create a party planning business plan

BUSINESS STRATEGIES

How to start a party planning business in 7 steps

• Jeremy Greenbaum

If you have a passion for organizing events, love bringing people together and enjoy creating memorable experiences, starting a party planning business can be a rewarding and exciting venture. In this guide, we'll take you through the process of launching a party planning business, from developing your concept to creating a professional business website . It’s time to turn your party-planning dreams into a reality.

What is a party planning business?

A party planning business is a service-based enterprise that specializes in organizing and executing various types of events, such as birthdays, weddings, corporate gatherings and special occasions. In this type of business , you will work closely with clients to understand their vision, coordinate logistics and ensure that every detail of the event is meticulously planned and executed.

Party planning businesses have become increasingly popular as people seek professional assistance to alleviate the stress and complexity of organizing events. By providing expert guidance, creative ideas and impeccable coordination, party planners help clients bring their vision to life and create unforgettable experiences for their guests.

Why start a party planning business?

The demand for professional party planning services is on the rise as people value convenience, expertise and the desire for exceptional celebrations. In fact, the global party planning industry is projected to reach $1,552.9 billion by 2028 , giving it a compound annual growth rate of over 11%. In the US, that growth rate is up to 18% .

Besides having major growth potential, this field can also be extremely fun and creative. If you have a genuine love for organizing events and making people happy, starting a party planning business allows you to turn your passion into a fulfilling career. As a party planner, you have the opportunity to unleash your creativity and bring unique ideas to life. Each event presents a new canvas for you to design memorable experiences tailored to your clients' preferences.

Speaking of clients, planning parties allows you to connect with clients on a personal level and make a positive impact on their lives. The joy and satisfaction of seeing happy clients and their guests enjoying a flawlessly executed event can be immensely rewarding.

Benefits of starting a party planning business

In summary, starting a party planning business comes with benefits such as:

Diverse clientele: Party planning businesses cater to a wide range of clients, including individuals, businesses, nonprofit organizations and community groups. This diversity allows you to work on various types of events and expand your network.

Endless creativity: From themed parties to unique décor and entertainment ideas, party planning offers limitless opportunities for creativity. You can continuously explore new trends, innovative designs and exciting concepts to impress your clients and stay ahead of the competition.

Collaboration opportunities: As a party planner, you have the chance to collaborate with different vendors, such as caterers, florists (read also: how to start a flower business ), DJs and photographers. These collaborations not only enhance the quality of your events but also help you build a strong network within the event industry. And if you're interesting in taking that on yourself, check out our guide on how to start a dj business .

Personal and professional growth: Running a party planning business allows you to develop essential skills in project management, negotiation, budgeting and customer service. Each event presents an opportunity for growth and learning, enabling you to refine your expertise and expand your knowledge.

Challenges of running a party planning business

While starting a business has numerous benefits, it's important to be aware of the challenges that come with it. Here are some common challenges you may face:

Time management: Planning and executing events require meticulous attention to detail and effective time management. Juggling multiple projects, coordinating with clients and vendors and meeting deadlines can be demanding, especially during peak event seasons.

Budget constraints: Balancing clients' expectations and budget limitations can be a challenge. It's crucial to find creative solutions, negotiate with vendors and effectively communicate with clients to deliver exceptional experiences within their financial constraints.

Vendor management: Building relationships with reliable and trustworthy vendors is essential. However, finding the right vendors who align with your clients' needs and standards can be time-consuming. Maintaining these relationships and ensuring consistent quality from vendors is crucial for successful events.

Event logistics: Managing logistics, such as venue selection, transportation, guest seating and equipment rentals, requires careful coordination and attention to detail. Overlooking any aspect of event logistics can result in delays, misunderstandings or last-minute complications.

How to start a party planning business

Starting a party planning business involves several essential steps. By following these steps, you can establish a strong foundation for your business and set yourself up for success:

Define your party planning services

Develop a comprehensive business plan

Set up your business

Build your professional network

Develop pricing packages and contracts

Establish online presence with a Wix website

Market your party planning business

01. Define your party planning services

Identify the types of events you want to specialize in and the services you will offer. Determine your target market based on factors such as event size, budget range, location and specific event themes or styles, as well as your unique selling proposition . Defining your niche will help you focus your marketing efforts and differentiate yourself from competitors.

02. Develop a comprehensive business plan

Create a detailed business plan that outlines your goals, target market analysis, marketing strategies, pricing structure, financial projections and operational plans. You’ll also want to create a detailed financial forecast, including how you plan to raise money for your business , monthly expenses, revenue projections and profitability analysis. These documents will serve as a roadmap for your party planning business and guide your decision-making process.

Once you've written your party planning business plan , write a concept statement to outline your vision.

03. Set up your business

When you are figuring out how to name your business , try using dedicated tools like Wix’s business name generator and register your business with the appropriate local authorities. Determine your business entity ( sole proprietorship , partnership , LLC , corporation ) and obtain any required licenses or permits to operate legally. Additionally, consider getting liability insurance to protect your business.

Some examples of potential party planning business names include:

CelebrateJoy Events

FestiveFiesta Planners

GlamourGatherings

SparkleSoiree Services

PartyPerfection Pros

JubileeJunction Events

BlissfulBash Planners

EliteEntertain Events

RazzleDazzle Celebrations

ChicCharm Events

VelvetVibe Parties

GalaGrove Planners

EnchantedOccasions

RadiantRevelry Events

MajesticMingle Planners

04. Build your professional network

Establish relationships with vendors, venues, caterers, entertainers and other professionals in the event industry. Collaborate with reliable partners who share your commitment to quality and professionalism. Building a strong network will ensure that you have access to reliable resources for every event.

05. Develop pricing packages and contracts

Create pricing packages for your party planning services based on the type of event, services provided and estimated hours of work. Develop clear and comprehensive contracts that outline the terms and conditions of your services, including payment schedules, cancellation policies and liability disclaimers.

06. Establish your online presence with a Wix website

Create a professional website using a user-friendly website maker like Wix. Showcase your services, portfolio of past events, client testimonials and contact information. Implement an inquiry form to capture leads and make it easy for potential clients to reach out to you.

07. Market your party planning business

Implement a strategic marketing plan to promote your party planning services. Consider online and offline marketing tactics, such as social media marketing, search engine optimization, email marketing, attending industry events and networking with local businesses. Utilize your website and social media platforms to showcase your expertise, share event inspiration and engage with your target audience.

Thinking of starting another type of business? Check out some of these creative service business ideas  to help get you started.

Promote your party planning business

Promoting your party planning business effectively is essential for sustainable growth and client satisfaction. Here are five key steps to effectively manage your party planning business:

Streamline processes and workflow: Develop efficient processes for client communication, vendor coordination, budget management and event execution. Use project management tools and software to track progress, assign tasks and streamline workflow. Regularly review and refine your processes to optimize efficiency and productivity.

Maintain strong vendor relationships: Nurture your relationships with vendors by communicating effectively, providing clear guidelines and promptly addressing any concerns or issues. Maintain an updated vendor database with detailed information, such as pricing, specialties and past collaborations. Establishing trust and reliability with vendors will ensure smooth event execution.

Prioritize customer service: Deliver exceptional customer service by actively listening to your clients, promptly responding to their inquiries and going above and beyond to exceed their expectations. Tailor your services to meet their unique needs and preferences. Providing a personalized and attentive experience will build trust and loyalty among your clients.

Leverage social media and visual content: Utilize social media platforms to showcase your past events, share event inspiration and engage with your target audience. Utilize visual content, such as high-quality photos and videos, to highlight your creativity and expertise. Encourage clients to share their experiences and reviews on social media, further enhancing your online presence.

Build client testimonials and referrals: Request testimonials from satisfied clients and feature them on your website and social media platforms. Positive reviews and testimonials build trust and credibility among potential clients. Implement referral programs that incentivize existing clients to refer new clients to your party planning business. Offer discounts, exclusive packages or rewards as a token of appreciation for referrals.

How to start a business in a specific state

Registration and licensing requirements can vary by state and local jurisdiction. Therefore, it's important to research and comply with the specific guidelines of your location so you’re operating legally and protecting your business. Here are some helpful resources:

Start a business in Pennsylvania

Start a business in Tennessee

Start a business in Connecticut

Start a business in Texas

Start a business in New York

How to start a business in Washington

Start a business in Georgia

Don’t see your state here? Just use the search bar in the Wix Blog to find all the information you need.

No matter where you promote your business, make sure to keep your branding consistent. Use Wix’s logo maker to create a logo that you can feature in all of your digital assets. Check out these photography logo ideas for inspiration.

Party planning businesses on Wix

Pop Tier Party Solutions : PopTier Parties is your go-to destination for creating unforgettable and personalized party experiences. From themed decorations to entertainment, they curate every detail to make your special occasions truly magical.

Social Peanut Planning : Social Peanut Planning specializes in crafting seamless and stylish parties for any child event, birthday or baby shower. Their expert team brings creativity and attention to detail to ensure your gatherings are a resounding success.

The Peachtree Party Planner : Located in the Greater Atlanta Region, The Peachtree Party Planner is a premier event planning service dedicated to extravagant and stylistic themed parties. Meet your new secret weapon when it comes to impressing your party guests.

For more inspiration, you can check out these service business examples to help you get your creative juices flowing.

What are some of the qualities of a good event planner?

Looking to be successful with an event planning business? You'll need to posses and hone some of the following skills:

Effective communication

Good organizational ability

Leadership qualities and experience

Problem solving

People skills

Great time management

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How to start a party planning business FAQ

How to start an event planning business from home.

As general advice - research the market, define your niche, create a business plan, set up a home office, build a website, network with vendors for party planning supplies and offer exceptional service to launch your home-based event planning business successfully.

How to start an event planning business with no experience?

How to start a party planning business with no money, related posts.

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How to Start a Party Planning Business

Last Updated: March 9, 2024 Approved

This article was co-authored by Rachel Weinshanker . Rachel Weinshanker is a Certified Event and Wedding Planner and the Owner of San Diego Life Events, an award-winning wedding and event planning business based in San Diego, California. Rachel has over eight years of event planning experience, and her work has been featured in many notable publications. San Diego Life Events has been awarded the Wedding Wire Couple's Choice Award in 2018, 2019, and 2020. Rachel is a graduate from San Diego State University. There are 11 references cited in this article, which can be found at the bottom of the page. wikiHow marks an article as reader-approved once it receives enough positive feedback. This article received 15 testimonials and 83% of readers who voted found it helpful, earning it our reader-approved status. This article has been viewed 240,505 times.

A party planning business can be a fulfilling and profitable opportunity for someone who is social, organized, detail-oriented, and has a flair for entertaining and coordinating events. Unlike other startups, a party planning business does not require much capital or dedicated space. However, figuring out how to start a party planning business does require some basic steps that are similar to all home based ventures, as well as those that are unique to the field.

Starting Out

• Search online and use the U.S. Patent and Trademark Office's trademark search tool (or your country's equivalent) to check potential names against existing trademarks.
• You will may need to register your company as a "Doing Business As" name with your state or county government. Consult local business laws to find out. [1] X Trustworthy Source U.S. Small Business Administration U.S. government agency focused on supporting small businesses Go to source

• Double-check with your state and local government before you start doing any business. You could run into legal trouble if you aren’t properly registered.

• You may choose to rent out a permanent office space or a temporary meeting room when seeing clients.
• Many professionals who work from home see clients in public spaces, such as a coffee shop or restaurant. [2] X Research source

• Early on, take as many jobs as you can. This will help you establish a reputation as a great planner, which is a great way to set yourself apart!

• Look at how your competition prices their services to get a good sense for the range in your area.
• How much experience do you have? A planner with previous professional party planning experience will command a higher rate than an unseasoned planner.
• To attract clients, you may have to start out low and gradually raise your prices over time as you gain a positive reputation.
• Most planners will charge a 15% commission per vendor. For example, if you find and hire the florist, you could charge 15% of their cost as a fee. [3] X Research source

• This is especially important when planning outdoor events. Always have a backup plan for inclement weather!

Making a Plan for Your Business

• The two most popular types of party planner are corporate and social. Corporate party planners organize events for companies, while social planners focus on weddings, birthday parties, etc.
• Many party planners pick a niche based on what they enjoy the most. This can be a specific type of event or a unique style you offer.
• Most party planners either focus exclusively on children’s parties or only offer services for adult parties. [5] X Research source

• Study your local competition. If there’s something you can do that they can’t, you can gain a big competitive advantage!
• Establish relationships with local caterers, suppliers, entertainers, and venue owners. It will be your job to organize and coordinate these disparate elements to create a memorable event.

• Using your market research, determine the rates you will charge for your services. Don’t undercharge, but aim to set competitive rates.
• Estimate your startup costs and secure funding. If you can’t fund the business yourself, you may need to take out a small loan or find investors. [10] X Trustworthy Source U.S. Small Business Administration U.S. government agency focused on supporting small businesses Go to source

Growing Your Business

• Make sure your website is aesthetically pleasing and easy to navigate. Try to have your company's name and contact information written clearly on each page.
• Create flyers that show off your graphic design skills. Distribute them door to door and ask local businesses to display them on their corkboard.
• Tell family and friends about your new business and ask you to recommend you to anyone they know who is looking for a party planner.

• Actively and directly engaging with customers will show them that you care. Respond to folks when they comment on your posts or ask questions.
• Use hashtags to target specific areas or holidays. For example, if you want to advertise your services for a Halloween party in Chicago, you could use #HalloweenCHI.
• Showcase your talents by uploading photos and videos of successful parties you have planned. Be sure to always obtain express written permission from your clients if they are featured in them.

