{"id":18486,"date":"2020-05-12T10:49:33","date_gmt":"2020-05-12T15:49:33","guid":{"rendered":"https:\/\/www.qceventplanning.com\/blog\/?p=18486"},"modified":"2020-05-12T10:49:33","modified_gmt":"2020-05-12T15:49:33","slug":"always-follow-these-8-event-planning-rules-on-the-big-day","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2020\/05\/always-follow-these-8-event-planning-rules-on-the-big-day","title":{"rendered":"Always Follow These 8 Event Planning Rules on the Big Day!"},"content":{"rendered":"<p>As a <a href=\"\/blog\/2020\/03\/the-job-description-of-an-event-planner\/\" target=\"_blank\" rel=\"noopener noreferrer\">professional planner<\/a>, you know there is nothing more exciting (and admittedly, more stressful) than when the day of the event finally arrives. After all, you\u2019ve spent weeks \u2013 often, months \u2013 planning every last detail for your client. Now, it\u2019s time for everything to come together and bring your client\u2019s vision to life.<\/p>\n<p>Needless to say, there\u2019s a lot at stake! To best ensure that things will run as smoothly as possible, it\u2019s important to remember 8 critical rules that every <a href=\"\/career-training\/starting-an-event-planning-career\/\" target=\"_blank\" rel=\"noopener noreferrer\">event planning<\/a> pro needs to follow on the big day. Let\u2019s take a look at what these rules are, and why they\u2019re so important!<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2020\/05\/always-follow-these-8-event-planning-rules-on-the-big-day\/#1_Eat_breakfast\" >1. Eat breakfast<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2020\/05\/always-follow-these-8-event-planning-rules-on-the-big-day\/#2_Check_in_with_your_client\" >2. Check in with your client<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2020\/05\/always-follow-these-8-event-planning-rules-on-the-big-day\/#3_Arrive_to_the_venue_early\" >3. Arrive to the venue early<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2020\/05\/always-follow-these-8-event-planning-rules-on-the-big-day\/#4_Stick_to_the_schedule\" >4. Stick to the schedule<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2020\/05\/always-follow-these-8-event-planning-rules-on-the-big-day\/#5_Make_sure_everythings_where_it_needs_to_be\" >5. Make sure everything\u2019s where it needs to be<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.qceventplanning.com\/blog\/2020\/05\/always-follow-these-8-event-planning-rules-on-the-big-day\/#6_Stay_hydrated\" >6. Stay hydrated<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.qceventplanning.com\/blog\/2020\/05\/always-follow-these-8-event-planning-rules-on-the-big-day\/#7_Wear_comfortable_clothing\" >7. Wear comfortable clothing<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.qceventplanning.com\/blog\/2020\/05\/always-follow-these-8-event-planning-rules-on-the-big-day\/#8_Remember_to_enjoy_yourself\" >8. Remember to enjoy yourself<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.qceventplanning.com\/blog\/2020\/05\/always-follow-these-8-event-planning-rules-on-the-big-day\/#Ready_to_enter_the_world_of_event_planning_Earn_your_professional_certification_with_QCs_leading_online_Event_Planning_Course\" >Ready to enter the world of event planning? Earn your professional certification with QC\u2019s leading online Event Planning Course!<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"1_Eat_breakfast\"><\/span>1. Eat breakfast<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>There\u2019s a reason why they call it the most important meal of the day! You\u2019re about to be on your feet for the majority of the day, so your body will need the fuel. A coffee and a granola bar aren\u2019t going to be enough. Even if you\u2019re not the type to each much on most mornings, make event day the exception!<\/p>\n<p>Poor nutrition before such a demanding day can lead to you burning out way too soon. This is obviously <em>not <\/em>ideal, and will hinder your ability to perform at your very best. So, don\u2019t skip breakfast. Make sure you load up on filling, healthy foods.<\/p>\n<p>Trust us: your body and mind will thank you for it!<\/p>\n<p><a href=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-36.png\"><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-18489\" src=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-36.png\" alt=\"\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-36.png 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-36-300x200.png 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"2_Check_in_with_your_client\"><\/span>2. Check in with your client<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Just a head\u2019s up: you\u2019re going to find yourself doing this a lot throughout the day. However, it\u2019s especially important to be in contact with your client before the event starts. There may be details to go over, and last-minute discussions to be had.<\/p>\n<p>Depending on the nature of the event, your client may also need some emotional support. They may be overly anxious, stressed, etc. Understandably, this day means a LOT to them. The hours leading up to the event will likely be the ones where their nerves are off the charts.