Here's How to Throw the Perfect Event. Step by Step

A Checklist for Planning Your Next Event or Party in Steps

When you have a great idea to throw a party, there are a few things that happen. First, you get inspired. Then, you start to get excited because you know this is going to be a great party. For people who aren't event planners, they start to feel panicked because they don't know what to do next!

I can help you plan the best event ever! Based on best practices in event planning, here’s what works and what doesn't. Let’s get started with some tips on how to plan an event that your guests will never forget.

There is a lot more to planning an event than just the guest list, invitations, food, and music. These are important parts of any event, but you need to plan out some other details first. For example, how will people get there? What will the food be like? Have you considered a Toronto Event Space Rentals?

Set an Intention for Your Event

What is the purpose of your event? This will be the most crucial question to consider since it will assist you in determining what to do next. After all, you're not simply having a party for the sake of it. You'll probably want to promote something, such as a new product or your business. Perhaps you'd want to attract more consumers or commemorate an achievement. No matter why you're throwing the party, knowing what it's about can help lead you in the right direction. How to host an event!

Choosing the Date

Be open-minded, and give yourself a few date selections. Remember to think about who your target audience is, the type of event you're hosting, as well as your projected budget. Your date may help to keep some costs in check. Sundays through Thursdays have the biggest cost savings; whether you're throwing a conference or launching a product, November through January are busy months because of holidays. If you're arranging a wedding, Sundays offer the best pricing discounts, as well as Fridays.

The popularity of Fridays, on the other hand, is increasing. The months of May through October are the peak wedding season in Toronto, and they will provide you with little savings at best. Saturday is generally the most expensive day to host any event. When narrowing down your dates, look for what events may be taking place in and around the city during those days. This brief search might show whether sold-out hotels, increased traffic and road closures, or direct competitive activities play a significant role in guest attendance.

What's the Budget?

The bottom line is always on our minds. I frequently bring this subject up, and I strongly advise keeping it in perspective. Consider if you're looking for a Gucci-type of experience. If that's the case, a budget for Walmart goodies might land you in some hot water. Being honest (seriously) about how much money you have to spend will make your planning process go more smoothly.

There are various methods to assist with a buffer for the budget, such as sponsorship and ticket sales, but if these aren't options, out-of-pocket expenditures should be a figure that you can afford. Keep in mind that Toronto is an expensive city; we have some fantastic talent and, let's be honest, who doesn't like being paid fairly?

Have I sufficiently drilled home the fact that your budget is real yet? Planning a party if you've never done it before may seem pointless. If you want to avoid sticker shock, don't be afraid to ask around, conduct your own research, and get estimate costs so you can save money on event services.

Who's Invited?

During the preliminary planning stage, calculating your rough guest count in advance will help you choose the sort of venue you'll need and whether or not you'll have to revisit your budget. Consider the sort of guest list you'd want to keep. Are you aiming for an event that's more exclusive, or one that is more inclusive, taking into account that the style of event you're hosting will usually result in invited guests equaling only half of the actual attendees.

What's the Theme / Concept / Vibe?

That may appear to be the simplest thing, however I find that it takes some time to really narrow it down in depth. To assist my clients, I send them a simple questionnaire with questions on their company's brand and fundamental principles, as well as event aspects they've disliked versus liked from previous events.

Simply calling your event a Venetian carnival may be appealing, but dig deeper. What do you want your visitors to think about? We live in an age of extraordinary experiences. We want to genuinely feel something. Your event is one of the best methods to get inside your visitor's mind and leave a lasting impression on them – your brand's story.

Make Sure to Secure Your Venue!

When it comes to planning your party or event, booking a venue is one of the first things you should do. However, if you don't have an obligation to a certain location, I frequently suggest booking your space after you've determined your event concept. If you want an opulent celebration, for example, renting out a neighborhood pub may not be the ideal solution.