• Register (or claim) your accounts on the applicable review sites that people use in your area.
• Address any concerns or negative reviews honestly and maturely. Remember, these posts may be a first impression for potential future clients.

• Always be on the lookout to make contact with new vendors the area. You never know when a client may request a specific type of food or performer.
• Attend event planning trade shows to meet other planners and service providers.
• Trade shows are also an opportunity to learn about new trends and developments in the industry.

Expert Q&A

• While most party planners handle administrative duties themselves, if your business takes off you may choose to hire an assistant. Even though event planning is an extremely low-risk job, you will likely need to purchase workers' compensation insurance. Check your local laws. [11] X Research source Thanks Helpful 0 Not Helpful 0
• Make sure to have some experience planning parties casually before you commit to starting a business. Not everyone is suited for this surprisingly stressful occupation. Unless you're very talented, it can be difficult to make party planning a career. Know what you're getting into before investing the time and money to create a company. Thanks Helpful 1 Not Helpful 0

You Might Also Like

• ↑ https://www.sba.gov/content/register-your-fictitious-or-doing-business-dba-name
• ↑ https://www.businessknowhow.com/homeoffice/clientmeetings.htm
• ↑ https://www.entrepreneur.com/article/233684
• ↑ [v161267_b02]. 11 February 2020.
• ↑ https://www.entrepreneur.com/article/37892
• ↑ https://www.besthospitalitydegrees.com/faq/what-kind-of-degree-is-helpful-to-become-an-event-planner
• ↑ https://www.mpiweb.org/ProfessionalDevelopment
• ↑ https://learningpath.org/articles/Becoming_a_Party_Planner_Job_Description_Salary_Information.html
• ↑ https://www.sba.gov/content/what-state-licenses-and-permits-does-your-business-need
• ↑ https://www.sba.gov/content/funding-request
• ↑ https://www.entrepreneur.com/article/79594

About This Article

To start a party planning business, start by figuring out what kind of clients and events you’d like to focus on. Additionally, do some research on the party planning industry where you live so you can think about how to set yourself apart. Next, write a business plan detailing exactly what niche you plan to fill and how you plan to accomplish this. Then, pick an unambiguous name for your business that lets potential clients know exactly what type of services you provide. You'll also want to check your state's laws to find out if you need to register your business. To learn how to market your new business on social media sites, keep reading! Did this summary help you? Yes No

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How to Start an Event Planning Business: Your Comprehensive Guide Not sure how to become an event planner? Use this step-by-step guide to launch your event planning business from scratch.

By Laura Tiffany Edited by Brittany Robins May 21, 2024

Key Takeaways

• Event planning can be a great business if you have the right skills.
• People need help executing personal and professional events of all sizes.
• Based on how you structure your business, your startup costs will vary.

Opinions expressed by Entrepreneur contributors are their own.

Some people have a special ability to plan parties — whether they be weddings, large corporate events or smaller gatherings. If you have a knack for tackling complex problems and making big days run smoothly, you might have a future as a professional event planner. Whether you choose to work alone or with a team, starting an event planning service is no small task. Here are some important questions to consider before launching an event planning business, and a step-by-step guide to starting and scaling your business.

Related: Find Your Event-Planning Niche

What is an event planning business?

Event planning is the art and science of ideation, planning, coordination and operation. When a major event needs to run smoothly — whether it's a trade show, nonprofit gala or a major anniversary — people will enlist an event planning service or coordinator. Event planners are key service providers who ensure event production and execution goes off without a hitch , most often used for purposes like:

• Corporate events, like after-work cocktail hours and galas.
• Educational conventions, like graduations or conferences.
• Major promotional events including product launches and fashion shows.
• Celebrations and social events including parades, weddings, birthdays and reunions.

The primary duties of full-time or part-time on-site event planners include:

• Researching venues and vendors prior to the event.
• Selecting the appropriate site for the event.
• Event design and team-building for project management.
• Creating budgets and running fundraisers if necessary.
• Coordinating decor, entertainment and food for the event.
• Sending invitations to attendees.
• Coordinating transportation for attendees to and from the event.
• Arranging accommodations, including seating charts and place settings.
• Coordinating tasks for onsite event personnel, including caterers or entertainers.
• Being on call for any questions or problems that arise in the event-planning process.
• Supervising activities at the event site.

Why do people hire event planning services?

People primarily hire event planning services for two reasons: So that hosts and guests don't have to focus on the inner workings of the event, and so that the event runs smoothly from beginning to end.

Consider a wedding. Many engaged couples hire event planners or event planning services to coordinate, organize and carry out their wedding plans. This helps the couple enjoy their special day and gives them the freedom to focus on getting married rather than worrying about details like catering, parking or the timeline.

Some events are so complex — particularly those with hundreds of guests or more — that it's almost impossible to properly plan and organize them without the help of a specialist. Knowledgeable, experienced event planners know how to organize groups of people, how much food to provide and other details that can make or break an important event.

Related: The Price Is Right: Turning a Profit in the Event Planning Business

Who should become an event planner?

You might consider becoming an event planner if you're organized, love hosting parties and find the challenge of coordinating large events to be thrilling. Planners handle many moving parts at once, some of which require overseeing chaotic work and competing agendas. Event planners also often work weekends and holidays since these are the days when most people schedule events.

Many event planners have backgrounds as managers or coordinators in other industries. The events industry, both for wedding planning and other events, requires excellent communication skills. Obtaining a bachelor's degree in public relations , marketing or related fields can be helpful but is not required. You should also consider acquiring certification for your event planning service, as it can help you cultivate relevant professional skills and attract more job opportunities. Meeting Professionals International (MPI) offers a list of degrees and certificates from various colleges and universities.

You can also become a Certified Special Events Professional or Certified Meeting Planner , both of which are offered by the MPI or the International Live Events Association (ILEA). By earning these certifications , potential clients will know you have the training and experience necessary to take on a complex event.

How to start an event planning business

Step 1: form your company.

To get your event planning business off the ground, you must first form a company, file the right paperwork and create a business plan — which should include the following details:

• The business's name.
• The business's tax structure (Sole proprietorship, LLC, S corp etc.).
• What services you'll provide.
• Market research .
• A management plan.
• Financial factors, including how you'll turn a profit.

Related: Check out these business plan templates to get started.

You'll also want to apply for an employer identification number (EIN), which is essentially a social security number for your business assigned to you by the Internal Revenue Service (IRS). This will allow you to operate your business independently of your personal affairs, help you hire employees and make it easier to file taxes quarterly.

Step 2: Choose your target market

Building on the research you performed to create your business plan, it's essential to find the right market for your services. For instance, if you want to primarily work with weddings, you need to determine how many other planners are in your area, how much you should charge for your services and what offerings you'll need to be competitive.

By doing enough research ahead of time, you'll know exactly what kind of clients to target and what their expectations will be. This will help you advertise your event planning service to be competitive relative to other local planners.

Step 3: Make a financial plan

When you start an event planning business, you'll have to consider not only startup costs but also how the enterprise will grow and how many clients you'll need in order to be profitable. For instance, working from home and primarily by yourself will keep costs low. But if you hire employees, rent office space, or expand to new markets, your monthly expenses will significantly increase – all of these things can add up.

You can always scale your business after acquiring steady work. You may start off as a one-person event planning service that only takes on small events. As you earn money from successful jobs, you can hire employees and rent a warehouse for your equipment, like cameras, chairs and more. You don't have to have all of the growth questions answered when you launch your business, but you should at least have them in mind.

Step 4: Understand the work involved and consider hiring employees

For your event planning service to be successful , you need to fully grasp the nature of each job and determine if — or when — it's time to hire employees. This will vary event to event, so you'll need to determine how much work each event will require. Even the smallest event demands careful attention to detail and advance planning, but as you acquire experience you'll become more adept at forecasting how much help you'll need, if any. For instance, you might hire two or three people to be on-site for a specific event, just to make sure things run smoothly.

Related: The Event Planning Recipe for Success

Step 5: Settle on a price structure and fee basis

How you price your event planning offerings will impact how much business you attract. You can determine your pricing structure and fee basis by things like:

• The market segment you serve: For instance, nonprofit events may have different fee structures than weddings or corporate events. By understanding your event type, you'll know how much to charge and how to structure your fees.
• Your location: If you live in a place with a higher cost of living or a competitive events market, you'll need to price your services accordingly.
• Your reputation: As your business gains a reputation for success — and especially if you're so busy clients are competing for your services — you'll be able to charge a higher premium.

Step 6: Start marketing your event planning service

Once you know how much to charge your clients, it's time to start marketing your event planning service. Consider using tools like Google ads, social media profiles and other digital marketing efforts like email to get the word out about your business. You may even consider newspaper ads, flyers in public buildings or other traditional low-cost marketing tactics . As your business grows, so too will your reputation, meaning you'll likely have to spend less on marketing once you're known. Before you get there, though, it's important to dedicate significant time and resources to marketing your services (learn more here about the tools and strategies that should be part of creating your marketing plan).

Related: 8 Savvy Ways to Promote Your Event Planning Business

Costs of starting an event planning business

The costs of launching your business will vary greatly based on where you live, what kind of clients you work with and how large you intend to scale your operation. At a minimum, you'll need to pay fees to incorporate your business , purchase basic technology like a computer, buy business insurance and spend money advertising. But there are many other potential costs, including certification programs, hiring additional employees , renting office space and more. Here's a breakdown of common expenses associated with event planning, as well as a range of what it might take to get your enterprise off the ground.

Consider Startup Costs

As with any business, the startup costs for event planning vary by the region, the size of your operation and the type of clients you attract. Below are estimates that will help you determine what you can expect to spend in your first year.

*All figures are estimates and subject to change based on factors including location, business size and clientele.

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How to Start a Party Planning Business in 12 Steps

So, you want to start a business as a party planner? That’s great! Party planning is a fun and exciting industry, and there’s a LOT of potential for success in this field. However, if you want to learn how to start a party planning business, it’s important to remember that it won’t be easy. It actually takes hard work, dedication, and lots of elbow grease to make it in this competitive industry.

But don’t worry—we’re here to help!

In this article, we’ll walk you through everything you need to know to start a party planning business in 12 easy steps, right from scratch. We’ll cover topics like choosing the right niche, building your brand, creating a business plan, and more.

So, let’s jump right into it!

What is a party planner.

A party planner is someone who plans, organizes and runs events for their clients. They’re responsible for all aspects of the event, from planning to execution. A successful party planner should have exceptional organizational skills and be able to handle any type of event—from birthdays, baby showers, and anniversaries to corporate events and weddings.

PRO TIP: Discover the full range of what a party planner does so you have a clear idea of what you can expect!

The benefits of starting your own party planning business.

Starting your own party planning business has tons of potential rewards! It gives you the opportunity to be creative, work with clients and build relationships, and make a good living. Plus, when you’re your own boss, you have the freedom to choose how much or how little you want to work—giving you more flexibility than working for someone else!

What Are the Steps to Starting a Party Planning Business?

Starting any business is no easy feat, and that’s especially true when it comes to party planning. It takes a lot of hard work and dedication if you want to make it in this competitive industry. But don’t worry—if you’re willing to put in the effort, we have the perfect guide to help you get started…

How To Start a Party Planning Business in 12 Steps

1. choose your niche.

The first step is to decide what kind of parties you want to specialize in. This is also called finding your niche . Think about the types of events that interest you and the ones you have experience with—this will help narrow your focus so that you can build a successful business.

For instance, as a professional party planner, you can specialize in any of the following types of parties:

• Baby showers
• Corporate events
• Anniversaries
• Engagement parties
• Bridal showers
• Bachelor parties
• Graduation parties
• Retirement parties
• And SO much more!

2. Get Professionally Trained as a Party Planner

It’s essential that you have the right skills to be a successful party planner! When you have proper training and a legit certification on your resume, it gives your clients confidence in your ability to deliver a great experience. As a result, you’ll be able to:

• Book more clients
• Network more successfully
• Offer better party planning services
• Stand out from your competition
• Make better money

Not to mention, the right certification course will also give you some business training, too. Since you’re here because you want to know how to start a party planning business, this is obviously a must!

So, consider getting professional training in event planning and take courses offered by reputable organizations like the QC Event School .

PRO TIP: If you’re looking to be a party planner, we recommend QC Event School’s self-paced, online Event & Wedding Planning Course ! This 7-unit program can arm you with a globally-recognized International Event and Wedding Planning Professional™ (IEWP®) certification in as little as 3 short months!

3. Know Who Your Target Audience Is

Now that you know what type of parties you’re going to specialize in, it’s time to figure out who your target audience is. Consider demographic factors like age, gender, location, and income level. How old are they? Are they married or single? What type of events do they usually host? How much money can they spend on a party planner?

By understanding these details, you’ll get a better idea of who your ideal client is and be able to tailor your services, brand, marketing efforts, and overall business accordingly!

4. Build Your Brand

Once you know what kind of parties you want to specialize in and you’ve been professionally trained, it’s time to start building your brand . As a business owner, your brand is what will make you unique and stand out from competitors.

In a nutshell, it’s that special thing that will help convince clients to book with YOU instead of somebody else!

So, think about how you want to present yourself and your business to potential clients. For example, do you want a fun and colorful brand or a more sophisticated vibe? How do you want to come across in your messaging and marketing materials? What kind of logo and website do you want? How will you capture the attention of your target market?

These are all key questions to consider when building your brand. From there, make sure your brand (and its visual identity) remains consistent across ALL of your marketing materials. This includes:

• Your website
• Social media accounts for your party planning business
• Business cards
• The tone of voice you use whenever speaking (both online and in-person)
• Emails, etc.

5. Know Where You Plan To Run Your Business From

As a party planner, you have numerous options in terms of where you want to operate your business. For instance, you can run it from home or rent a space in an office building. Or, you can also become a virtual party planner and offer your services online.

