OK, so before we go any further, “don’t overthink it,” doesn’t mean, “don’t plan thoroughly.” There’s a distinct distance between planning and being prepared, and overthinking. The idea is to take a step back from the project and to tackle each obstacle, one at a time. If you’re looking at the big picture you’re going to start panicking at the scale of the job, and once you start doing that, you’ll begin to second guess everything that you do. Stop, relax, and breathe…now let’s begin.
1 – Create a list
First things first you’re going to want to write everything down. You need to list everything that you want for this function. Whether or not you implement absolutely everything when the times comes is irrelevant; for now, you’re simply brainstorming ideas.
2 – Start checking things off!
Start with the essentials: where are you going to host the event? Can the venue help you with catering and entertainment? Is it worth hiring an event management company like Funktionality to assist you with that? Which is another important point: if you’re feeling overwhelmed by it all, there’s no shame in seeking out help from the professionals. It doesn’t mean that your surrendering complete control of the event, you’re simply getting a second (and rather expert) opinion on your plans.
3 – Hire the right staff
If you hire event staff in the early stages of the planning process, you’ll be able to gain valuable insight from experienced individuals who will have worked on many events in the past. They can offer advice as to what works and what doesn’t. For example: how experienced are you with orchestrating an audio visual (AV) set up? Don’t worry about it, simply hire a professional AV team and you’ll be able to (somewhat) relax in the knowledge that that aspect of the event is in hand.
4 – Be prepared to make sacrifices
Assuming that you’ve set a realistic budget for your event, when it comes down to making the decisions, you must be prepared to make sacrifices. By that we mean, not hiring a life-size T-Rex from the set of Jurassic Park to roll out on stage mid-performance unless you can really afford it. Get all of the essentials sorted first and if you’ve got budget left over, you can start getting a little extravagant.
Again, there’s no shame in asking for help and hiring the professionals. In fact, if you’ve a tendency to overthink things and panic then you’ll probably be better off having the support. Again, it’s all about planning, research, and taking your time. Provided that you’ve allowed enough time between now and the date you wish to host the event, you shouldn’t have too many problems. If you tackle the big picture in bite-sized chunks, you’ll definitely be on to a winner!