Tips For Planning Your Next Event

October 25, 2023

Looking for tips to plan your next event? We’ve got you covered! At Eynesbury Estate, we enjoy planning all types of events. From small and intimate gatherings to corporate functions or grand weddings, we’ll help make organising the day a breeze. In this guide, we’ll share our tips, tricks and tactics to execute the perfect function, covering everything from choosing the right venue to event coordination and reducing planning overwhelm.

What is an event plan?

Before we dive into how to plan an event, let’s start with the basics – what is an event plan? Think of an event plan as your overarching checklist, roadmap or strategy outlining every aspect of the event, from planning to execution, ensuring you’re on track for the big day. 

How to get started with writing a plan?

Regardless of the type of event you’re planning, spend time writing a plan before you do anything else. You’ll need to consider the obvious details like the guest list, budget, date, time, location, and logistics, such as catering, entertainment, and marketing. You’ll also want to think about the following four decisions: 

Define your objectives: Why are you hosting your event? Is it to celebrate a milestone, raise funds, or enjoy a social gathering? Knowing your goals will help you make important decisions and guide your planning. 

Gather inspiration: Once you know why you’re hosting your event, it’s time to add personality by finding inspiration from similar events. Pinterest is always a great place to start, or trust your gut instincts and plan an event you know your guests will love. 

Marketing/guest invites: Depending on the type of event, you need to think about how you’ll let people know about it. You’ll need to send invites for a wedding, while public fundraisers may need a marketing plan and budget. 

Timeline: We recommend working backwards from your event date to establish your timeline. As you make decisions, for example, around catering, music, venue hire and more, you can add specific dates and deadlines to your event plan. 

Why is an event plan important?

Even if you’re a seasoned event planner, creating a detailed event plan is essential before starting anything. Here are a handful of reasons we swear by having an event plan by your side at all times: 

Improved efficiency: having a plan provides clarity, streamlining processes, speeds up decision making and reduces stress or potential hiccups.

Budget control: nothing throws a budget in the red like not having a plan. While it can seem fun to throw an event together with little thought, rushed decisions often lead to mistakes, which can be very costly. 

Better guest experience: if you’ve ever been to an event, you can quickly tell which have been meticulously planned and which have been quickly thrown together. Those small details and thoughtful decisions make an event enjoyable and extra memorable.

What are the different types of events?

The most important thing to consider when planning a function is the type of event. While organising a wedding or big corporate fundraiser could take months, small and intimate family occasions could be assembled in only a few weeks. Here are some of the most common gatherings we organise at Eynesbury Estate and tips for you to consider. 

Small Functions

Small functions refer to intimate and private gatherings, typically with close friends, family or colleagues. When planning these events, focus on creating a cosy atmosphere where people can easily mingle and relax. 

Top Tip: Tailor your event to reflect the interests and preferences of your guests, add a touch of personalisation and book smaller function rooms. 

Large Functions

When you think of large functions, weddings, conferences, and fundraisers usually come to mind. These events typically require extensive planning, including booking large function rooms to accommodate 50-1,000 guests.

Top Tip: Get in early. If your heart is set on a specific location, the earlier you can book, the better. Larger function rooms are usually in high demand, so secure your venue early to avoid disappointment.

Corporate Events

Anything from a monthly board meeting to conferences or the annual Christmas party would be considered a corporate event. When organising business functions or corporate event planning, keep it professional and choose a work-appropriate venue. 

Top Tip: Consider the function amenities and whether they can cater to your needs. For example, do they have audiovisual equipment for presentations and speeches?

Party Planning

Parties, unlike other events, are all about fun and celebration; think birthday parties, Halloween celebrations or anniversaries. Excellent party planning involves choosing a venue that aligns with the party’s theme or the desired atmosphere.

Top Tip: Think outside the box and be creative. Choose a space to match the number of guests and consider incorporating interactive entertainment like photo booths or live music. 

Kids Party Planning

While it’s kids’ parties need to be fun, they also need to be safe. Go for child-friendly venues with enough space for games and activities and room for kids to run around.

Top Tip: Have fun, get creative and let the children’s age and interest determine the location, venue and activities. 

What to consider when choosing an event venue?

Selecting the right venue is arguably the most important decision in planning a successful event. Here are some considerations to keep in mind:

  • Location: Choose a conveniently located venue for your guests, with ample parking or accessibility via public transport.
  • Capacity: Ensure the space comfortably accommodates your expected number of guests with just enough room to spare.
  • Amenities: Check if the venue offers essential amenities like catering services, audiovisual equipment, and accessible bathrooms. 
  • Ambience: The venue’s atmosphere should align with the event’s theme and purpose.
  • Budget: Make sure the function room fits within your budget, considering the rental cost and any additional fees.
  • Flexibility: Assess the venue’s flexibility regarding setup, decoration, and catering choices.

Learn more about booking an event

Ready to book your dream event space? For more information on booking our function rooms or exploring our wide range of services, please visit our events page. Or contact our team, who will happily answer any planning or event coordination questions.