<\/p>\n<p>As their event planner, you can help guide them through the experience and ease any concerns they may have. Check in with them here and there. ALWAYS make them the priority if they suddenly need you. Keep their spirits positive, and remind them as many times as they need to hear it: you\u2019re there to handle the details, so they don\u2019t have to.<\/p>\n<p>Your goal is to <a href=\"\/blog\/2017\/01\/wow-event-planning-clients-customer-service\/\" target=\"_blank\" rel=\"noopener noreferrer\">help THEM<\/a>.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"3_Arrive_to_the_venue_early\"><\/span>3. Arrive to the venue early<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>There are plenty of things that will need to be checked (and double-checked) before the event is due to start. You need to give yourself enough time to not only go over these things, but do so in a way where you aren\u2019t frazzled or overly rushed.<\/p>\n<p>Arriving early will also provide the perfect opportunity to check in with <a href=\"\/blog\/2017\/05\/event-planners-venue-7-things\/\" target=\"_blank\" rel=\"noopener noreferrer\">the venue<\/a> itself, to make sure that nothing important has been forgotten. Test the WiFi, and (if applicable) look over the A\/V set-up. You can also use this time to do a final walk-through of the event, touch base with the <a href=\"\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\/\" target=\"_blank\" rel=\"noopener noreferrer\">vendors\/suppliers<\/a>, and help set things up.<\/p>\n<p><a href=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-37.png\"><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-18490\" src=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-37.png\" alt=\"\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-37.png 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-37-300x200.png 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"4_Stick_to_the_schedule\"><\/span>4. Stick to the schedule<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The schedule you\u2019ve taken so much time to put together for the day of the event is going to be your best friend! As much as humanly possible, try to stick to it as faithfully as you can. That way, even if something unexpected happens that throw things a little off track, it\u2019ll be much easier to regain control over the situation.<\/p>\n<p>As the event planning professional, it\u2019s also going to be your responsibility to make sure that everyone <em>else <\/em>is following their schedules, too. If there are speakers, musicians, MCs, caterers, etc. they\u2019re all going to be expected to provide their services at specific times.<\/p>\n<p>Check in with them prior to the event starting. Confirm that everything is good to go on their end for the agreed-upon <a href=\"\/blog\/2020\/01\/10-templates-all-wedding-event-planners-should-have-ready\/\" target=\"_blank\" rel=\"noopener noreferrer\">timetable<\/a>.<\/p>\n<p>Overseeing the big day will be much more effortless for you if everyone else is doing their respective jobs. The more they\u2019re able to stick to their own schedule, the easier it\u2019ll be for you to stick to yours.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"5_Make_sure_everythings_where_it_needs_to_be\"><\/span>5. Make sure everything\u2019s where it needs to be<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This one\u2019s broader, but especially critical. Do a run-through of the venue setup to make sure that the d\u00e9cor is where it needs to be. Double-check to ensure that nothing valuable is missing.<\/p>\n<p>Just as important is to go through any items or materials that the vendors\/suppliers require, and then making sure they have been provided. Do they have everything they need to be able to provide their services, as negotiated? If there are specific times or cues for them to follow, have they been given this information?<\/p>\n<p>These are just some of the questions to keep in mind!<\/p>\n<p><a href=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-38.png\"><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-18492\" src=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-38.png\" alt=\"\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-38.png 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-38-300x200.png 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/a><\/p>\n<p>This rule extends to individuals involved in the event, too. For example, if you\u2019ve been planning your client\u2019s wedding, you\u2019ll need to know who will be holding onto the vows, who\u2019s in charge of hanging onto the rings, etc. Then you need to check in with them to confirm that they actually <em>have <\/em>those things.<\/p>\n<p>Similarly, if you\u2019re organizing a <a href=\"\/blog\/2019\/12\/the-difference-between-event-planning-and-event-management\/\" target=\"_blank\" rel=\"noopener noreferrer\">corporate event<\/a>, it\u2019s up to you to confirm with any and all speakers that they have all the materials they need in order to present. By covering these bases before the event starts, you\u2019re minimizing the chances of something going wrong while the event\u2019s in progress.