It all depends on your preferences and budget, but whatever you decide—make sure it allows you to accommodate all of the necessary party planning supplies and materials. That way, you can provide the best possible service for your clients!

Interested in virtual party planning? Learn everything you need to know in less than a month with the help of QC’s Virtual Events Training mini course !

6. set your party planning service rates.

When starting a party planning business, you want to make sure that you set the right price for your services. Depending on what kind of parties you specialize in and the amount of time required to plan them (not to mention the cost of materials), your rates may vary from client to client.

So, it’s a good idea to have a few different pricing options available, such as hourly rates or flat-fee packages. Just make sure that whatever you decide to charge your clients is both competitive and fair for the market you are serving in.

Remember: you don’t want to undersell your services—but you don’t want to overcharge for them either!

7. Create Your Party Planning Business Plan

Creating a business plan is the next step in starting your business as a party planner. A business plan is like a roadmap that outlines the key details of your business, including:

• Your mission statement
• An executive summary of your party planning business
• Short-term and long-term goals
• A SWOT analysis (strengths, weaknesses, opportunities, and threats)
• A detailed description of the services you offer
• Your target market
• Competitor analysis
• Financial highlights and future projections
• Marketing and advertising plans
• And so forth!

There are several reasons why you should develop a business plan. For starters, it’ll help you articulate your strategy for success and gain the confidence of any potential investors (such as a bank). It’ll also serve as a reference guide if ever need to make changes down the line.

At the end of the day, though, it’s important to remember that your business plan is unique to your business’s needs and objectives. Furthermore, it should also be reviewed and updated regularly as your business evolves and grows.

Need help writing your business plan for the first time? Small Business Administration has an article that breaks the process down into more detail—and even offers a couple examples to better help you visualize what you should be doing!

7. Get the Necessary Licenses and Insurance for Your Party Planning Business

When starting a party planning business, you’ll need to obtain the necessary licenses and insurance. The type of license you’ll need will depend on your location and the services you offer as a party planner.

Generally, though, some of the licenses you may require include:

• Business License
• Liquor License (if applicable)
• Food Handler’s Certificat e (if applicable)

In terms of insurance coverage, this will vary depending on the type of activities and services you offer as a party planner. At the very least, you should look into getting general liability insurance to protect yourself from any potential claims or lawsuits.

You can also speak with an insurance broker to discuss more specialized coverage that may be suited for your business (such as event cancellation/rain insurance).

8. Get Some Experience Under Your Belt

Unless you already have some experience planning events, it’s a good idea to get some practice before launching your party planning business.

This could involve taking on some volunteer projects or low-budget gigs at first. That way, you’ll have the opportunity to gain more experience and build up a portfolio of successful parties to showcase!

Another awesome idea is to take part in a stylized photoshoot . Working with a photographer and stylist, you can create a few mock parties to provide potential clients with visuals of what they might expect when working with your business. No, you probably won’t get paid to organize a styled shoot—however, the high-quality content you can then use in your portfolio will be worth its weight in gold!

Lastly, another idea for getting real-world experience is to turn to people you know, such as friends and family. Offer to plan small gatherings and get-togethers, or even help out with other people’s events. This will give you the opportunity to learn more about the industry, even if it isn’t in a paid capacity.

9. Put Together a Solid Professional Portfolio

Your professional portfolio should be the envy of any potential client. Therefore, it’s important to put together one that stands out and is reflective of your skills as a party planner!

How To Build a Party Planning Portfolio

When building your portfolio, make sure to include visuals of any parties you have organized in the past and provide details such as:

• Short description of the event
• Purpose of the event
• Goals/objectives achieved
• Challenges faced
• Details of how you overcame them
• How you exceeded expectations (if applicable)

The more detail and visuals you can include in your portfolio, the better. After all, it will give potential clients a good idea of what they can expect when working with you!

10. Build Your Business Website and Social Media Presence

Creating an online presence is necessary for any business, especially if you’re starting a party planning business. This will help potential clients discover your services and showcase your work online.

Your Website

When setting up your website, make sure to include information about yourself (including experience and qualifications), the types of services you offer, and examples of past work. You can also create some sort of booking service/application form on your website to make it easier for potential clients to get in touch with you.

Social Media Accounts

In addition to your website, you’ll also want to set up a presence on the various social media platforms, such as:

This will help build an online community and increase awareness of your business. You can then post pictures from past events, details about upcoming parties you’re planning, industry advice, and other awesome types of content. Just make sure that you’re posting on a regular basis and always replying back to anyone who comments or DMs you!

11. Determine (and Implement) Your Marketing Strategies

Having a solid marketing strategy is key to the success of any business, so it’s essential that you come up with one for your party planning business too. How will you reach potential clients and how are you going to market yourself?

Some ideas include:

• Creating online ads (Google AdWords, Facebook Ads, etc.)
• Making use of influencer marketing
• Working with local media outlets (newspapers, TV, etc.)
• Maximizing email campaigns
• Attending industry events and networking
• Creating a newsletter
• Utilizing traditional outdoor advertising (billboards, flyers, etc.)

Real talk: your marketing strategy can be the very thing that makes or breaks your party planning business. I know, no pressure, right? We’re not trying to freak you out or anything… But seriously, make sure to think through your strategies and come up with ones that fit your budget and target audience!

11. Start Networking

Networking is another important step in the process of starting a party planning business. The reason for this is quite simple: networking will help you get the word out about your services, as well as give you the opportunity to learn from other party planners.

So, how should you network?

Well, the best way to network is to attend industry events and meet-ups. Here, you can make connections with other professionals in the field, share ideas, and learn from each other. You can also join online forums, groups, and association to continue building up your network.

12. Keep Learning and Stay Up-to-Date With Industry Trends

Finally, in order to stay relevant and up-to-date with the latest industry trends, it’s important to set aside time to continually be learning.

This may include attending workshops or seminars related to party planning, reading books and articles from experienced professionals in the field, or subscribing to industry websites/blogs for updates. By doing this, you’ll be able to stay on top of the latest trends and make sure that your parties are always ahead of the curve!

Frequently Asked Questions

Now that you know how to start a party planning business from scratch, let’s answer some of the most frequently asked questions about this journey:

Q: How much does it cost to build a professional party planning business?

A: How much you have to invest in your business depends on what kind of services you plan to offer and how much overhead costs (such as rent, utilities, advertising, etc.) you have to pay. Generally speaking, the cost of starting a party planning business can range from a few hundred dollars up to tens of thousands, depending on your budget.

Q: Can you start a business as a party planner while earning your certification, or should you wait until you’re certified?

A: That’s really up to you! If you’re confident in your skills and have enough experience, then there’s no reason why you can’t start building your party planning business while you’re still earning your certification. However, if you’re feeling overwhelmed or don’t have enough experience yet, it may be best to wait until you finish the certification process before jumping in.

Q: How long does it take to start a party planning business?

A: How long it takes to start a party planning business really depends on how much research, planning and preparation you’re willing to put in. It can take anywhere from a few weeks to a few months, depending on the type of services you offer and how quickly you want to get started. Once you have a plan of action and have taken the necessary steps to bring your business vision to life, you’ll be well on your way to becoming a successful party planner!

Q: How long should you expect to wait before seeing a profit?

A: It again depends on a few factors, such as the types of services you offer, how much time and effort you’re willing to invest in the business, and how much of a budget you’ve allocated for marketing and promotion. Generally speaking, it can take anywhere from a few months to a year before you start seeing consistent profits.

Q: Is party planning a good side hustle?

A: Absolutely! Party planning is a great side hustle for people who love planning events and have an eye for detail. It’s also a great way to make a part-time income without having to take on full-time hours. Plus, as your business grows, you can always consider taking on more clients, expanding your services, and making your business a full-time endeavor down the road.

Q: How much do party planners make per year?

There’s no definitive answer to this question as every party planner’s income is dependent on their services, expenses, and how many events they take on. Generally speaking, though, ZipRecruiter reports that party planners in the United States alone tend to make anywhere from $13,500 to $79,500 USD annually.

Q: What are some must-have supplies that all party planners need?

A: Some of the most important supplies you should have as a party planner include things like decorative items, catering supplies, sound systems/PA equipment, and event planning software. These will help you ensure that all of your parties are well-prepared, organized, and run smoothly.

In terms of running your party planning business, we recommend investing in the following items:

• A business plan
• A registered business name
• Organization tools, such as a calendar and daily planner
• A proper website domain
• Marketing materials (flyers, brochures)
• Accounting software
• And any necessary legal documents such as insurance, contracts, etc.

PRO TIP: Check out our full list of the BEST tools to help you grow your party planning business successfully!

Q: where can you buy party planning supplies.

A: You can buy party planning supplies from a variety of suppliers, both online and in-person. Online stores such as Amazon or Party City are great resources for finding decorations, catering supplies, sound equipment, and more. Local party supply stores can also provide you with everything you need to make your parties memorable.

Q: How do party planners get clients?

A: The best way to get clients as a party planner is through networking and building relationships. You can start by attending local events or industry conferences and introducing yourself to potential clients. Additionally, you should also consider marketing your services on social media platforms such as Facebook or Instagram.

Another business-savvy way to attract and book clients is by offering them some sort of pricing incentive. For example, you could offer discounts on services or free consultations in exchange for referrals. This will help build your reputation, and it’s a great way to get new clients.

Finally, don’t forget about word of mouth! Ask friends and family to spread the word about your business and refer you to anyone who’s looking for a party planner.

Hopefully, this guide has given you all the information you need to start a successful party planning business from scratch. When it comes down to it, running a successful business is all about staying organized and having the right resources at your disposal. With the right planning, dedication, and effort, you can turn your party planning business into a thriving success!

Become a party planner in as little as 12 short weeks by starting your self-paced, online certification training with QC Event School. Enroll today !

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How to Start a Party Planning Business in 14 Steps (In-Depth Guide)

Updated:   April 8, 2024

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The party industry is growing in leaps and bounds around the globe. With a compound annual growth rate (CAGR) of 11.8% from 2023 to 2032, now is a great time to start a party planning business.

This guide will explain how to start a party planning business. Topics include market research, competitive analysis, startup costs, registering an EIN, applying for business insurance, and more.

With demand increasing across the board, from budget-friendly to luxury, there is ample opportunity to carve out your niche. If helping people mark life’s special moments sounds like your dream job, read on for everything you need to start your own party planning business.

1. Conduct Party Planning Market Research

Market research is important for an event planner hoping to craft a successful business plan. As a new event planning company, you should know about your target market, local market saturation, trending event planning services in the event planning industry, and more.

Some of the details you’ll learn through market research for your own event planning business include:

• Several factors are driving this growth. Busy professionals with more disposable income hire planners to pull off events they don’t have time to organize.
• Parents are enlisting many event planners to create Instagram-worthy birthday parties for their kids. And milestone events like weddings, reunions, and corporate gatherings require professional help more than ever.
• While the luxury party planning market is saturated, there remains ample opportunity in the budget-friendly space.

To start an event planning company, planners should target various niches:

• Weddings: Especially budget-friendly packages under $2,000.
• Kids’ birthdays: Focus on themes like dinosaurs, princesses, and superheroes.
• Corporate events: Pitch one-stop services from choosing a venue to arranging catering.
• Holiday parties: Help clients throw stylish Christmas, Halloween, and other themed events.
• Showers: Baby showers, bridal showers, retirement parties.
• Reunions: Help plan school, family, or military reunions.
• Unique experiences: Party buses , paint parties, etc.

With demand increasing across segments, the party and wedding planning industry provides fertile ground for entrepreneurs to launch all types of event planning businesses. By identifying a specific niche and effectively marketing services, new planners can steadily grow their clientele and bottom line.

2. Analyze the Competition

Thoroughly analyzing the competition is critical when starting a party planning company. Here are tips to assess competitor event planners both in your local area and online:

• For brick-and-mortar competitors, identify planners located nearby.
• Visit their websites and social media pages to evaluate services offered, pricing, and types of events planned.
• Note their years in business, reviews, and repeat clients to gauge customer satisfaction.
• Observe their branding and marketing to see if a niche is being underserved.
• To evaluate online competitors, research major planning sites that allow vendors to list profiles like WeddingWire. Search for planners servicing your area across different price points.
• Analyze the services they offer, packages, and how they describe their business.
• Visit their individual websites and social media pages to assess their web traffic, followers, and engagement using tools like SimilarWeb and SocialBlade .
• High traffic and following can signal a strong online presence.
• Search industry hashtags on social media like #birthdaypartyplanning to find local planners promoting their work and engaging with clients.
• Their posts can provide insight into their branding, the types of events planned, and the venues/rentals they partner with. Take note of planners with satisfied client comments.
• Look for gaps in the market – if all local competitors focus on luxury weddings, for example, there may be opportunities for budget kid parties.
• Identify areas competitors are lacking in like styled Instagram content or robust online packages, that you could excel in.
• Track competitors over time by subscribing to their email lists and re-evaluating their digital presence every few months.

Ongoing market research will provide the knowledge needed to position your services where competitors are missing the mark. It also helps refine your unique selling proposition and offerings over time as client demand evolves.

3. Costs to Start a Party Planning Business

When starting a party planning company, there are various one-time start-up costs to consider before opening for business.

