5 Top Tips For Planning An Event

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You’ve been given the task of event planning but where should you start?

If you’re not an event planner, the job of organising an event can often be quite overwhelming. You may find yourself putting together to-do lists, searching the Internet for ideas and spending a good amount of time trying to find a venue, one that can accommodate your needs and suit your budget. There re so many things to consider.

We’ve been organising events across the UK for the last 6 years, everything from Collection Launches, Film Retreats, Awards Evenings, Christmas Festivals, Weddings, Trade Expo’s and Business Celebrations, so believe us when we say there are tried and tested techniques that ‘WILL’ make your event planning so much easier.

We work with event venues across Devon & Cornwall training the owner's and their staff in wedding & event management and our team have experience in planning over 800 events. The tips we are about to share, are the foundations and initial building blocks for any event no matter how large or small, we use them day in and day out as part of the event planning process.

So here are our TOP 5 TIPS to get you well and truly started with planning your event.

  • Set Yourself targets

Always start with a clear idea of what you want to achieve. In this instance, what is the event? What would you like the end result to be? This will allow you to be targeted with how you plan out the event and source suppliers and budget both time and resources.

  • Check Dates

When would you like the event to happen and where is your preferred location? Make a list of dates that would potentially work. If your planning a celebration event avoid other public celebrations like Fathers Day, Christmas Eve or The World Cup Finals. If you are planning a business event, do a search for business events in your County on that date, check what comes up. Ensure you pick a couple of viable dates that don’t clash with your competitor's events. You want your event to be well attended, give yourself the best possible chance.

  • Decide where would you like the event to take place?

You need to have a good idea of your ideal location and then put together a tick list of what you NEED and what you WANT the venue. If the venue is your place of work or private house then make a list of the facilities you have and any additional that you may need. If you are sourcing the venue this will allow you to create a list of your top 3 to visit and request quotes.

  • Setup an event spreadsheet

This will be probably one of the most important things you do. This spreadsheet will allow you to manage time, jobs, budgets, suppliers and planning. It doesn’t need to be anything crazy, often simple is best. Have a sheet with the event timeline and tasks with who is completing them and when, a sheet with the event day setup and timeline on for you to fill in as you go, a sheet with the supplier types you need then populate it with contact details, quotes and final pricing and a final sheet for the budget. You can prioritise jobs by highlighting them in the timeline with urgent in a different colour, for quick reference.

  • Budget

If you are planning this event for you, make sure you set yourself a realistic budget to work with. If your boss has given you this role, ask them what the budget is and try to manage their expectations with the budget you have been given. Allocate out the budget to the various elements of the event that have costs associated with them. If you aren’t sure how much something is likely to be, request quotes. You will soon get an idea of whether it will work within your budget or if the event design may need to change. Keep the budget up to date, putting in actual figures as and when you have them.

These 5 simple steps will allow you to start planning and organising your event, there will be many other elements you may need to consider, these will stand you in good stead. 

If you feel you need more assistance then contact me on me@hazelparsons.com or call 07900954051.

On the search for your perfect event space, check out Lacuna

NEW The Wedding Venue Academy - Coffee & Chat Event

The Wedding Venue Academy Coffee and Chat Event Chycara

We have received so many requests to organise a wedding venue informal networking event and advice session, So here it is…

On Tuesday 23rd July Chycara will host our very first informal wedding venue academy, coffee and chat event from 10am - Midday. This event is an excellent opportunity to chat with other wedding venue managers and owners based in Devon and Cornwall, explore this beautiful venue and meet a few industry experts who will be there on the day offering support and advice on:

Wedding legislation

Venue Marketing

Sales Techniques and day to day wedding business problem solving

***Spaces at this event are limited so please book early to avoid disappointment.***

This event is FREE to The Wedding Venue Academy Members or costs just £5 per person to non-members.

Book your tickets here

Are you a member of our Wedding Venue Academy Facebook Group yet? If not you should be, it’s free to join and gives helpful advice and tips each month for you to use. Find out more here . It is completely FREE to join.