<\/p>\n<p>Furthermore, by making yourself the point person, your client doesn\u2019t need to worry about fielding any of these responsibilities themselves. They can simply focus on their event, and enjoying it to the fullest extent!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"6_Stay_hydrated\"><\/span>6. Stay hydrated<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>There\u2019s going to be a LOT of running around involved, so you\u2019re going to need to drink plenty of water. Coffee may seem like the preferred beverage of choice, especially as the day progresses and you start to lose some steam. But coffee is a quick way to dehydrate yourself and make you jittery if you consume too much.<\/p>\n<p>So, try to limit your cups of java, and increase your H2O consumption. If you\u2019d like something with a bit of flavor, drinks such as Gatorade are also a great choice. They contain beneficial electrolytes, which will help re-energize you!<\/p>\n<p>And of course, stay away from alcohol at all costs. Your client might insist on your participating in a toast to a well-organized event and a sip of champagne probably won\u2019t do any harm. But otherwise, you need to keep your wits about you.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"7_Wear_comfortable_clothing\"><\/span>7. Wear comfortable clothing<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Just to be clear: we\u2019re not talking sweats and a t-shirt here. You\u2019re running <a href=\"\/blog\/2020\/04\/how-to-start-an-event-planning-business-on-a-budget\/\" target=\"_blank\" rel=\"noopener noreferrer\">a business<\/a>, so you\u2019re still expected to look professional. What we <em>are <\/em>saying is that if you\u2019re exerting yourself for hours at a time in uncomfortable clothing, it could affect your performance.<\/p>\n<p>Instead, you\u2019ll be doing yourself a favor by opting for clothes that allows for movement and breathability. A good rule of thumb when choosing any event day outfit is: <em>will I still be comfortable in 5 hours from now? <\/em>If you know the answer\u2019s no, you might want to select something else.<\/p>\n<p><a href=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-39.png\"><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-18493\" src=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-39.png\" alt=\"\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-39.png 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2020\/05\/Copy-of-Event-In-Post-Event-Logo-Overlay-135x135-39-300x200.png 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/a><\/p>\n<p><strong>Note: <\/strong>This rule is ESPECIALLY important when it comes to footwear. Yes, heels look nice, but if it\u2019s going to make you walk with a painful limp after a few hours, it\u2019s not worth it. There are plenty of professional-looking shoes you can choose instead. Comfortable footwear is a staple event planning necessity on the big day! Your comfort (and ability to walk without wanting to chop your feet off) shouldn\u2019t be sacrificed for the sake of appearance.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"8_Remember_to_enjoy_yourself\"><\/span>8. Remember to enjoy yourself<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>With so much to take care of, it can be easy to forget that you should be enjoying this event, too! After all, this is the big result of all your time, planning, and dedication. You\u2019ve poured your heart and soul into making this day happen. You deserve the chance to appreciate the final result!<\/p>\n<p>So, make sure you take a moment to pat yourself on the back. Take in this incredible memory you\u2019re creating for so many people, and congratulate yourself for making it possible.<\/p>\n<p>You deserve it!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Ready_to_enter_the_world_of_event_planning_Earn_your_professional_certification_with_QCs_leading_online_Event_Planning_Course\"><\/span>Ready to enter the world of event planning? Earn your professional certification with QC\u2019s leading online <a href=\"\/online-event-courses\/event-and-wedding-planning\/\" target=\"_blank\" rel=\"noopener noreferrer\">Event Planning Course<\/a>!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n","protected":false},"excerpt":{"rendered":"<p>As a professional planner, you know there is nothing more exciting (and admittedly, more stressful) than when the day of the event finally arrives. After all, you\u2019ve spent weeks \u2013 often, months \u2013 planning every last detail for your client. Now, it\u2019s time for everything to come together and bring your client\u2019s vision to life. [&hellip;]<\/p>\n","protected":false},"author":18,"featured_media":18488,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[21,11],"tags":[],"ppma_author":[342],"class_list":["post-18486","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-planning-tips","category-career"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Always Follow These 8 Event Planning Rules on the Big Day! - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"It&#039;s always exciting (and nerve-wracking) when event day finally comes! 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