Start-up Costs

• Business Registration Fees – $50-$500 Registering your business as an LLC or other corporate structure will incur state filing fees and potentially local licensing fees.
• Business Insurance – $500-$2,000/year General liability insurance protects your business from property damage or bodily injury claims. Professional liability shields against client lawsuits.
• Office Supplies – $500-$2,000 A computer, printer, software, phone, folders, contracts, and other administrative supplies will be needed.
• Website – $200-$5,000 A professional website showcasing services, galleries, and contact forms is essential for attracting clients.
• Branding – $500-$2,000 Professional logo design, business cards, email design template, and other branding elements establish credibility.
• Equipment – $1,000-$5,000 Tablets, cameras, decor items, props, signage, and storage for event supplies will be necessary. Renting certain items can minimize costs. More for luxury items or rooms such as spas , game rooms, etc.
• Initial Advertising – $500-$2,000 Print ads, digital ads, and brochures help introduce your new business to the local market.

Ongoing Costs

• Rent – $200-$2,000/month Many planners operate from a small home office when starting before moving to a storefront. Virtual offices are also an option.
• Utilities – $150-$500/month Expect costs for internet, phone, electricity, and other utilities based on your office needs.
• Business Insurance – $500-$2,000/year Insurance policies must be renewed annually. Review and adjust coverage as your business grows.
• Accounting Software – $10-$50/month Programs like QuickBooks help track income, expenses, invoices, and tax documents.
• Advertising – $100-$500/month Continually promote your services through channels like social media ads, SEO, and email marketing.
• Travel – $50-$500+ per event Site visits, client meetings, and going to events will incur gas, public transit, or rideshare costs.
• Professional Development – $500-$2,000/year Invest in ongoing training on event trends, best practices, and skills development.

By estimating costs across these various categories, new party planners can develop an accurate budget and ensure sufficient capital to cover operating expenses as they build their business. Adjusting forecasts periodically lets you scale spending in step with revenue growth.

4. Form a Legal Business Entity

When starting a party planning company, choosing the right legal structure is key. The four main options each have benefits and drawbacks to weigh:

Sole Proprietorship

This is the simplest structure with no formal registration needed beyond licenses. Party planners can get up and running quickly and inexpensively. However, the owner has unlimited personal liability for debts and lawsuits related to the business. Their assets could be seized, making this a risky choice.

Partnership

A general or limited partnership allows two or more co-owners to share resources and split profits. However, general partners also share unlimited personal liability. Limited partners’ liability is restricted to their investment, but they can’t participate in management. Overall, the shared liability is risky for service businesses like party planning.

Limited Liability Company (LLC)

Forming an LLC offers liability protection for all members while allowing pass-through taxation. This is the best choice for most party planners starting. It limits owners’ risk if sued and keeps things simple tax-wise. Startup costs are low, and single-member LLCs are easy to run.

Corporation

C-corps and S-corps offer the strongest liability protection but have complex regulations and double taxation. This bureaucratic structure can get costly with annual fees and paperwork. Unless seeking investors or going public, most small party planners don’t need to incorporate right away.

5. Register Your Business For Taxes

One key legal step for any new business is obtaining an Employer Identification Number (EIN) from the IRS. This unique number identifies your business for tax purposes.

Here’s how party planners can easily apply for an EIN:

• Go to IRS.gov and search “apply for an EIN”. Click the link to reach the online application.
• Review the instructions and have your information ready – name, address, SSN, and details about your LLC or corporation.
• When ready, click “Begin Application” and follow the short questionnaire. Select the type of LLC you formed.
• On the final page, review your business information. Then submit the form to instantly receive your EIN.

The entire process takes about 10 minutes and there is no fee. The IRS will mail you an EIN confirmation letter for your records in 4-5 weeks.

With your EIN, you can open business bank accounts, apply for licenses, and file taxes. It also enables you to hire employees down the road.

Additionally, party planners must register with their state to collect sales tax on services provided. Requirements vary by location but often include:

• Obtaining a seller’s permit or sales tax ID through your state revenue department.
• Charging sales tax to clients and filing regular returns to remit taxes collected.
• Keeping detailed records of taxable sales and any tax-exempt transactions.

Visit your state revenue website for specifics on registering. Fees typically range from $10-$100 depending on the state.

Handling EIN and sales tax registration upfront ensures your party planning business operates legally and complies with all tax obligations from the start. Take the time to get set up properly so you can focus on serving clients.

6. Setup Your Accounting

As a party planner, meticulous financial records are crucial for tracking income and expenses, maximizing tax deductions, and operating legally. Investing in accounting software and an accountant from the start will save major headaches down the road.

Accounting Software

Programs like Quickbooks allow planners to easily categorize every business transaction, generate invoices, manage payroll, and streamline taxes. The software seamlessly syncs with bank and credit card accounts to automatically import and log payments. This eliminates manual entry and the risk of errors.

Hire an Accountant

While accounting software does much of the heavy lifting, partnering with an accountant adds professional oversight. A qualified accountant provides services like:

• Setting up your bookkeeping, accounting systems, and Quickbooks.
• Training you on proper record keeping and utilizing features of your accounting software.
• Performing monthly reconciliations to identify any discrepancies.
• Preparing and filing quarterly and annual tax returns.

Most planners retain an accountant at least for annual tax preparation and filing. Costs range from $200-$5,000 depending on the extent of services provided.

Open a Business Bank Account

Separating business and personal finances prevents the commingling of funds and avoids red flags with the IRS. Open a dedicated business checking account and credit card only used for company expenses.

Apply for a Business Credit Card

Business credit cards allow you to keep expenses separate while earning valuable reward points on purchases. Limits are based on your business credit profile, not your score. Have an Employer Identification Number (EIN) ready to apply and obtain a higher line of credit.

7. Obtain Licenses and Permits

Before hosting your first event, party planners must ensure they have obtained all required business licenses and permits. Find information for federal licenses through the U.S. Small Business Administration . The SBA also has a local search tool for state and city permits.

Requirements vary based on your city and state, but common licenses include:

• Business License: Nearly all jurisdictions require a general business license to legally operate. Fees are typically $50-$100 annually.
• Seller’s Permit: Obtaining a seller’s permit or sales tax ID enables you to collect sales tax on services provided.
• Food Service Permit: If catering food yourself or hiring food trucks, a food service license is often required. Complete a training course, pay fees, and pass inspections to obtain this permit.
• Liquor License: To serve alcohol at events, party planners need a liquor license approved by the state or county liquor authority.
• Raffle/Gaming License: If hosting contests, raffles, or casino games like at a fundraiser event, you’ll likely need gaming and raffle permits. Follow all regulations around reporting and awarding prizes.
• Zoning Permits: If running your business from a home office, commercial space, or event venue, confirm zoning permits allow for these activities. Make any zoning appeals before signing leases.

Preparing guest lists, floor plans and vendor orders is the fun part of event planning. Don’t let overlooking essential licenses put operations on hold or jeopardize your business. Consult local regulators to identify all required approvals.

8. Get Business Insurance

Obtaining adequate business insurance is crucial for protecting party planners against unforeseen risks that could otherwise sink the company. Being underinsured – or not insured at all – leaves you vulnerable in scenarios like:

• A guest slips and falls at an event, sustaining serious injuries. Without liability coverage, you could be sued for substantial medical bills.
• Severe weather damages or forces cancellation of a major event. The client still expects compensation for losses.
• Expensive AV equipment rented for a corporate party is stolen. Replacement costs could be crippling without protection.

To shield your assets in cases like these, partner with an insurer to obtain key policies:

• General Liability – Covers 3rd party bodily injury and property damage claims. Vital for party planners to interact with guests.
• Professional Liability – Protects against damages if sued for negligent services like a poorly planned event.
• Commercial Property – Reimburses stolen or damaged equipment and decor used for events.
• Event Cancellation – Provides reimbursement for non-refundable expenses if a client’s event is canceled.
• Umbrella Liability – Additional liability limits atop other policies. Useful for large-scale events.

To get insured, contact business insurance brokers. Be ready with info on your LLC and the type/scale of events you plan. Review multiple quotes to find the best rates and coverage for your needs.

9. Create an Office Space

Having a professional office space lends party planners credibility and provides a centralized hub for client meetings and event preparation. The optimal location depends on your budget and stage of business.

Home Office

When just starting, operating from a dedicated home office minimizes overhead. Convert a spare room into a functional workspace for administrative tasks. Meet clients at event venues or coffee shops until you outgrow home-based operations. Costs are limited to decor, supplies, and utilities.

Coworking Office

Coworking spaces like WeWork provide an affordable upgraded office environment as your business expands. Open layouts promote networking with fellow entrepreneurs. You’ll get access to business amenities like conference rooms, printers, kitchens, and tech support for around $200-$500 per month.

Retail Office

For established planners seeking a higher-end presence, consider a storefront retail unit. This allows passing foot traffic and walk-in clients. You can meet with vendors in a conference room and display photos of events. Rent averages $1,500-$4,000 per month.

Commercial Office

Leasing space in a Class A commercial office building lends prestige to corporate clients. Expect amenities like gyms, cafeterias, shared conference rooms, and high-end finishes. Budget at least $3,000 per month for rent plus additional build-out costs.

10. Source Your Equipment

From decor to AV equipment, party planners need access to a wide assortment of event supplies. Here are the top options to acquire the necessary materials whether buying new, used, renting, or leasing:

Brand new party rental inventory allows you complete creative control but comes at a premium. Purchase basics like tables, chairs, linens, flatware, and lighting from event retailers like PartyTime Rentals . Visit restaurant supply stores for high-volume glassware, dishes, and service ware.

Score major savings buying used furnishings and decor from resellers. Check used-party supply retailers and local classifieds on Craigslist and Facebook Marketplace . Thrift stores like Goodwill can yield finds. Garage and estate sales are also prime venues to discover chic vintage items. Take time to hunt for hidden gems.

Renting is ideal for pricier items needed periodically like speakers, projectors, dance floors, and tents. Event rental companies allow you to expand your inventory as needed on a per-event basis. Rates are typically daily or weekly. Coordinate delivery and pickup.

Leasing select premium equipment from specialty companies enables access to high-end gear like bounce houses , photo booths, neon signs, and games. You pay a monthly fee for the length of a multi-year contract. Build leasing costs into your client fees.

11. Establish Your Brand Assets

Crafting a strong brand identity is crucial for party planners to stand out and be remembered. By investing in professional branding elements upfront, you can consistently convey your vision across every touchpoint.

Getting a Business Phone Number

A custom phone number lends legitimacy versus using a personal cell. Services like RingCentral provide toll-free and local numbers with call routing, voicemail, and SMS capabilities.

Creating a Logo and Brand Assets

A polished logo encapsulates your brand personality and specialty. For party planners, an energetic, playful mark is ideal. Use a logo maker like Looka to design options and then refine your vision with a graphic designer.

Complement your logo with branded social media assets, email signatures, proposals, invoices, and contract templates. Apply colors, fonts, and graphical elements consistently for recognition.

Creating Business Cards and Signage

Business cards are essential for in-person networking and events. Include your logo, stylized contact info, tagline, and any certifications that build credibility. Signage like banners and yard signs help promote your brand at venues. Order professional designs from printers like Vistaprint .

Purchasing a Domain Name

Secure a domain name that matches your brand for a cohesive online presence. Aim for your full business name or a memorable short phrase relevant to party planning. Use domain sites like Namecheap and explore extensions beyond .com.

Building a Website

Your website will be a prospect’s first impression of your brand. While DIY builders like Wix make launching easy, consider hiring a web designer on Fiverr for a polished, client-focused site. Include sections showcasing previous events, testimonials, and ways to contact you.

12. Join Associations and Groups

Joining relevant local organizations and online communities provides invaluable connections for party planners. Surrounding yourself with other professionals leads to collaborations, knowledge sharing, and a stronger local network.

Local Associations

Area party and event planning associations offer both networking and learning opportunities. Attend meetups to connect with fellow planners, discuss trends, and discover new venues. Groups like the International Live Events Association provide support through all stages of business ownership.

Consider joining your local chamber of commerce as well to raise visibility among area businesses. The connections made can lead to corporate event leads.

Local Meetups

Keep a pulse on local happenings and expand your network by attending relevant meetups. Use sites like Meetup to find regular events like wedding vendor mixers, marketing seminars, and industry trade shows.

Exchange ideas in person and distribute business cards to event pros you want to partner with. Look for both general networking and party planning-specific meetups.

Facebook Groups

Engage with the national community of planners by joining Facebook Groups like Party Rental Business Owners and Creative Event Planners who are supportive of newcomers. Having an online support system provides camaraderie and advice from peers globally.

13. How to Market a Party Planning Business

Implementing an ongoing marketing strategy is essential for party planners to continually attract new clients. While leveraging your network and stellar customer service form the foundation, mixing digital and traditional tactics will help amplify your reach and brand visibility.

Personal Networking

To start, tap into your existing contacts and ask for introductions to their networks. Offer incentives for current clients to refer friends, which is powerful word-of-mouth marketing. For example, provide a 10% discount on their next event for every new booking referred.

Digital Marketing

For digital marketing materials, consider:

• Search ads through Google Ads targeting keywords like “party planner [your city]”. Track conversions to optimize effective ads.
• Facebook and Instagram ads focused on your ideal demographic and location. Share beautiful event visuals and promotions.
• Start a YouTube channel with tutorials and behind-the-scenes event videos to build expertise.
• Write blog posts about party planning tips to improve SEO and provide value.
• Email marketing campaigns to engage past clients and promote new services.

Traditional Marketing

For traditional approaches, some options include:

• Creating mailers with promotions to send to prospective clients like engaged couples.
• Distributing framed fliers and menus to complementary vendors like caterers.
• Billboard ads in high-traffic areas introducing your new business.
• Radio spots on local stations describing your services and special offers.
• Hosting open house events at your office for the public to meet you.

While digital marketing enables incredible precision and measurement, don’t count out the power of traditional mediums for brands to make an entrance.

14. Focus on the Customer

Providing an incredible client experience is crucial for party planners to earn rave reviews, loyal repeat customers, and word-of-mouth referrals that fuel growth.