Toronto is witnessing an increase in events venues, as well as the creation of many more one-of-a-kind places. Whether you pick an outdoor location, a raw, blank canvas indoor event venue, or a traditional ballroom, the venue plays an important role not just in your event experience but also in your budget. If you're renting out an empty spot and will need to build it from the ground up, you can expect to have to rent and haul everything in yourself. There may be additional costs associated with:

Tables and chairs, microphones, speakers, stages, sets, staff on call, caterers, tents if the event is outdoors, etc.

Finally, I'd like to add that tenting; I can't tell you how frequently I hear, "It's not supposed to rain, and a tent is not required." In Ontario, it sometimes appears as though we endure all four seasons in one week. It may be sunny one minute, and the next it might be raining heavily. If your event takes place outside and allows for it, use a tent. You'll avoid some potentially expensive disasters by doing so.

Who's Going to be on Staff?

If you want to have a stress-free life, figure out who will be responsible for what as soon as possible. I swear! If none of the previous factors has driven you to call an Event Planner right now, bravo to you because you are a tenacious, hardy cookie! Having said that, let's get down to business and help you plan your fantastic event! Make a list of who will be in charge of each activity. Form your team and make sure everyone is on the same page with the same aim in mind. To be honest, there are many areas where professional assistance may be required:

Event Planning, Venue Management, Marketing, Communications, PR & Sponsorship, as well as Event Day staff such as Volunteers, check-in staff, ticket sales, greeters, etc.

From the time it rains to 24 hours later, you need a plan in place. This will take into account everything from how many guests you expect to your venue's limitations on traffic flow and parking availability. A committee or group of volunteers, or subsets depending on the size of your event may be crucial!

Drinks & Yum Yum!

Few things will stick in your guests' minds when it comes to an event experience; food and drink are one of them. Consider that last get-together where it took you over an hour to obtain one beverage. How about whenever you looked around, there was something new and delicious to try? Exactly. Now, think back on this.

What is the best way to utilize your space? How should you decorate it for maximum impact? What does good taste and etiquette look like at your wedding reception? There are several things to consider while deciding what route to take in the food and drink industry; plated dinner, interactive food stations, passed hors d'oeuvres. Always get advice from your caterer so that you have enough food for your guests and plan a dining experience that is appropriate for your epic event as well as demographic.

When it comes to beverages, there are a variety of methods to accomplish this. Will you have an open host bar, cash bar, or a mix of both – a few drink tickets and then cash bar? Perhaps you're thinking about only having a wine and champagne bar or a craft beer station. Maybe you'd want to go down the route of my favorite experience - an open bar with premium shelves, endless cocktails. Seriously, nothing beats a fantastic cocktail! You have many alternatives to choose from based on your budget and type of event.

Are You Getting a Sponsor?

Sponsoring events can be extremely helpful. For one thing, they might be showcasing a new and innovative service that adds an interesting element to your event. Second, they may give you with a lump sum payment. Sponsorship helps you save money in either case by maximizing your budget.

Always think about what the benefits are for a potential sponsor before approaching them. Always ask yourself, "what's in it for them?" Getting a thorough answer to that question will help you land important players and major sponsorships. You'll need to give your dedicated sponsors something of value. The days of slapping a logo on a step-and-repeat are long gone. Get creative and find ways to get your sponsors in front of possible customers so they can display their products.

If you're having trouble determining true value, don't be afraid to have a talk with potential sponsors or even local businesses about what they think they'd get the most out of it. Whatever path you choose, keep in mind that a satisfied sponsor is one who becomes a returning sponsor.

Invites, baby!

Determine whether or not you want an exclusive, or a come one, come all party after deciding how many people you can fit. If you're leaning toward exclusivity, make sure to include any possible plus ones in your budget, and be sure to mention that it's an invitation-only event.

