Organising an event, big or small, can sometimes feel less like planning a fun party and more like solving a high-stakes, multi-variable calculus problem. Guests, weather, timing, supply chain nightmares… the list of things that can go wrong is long enough to fill a five-star venue.
And that, dear reader, is why we exist. Our job as event professionals’ is to mentally run through every catastrophic scenario so you don’t have to worry about a thing (except maybe what you’re going to wear).
But hey, you are here, which means you are either a fellow planner or an ambitious individual ready to dive in. So, let’s get planning.
The Ten Commandments of Event Planning
1. The Real Why (Intention & Goal)
“We are having a Christmas party to celebrate Christmas.” Sure, but is the goal to let loose and enjoy a cosy evening, or is it to formally thank your team for a year of stellar work? The answer is crucial. It is the difference between a pizza-and-pints casual mixer and a black-tie gala. Get the intention right, and the rest falls into place.
2. The Big, Scary Budget
You have to set a number, and you have to do it early. Event prices and “everyday” prices are two very different beasts. A bit of research is required, but the key is to be realistic about your expectations for both the budget and the guest count.
Pro Tip
Always include a contingency fund. Things will change, things will break, and it will rain (even indoors, somehow). Event managers include this as standard operating procedure because we have seen things (terrible, event-ruining things) – and we’ve learned exactly how to prevent them.
3. The Vibe Check (Structure)
Formal or informal? Drinks reception or sit-down dinner? Buffet or grazing stations? This is where you start shaping the atmosphere. Decide on the flow before you start looking at rooms.
4. Location vs. Budget (Venue Type & Location)
This is the great event planning standoff. Which is more important: a specific location (e.g. downtown core, waterfront) or staying firmly within budget? Once you decide, you can narrow down the venue type: hotel ballroom, trendy restaurant, warehouse space, etc.
5. Getting Into the Weeds (Logistics)
Time to get detailed. What time of day? How long will the event run? Re-confirm your guest numbers. What is the actual format? Dinner followed by a speech? A quiz? This is where you identify essential equipment, like staging, lighting, or the ever-critical Audio Visual setup.
This is where Ex Events comes in!
We’ll take a deep dive into your event brief to make sure your vision becomes our mission. Every detail matters – so we’ll fine-tune the flow, make thoughtful suggestions, and add a touch of insider know-how to elevate your ideas even further. Once everything feels just right, we’ll roll up our sleeves and begin the search for the perfect venue and partners to bring it all to life!
6. The Venue Hunt
Once we’ve completed our venue search and confirmed availability, we’ll pull together a bespoke proposal featuring all the best options for your event – so you have everything in one place, ready to make a decision.
From there, we’ll arrange site visits to your shortlisted venues, giving you the chance to experience each space in person, visualise your event coming to life, and make sure the flow feels just right before choosing your perfect venue.
7. The Fun Stuff (Entertainment & Décor)
Venue secured? Now for the sprinkles! Magicians, DJs, photo booths, flowers, F&B choices, branded backdrops… This stage is about turning a room into an experience.
A Word of Caution
Always, always double-check the venue’s rules for external suppliers (caterers, DJs, decorators), as they often have a preferred list. Do you want to use your favourite caterer? Make sure it is allowed!
8. The Final Countdown (Finalise)
In the days leading up to the event, it is important to check in with every single supplier. Confirm timings, double-check menus and F&B pre-orders, review health and safety protocols. This is the detail-oriented safety net that prevents an accordion player from showing up instead of the DJ.
9. Showtime! (The Event)
You did it! Now hand over the reins to us and enjoy your event. Take a breath, grab a drink, and feel the satisfaction of seeing your vision come to life – knowing we’ve got everything under control.
10. The After-Party (Post-Event)
The work is not quite done. Gathering guest feedback is invaluable. People love to feel involved, and their honest opinions will inform your next event. Evaluate what worked, what did not, and what you would never, ever do again.
The Unwritten Eleventh Step
This guide is great for getting started, but it only scratches the surface. The more complex the event, the more variables and the more sleepless nights you will encounter.
If reading “Always include a contingency” made your eye twitch, or if the thought of vetting a caterer’s insurance paperwork feels like a personal violation, that is where we come in.
We handle the messy logistics, the impossible timelines, and the inevitable last-minute crises. You handle the guest list, show up, and take all the credit.
Ready to plan a truly seamless event?