Here’s why going above and beyond with customer service pays off:

• A wedding, anniversary party, or baby shower comes just once in a lifetime. By tailoring every detail to the client’s vision and making them feel valued, you create a meaningful experience they won’t forget.
• Satisfied clients will happily refer family and friends planning their celebrations rather than risk them having a subpar experience with another planner.
• Stellar service translates into genuine, detailed reviews. Your reputation hinges on reviews and testimonials.
• When you consistently wow customers, they’ll rave about you online and on sites like The Knot and WeddingWire. This social proof captures the attention of prospective clients.
• Return customers also become a sizable portion of your bookings if you nail their first event.
• Clients planning annual galas or milestone birthdays will come back year after year if you make the process smooth and enjoyable.

For party planners, client satisfaction directly impacts income. By providing responsive communication, anticipating needs, and handling any curveballs with grace, you assure a 5-star experience that brings clients back while attracting new ones through word of mouth.

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April 9, 2024

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Small Business Trends

How to start a party planning business, why start a party planning business.

In 2022, the US party and event planning service market bounced back valiantly, boasting a size of $3.2 billion. Following a few challenging years with an annualized dip of -9.1% from 2016 to 2021, the industry regained momentum with a growth of 4% by the start of 2022, making it again one of the top service business ideas for aspiring entrepreneurs. This resurgence signals a shift, with corporate events, holiday parties, and professional social occasions, like company picnics, emerging as the frontrunners for potential growth.

The Event Planning Industry Today

Technology, for one, has significantly influenced the industry. From virtual event platforms to sophisticated event management software, embracing technology can give your business a competitive edge. Moreover, consumer demands constantly evolve, with a notable inclination towards personalized and unique experiences. The contemporary clientele seeks more than just an event; they crave an experience that resonates with them personally.

What Does an Event Planning Company Do?

From vision to reality.

At its core, an event planning company is responsible for turning a vision into a tangible reality. This means they’ll tackle everything from the nitty-gritty details to the grander aspects of an event. The planner works closely with clients to understand their requirements and preferences, drawing up an actionable plan to ensure everything proceeds without a hitch.

The Intricacies of Planning and Coordination

Execution – the final countdown, types of events an event planner may handle, corporate events.

These are often large-scale events organized by businesses for their employees, stakeholders, or clients. It could be product launches, conferences, workshops, or team-building retreats. Each comes with its own set of requirements, from professional settings to interactive activities, and an event planner ensures the event aligns with the company’s goals and brand image.

Birthday Parties

Holiday celebrations, charity galas and fundraisers.

These events are increasingly popular and require a balance of entertainment and a deeper purpose. Planners ensure the event entertains, effectively conveys the cause, and encourages donations or support.

Specific Tasks Handled by an Event Planning Company

Booking venues, arranging for catering, managing invitations and rsvps, coordinating entertainment and activities, handling decorations and themes, budgeting and finance management, key steps to start your own event planning business.

Market Research Local Event Planning Services

Before you dive into the event planning business, you’ll want a lay of the land. Here’s how you go about it:

Crafting Your Event Planning Business Plan

Registering your business and legal requirements, financing your party planning business, how to become a successful party planner.

Essential Tools and Software

Networking and partnerships, marketing and social media, building client satisfaction and repeat business, required skills and qualifications for a professional event planner.

Communication Skills

Time management, creative thinking, formal qualifications, how to set up your event planning business operations, choosing a location, hiring staff, marketing and branding your party planning business.

In the event planning service industry, how you present and market your business can set you apart. Here’s a roadmap to making your brand the talk of the town:

Digital Marketing for Your Event Planning Service

Networking at local events, customer testimonials, how to grow your event planning business, expanding services, partnerships and collaborations, customer retention strategies, specializing as a wedding planner, tips for focusing on the wedding niche:, faqs: how to start a party planning business, how profitable is a party planning business, do you need a certification to start a party planning business, what is the best way to market event planning services.

There’s no one-size-fits-all answer, but digital marketing, especially through visually-rich platforms like Instagram and Pinterest, has proven effective for many event planners. Showcasing your work, using customer testimonials, attending local networking events, and leveraging word of mouth are also valuable marketing strategies. Regularly engaging with your audience, updating your portfolio, and highlighting unique offerings can set you apart in the market.

How To Write a Successful Party Planner Business Plan + Template

Creating a business plan is essential for any business, but it can be especially helpful for party planner businesses that want to improve their strategy and/or raise funding.

A well-crafted business plan not only outlines the vision for your company, but also documents a step-by-step roadmap of how you are going to accomplish it. In order to create an effective business plan, you must first understand the components that are essential to its success.

This article provides an overview of the key elements that every party planner business owner should include in their business plan.

Download the Ultimate Business Plan Template

What is a Party Planner Business Plan?

A party planner business plan is a formal written document that describes your company’s business strategy and its feasibility. It documents the reasons you will be successful, your areas of competitive advantage, and it includes information about your team members. Your business plan is a key document that will convince investors and lenders (if needed) that you are positioned to become a successful venture.

Why Write a Party Planner Business Plan?

A party planner business plan is required for banks and investors. The document is a clear and concise guide of your business idea and the steps you will take to make it profitable.

Entrepreneurs can also use this as a roadmap when starting their new company or venture, especially if they are inexperienced in starting a business.

Writing an Effective Party Planner Business Plan

The following are the key components of a successful party planner business plan:

Executive Summary

The executive summary of a party planner business plan is a one to two page overview of your entire business plan. It should summarize the main points, which will be presented in full in the rest of your business plan.

• Start with a one-line description of your party planner company
• Provide a short summary of the key points in each section of your business plan, which includes information about your company’s management team, industry analysis, competitive analysis, and financial forecast among others.

Company Description

This section should include a brief history of your company. Include a short description of how your company started, and provide a timeline of milestones your company has achieved.

If you are just starting your party planner business, you may not have a long company history. Instead, you can include information about your professional experience in this industry and how and why you conceived your new venture. If you have worked for a similar company before or have been involved in an entrepreneurial venture before starting your party planner firm, mention this.

You will also include information about your chosen party planner business model and how, if applicable, it is different from other companies in your industry.

Industry Analysis

The industry or market analysis is an important component of a party planner business plan. Conduct thorough market research to determine industry trends and document the size of your market. 

Questions to answer include:

• What part of the party planner industry are you targeting?
• How big is the market?
• What trends are happening in the industry right now (and if applicable, how do these trends support the success of your company)?

You should also include sources for the information you provide, such as published research reports and expert opinions.

Customer Analysis

This section should include a list of your target audience(s) with demographic and psychographic profiles (e.g., age, gender, income level, profession, job titles, interests). You will need to provide a profile of each customer segment separately, including their needs and wants.

For example, the customers of a party planner business may include brides-to-be, parents of young children, or corporate event planners.

You can include information about how your customers make the decision to buy from you as well as what keeps them buying from you.

Develop a strategy for targeting those customers who are most likely to buy from you, as well as those that might be influenced to buy your products or party planner services with the right marketing.

Competitive Analysis

The competitive analysis helps you determine how your product or service will be different from competitors, and what your unique selling proposition (USP) might be that will set you apart in this industry.

For each competitor, list their strengths and weaknesses. Next, determine your areas of competitive differentiation and/or advantage; that is, in what ways are you different from and ideally better than your competitors.

Below are sample competitive advantages your party planner business may have:

• Extensive event planning experience
• Unique and creative event ideas
• Strong relationships with vendors and suppliers
• Diverse service offerings
• Ability to manage large-scale events

Marketing Plan

This part of the business plan is where you determine and document your marketing plan. . Your plan should be clearly laid out, including the following 4 Ps.

• Product/Service : Detail your product/service offerings here. Document their features and benefits.
• Price : Document your pricing strategy here. In addition to stating the prices for your products/services, mention how your pricing compares to your competition.
• Place : Where will your customers find you? What channels of distribution (e.g., partnerships) will you use to reach them if applicable?
• Promotion : How will you reach your target customers? For example, you may use social media, write blog posts, create an email marketing campaign, use pay-per-click advertising, launch a direct mail campaign. Or, you may promote your party planner business via word-of-mouth or by exhibiting at trade shows.

Operations Plan

This part of your party planner business plan should include the following information:

• How will you deliver your product/service to customers? For example, will you do it in person or over the phone only?
• What infrastructure, equipment, and resources are needed to operate successfully? How can you meet those requirements within budget constraints?

The operations plan is where you also need to include your company’s business policies. You will want to establish policies related to everything from customer service to pricing, to the overall brand image you are trying to present.

Finally, and most importantly, in your Operations Plan, you will lay out the milestones your company hopes to achieve within the next five years. Create a chart that shows the key milestone(s) you hope to achieve each quarter for the next four quarters, and then each year for the following four years. Examples of milestones for a party planner business include reaching $X in sales. Other examples include adding new services, expanding to a new location, or hiring new employees.

Management Team

List your team members here including their names and titles, as well as their expertise and experience relevant to your specific party planner industry. Include brief biography sketches for each team member.

Particularly if you are seeking funding, the goal of this section is to convince investors and lenders that your team has the expertise and experience to execute on your plan. If you are missing key team members, document the roles and responsibilities you plan to hire for in the future.

Financial Plan

Here you will include a summary of your complete and detailed financial plan (your full financial projections go in the Appendix). 

This includes the following three financial statements:

Income Statement

Your income statement should include:

• Revenue : how much revenue you generate.
• Cost of Goods Sold : These are your direct costs associated with generating revenue. This includes labor costs, as well as the cost of any equipment and supplies used to deliver the product/service offering.
• Net Income (or loss) : Once expenses and revenue are totaled and deducted from each other, this is the net income or loss.

Sample Income Statement for a Startup Party Planner Business

Balance Sheet

Include a balance sheet that shows your assets, liabilities, and equity. Your balance sheet should include:

• Assets : All of the things you own (including cash).
• Liabilities : This is what you owe against your company’s assets, such as accounts payable or loans.
• Equity : The worth of your business after all liabilities and assets are totaled and deducted from each other.

Sample Balance Sheet for a Startup Party Planner Business

Cash Flow Statement

Include a cash flow statement showing how much cash comes in, how much cash goes out and a net cash flow for each year. The cash flow statement should include:

• Cash Flow From Operations
• Cash Flow From Investments
• Cash Flow From Financing

Below is a sample of a projected cash flow statement for a startup party planner business.

Sample Cash Flow Statement for a Startup Party Planner Business

You will also want to include an appendix section which will include:

• Your complete financial projections
• A complete list of your company’s business policies and procedures related to the rest of the business plan (marketing, operations, etc.)
• Any other documentation which supports what you included in the body of your business plan.

Writing a good business plan gives you the advantage of being fully prepared to launch and/or grow your party planner company. It not only outlines your business vision but also provides a step-by-step process of how you are going to accomplish it.

A well-written business plan is an essential tool for any party planner business. If you are seeking funding from investors or lenders, it’s important to have a polished and professional business plan. Use the outline above as a guide as you write your own party planner business plan.   

Finish Your Party Planner Business Plan in 1 Day!

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How To Start A Party Planning Business

by Colin Shipp  

Updated On:  September 27, 2022

Take your passion for planning amazing parties and turn it into a profitable business venture! With a little hard work and creative marketing, you can become the go-to party planner in your area.

An event planning business can be a fun and rewarding way to make a living, and it has the potential to be quite profitable.

The event planning industry is booming, as people now prefer to hire professional planners to take care of their special occasions. It takes a lot of creativity and hard work to be a successful party planner, but it can be an incredibly rewarding career.

Many have dreams of starting their own party planning business but don't know where to start. If you're one of those people, this guide is for you! 

This guide will teach you everything you need to know about starting an event planning business, from writing a business plan to marketing your services.

Everyone loves a good party, whether it's holiday parties, birthday parties, engagement parties, children's parties, or any other type of party.

As an event planner, you can turn your love of planning parties into a successful business. Just follow these simple steps, and you'll be on your way to becoming a successful party planner.

Looking For More Business Options? Check out these business ideas .

Evaluate Your Event Planning Skillset

The first step to starting an event planning business is to evaluate your event planning skillset. Do you have what it takes to be a successful party planner?

To be an experienced party planner, you must be organized, creative, and detail-oriented. You should also be good at working with people, as you'll be dealing with clients regularly.

If you don't think you have the necessary skills to be a successful party planner, consider taking some event planning courses or getting a degree in event management. For newbies, we recommend working under someone else until you learn the process or take an online program.

Hundreds of online courses are available, but this is a great way to learn the basics and start quickly. To be a successful party planner, you must have strong organizational skills and work well under pressure.

You should also be creative, as you'll need to develop new and innovative party ideas regularly. Being detail-oriented is also important, as even the smallest details can make or break a party.

Finally, you should be good with people, as you'll deal with clients regularly. If you don't think you have the necessary skills to be a successful party planner, consider taking some event planning courses or getting a degree in event management.

Create Your Event Planning Business Plan

The next step is to create your event planning business plan for your event planning company. This will be a detailed document that outlines your business goals, strategies, and tactics. Your business plan should also include a marketing plan, as well as a financial forecast.

Whenever you do anything related to your business, refer to your business plan to ensure that you are on track.

A well-written business plan is essential for any successful business, and a planning business is no exception. Your business plan should outline your business goals, strategies, and tactics. It should also include a marketing plan and a financial forecast.

To own an event planning business is to have the ability to work for yourself and be your boss. The business plan document should reflect these qualities.

The business plan should also answer the following questions:

• What are Party Planning businesses in my area?
• Who is my target market?
• How much money do I need to start my business?
• How will my business be structured? (Sole proprietorship, LLC, etc.)
• What are the estimated startup costs?
• What are the ongoing expenses?
• How will I generate revenue?
• What are the long-term goals for my business?

