CAST Academy · For clients
Where to start: planning your first event
Planning your first event can feel like a hundred decisions at once. It isn't. Five decisions, made in the right order, set up everything else, and once they're made, the rest of the planning falls into place.
1. Choose your date (and a backup)
Your date decides which venues and suppliers are free, so it comes first. Pick a first choice and one or two backups, especially for popular months like December, February and June.
Give yourself time. For a wedding or debut, start at least 6 months ahead; 9 to 12 months is better. A birthday or christening party needs 2 to 3 months.
2. Estimate your guest count
Write a rough guest list before you look at venues. The number of guests decides the size of the venue, the amount of food and most of your costs.
A simple way to start: list immediate family, relatives, friends, and people you must invite (work, church, neighbors). Then decide on a range, for example 120 to 150.
3. Set your budget
Decide what you are comfortable spending in total, before you fall in love with anything. Then set aside a buffer of about 10% for costs that come up late.
If family members are contributing, agree early on who pays for what. It avoids awkward conversations later.
4. Book your venue
With a date, a guest count and a budget, you can choose a venue that fits all three. Visit before you book. Check the space at the time of day your event will be, ask about house rules, and ask which suppliers you can bring in.
Your venue booking also fixes your date, so everything else can now be booked around it.
5. Book your key suppliers
Book the suppliers who get fully booked first:
- Caterer (if not included with the venue)
- Photographer and videographer
- Event stylist
- Host or emcee, and lights and sounds
Others, like cakes, invitations and souvenirs, can follow later.
Do it yourself, or get help?
If you enjoy organizing and have the time, you can plan it yourself with CAST: your checklist, budget, guests and suppliers all live in one place. If you'd rather have a team handle it, choose Let CAST plan it and our planners will reach out.
Quick checklist
- Date chosen, plus a backup
- Rough guest count
- Total budget and a 10% buffer
- Venue visited and booked
- Caterer, photographer and stylist booked
In CAST: start your event with Plan an Event, and your checklist and budget are ready to use.