Event Planning: A Step By Step Guide

Event planning can be so much work, it can be hard to know where to start! From venue booking, to invitations, to the largest seating plan and all the way down to the tiniest detail, it can be one big head ache.

Luckily, we’ve got your back! Whether you are planning a mates birthday bash, or are thinking of starting your own event planning company, here’s a step by step guide to creating that unforgettable event.

  1. Who? What? When? Where? Why?


(Photo Source: iwhapp.com)

Ah…. the five ‘w’s… as much as they may make you feel like you are back in a high school English lit class, they are pretty darn important to getting your event planning spot on.

Rather than jumping into the deep end without any tangible goal, it’s important to think about the event itself, why you are doing it and what exactly you want to achieve.

So stop Googling ‘helium balloon suppliers’ and ask yourself the following:

  • Who is this for?
  • What do I hope to achieve? (For example, if it is a business meeting, the aim may be networking.’
  • When must the event be?
  • Where should it be?
  • Why is the event happening?

2.  Team and Budget

Feel free to use this image, just link to www.SeniorLiving.Org

If you are a professional event planner, the team and budget pretty much come hand in hand. If it’s a personal event, think carefully about how much you are willing to spend.

If you are planning for a company or employer, your budget will have probably been set for you.


3. Date and Location

Wedding at the Cape Hotel | Photo by CHRIS+LYNN Destination Wedding Photographers www.chrispluslynn.com | Design & Floral by Elena Damy www.elenadamy.com credit: CHRIS+LYNN DESTINATION PHOTOGRAPHERS (chrispluslynn.com)

If your event has to be on a particular date, ring around suitable locations and see if they’re available. If the date of your event is flexible, go for the best venue that suits your event and your budget.

When choosing a location, it’s important to take the following into consideration:

  • Does it have the right amenities?
  • If you are planning for a company or workplace, does it fit their branding and company ethic?
  • The weather! Although an outdoor event may be amazing, it’s important to have a back up ‘indoor area’ in case it rains.
  • Will it bust your budget? Keep in mind that catering, entertainment and decor also need to be covered.
  • Is it easily accessible for guests?

4. Establish Partnerships & Sponsors

Sponsors are only relevant for those event planning for a company or work place! If you want to perhaps expand your budget, why not work in collaboration with sponsors who may wish to provide food, prizes, or even a venue!

If you cannot achieve sponsors, reach out to partners who will provide food, entertainment etc. Organizing these services in good time is core to all event planning.

5. Market!


(Photo Source: shareyouressays.com)

Now it’s time for the fun stuff! When marketing and branding for your event, it’s important to keep your goals and the company’s brand in the back of your mind at all times.

To start with, establish a theme for your event. Some fun theme ideas include Bollywood, 1920s and specific dinner party themes.

If you don’t wish to have a strong theme, it’s important to establish a color scheme. Although you may think that decor is a lot further down the track, branding will be much stronger if any logos, invites or social media posts have the exact same color scheme.

First of all, develop a marketing plan. This will inevitably vary between different event genres. For example, if you are planning a charity event, how do you plan to get the word out? Social media, paid advertising, print advertising and press releases are all great ways of getting your event out there.

6. The Details


Above: An Indian style wedding with our hand painted round floral table cloth.

By this point, you should have the following elements of your event organized: venue, date, food, entertainment, any prizes, any other services. Alongside this, you should have also begun to market your event in various ways.

Now imagine all of this going to plan, for your guests  to arrive at a venue with no interesting decor theme, color palette or decorations. Yep, it would certainly be boring!

An easy way to makeover your tables is with printed table cloths and table runners. Choose a color scheme that fits your events branding and your guests will be completely blown away.

Flower arrangements are also another way to uplift or add personality to any event venue.

In order to create an event your guests will truly remember, decor is a very important part of event planning! After all, you can’t taste food on the event photos!

Looking for decor for your next event? Check out our range of table runners, table cloths, placemats and printed pillows.




Rachel Holliday

Rachel Holliday

Interior design and fashion contributor at Banarsi Designs. Writer and Aussie-based fashion and personal style blogger at www.thedailyluxe.net