Every event planner is different, so there is no one-size-fits-all answer to these questions. However, your explanations should be detailed and specific to your business.

To become successful in the party planning industry, you'll need to answer these questions confidently and with a well-thought-out plan.

Find Your Event Planning Niche

The next step to starting an event planning service is to find your event planning niche. When it comes to event planning, there are endless possibilities.

You can specialize in corporate events, weddings, birthday parties, or any other event. Figure out what kind of events you're most interested in and focus your business around that.

When you narrow down your focus, you'll be able to market your business better and attract your ideal clients. Market research is the foremost important thing you should do in this stage. Knowing your target market is the key to a successful festive planning business.

There are four primary types of event planning businesses:

Wedding Planning Businesses Specializing In Weddings

Wedding party planners are responsible for helping couples plan their big day. They guide everything from finding the perfect venue to choosing the right florist.

Wedding planners typically work with a team of other vendors to ensure that every wedding detail is taken care of.

A proper wedding planner should have a strong understanding of the wedding industry and know how to negotiate with vendors.

Corporate Event Planning Businesses

Corporate event planners are responsible for organizing corporate events such as conventions, conferences, and company parties.

They work closely with a company's marketing or human resources department to plan an event that meets the company's objectives.

Corporate event planners must be able to handle a large budget and coordinate with multiple vendors.

Social Event Planning Businesses

Social event planners are responsible for organizing parties, showers, and other social gatherings.

They work with their clients to choose the perfect venue, catering, and entertainment for their event. 

Social event planners typically have a background in event planning or hospitality.

Non-Profit Event Planning Businesses

Non-profit event planners are responsible for organizing fundraising events, galas, and other special events.

They work with various vendors to get the best deals, from venues to catering. Non-profit event planners must have a strong understanding of the non-profit sector and be able to work with a tight budget.

Uncover Your Startup Costs

Now that you know what type of event planning business you want to start, it's time to uncover your startup costs.

The amount of money you'll need to start your business will vary depending on the size and scope of your business.

If you're planning on starting a small event planning business, you can get by with a few thousand dollars. However, if you're planning on starting a large event planning business, you'll need at least $10,000.

Event planning services can be expensive, so it's important to understand your startup costs before starting your business.

According to the business tycoons of event planning, some of the major startup costs include:

• Business entity fees
• Licenses and permits
• Website design and development
• Event planning software
• Marketing materials
• Office Supplies
• Computers and phone systems

It depends on the type of business you want and how much you'll need to spend on marketing. Planning events is a fun and rewarding business, but it takes more than just organizing skills to get started.

If you're planning on starting a corporate event planning business, you'll need to spend money on business cards, a website, and advertising. However, starting a small event planning business can get by with just a few hundred dollars for business cards and flyers.

Choose A Name Of Your Business

After you have figured out your startup costs and what type of event planning business you want to start, it's time to choose a business name.

The name of your own business is important because it will be the first thing potential clients see. Choose a name that is memorable and easy to pronounce.

Avoid using long names or names that are difficult to spell. You want potential clients to be able to find you easily online and on the yellow pages. Almost as important as the name of your business is the tagline.

The tagline should be short, sweet, and to the point. It should describe what your company does in a few words.

For example, "The best corporate event planner in town." The ultimate goal is to make it easy for potential clients to remember your name and what you do.

Register Your Business To Make It Official

The next step is to register your business with the state.

This will make your business official and allow you to open a business bank account. You will also need to choose a business structure, such as an LLC or sole proprietorship.

Once you have registered your business, you will need to get a business license from the city or county where you plan on doing business.

Nowadays, you can usually apply for a business license online. To avoid scam artists, make sure you are applying for a business license from the official website of your city or county.

You can visit your area's nearest Chamber of Commerce to register your business. Apply for your EIN (Employer Identification Number) online with the IRS. You will need this number to open a business bank account and file your taxes.

Get Insured For Your Protection

One of the most important things you need to do when starting a party planning business is to get insured.

This will protect you and your business in case something goes wrong during an event. Insurance will also give your clients peace of mind knowing that their event is in good hands. You will need general liability insurance and possible errors and omissions insurance.

Public liability insurance will protect you if a guest is injured at an event or damaged property. Insurance will cover errors and omissions if you make a mistake that leads to a financial loss for the client.

You can get insurance through an insurance broker or an insurance company. For small businesses, the best place to get insurance is through the Small Business Administration (SBA).

Open A Business Bank Account For Your Event Planning Company

A separate business bank account is a must for any event planning business. This will help you keep track of your expenses and income. It will also make it easier to file your taxes at the end of the year. You can open a business bank account at most banks and credit unions.

When shopping around for a bank, compare fees, such as monthly maintenance fees, minimum balance fees, and ATM fees. You will also want to find a bank that offers free online banking and bill pay.

Keeping good records and receipts of expenses is important if you use your account for business purposes. This will make it easier to file your taxes at the end of the year. But, it is still a good idea to open a separate business bank account.

Hire Your Employees To Help Run Your Business

You will need a great team of employees to help you plan and execute successful parties. Hiring the right employees can make or break your business, so taking your time when hiring is important.

Make sure you hire people passionate about event planning and have the necessary skills to help your business run smoothly.

Start by creating a job posting that outlines the position you're looking to fill. Then, post the job on online job boards and reach out to your network of contacts. Once you've received some applications, start scheduling interviews.

During the interview, ask each candidate about their experience in event planning and ability to work under pressure.

After interviewing all the candidates, it's time to make your decision and extend an offer to your top choice.

Open Your Office Space

Opening your doors for business is a big milestone for any company. If you're planning on running your party planning business out of your home, you may not need to worry about this step.

However, if you're planning on opening an office space, there are a few things you need to do first.

First, many event planners must find the perfect location for your office. The location of your office will play a big role in the success of your business, so be sure to choose wisely. Once you've found the perfect place, it's time to start setting up your office space.

You'll need to purchase your office's furniture, equipment, and supplies. You can find used office furniture and supplies online or at local thrift stores if you're on a tight budget. Once your office space is set up, it's time to start seeing clients.

Plan Your Marketing Strategy

Now that you have your party planning business up and running, it's time to start marketing your services.

There are many ways to market your business, such as online, print, or word-of-mouth. Marketing is the most crucial asset for any business, so make sure you allocate a good portion of your budget to marketing.

One of the best ways to market your party planning business is through social media accounts. Social media is a great way to reach potential clients and build relationships. Make sure you create a strong social media presence for your business.

Use platforms like Facebook, Twitter, and Instagram to post photos and updates about your business.

You can also use social media to run promotions and give away discounts. Another great way to market your party planning business is through online directories, such as Yelp and Google My Business.

These directories will help potential clients find your business when they search for event planners in their area.

If you have little or no money to spend on marketing, start by reaching out to your network of family and friends. Ask them to spread the word about your business and give you referrals.

Create Your Pricing Strategy

After marketing, the fee structure is the most important aspect of your party planning business. It would help if you found a pricing strategy that works for you and your business.

There are many ways to price your services, so research before settling on a price. You can also offer discounts for large parties or repeat customers.

A business owner's guide to pricing can help you determine the best pricing strategy for your business. If you're unsure how to price your services, start by reaching out to other party planners in your area.

Ask them how they price their services and get an idea of the going rate.

You can make a pricing strategy that includes:

Hourly Pricing

You can charge your party planning services by the hour. This is a popular pricing strategy for event planners.

Event Pricing

You can charge a flat fee for each event you plan. This is a popular pricing strategy for wedding planners.

Guest Pricing

You can charge by the number of guests at an event. This is a popular pricing strategy for large parties.

You can offer discounts for large parties or repeat customers. Potential clients are always looking for a bargain, so discounts can be a great way to attract new business.

Why Should You Start Your Own Event Planning Business

Are you an experienced event planner looking to start your own business? Or perhaps you're new to the party planning industry and are looking for a way to get started.

Either way, there are many reasons why starting your own event planning business can be a great idea. For one, the profit margins in the event planning industry can be very high. You can easily make a healthy profit with the right mix of events and clients.

Additionally, if you have experience in event planning, you'll have a leg up on the competition. You'll already know the ins and outs of planning successful events and have a head start in landing your first clients.

So if you're thinking about starting an event planning business, there are plenty of good reasons. There's profit potential, service demand, and room for growth. So what are you waiting for? Start making your plans today!

As a business owner, you'll be responsible for all aspects of your company, from marketing and sales to event logistics and coordination.

If you're detail-oriented, enjoy working with people, and have a knack for organizing, a party planning business could be the perfect fit.

You can turn your passion for party planning into a successful business with a little hard work and dedication.

Follow the steps outlined in this article, and you'll be on your way to becoming a party planning pro in no time!

About the Author

Colin Shipp  

Colin Shipp is a marketer who has been working remotely full-time since 2015. He specializes in growth marketing, content marketing, online courses, and remote work. On ColinShipp.com he writes about strategies he is using in his own life.

How to start a party and event planning business

Our experts

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As the nation emerged from the COVID pandemic, desperate to reconnect in person, party and events planning became a multi-billion-pound industry with plenty of demand across the UK.

Now, amid a cost of living crisis, there are a few emerging issues that new business owners need to stay aware of. Rising inflation means corporate clients are working to stricter budgets, while consumers won’t be as easily convinced to part with their hard-earned money. That means the most successful event planning firms will be the ones that can offer a truly incredible and unique experience that stands out from rivals.

Luckily, with a clear concept, effective marketing and a few key transferable skills, you’ll maximise your chances of beating out the competition and finding success. That’s where our experts come in.

We have been helping businesses to set up across tons of sectors, and we understand the challenges and opportunities that are ahead in the events industry. So put the champagne on ice for now, and read on to learn more about the costs, considerations and benefits involved in becoming an event or party planner.

At Startups.co.uk, we’re here to help small UK businesses to get started, grow and succeed. We have helpful resources for helping new businesses get off the ground – you can use the tool below to get started today.

What Does Your Business Need Help With?

This article will cover:

Case study: above & beyond solutions, define your event planning business idea, conduct market research, come up with an event company name, develop your business plan, come up with a pricing strategy, understand the requirements, start promoting your event planning start-up, find suppliers and build contacts.

What does the future of the industry look like?

In order to combat the banning of in-person meetings, the events industry had partly pivoted towards online. The new fashion for virtual events has forever changed the way organisations will host and engage with their audience.

That’s not to say virtual events are here to stay. Given the option, most attendees will want to go to a physical event – as most of us have been ‘Zoomed’ out by pandemic working.

But digital events are a growing new branch in the sector which you should keep an eye on to ensure you stay ahead of the market and your competition.

Flexible working is also accelerating the trend. Corporate events will need to consider their employees that are still isolating and working from home. This means your business will need to provide online, offline, and  hybrid events solutions.

What COVID-19 rules do event planning firms need to follow?

From August 2021, all COVID-19 safety rules and regulations were fully lifted, which means that you don’t legally need to require any specific safety measures from customers or staff members if you’re planning to host events.

However, cultural changes have still taken place, including a new understanding about the spread of germs that public places can influence.

There are still some basic safety requirements that help to make your event attendees feel safe, such as:

• Spaced out seating for social distancing
• Hand sanitiser stations
• Increased cleaning and disinfecting rota
• Optional mask wearing

You could consider keeping these rules in place to help returning customers feel more at ease.

Sam Stockmans, founder of the newly found events services company Above & Beyond Solutions, has always had a passion for the industry.

“Everyones first nightclub experience is daunting, and I could feel that amongst my friends when we started going out. I wanted to put on parties and make it a more comfortable experience for everyone, so I started by organising 16+ nightclub events.

“I love the events planning industry, that ability to create moments for others through an event you are organising, there is no feeling like it.”

After dabbling in the nightclub events scene, Stockmans went on to organising exhibitions across Europe, before he decided to go it alone with his own venture, Above & Beyond Solutions.

In terms of the biggest challenges he’s faced in his near 15 year career in the industry, Stockmans said:

“The biggest challenge is definitely standing out. There are so many competitors in the events industry space. You need to have a USP and you need to be able to sell it confidently.

“For us at Above, our USP is the level of service people receive. My team is made up of highly experienced professionals and creatives.”

And when asked about anything he wish he’d known before he started in the industry, Stockmans said:

“I wish I’d been less arrogant. I made mistakes in my younger years in the industry because I got ahead of myself.

Attitude is everything in this industry, and it will do any entrepreneur wonders to remember that, as the last thing you want is to burn bridges with other companies in the space that you will be frequently collaborating with.”

When it comes to starting an events company, you’ll first need to decide on the type of events services you want to offer.

Would you like to offer the full event planning service, organising every aspect of an event from inception to execution? Or would you rather focus on one or two particular skill sets? For example:

• Event decorating
• Corporate entertainment management
• Event promotion
• Catering (find out more in our guide about starting your own catering business )

It’s also key that you decide on the type of events you want to work on. In your early days, you’ll find it easier to market yourself clearly, attract customers and build the right skills and experience if you have a niche.

Events can be classified into four broad categories based on their purposes and objectives:

• Personal events , such as weddings, birthday parties and family celebrations
• Organisational events , such as commercial, political and charitable events, conferences and product launches
• Leisure events , such as sports events and concerts
• Cultural events , such as ceremonial, religious, art or heritage events

It’s advisable to pick a niche that you’re familiar with and already have a little experience in. If you come from a corporate background, for example, you may have a clearer understanding of what a successful conference looks like than a successful art festival. Remember, you can always take on more specialties as your business grows in size.