Your invitation will be the first thing your visitors see. This will establish your guests' expectations of what the event might be like as well as set the tone. I propose keeping your invitation wording as basic as feasible and only including essential information. There are a few things that every invitation should include, regardless of style or occasion:

Event Date, Time, Location, RSVP date, RSVP contact information, Map or Directions, Parking availability, Ticket price (if applicable), Host name, Dress code (if applicable), as well as Sponsors if there are any.

It's easy to personalize the invitation style to match your event theme, demographic, and kind of event. It may be an e-vite or a letter mailed out physically. There are a plethora of fun and unique ways to send out invites, and a fantastic invitation can really get people amped for the party!

Decoration, Florists, Designers!

You can create a dining room that is as lovely, distinctive, and bespoke as you want. From the style to the color palette to the furniture, it's all up to you! The possibilities for décor and design are truly limitless! Get creative with your decorating and have fun! I believe lighting is severely underappreciated. There's a psychological aspect to how colors influence our emotions; why not put that knowledge to good use when setting the tone for your event?

Transforming walls or buildings with gobo (stencil) lighting is a great way to make your event unique. I adore floral designs, and they are at almost every party for good reason! These are some of the elements you'll want to think about while planning your event.

Audio/Visual/Speakers/Mics/etc!

One of the most ignored yet crucial event elements is sound and vision. Some locations, on the other hand, may have their in-house experts or preferred event partners on call. If not, you'll need to get someone who knows all technical elements and can give you a lot of information about what you should be concerned with.

When you start a catering business, there are a lot of things to consider. You'll need to figure out which equipment and software you'll need for your live feed; the number of guests you expect on any given night; whether or not alcohol is served in your location; if everyone will be eating at one central location or splitting up into tables (and if so, how many people per table); whether or not plates and silverware would be needed (most likely yes but it's something to check into anyway) ... I'm no audio/visual expert, as we can plainly see. So do what I did: hire experts.

Getting People Registered, then Checked In!

Finally, when it comes to guest experience, this reminds me of center-of-attention. What is the season? What time of day did you arrive? How many people are you expecting? How can we make sure your guests get in without a hitch? Make certain that you have enough personnel on hand to handle check-in, as all of them should be familiar with your check-in procedure. It's no fun waiting in line.

During the winter, for instance, guests can start to get chilly after going from a heated location inside to an area that is already cold. You should anticipate what may or might not cause delays when your clients are checked in and plan accordingly - especially if you're checking them in outside. I can tell you from personal experience that leaving a guest standing outdoors — exposed to the elements — while they wait to be let into the building is a mistake. I always consider how I would feel in each scenario. If you're outside during the summer months, consider using heat lamps. If it's sweltering out and guests are starting to become hot, provide them with paper fans or mist machines to keep them cool.

Logistics - Parking and Accessibility

Parking can be one of those things we despise. There might be worry about a lack of parking capacity, whether it's because you're in the center of town or the on-site parking lot is insufficient. Whatever the case may be, people appreciate being informed ahead of time. Providing directions for the nearest off-street parking facility is another option if money permits. It not only saves your guests time, but also makes them feel special. Who doesn't like feeling pampered?

People Demand to be Entertained!

It's amazing, isn't it? Music has such a powerful ability to affect us. The way a certain song may instantly change our mood or encourage us in so many ways. Now, consider generating that energy at your event. I believe that entertainment and music can too often be overlooked as afterthoughts when – in reality – they may be one of the most essential components of your event, depending on your occasion type. Of course, this depends on the type of event you're having.

Hiring someone who is familiar with your style, demographic, and type of event is just as crucial as the entertainment you select. Some live bands that always bring the dancefloor vibes are on point when it comes to keeping the party going, while other DJs work well with live musicians.

Professionals understand how to read a crowd. I can't emphasize enough the significance of that. Whether it's a DJ, live music, dancers, magicians, or aerialists, I enjoy providing variety in event entertainment because it only enhances the guest experience for me. For me, seeing how guests react is what it's all about.

Will You Need Permits or Licenses?

