tips that are going to help you remain organized

Are you considering a large-scale party or event in the future?

Are you wondering about keeping track of guests, ideas, materials, decorations, and other details?

Below are some tips that are going to help you remain organized

Choosing a note-taking method that works well for you

Are you the type of person who prefers taking notes using paper and pen or do you prefer using a laptop or tablet?

There is no wrong or right when it comes to taking notes; the important thing is making sure you can access and make changes to the information without any problem.

Whether you choose to use a text editor on a laptop or tablet or you use a spiral-bound notebook, you need to date and update the notes regularly so you can easily access the information you need.

Brainstorming ideas as soon as possible

When you are organizing a large event, time is at a premium. The sooner you start to plan the part, the better for you.

Note down any ideas you might have regarding decorations, themes, food/beverage options, invitations, music, etc. You don’t have to worry about organizing the information now, the goal is trying to get as much as possible noted down on paper. You have time to edit, delete, and add-on to the items.

Organizing your thoughts

You most likely now have many ideas for the event. This is the time to begin organizing everything. Which thoughts and ideas go together? When you are done organizing your thoughts, you should start making a list of items you need to purchase, or tasks to complete. If you are planning to have an outdoor barbeque, you have to make a list of food you need to buy, decorations, and cooking supplies.

Creating a timeline

If there are many activities that are going to take place at the event or part, when are they going to happen? It is going to be hard to present awards when the guests are in the buffet line for their dinner. You should have a timeline for the event, and make sure that all the different activities have been plotted. Is there enough time to prepare for the different activities?

Don’t keep track of details in your head

There is a limit on the amount of information you can store in your mind at a given time. You don’t have to waste your energy and time trying to remember something, just not things down. This is the same thing when it comes to details that need to be checked, concerns, or questions that need to be addressed. If you doubt anything, just note it down.

Creating a reference document

You should have a master reference document put together that contains the lists and important details relating to the event. This includes time and date, the event location, guest and invitation information, and also important email addresses and phone numbers.

Making a centralized storage location

You should have some space where you can store items relating to the event. If you store items in the same location, it becomes easier to keep tabs. You can store everything in this area, from supplies to signage and decorations, brochures, favors, and flyers.

Assigning specific tasks to the event or party helpers

There is a good chance there are many people helping with the event. You should make the best out of the help you get by identifying tasks and roles they can help with. Who is going to help you with a given task or activity? For example, who is going to handle decorations from,  marketing of the event, or preparing and plating food?

your communications

Effective communication is one of the most important things when you host a large function. You need to clearly speak about any concerns and your needs. Giving explicit instructions or even writing them down ahead of time for the helpers is going to help them a lot. You also need to let them know who they can turn to if they have any questions or concerns.

Having a backup plan

You need to have a backup plan because it is going to give you something to fall back on if things don’t go how you planned. You should have a plan that will help you if there are any delays or if some supplies miss when you need them the most.