Tristan Johnson, founder of TYPE , which provides networking events “that enhance wellbeing and that millenials can afford”, believes drawing on your own experience of the events market as a consumer is a good idea, she says:

“As a young millennial entering the competitive job market fresh out of university, making valuable connections to progress my career was really difficult. Either I’d attend networking events that weren’t relevant for me or find myself spending far too much money. After chatting with a few friends who felt the same, our business model was created.”

NB: If you’d like to become a wedding planner, be sure to also check out our guide to starting a wedding planning business .

Bear in mind that, once you’ve come up with a concept, you should always test it to make sure it has a good chance of succeeding in the market. To do this, you’ll need to…

It’s really important that you understand both your target audience and your competition before you decide how to reach out to potential customers, settle on a pricing structure or – in short – do anything else.

Market research will help you to understand:

• Who your competitors are
• How you can differentiate yourself from them
• How much demand there is for your particular event planning service
• The type of people who are most likely to want/need your service
• How much your target customers will be prepared to pay for your events, and whether you can make a healthy profit from this

To answer these questions, try:

Researching the competition online

Often a simple Google search will show you who the events businesses in your local area are, but the ONS, the FSB and the British Chambers of Commerce also hold more specific, publicly accessible information about different businesses.

Try to find out how your competitors operate, how big they are, who their customers are, how much they charge, and what their USPs are. Think about how you can bring something different to the table in order to compete.

Running an online survey

Online surveys are fairly cheap to set up, and you can also take to Facebook and LinkedIn to run questionnaires.

Ask people what they would expect from your events planning service, the budget they would have to spend on an event such as yours, how often they’d use you, what would make them want to use you, and anything else you want to know.

Holding focus groups

Essentially a face-to-face version of an online survey, a focus group gives you the opportunity to discuss your business with potential customers.

As well as asking the above questions, you can also talk more specifically about your own business, asking what they think of your concept and branding, and share ideas.

As fun a task as choosing a name for your party planning business may seem, it’s not something to be taken lightly.

Your name is the first thing most customers will hear about you, and so it’s important that it accurately represents what they can expect from your services. Plus, it needs to be something you’re proud to shout from the rooftops.

To come up with a name, try these tips:

• Think of the type of events you want to plan and the style of service you’ll aim to deliver. Write down every word that springs to mind – no matter how obvious or abstract. The more, the better. Then single out your favourite words and explore them. Do they have synonyms that are better? How does it sound when you combine them in different ways?
• Consider your own name. Can you name the business after yourself?
• If you’d like your business to be one that doesn’t take itself too seriously, try thinking up event-related puns or phrases you might be able to use as a name. Just try not to be too cheesy!
• Think about existing events planning businesses whose names you really like. Take inspiration from what makes them so great – but make sure you don’t simply copy them.

When it comes to coming up with a name, simplicity is key.

On the concept of coming up with a name, Stockmans says:

“Keep it simple, catchy, and memorable. Keep the name strong and simple, the strapline mission statement simple and the branding clear.”

If the name you choose doesn’t make it obvious that you’re an events planner – if you’ve picked a rather abstract word, for example, or are using your name – we’d advise adding a tagline. For example: Joe Bloggs – Party Planning.

Remember, your event planning business’ name should be:

• Easy to spell and pronounce.
• Original, and as unique as possible.
• A good representation of the services you’re offering (don’t go for something jokey and fun if you’ll be planning serious corporate events, for instance).
• Appealing to your audience. Ask target customers (whether through friends and family, an online survey or a focus group) for their honest opinion of your name.

Once you’ve settled on a name, you’ll need to check that it’s available – you can do this using the Companies House Register – and also check that it’s free to be used as a domain name for your website: for example, www.joebloggs.co.uk. It’s best to register your domain name as soon as possible.

If your chosen name is available, you’ll need to officially register it as your company’s name .

Your business’ name will tie inextricably into your business’ branding as a whole. Its tone will be the starting point for how you design your logo, website, marketing materials and messages, social media posts and more – all together, this should convey the tone and purpose of your business.

Bourlet suggests that you create clear guidelines for targeting your specific target audience with your branding.

Getting professional help

Consulting a graphic designer may help when it comes to creating a logo and other visual assets. Finding yourself a graphic designer is a good creative opinion allows you to brainstorm with an expert third-party.

TYPE founder Johnston says:

“Once you have completed an in-depth persona analysis, ensure all of your work is aiming towards these individuals to gain the greatest results. Building out strong brand guidelines is critical, involving how you deliver your content, the tone of voice, the colour code used on the site and in all branding, and the persona you will be targeting with your marketing.

“Studies have shown our attention span is shortening so branding must be easily consumable, easy on the eye and fitting to your personal brand, be it premium, fun, colourful or sleek.”

A business plan is an important document that takes its reader through every aspect of a business – including how it will run, plans for how it will progress, and forecasts of what it will achieve in the future.

As well as something potential investors and banks will want to see, writing a business plan will give you the opportunity to break down and plan every aspect of your business step-by step – including details of your business model and pricing structure, a marketing strategy, plans for hiring staff in the future and those oft-daunting financial predictions.

Another great way to organise your business plan is to use a project management software. These sophisticated tools are aimed at delegation and multi-project management, and can help you stay on top of deadlines as you design your dream events business.

Check out our  free online comparison tool  to learn more about the providers available and their top deals and discounts.

A crucial part of your business model, to plan your pricing you’ll first need to decide whether you want to charge:

• A flat fee for the whole service
• An hourly rate for the time you spend working on the event
• Commission-based prices

You should use what you’ve learnt from members of your target audience and your competitors to decide on which of these you’ll choose, along with the actual prices you’ll charge.

Remember, while your prices should be attractive to your target customer, they must also cover the operating expenses you spend on planning the event, while still leaving room for a healthy profit for you.

Work out how much it’ll cost you to put on an event based on your plans and ideal suppliers, and see whether you’d still get a decent margin based on what customers want to pay.

That being said, making sure you’re giving your clients value for money is crucial.

Don’t be afraid to adjust your offering if your pricing seems unreasonable. It may be that you need to re-evaluate how much you’re able to spend on pulling together the event or how many services you can offer as part of your package.

Qualifications

You certainly don’t need a formal education in events and party organising before becoming a party planner.

However, if you would like to study events management, you can:

• Research your local colleges and universities, or online facilities like the Open University, to see whether they offer something that suits you.
• Look into specialist event institutions. Event Academy , for example, offers four accredited event management courses which you can choose to undertake online or on a physical premises in London.

Or, as an alternative to studying, you can always build up your events experience (if you don’t have any) by volunteering to help out at local events. This will give you a practical insight into the many cogs that form a single event, and you might be surprised at the level of graft involved!

Regulations

Follow this checklist to make sure you’re operating your business legitimately and without fear of costly legal problems:

✓ Obtain licenses

The licenses you need to operate your business legally will be down to your local authority or council (get in touch with them to find out which licenses you need) and also the venues at which you’ll be holding events.

✓ Register as a sole trader

Unless you want to set up a limited company (though most start-ups don’t begin life this way), you’ll need to register as a sole trader with HMRC, and understand the tax implications of this.

✓ Set up a business banking account

This, plus you’ll need to get an accounting and cashflow system in order so you can easily manage invoices and outgoings. It’s a good idea to hire an accountant to help you out in the early stages.

✓ Prepare to take payments

Alongside your business bank account you’ll also need a merchant account. After a client pays you, their money will be held in your merchant account until it is approved by the client’s bank, at which point it moves into your business account – so it’s crucial you have one.

✓ Get yourself insured

You’ll need public liability insurance and professional indemnity insurance , plus employers’ liability insurance if you’re going to hire employees.

You might also need buildings and contents insurance if you keep expensive equipment at home or in an office, and vehicle insurance for any vans you use to transport materials to and from venues.

✓ Brush up on your health and safety

While the venues you hold events in will likely have their own set of generic health and safety regulations, it’s vital that you carry out your own risk assessments in advance of your events, detailing the hazards and controls for each.

So, learn how to write risk assessments and consider everything from trips, heavy loads and electric shocks to structural security and food hygiene.

Of course, it’s easy to blame the venue if something goes wrong – but it’ll still reflect very poorly on you if you’ve failed to recognise and manage a risk.

Now you’re ready to get going, it’s time to show your business to the public (and encourage them to use your stellar event-planning services). Alongside traditional techniques such as leaflet drops and putting advertisements in your local paper, you’ll want to try the following…

Set up a website

Having a website is vital for any small business. It’s a place to explain everything you offer, show off your previous projects, list your pricing packages and display your contact details.

It’s also an opportunity to prove that, even though your business is new, you’re a professional who knows exactly what they’re doing. So you’ll need to make sure your site is sleek and professionally-designed, with no spelling mistakes (an erroneous, dated website is a surefire way to turn off potential clients).

Unless you’re a web designer yourself, you’ll want to go with one of the two options:

• Hire a freelance web designer to build your site for you. The benefit of this is that you’ll have an expert to discuss ideas with, but you may find that your designer charges for any changes you’d like them to make in the future.
• Use a website building platform . These are often low-cost, and will likely give you more control over your site and a clearer understanding of how it works. Wix , GoDaddy and Weebly are popular options.

Your website should be in-keeping with your branding and appealing to your target customer, and you should adopt SEO best practice to make sure it ranks well when people search Google for a local events business.

If you need a hand setting up a website, be sure to check out our review of the top 5 web design companies in London .

Tom Bourlet of brands Fizzbox.com , which offers group activities and experiences for any event, and stag and hen party organisers The Stag Company and Hen Heaven, says:

“It is important to understand what terms you are targeting, the competition you are up against and what you can afford to spend on PPC (pay-per-click).

“When starting a new business, you can’t rely on organic or direct traffic, therefore PPC will be pivotal, and there will be a turning point where it goes from experimentation to profitable. For this reason, you need to ensure you have the funding to put into the ads, while working on the SEO and UX of the website.”

Websites are a great way to attract and retain customers, as they allow you to build a larger audience base from across the UK.

Read our guide to the  top 7 website builders for small businesses , to learn more about the benefits and methods to making your own online page.

Use social media

Social media is massive and if you’re not on board with the digital world then you will fall flat on your face. Get a good digital marketing plan in place with social media leading the charge.

With social media, you can get the word out about your business for free, sharing details of your services, special offers and – with your clients’ permission – images of your events to give potential customers an idea of what you can deliver.

In particular, Pinterest can be a goldmine for party and events planners. The image-based platform centering on inspiration and idea-sharing, Pinterest is the place to find people looking for ‘inspo’ for their next big bash – and show them what you can do.

You might also find Facebook’s groups valuable. Brides-to-be, for example, are increasingly joining locally-focused Facebook groups in which they can discuss and recommend local caterers, boutiques, planning services and more. Try joining up to relevant groups and sharing a tailored special offer with members.

Of course, there’s no point in spending energy and resources maximising your Pinterest and Facebook profiles if your target market don’t spend a lot of time on them.

Instagram is integral to many businesses success, be sure to check out our extensive how to use Instagram for business guide for everything you need to know.

Send emails

Sending engaging marketing emails to both customers and those who have expressed an interest in your services is an excellent way to communicate with the public, sharing updates and special offers, encouraging engagement with your business and keeping interest high.

A CRM (customer relationship management) system will help to streamline this process by personalising emails to make customers more inclined to read them, automating email sends, collating customer data and more.

Attend fairs and exhibitions

Some events, such as weddings, often have regular fairs and trade shows where small businesses like suppliers and party planners can host a stall and show off their products and services to visitors.

This is a great way to get your service in front of the people who need it. Furthermore, chatting face-to-face with potential customers will give you a unique opportunity to explain what you can offer to them specifically. Plus, they’re more likely to remember you if they’ve had a friendly and promising conversation with you.

Make sure, though, that you have professional business cards and leaflets printed so you can give them something to remember you by.

Try cross promotions

Seek out other small businesses in the events industry and see whether you can partner with them to create a promotional offer that you’ll both benefit from.

For example, a local independent caterers and offer a discount from both yours and the caterer’s prices to those who use your services and select that caterer.

As the old adage goes, it’s not what you know but who you know that counts. When it comes to events planning, what you know is obviously crucial – but you’ll also find having a portfolio of industry contacts very useful.

Of course, finding the right suppliers for each event will mean carefully considering your client’s wishes and budget. But building relationships with reliable suppliers will give you options right off the bat, saving you time – provided they fit the requirements.

If you’d like to plan weddings, for example, having contacts at catering companies, local venues, entertainment providers, et cetera will prove handy. If you’re specialising in corporate events, you may need to find contacts at banner printing companies, potential sponsors and more.

Here are a few ways to start building up that contacts book:

• Visit online event supplier databases . Alive Network , for example, lists thousands of UK event entertainers and suppliers along with reviews and prices.
• If your competitors run public events, see if you can attend them. Make a note of who they’ve used as a caterer, venue, equipment supplier etc. If any suppliers or sponsors are present, get talking to them and ask for their details.
• Attend trade shows, seminars and exhibitions where suppliers will be showcasing their offerings. 
• Join local events groups on social media , where professionals share details of the companies they’ve worked with. Be proactive, joining in with discussions and asking for opinions.
• Use your personal network . Use LinkedIn to the full as well, make new connections daily and interact with them if only to simply introduce yourself.

As you build your network and liaise with suppliers and customers, you may want to consider getting a business mobile to separate your business dealings from personal calls (more information on our page on business mobile phone contracts .

What’s next?

The party and events planning market is hugely competitive, but with the tips, tricks and tools in this guide, you’ll set yourself up with the best chance of success.

Want to get started on building your business now? The first step to opening any business is sourcing finance. O ur  free online comparison tool  can help you to compare the best business loan providers across the UK, and get refreshingly honest quotes for early-stage finance.

