How I plan events like a pro: my step-by-step process

Planning and styling events is something I’ve always loved, and after recently organising my sister’s hens party, I received so many wonderful compliments about the day. People kept asking, “How do you do it?” So, I thought I’d share my process for creating a seamless and unforgettable event. This is my expertise and a big part of my career, however, separate from that, I’ve always loved planning and styling events for loved ones. There’s nothing better than celebrating those who mean the most to me. Step 1: Understand the Vision

The first step is always understanding the purpose and vision of the event. Whether it’s a hens party, birthday, or corporate event, I ask key questions:

• What’s the overall vibe? (Elegant, fun, relaxed, high-energy?)

• What are the must-have elements?

• What’s the budget?

• Who’s attending?

For my sister’s hens, she wanted a celebration that captured what she loved most - summer and parties. She’s a festival lover, so I used that as the main source of inspiration and created a ‘Festival of Love.’ I even named her weekend celebration 'Bachella', a play on Bachelorette and Coachella. That became the foundation for every decision I made.

Important Tip: Always design and plan with the guest of honor in mind. The event should reflect their personality, style, and preferences.

Step 2: Create a Mood Board

I always start with a visual mood board to capture the event's vibe. I use Pinterest to gather inspiration for colour schemes, decorations, food presentation, and even outfits. I then use Canva to create a mood board that ties everything together. Having a clear visual guide keeps everything cohesive and provides a reference to reflect on when making decisions.

Important Tip: Think about the five senses when planning an event: visuals, sound, taste, touch, and smell. Every detail contributes to the overall experience.

Step 3: Lock in the Key Elements

Once the vision is set, I focus on the core elements:

• Venue: Does it suit the theme? Is it practical for guests?

• Food & Drinks: Catering, grazing tables, cocktails – whatever fits the mood.

• Decor: Flowers, signage, table settings, and ambiance.

• Entertainment: Games, music, or any interactive elements.

When thinking about all the key elements, also consider the little details that will make the event truly memorable. Each element should be significant to the overall vision and transform the event from just a party into a one-of-a-kind experience.. For my sister’s hens, some of these elements included:

• A cocktail cart serving delicious festival-inspired drinks.

• Custom signage to tie the theme together.

• Beautiful florals that elevated the entire setup.

• Tailored activities like making DIY friendship bracelets as a keepsake from the day.

A crucial part of this step is sourcing the perfect suppliers for the day, whether it’s caterers, florists, or hire companies and locking them in early to avoid missing out. Reliable suppliers can make all the difference in bringing your vision to life, so I always research thoroughly and lock in dates with my must-have suppliers as soon as possible. Don’t forget about DIY options to reduce costs, sometimes, a little creativity can go a long way in making an event special while staying within budget.

Important Tip: Don't forget to ask guests about dietary requirements to ensure everyone is catered for!

Step 4: Stay Organised with Planning Tools

Managing an event involves handling multiple details, including budget, suppliers, guest lists, and to-do lists. For this particular event, I used Notion to keep everything in one place. Having a central system streamlines details and ensures nothing is missed. My setup included:

• A budget tracker to monitor expenses.

• A guest list with RSVPs and dietary requirements.

• A supplier directory with contacts and payment deadlines.

• A to-do list with priorities and reminders.

• A run sheet to keep everything on track.

  
  

However, in the past, I’ve also used Google Sheets, which is another great platform for organising event details. Both tools offer flexibility and efficiency, depending on what works best for each event.

Important Tip: Always triple-check bookings and details to avoid any last-minute surprises.

Step 5: Execute with Ease

Before the event day, I ensure I'm across all details (from the guest list, outstanding payments to supplier drop-off times). The best way to do this is by creating a to-do list for everything that needs to be managed on the day, to ensure nothing gets missed and everything runs smoothly. On the day, I always refer to my run sheet and checklist to ensure everything runs smoothly. If I am a guest at the event, I also delegate where possible so I can enjoy the celebration too! The key is preparation – when everything is well-planned, the day feels effortless.

Important Tips:

• Schedule set-up times with suppliers that leave wiggle room for delays.

• Leave time aside to capture content (videos/photos) before guests arrive.

Planning events is about creating memorable experiences that effortlessly bring people together in a meaningful and special way.. Whether you’re organising an intimate gathering or a large celebration, a clear vision, thoughtful details, and good planning make all the difference.

Do you have an event coming up? Let me know in the comments if you’d love more tips or ideas!