Hey, I have an event coming up, Andrea Lyn…can we chat? Oh my word, I LOVE talking about events and whenever someone says that line, “I have an event”, my heart skips a beat and my ears tingle with excitement…
My mind whirls with all types of questions that start to set the parameters for the whole event construction!
Most of the time when someone comes to me with an event idea they have the type of event in mind, sometimes the date and most always the theme or color scheme. My mind whirls with all types of questions that start to set the parameters for the whole event construction. The top questions I ask are always:
- Do you have a location chosen?
- Do you have the date and time selected?
- How many guests?
- What’s this event for – celebration, meeting, etc.?
- Just wait…this one is coming below…
I could go on for paragraphs about all the questions I ask about events to those starting the planning process but didn’t want to overwhelm anyone. Those are definitely just some starter questions leading to SO many more. Most of the time I ask those questions when we’re chatting in person on the street, at a function or on the phone.
Andrea Lyn
“I don’t just like to hear the facts about the event being dreamed up, I want to hear the passion and emotion behind the event”
For me personally I like to then invite the event dreamer (otherwise known as a client-to-be) into my office or a coffee shop for a more in-depth consultation…
At the consultation we can kick back together and I’m able to hear all that has been planned thus far past those top questions. Each consultation or event conversation is a lens into my client-to-be. I don’t just like to hear the facts about the event being dreamed up, I want to hear the passion and emotion behind the event.
To me, events are about the WHY. Sure, understanding the WHAT about events is huge but when it comes to having each client be a guest at their own event I want to fully understand and embrace the WHY. Working with the WHY in mind gives my team a passion for making sure that every one of their event dreams come true. Serving each client this way that relieves stress and helps them enjoy their vision – makes all the hard work worthwhile!
So, back to our consultation meeting. At this meeting we’ll talk not only about the vision but remember that #5 question I left off the list? That question cannot be forgotten and is honestly the biggest parameter when planning an event. Even though clients can often feel embarrassed to talk about it or look at me like a deer in the headlights – it must be discussed. Well, it’s time to determine the dreaded B word. What is your BUDGET?
Gathering these important non-negotiables allows us to work with you in prioritizing what gets a budget line first.
Before you get overwhelmed and frantic, think about it like this…
You’re a bride at a floral shop charged with creating your dream bouquet. A budget is set and you have almost a hundred types of flowers in front of you at the floral shop. Out of those hundred flowers, which ones are going to make it into your bouquet? Which ones are the beautiful statement piece ones? Which ones are the supporting beauty? Which are just fillers?
When talking about the budget I challenge my client during our meeting to list out their event non-negotiables. Determining these non-negotiables is just like creating that bouquet. While all flowers are beautiful and make a stunning bouquet there are flowers that you can definitely do without when it comes down to making a bouquet within the budget. So it is with event planning.
Some big ticket items for events will be (in no specific order and definitely not an exhaustive list):
- Venues
- Entertainment – DJ, band, photo booth, lighting
- Photography/Videography
- Event Planning/Coordination
- Food/Beverage
- Decor/Florals
Before you start sweating, keep hanging in there! Every event has parts to it that you don’t want to sacrifice due to budget. For some, it will be the venue. Others will revolve around the featured entertainment or activity. Another would be a specific type of food served or the style it’s served to the guests. But, I don’t ever like to start slashing holes into your event dreams. Gathering these important non-negotiables allows us to work with you in prioritizing what gets a budget line first.
Don’t give up on your event dream just because it looks impossible... find an advocate for your dreams that will ask you the hardest questions, push you to consider options and help you achieve your dreams.
So, get a paper and think of somewhere between 3-5 non-negotiable items that you must have at the event.
Once you have that list of non-negotiable items for your event then do a quick estimate of those items. I always suggest going medium to high end per item so that you don’t have to cut more items as you progress in the planning process. One of the benefits to sitting down with a planner is that not only do we know how to best prioritize event items but we can also work together to find innovative ways to make the dreams come true in a friendly way for your event budget. It’s always easier to spend more money than cut money!
Being creative with your budget is key to having a successful event. Being stressed about being creative with your budget is NOT key. We all know that stress is the biggest dream killer there is out there. Working on budgeting can be scary at the least to some while invigorating to others. Wherever you find yourself on that spectrum know that it’s okay. Don’t give up on your event dream just because it looks impossible. Keep pushing. Keep those non-negotiables in mind – they can happen even if they need to be adjusted just a bit!
My biggest encouragement to those starting the event planning process is to find an advocate for your dreams that will ask you the hardest questions, push you to consider options and help you achieve your dreams. Event dreams are meant to come true – here at Andrea Lyn Events we don’t just want them to come true though. We want you to smile at your dream event. We aim to take your vision and make it come true. If you are able to be a guest at your own event and enjoy yourself fully then our job was done well! Seeing your joy makes our work so worth it!
Want to sit down with us and talk about your event dream? We’d love to visit with you and hear all about it!
Our consultations are pressure free, dream friendly and we welcome all the vision, planning notebooks, Pinterest boards and more. Making event dreams come to life in Columbia, MO and beyond is our goal. You’re just one step closer to taking a deep breath when you sit down to chat with us. Give us a call today or go online to fill out a contact form! We can’t wait to help you envision being a guest at your own event!
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