Highlights From The 2019 South West WedMeetup

Informing the UK’s wedding industry, connecting wedding professionals, showcasing wedding businesses, marketing workshops and more!

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Earlier this year we ran our second South West WedMeetup at the Deer Park Country House partnering again with the super lovely Jenny Wren Weddings and Event Planning.


We founded the WedMeetup events in 2013 after realising a real need for industry-specific seminars and networking. In 2014 we decided to partner with Jenny Wren Weddings and Event Planning to offer the WedMeetups on a more regular basis, following strong demand. Since then the events have grown, evolved, flourished and developed a strong client following across the South West.

The 2019 South West WedMeetup saw us welcome both familiar and new faces and allowed us to introduce and connect wedding businesses, venues, planners and venue owners to a range of speakers and industry experts. Over the two days, we heard presentations from Sarah George from Bride Magazine, Terry Lewis from Wedding Marketing Mastery, Sam Moore from Wild Tipi, Kylie Carlson from The Academy of Wedding & Event Planning, Aleisha McCormick from Bridechilla and Janie Cooksley from Lower Barns, covering a range of different subjects from ‘How to Stay Focused & Motivated in Your Business’ to ‘Digital Marketing’ and ‘How to Inspire Brides to Book’ to name just a few.

Attendees also had the opportunity to participate in a live Q&A session with industry experts including Yvonne Morris from CloudLegal, Brendan Sleeman from WED Magazine, Mark Worden from MiHi Digital and Nicola Le Couteur Bisson & Denise Whitehair from The Cornish Celebrants and our team of consultants.

A new aspect to the South West WedMeetup this year was to offer sessions where attendees could book to ‘Meet the Experts’ of a variety of business areas including Tracy Kendall from Keeping it Vintage discussing ‘Wedding Trends 2020’, John Harvey from The Samphire Club discussing ‘Networking’, Venetia Norrington Photography discussing ‘Visualising Your Brand’ and Craig Bracefield from Bracefield Films discussing the ‘Power of Video’. Other topics covered were ‘Advertising’ by Brendan Sleeman from WED Magazine, ‘Upping Your Conversion Rates’ by Hazel Parsons Wedding & Events Consultancy, ‘Importance of Your Brand’ by Heather Skjervik Graphic Design, ‘Working with a Wedding Planner’ by Jenny Grandlund from Jenny Wren Wedding & Event Planning and ‘Stress Management & Wellness at Work’ by Charlotte Lodey from The Palm Tree Club.

The event was captured on camera by Venetia Norrington from Venetia Norrington Photography and on video by Craig Bracefield from Bracefield Films.

Click image below to see more!

Find out more about the WedMeetup events and keep up to date with our forthcoming events over at www.WedMeetup.com

You can follow the event on Twitter or Instagram following the #SWWedMeetup hashtag.

Each WedMeetup is headed up by Industry Gurus covering a range of informative topics created specifically for wedding businesses. This combined with our kick-ass approach to networking allows you to learn new skills, build new connections, generate referrals and take bookings.


New For January 2019 - The Wedding Biz Surgery

The Wedding Biz Surgery - Hazel Parsons

We haven’t left the fabulous wedding suppliers out. Oh no, we just wanted to create consultancy sessions that would allow you to get the most out of it for your business. The Wedding Biz Surgery will give you access to a 30 minute 1:1 appointment with one of our wedding biz doctors completely free of charge, in fact all you need to do is book your appointment time. The surgery will take place on Tuesday 29th January at the Penventon Park Hotel in Redruth, Cornwall you can either attend in person or request a call.

Book your appointment here

NEW for January 2019 - The Wedding Venue Surgery

The Wedding Venue Surgery

We have just released the first Wedding Venue Surgery date, it’s taking place on Tuesday 22nd January at the Penventon Park Hotel in Redruth, Cornwall. So what does this mean? This means you can access 30 minutes of 1:1 time with one of our expert venue consultants completely free of charge all you need to do is book your appointment time.

Book your appointment here