• Mr Grapefruit

10 Top Tips on How to Plan an Event

Planning an event can be an overwhelming task for anyone regardless of whether you are an amateur or a pro, it requires a tremendous amount of preparation and organization. Here at Pink Grapefruit, we have given you our top 10 tips on how to plan an event. Whether you need canapes, buffet, bbq, or sit down food Pink Grapefruit catering London has you covered all whilst keeping sustainability and the forefront of what we do.


While there are some circumstances that are beyond your control, having the right strategy and knowledge will help you pull off a successful event. Here are our tips that should help to improve your event planning skills and make your life a little easier.

  1. Begin with the planning as early as possible. Cramming will not do you good especially if you are trying to get in touch with a lot of suppliers, caterers, and venue managers. Make sure that you have your list of vendors finalized at least a week before the event.

  2. As much as possible, try to keep everything within the budget; negotiate with your vendors. You do not want to extract all of your money at the first phase of your planning as there will definitely be some unforeseen costs along the way.

  3. Setting a realistic timeline and sticking to your schedule is one of the essential steps to having a successful and smooth sailing event. Creating multiple drafts of the timeline is also a helpful move to allow possible adjustments particularly for your vendors.

  4. Once everything has been settled, create a master planner. This should include all necessary information about your event from the largest to the most specific details such as a list of vendors, guests, important dates, tasks, contact information, etc. This could also serve as your centralized document so everyone on your team is on the same page.

  5. Divide your team and assign individual responsibilities pre and during events. Doing so will prevent the entire event from going all over the place and checking on each aspect of your event will be a lot easier. You could section your event such as: registration, transportation, and logistics, catering, venue scouting, sponsors and marketing, etc.

  6. Work only with reliable vendors. Especially for caterers, you want to impress your guests with scrumptious food and beverages. Make sure to check out the best wedding and events caterers in London.

  7. Keep constant communication with your vendors, partners, and team. This will allow you to monitor the progress of each party, update their status, and notify them should sudden changes arise.

  8. Always have a backup plan. Just because you have everything planned out, it does not necessarily guarantee you a perfect flow of events. Always be prepared with a plan B or C in case the original plan does not work out.

  9. Send out invites ahead of time. Ideally, the best time to send an invitation is three weeks prior to the event. Publicizing your event on a later date may affect your guest attendance.

  10. Do a run-through of the entire event about a week prior to the final date. This will allow you to foresee possible complications and give you enough time to improve each aspect of your event.

If you need any more advise we are always happy to help, fill out an enquiry form and we will get back to you.

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