Planning an Event 101

We know better than anyone that there are many moving parts when putting together a successful event. Whether it’s a wedding, fundraiser, graduation or anything in between - if you’re hosting an event, this 101 guide will help keep you on track and ensure you’ve covered all of the essential details that make for a smooth and memorable event.

First Things First

Decide what is the most important part for your event – date, venue, or caterer. Start there so you can guarantee you have that vital detail secured and then plan everything else around it. Once you’ve made that choice, follow the rest of this guide according to your priorities. 

Select a date for your event:

  • Generally, you’ll want to start planning a year in advance from your event date, so having this selected will help you work backwards

    • Note: If you’re planning an event with a short timeline ahead of you - no problem! There are always ways to pull it together quickly with various workarounds. At Premier Party Rental, we’re always at the ready to help!

  • Will the date of your event fall on a holiday weekend? If so, keep in mind that some vendors charge more for these dates.

  • One (among many) wonderful things about hosting your event in Colorado is the attrition rate. In Colorado, there is a 5% attrition rate versus the industry standard of 15% - 20%.

Select a venue:

  • Does the venue have rentals onsite?

  • Will the venue give your vendors access the day prior to and after your event? This is recommended for the ease of setup & breakdown. If you do want these days, is there an additional cost?

  • Does the venue have staff to assist with setup and breakdown of your event?

  • Does your venue have enough power for your caterer, band, décor, lighting etc.?

Select a caterer:

  • Decide with your caterer what style of service will be best for your event - buffet, sit down, passed apps, family style, etc.

  • Will your caterer also be able to supply your beverage / bar service?

  • Does your caterer require a kitchen buildout along with any other rental needs for food prep and service?

  • Some caterers will have rentals available for their clients. If so, find out what they provide and let your rental company know to avoid duplicate rentals.

  • Does your caterer provide vendor meals? If so, what is provided and at what cost?

  • For the catering staff, find out how many vehicles will be expected to arrive the evening of your event and let the venue know. Encourage carpooling.

Select a tent company:

  • Decide which style tent will work best for the flow of your event. Check out Our Tents: Which One Is Right For You? to learn about tent options with us.

  • Work with your tent company to understand any permit regulations in the area where you are installing your tent. 

  • Understand and coordinate the time needed for installation and the breakdown of the tent.  Every installation and breakdown looks different, and the time needed will depend on factors including the venue access, type of tent, size of the tent, flooring, setup, etc. You’ll also want to consider the other vendors, and ensure that the tent company has enough time to get fully setup before any other vendors are allowed access and that vendors have time to break down before the tent comes down.

  • Does your tent company provide lighting and heating? (we do!) Learn how much power is needed to run these items and loop AV and the venue into this discussion.

  • Does your tent company provide staff onsite in case you need assistance? (we do!)

Select an AV / Power company:

  • Will your AV company pull all necessary permits in the area?

  • Does your AV company provide generators? 

  • How long will the lighting design take to install?

  • Will the AV company require access in the evening for setup or lighting checks in the dark? This might include proper placement of pin spots after tables are placed, outdoor lighting design, etc.

  • Does your AV company provide sound for your band? Do they charge extra to run sound checks?

  • Does your AV company provide lapel microphones and ceremony sound equipment?

  • Does your AV company provide staff onsite in case you need AV-related assistance?

  • How long will your AV company need for breakdown?

  • Does your AV company charge extra to breakdown the same evening? This may be required by the venue to ensure the tent is ready the next day for breakdown.

Select a rental company:

  • Does the company setup / breakdown your items? (we do!) If so, what is the fee to have them do this for you?

    Does your rental company charge extra for a same-night, after-hours pick-up if required by the venue? Premier Party Rental charges an additional premium fee for this service. For us and most other rental companies, this fee is at a premium due to labor laws. This service requires staff to work overtime and therefore is more costly to the rental company and to the client.

  • Coordinate with your venue as to when rentals can be delivered and picked up.

  • Coordinate with your own event team to assign someone to be responsible for the rentals. This person will meet the rental company onsite to count in and count out your rentals. Review your contract to understand the terms about who’s responsible for any missing or broken items.

Select a florist:

  • Will the florist be available onsite to setup your arrangements in place, and breakdown after the event? If so, what is the fee to have them do this for you?

  • For a wedding, does your florist move arrangements from ceremony to reception during your event? If so, what is the cost for this service?

  • Will your florist pin boutonnieres for you?

  • Does your florist provide same-night, after-hours pick-up of all arrangements? If so, is there an additional fee for this service?

  • Does your florist charge for any missing vases? If so, what is the fee?

Select a musician, band, or DJ:

  • Does your musician provide their own PA / sound equipment?

  • Does your musician require accommodation after performing?

  • Does your musician require a separate staff meal?

  • Does your musician require breaks? If so, how often and for how long? You may want to coordinate your musician’s breaks or mealtime during speeches or presentations.

  • Does your musician require a vendor tent or any rentals? This could be mirrors, tables, chairs, a coat rack and hangers, etc.

If you’ve made it through this entire guide, then you are more than ready for a successful event! This is a great starting point to ensure all of the essential details, timelines, and setup considerations have been made. If you have an event planner, work through this list with them.

Happy event planning!

Colleen Hickman