When it comes to the exciting topic of permits, licenses, and the mountains of paperwork that come with an event, nothing is ever simple. Inquire about every conceivable condition. If you believe the question is stupid or unreasonable, it probably isn't, and double-check there will be a form that must be completed for it. I assure you this isn't a joke.

Consider the music you'd want to have playing at your event. In Canada, specifically, obtaining a license is required. If your venue doesn't already give you with a SOCAN license, you'll either need to obtain one yourself or figure out who among your music suppliers will. Another simple one is your liquor license; often times, as the caterer or venue, it's provided to you by yourself. You may be responsible for obtaining it in other cases.

The city permit is by far my favorite. It pertains to anything and everything, from being able to snap photos in public, on the streets, or closing down a sidewalk, alley, road, selling items at an event, and so on. Always inquire about any permits you may need since you're very likely to require one for something and if you forget it

What's the Overall Vibe of the Event Like?

In today's world, we live in the age of experiences. Everything we do, create, or invest time in is intended to elicit a reaction from us. My primary focus has always been to produce an unrivaled event experience. All of the things I've said previously are included within an overall event experience. It stimulates our perceptions, emotions, and should leave a lasting good impression on people by making them feel good about themselves.

Pay the Price or Pay It Twice - Hire Pros!

Last but not least, seek out experts that have first-hand experience performing the service you want them to perform. If you've done your homework, read great reviews, or received a good referral, be sure and trust your specialist will amaze you with their level of service and final product.

Now that you know how to plan the ultimate event... why not take a look at a few options that you might enjoy?

The Top Event Space Rentals in Toronto

1. Toronto Event Space Rentals

$$ - Up to 25 people

Toronto Event Space Rentals is a venue that can host a few dozen people and is in a cute boho-inspired decor loft space in Leslieville Toronto. This is just 4km East of the downtown core with plenty of parking, friendly and hyper-responsive staff who will solve any issues for you ASAP.

There's a functional kitchenette with a double sink, fridge, stovetop, oven, and microwave, a private washroom and restroom facility, a makeup and styling vanity, and a ton of decor, selfie-worthy furniture, bar tops, cool lights, plants, and a ton of auxiliary tables and chairs if needed. Oh, and there's a projector there with a screen too!

2. Casa Loma

$$$$ - Up to a few hundred people

What's nice about Casa Loma is that it is a historical Toronto event space. It has a lot of character and is perfect for larger events.

Casa Loma was originally built in 1911 by Sir Henry Pellatt, a very successful Toronto businessman. When construction of the castle was complete, it cost nearly $3.5 million to build (the equivalent of over $70 million today). The castle featured secret passages, an underground garage, a bowling alley, and a 100-foot long pool.

Sadly, Sir Henry's business ventures went bankrupt in the 1920s and he was forced to sell Casa Loma. The new owners turned it into a hotel, but it soon went bankrupt as well. In 1937, Toronto's city council bought Casa Loma for just over $100,000 and turned it into a museum.

3. Roy Thomson Hall

$$$$$ - Up to Thousands of People

Completed in 1982, Roy Thomson Hall is Toronto's premier concert hall. Named after the late Roy Thomson, the founder of Thomson Corporation, the hall was designed by Canadian architect Arthur Erickson and is home to Toronto's Symphony Orchestra. The hall can seat up to 2,500 people and has been the venue for many famous performances, including the Toronto debut of Leonard Bernstein's Mass.

4. The Rogers Centre

$$$$$$$ - Tens of Thousands of People

The Rogers Centre, originally known as the SkyDome, is a sports and entertainment complex located in Toronto, Ontario. The stadium was completed in 1989 and is the first retractable roof stadium in North America. The Rogers Centre is home to the Toronto Blue Jays of Major League Baseball (MLB) and the Toronto Argonauts of the Canadian Football League (CFL). The stadium also played host to the 1992 and 1996 Summer Olympics.

Conclusion

So there you have it, a bunch of different options based on the size of your event, now you can't go wrong!