Here are two additional suggestions that my assistant swears by:
11. Binder – Before you even make one phone call to a vendor, get a 2 or 3 inch wide binder and create sections for correspondences, contracts, contact information, bills/receipts/checks, invitation/signage drafts, other miscellaneous items. Organizing your event information this way puts everything you need at your fingertips, so you won’t be scrolling through an endless inbox or searching a cluttered desk for that message from the site manager or a bill from the caterer.
12. If you work with a nonprofit organization and you want your event to raise money for the organization, she recommends the book Black Tie Optional: A Complete Special Events Resource for Nonprofit Organizations by Harry A. Freedman and Karen Feldman. The book is set up so that you can read individual chapters and get the information you need without having to read the entire book. It breaks down all that you need to do and not do so that your nonprofit organization’s event makes money to support the organization’s mission. Just be sure to get the second edition that was published in 2007. An earlier version of this book was published in 1991 and copies of that version are still available for sale.
Yes, special events can be a lot of work and then some. But advance planning, organization, and comfortable shoes will go a long way in making the special event a great success.
Roussel Cotaya, Linzy “10 Ingredients to Make Your Event Execution Easy”, PR Breakfast Club, May 22, 2012. <https://prbreakfastclub.com/2012/05/22/10-ingredients-to-make-your-event-execution-easy/>