if the event is a child’s birthday or a baptism party. The colors
of the tassel garland must be chosen in accordance with the
theme of the event.
• Guest book – It is both a piece of decoration during the
event and also a crucial memory after the event. It can be
a simple notebook customized with a few photos, an initial
in wood that all the guest can write messages on, or a
fingerprint tree.

3. Favors or small gifts for your guests

DIY plays a significant role here; there are plenty of solutions
to make your own favors. Custom food items come in handy
here. They can be prepared on time before the event. You can
also choose from the jars filled with different compositions such
as homemade jam, honey, candy, cocoa, or cooking salt to
seedlings or potted juicy flowers.

44
 Getting Creative

4. Cake & Candy Bar

If you, as an organizer are very good at cooking or can find
friends who would help, this can be done well as a DIY project as
well.

5. Photo Corner
It must respect the theme of the event. You can either create a
photo wall full of paper flowers, or use a background made of silk
curtains, a wall made of hanging lights and garlands or large
initials made from carton boxes. You can even use any
background that is already part of the venue. Anything from
beautifully carve pillars to fountains to wall arts will do. You can
make it your own by adding a table full of DIY decorations, lights
or some armchairs. If it goes with the color scheme, the theme or
the general ambiance of the event, you can use it.

6. Transportation
If anyone in the family owns a minibus, it is an added advantage.
You could discuss with the person to help you with the necessary
transportation for a successful event.

7. Entertainment
Do you have a family member that can replace the DJ?
Someone who is good enough to handle the wheels of steel?
Then you can assign no cost to this item on your budget. It is
indeed, a good way to save more on your event.

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 Getting Creative

DIY disasters

• While we all love to display our creative side and save some
cash in the process, try to take precautions to avoid what they
call a massive “Pinterest Fail”.

• I really can’t think of anything worse than someone who’s built

up unrealistic expectations based on what they have seen on
blogs and wedding magazines, featuring “homemade” projects
that are actually created by creative directors and professional
set designers.

• Give yourself a few practice rounds on DIY endeavors and

start any project a few months before your big day. This way,
even if the whole thing falls apart, you’ll still have time to put a
contingency plan in motion.

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CHAPTER V

Few Final Steps

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Few Final steps

For your event to go as planned, you have to put in an

intense and wholehearted effort. However, for your event to
go in line with your budget, you need to go double down and
put in maximum effort and be smart about money.

To ensure that the event runs according to the plan, make

sure that you've checked on everything from the checklist by
the date of the event. If the checklist is complete then your
event will most likely go down as planned, barring totally
unexpected circumstances.

Finally, ensure that everything is in order before the big day

And, that’s it! You are now all set to have one of your life’s
best experiences. Just one more thing!
Enjoy the party! You deserve it.

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CHAPTER VI

Confident As A Pro

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 Confident As a Pro

While organizing your own event, you may realize that you
genuinely enjoy doing this. You are doing great, and this means
that you have the right skills to turn your passion into a source of
income.
To make this happen, you must now think like an entrepreneur.

This time, you are changing sides. You are no longer a client. You
are not necessarily familiar with the people involved. That means
you need a slightly different plan.

You have to upgrade your skills to professional-grade.

That changes things. Here are the few challenges that you will
face in your journey to becoming a professional event
planner.

• How to acquire clients and forge long-term relationships?

• How to have an effective onboarding process that allows the
clients to list all their needs to produce the best results?
• How to use customer feedback to make your services
better?
• How to create a competitively priced rate card for your
services?
• How to create a network of suppliers for events and
negotiate the best rates with them?
• How to plan for contingencies for an event?
• How to take care of the legal obligations for events and your
business? 50
 Confident As a Pro

This step-by-step guide is all you need to get started on

planning a small-scale personal event. So, put your event
planner hat on, set your budget and be ready to channel your
creativity.
You are ready to plan this event!
Once you have this experience under your belt, know this -
You are only one course short of becoming a
professional event planner.
Plan this event and come back for the next issue. We will
coach you and equip you with just the right tools skills set you
need to overcome all the challenges involved in becoming a
professional event planner.
Till then, All the best!

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