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How to Start a Party Planner Home Business

• Home Business
• Small Business
• Online Business
• Entrepreneurship
• Operations & Success

Leslie Truex has over 20 years of experience as a writer and a home entrepreneur. She is the author of multiple books on running a home business.

Planning parties might sound fun, but it takes more than booking a caterer and DJ to make a living at it. It also requires diplomacy, salesmanship, multitasking, and above all, a desire to help other people enjoy themselves. Party planner engagements can range from weddings and product launches to corporate seminars and awards dinners. Tasks can include renting a hall, mailing out engraved invitations, coming up with a theme, booking entertainment, deciding on the food, and hiring waitstaff.

The median income for event planners is over $61,000 according to Salary.com, with the range being from $52,901 to $72,329 per year.

There is no specific education or training required to become a party or event planner, but experience can go a long way in helping you know what to do and what to expect. Further, having a network of professionals from caterers to entertainers will be important in having the resources to supply what clients want for their party or event.

Starting a parting planning business offers many perks including:

• Can be started with little investment
• No formal training is required
• You can start from scratch or invest in a franchise event business opportunity
• Can be run from home
• Ideal for people who are outgoing and enjoy working with others
• Doing business with people and businesses out to have a good time
• Job variety
• Potential new clients at every event
• A six-figure income with the right clientele

It's not all party balloons and confetti in the planning business. Some negatives about the business include:

• Long or odd work hours. Party planners need to be on-hand during the event, which often runs evenings or weekends. Some may be multi-day events.
• Every event can be stressful as you only are as good and popular as your last party.
• It can be difficult to get your first clients.
• Clients can be difficult and unreasonable in their expectations.
• Reliance on subcontractors.
• Pressure to look your best whenever doing business.
• The client always comes first.

What You Need to Get Started

While there's no specific education or experience you need to get started as a party planner, there are a few skills and to-dos that are involved, such as:

• If you've never planned a party or organized an event, volunteer to do one to make sure you have the stamina and interest in event planning as a business .
• Write a business plan outlining your service, prices and financial projections. This is the time to decide if you're going to focus on a specific type of event, such as weddings or conferences.
• Although not required, you might want to get the Certified Meeting Planner certification  as it can increase your marketability. Clients will feel more comfortable working with someone they think has been vetted. This can also allow you to charge higher rates.
• Determine what and how you're going to charge for your services. Keep in mind your clientele and the event. Weddings and large corporate events have high expectations and lots of work, whereas an office party usually has less.
• Create your contracts. Consider having a lawyer to help you to make sure you cover every possible legal ramification.
• Obtain the needed business license and liability insurance.
• Create your marketing plan and promotional materials, such as business cards, brochures, and a website. Determine your ideal market and how you'll reach it to get clients. Consider including videos of successful parties, with your clients' permission, of course.
• Gather images and testimonials of your events to create a portfolio of your success. Also, develop a plan for generating referrals.
• Develop a network of reliable suppliers and professionals needed to help you pull off your events, such as florists, caterers, photographers, and DJs.
• Get active in your community, especially with your local chamber of commerce and other business-to-business networking. Not only can you generate business from these events, but also, cultivate referrals.

If you have trouble getting your business off the ground or want more experience before going on your own, consider getting an event planning job.

Party Planner Business Plan Template & Guidebook

How to write a party planner business plan in 7 steps:, 1. describe the purpose of your party planner business..

It also helps to include a vision statement so that readers can understand what type of company you want to build.

2. Products & Services Offered by Your Party Planner Business.

When you think about the products and services that you offer, it's helpful to ask yourself the following questions:

3. Build a Creative Marketing Stratgey.

If you don't have a marketing plan for your party planner business, it's time to write one. Your marketing plan should be part of your business plan and be a roadmap to your goals. 

Target market

Customer base , product or service description, competitive analysis, marketing channels, form an llc in your state, 4. write your operational plan., what equipment, supplies, or permits are needed to run a party planner business, 5. management & organization of your party planner business..

The second part of your party planner business plan is to develop a management and organization section.

6. Party Planner Business Startup Expenses & Captial Needed.

Startup costs are typically the first expenses you will incur when beginning an enterprise. These include legal fees, accounting expenses, and other costs associated with getting your business off the ground. The amount of money needed to start a party planner business varies based on many different variables, but below are a few different types of startup costs for a party planner business.

You should include any costs associated with marketing and sales, such as advertising and promotions, website design or maintenance. Also, consider any additional expenses that may be incurred if you decide to launch a new product or service line. For example, if your party planner business has an existing website that needs an upgrade in order to sell more products or services, then this should be listed here.

7. Financial Plan & Projections

Here are some steps you can follow to devise a financial plan for your party planner business plan:

Frequently Asked Questions About Party Planner Business Plans:

Why do you need a business plan for a party planner business, who should you ask for help with your party planner business plan.

You should ask for help from a business consultant, accountant, financial advisor, or lawyer. These professionals can provide advice and information to help you create an effective business plan. Additionally, you can look for advice from other successful party planner business owners.

Can you write a party planner business plan yourself?

Related business plans, home inventory business plan template & guidebook, home inspection business plan template & guidebook, home decor business plan template & guidebook, health and wellness business plan template & guidebook, hauling business plan template & guidebook, hardware business plan template & guidebook, handyman business plan template & guidebook, hair extension business plan template & guidebook, handbag business plan template & guidebook.

I'm Nick, co-founder of newfoundr.com, dedicated to helping aspiring entrepreneurs succeed. As a small business owner with over five years of experience, I have garnered valuable knowledge and insights across a diverse range of industries. My passion for entrepreneurship drives me to share my expertise with aspiring entrepreneurs, empowering them to turn their business dreams into reality.

Party Rental Business Plan Template

Written by Dave Lavinsky

Party Rental Business Plan

Over the past 20+ years, we have helped over 500 entrepreneurs and business owners create business plans to start and grow their party rental companies. 

If you’re unfamiliar with creating a party rental business plan, you may think creating one will be a time-consuming and frustrating process. For most entrepreneurs it is, but for you, it won’t be since we’re here to help. We have the experience, resources, and knowledge to help you create a great business plan.

In this article, you will learn some background information on why business planning is important. Then, you will learn how to write a party rental business plan step-by-step so you can create your plan today.

Download our Ultimate Business Plan Template here >

What is a Party Rental Business Plan?

A business plan provides a snapshot of your party rental business as it stands today, and lays out your growth plan for the next five years. It explains your business goals and your strategies for reaching them. It also includes market research to support your plans.

Why You Need a Business Plan for a Party Rental Business

If you’re looking to start a party rental business or grow your existing party rental company, you need a business plan. A business plan will help you raise funding, if needed, and plan out the growth of your party rental business to improve your chances of success. Your party rental business plan is a living document that should be updated annually as your company grows and changes.

Sources of Funding for Party Rental Businesses

With regards to funding, the main sources of funding for a party rental business are personal savings, credit cards, bank loans, and angel investors. When it comes to bank loans, banks will want to review your business plan (hand it to them in person or email to them as a PDF file) and gain confidence that you will be able to repay your loan and interest. To acquire this confidence, the loan officer will not only want to ensure that your financials are reasonable, but they will also want to see a professional plan. Such a plan will give them the confidence that you can successfully and professionally operate a business. Personal savings and bank loans are the most common funding paths for party rental companies.

Finish Your Business Plan Today!

How to write a business plan for a party rental business.

If you want to start a party rental business or expand your current one, you need a business plan. The guide and sample below details the necessary information for how to write each essential component of your party rental business plan.

Executive Summary

Your executive summary provides an introduction to your business plan, but it is normally the last section you write because it provides a summary of each key section of your plan.

The goal of your executive summary is to quickly engage the reader. Explain to them the kind of party rental business you are running and the status. For example, are you a startup, do you have a party rental business that you would like to grow, or are you operating a chain of party rental businesses?

Next, provide an overview of each of the subsequent sections of your plan. 

• Give a brief overv iew of the party rental industry. 
• Discuss the type of party rental business you are operating. 
• Detail your direct competitors. Give an overview of your target customers. 
• Provide a snapshot of your marketing strategy. Identify the key members of your team. 
• Offer an overview of your financial plan.

Company Overview

In your company overview, you will detail the type of party rental business you are operating.

For example, you m ight specialize in one of the following types of party rental businesses:

• Full-service party rental retail store : This is the store to visit when you need everything from A to Z for your next party. Whether it’s chairs and tables, linens, or special cooking equipment, this store delivers your items and picks them up after your party.
• Partial-service party rental store : You may choose everything you need for your party at this type of party rental store; however, you will need to provide transport to pick up and return all party rental items the next day. 
• Online party rental business: An online party rental store generally has excellent pricing; however, you will need to go to various locations to pick up and return party items. This may involve visiting more than one location for various items, as the online store doesn’t have a brick and mortar store location. 

In addition to explaining the type of party rental business you will operate, the company overview needs to provide background on the business.

Include answers to questions such as:

• When and why did you start the business?
• What milestones have you achieved to date? Milestones could include the number of rentals serviced, the number of positive social media reviews, reaching X number of customers served, etc.
• Your legal business structure. Are you incorporated as an S-Corp? An LLC? A sole proprietorship? Explain your legal structure here.

Industry Analysis

In your industry or market analysis, you need to provide an overview of the party rental industry.

While this may seem unnecessary, it serves multiple purposes.

First, researching the party rental industry educates you. It helps you understand the market in which you are operating. 

Secondly, market research can improve your marketing strategy, particularly if your analysis identifies market trends.

The third reason is to prove to readers that you are an expert in your industry. By conducting the research and presenting it in your plan, you achieve just that.

The following questions should be answered in the industry analysis section of your party rental business plan:

• How big is the party rental industry (in dollars)?
• Is the market declining or increasing?
• Who are the key competitors in the market?
• Who are the key suppliers in the market?
• What trends are affecting the industry?
• What is the industry’s growth forecast over the next 5 – 10 years?
• What is the relevant market size? That is, how big is the potential target market for your party rental business? You can extrapolate such a figure by assessing the size of the market in the entire country and then applying that figure to your local population.

Customer Analysis

The customer analysis section of your party rental business plan must detail the customers you serve and/or expect to serve.

The following are examples of customer segments: individuals, families, party groups and corporations.

As you can imagine, the customer segment(s) you choose will have a great impact on the type of party rental business you operate. Clearly, individuals would respond to different marketing promotions than corporations, for example.

Try to break out your target customers in terms of their demographic and psychographic profiles. With regards to demographics, including a discussion of the ages, genders, locations, and income levels of the potential customers you seek to serve.

Psychographic profiles explain the wants and needs of your target customers. The more you can recognize and define these needs, the better you will do in attracting and retaining your customers. Ideally you can speak with a sample of your target customers before writing your plan to better understand their needs.

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Competitive Analysis

Your competitive analysis should identify the indirect and direct competitors your business faces and then focus on the latter.

Direct competitors are othe r party rental businesses. 

Indirect competitors are other options that customers have to purchase from that aren’t directly competing with your product or service. This includes stores that sell tables, chairs, linens, etc., online stores that sell party items, and DIY services for parties. You need to mention direct competition, as well.

For each direct competitor, provide an overview of their business and document their strengths and weaknesses. Unless you once worked at your competitors’ businesses, it will be impossible to know everything about them. But you should be able to find out key things about them such as

• What types of customers do they serve?
• What type of party rental business are they?
• What is their pricing (premium, low, etc.)?
• What are they good at?
• What are their weaknesses?

With regards to the last two questions, think about your answers from the customers’ perspective. And don’t be afraid to ask your competitors’ customers what they like most and least about them.

The final part of your competitive analysis section is to document your areas of competitive advantage. For example:

• Will you provide options for delivery and pick up of party supplies?
• Will you offer products or services that your competition doesn’t?
• Will you provide better customer service?
• Will you offer better pricing?

Think about ways you will outperform your competition and document them in this section of your plan.

Marketing Plan

Traditionally, a marketing plan includes the four P’s: Product, Price, Place, and Promotion. For a party rental business plan, your marketing strategy should include the following:

Product : In the product section, you should reiterate the type o f party rental company that you documented in your company overview. Then, detail the specific products or services you will be offering. For example, will you provide a petting zoo experience, a holiday-themed party setup and take down, or a casino or bingo fundraiser setup and take down?

Price : Document the prices you will offer and how they compare to your competitors. Essentially in the product and price sub-sections of yo ur plan, yo u are presenting the products and/or services you offer and their prices.

Place : Place refers to the site of your party rental company. Document where your company is situated and mention how the site will impact your success. For example, is your party rental business located in a busy retail district, a business district, a standalone office, or purely online? Discuss how your site might be the ideal location for your customers.

Promotions : The final part of your party rental marketing plan is where you will document how you will drive potential customers to your location(s). The following are some promotional methods you might consider:

• Advertise in local papers, radio stations and/or magazines
• Reach out to websites 
• Distribute flyers
• Engage in email marketing
• Advertise on social media platforms
• Improve the SEO (search engine optimization) on your website for targeted keywords

Operations Plan

While the earlier sections of your business plan explained your goals, your operations plan describes how you will meet them. Your operations plan should have two distinct sections as follows.

Everyday short-term processes include all of the tasks involved in running your party rental business, including answering calls, planning and providing rental equipment, linens, furnishings, etc.  

Long-term goals are the milestones you hope to achieve. These could include the dates when you expect to book your Xth party rental delivery, or when you hope to reach $X in revenue. It could also be when you expect to expand your party rental business to a second location.

Management Team

To demonstrate your party rental business’ potential to succeed, a strong management team is essential. Highlight your key players’ backgrounds, emphasizing those skills and experiences that prove their ability to grow a company. 

Ideally, you and/or your team members have direct experience in managing party rental businesses. If so, highlight this experience and expertise. But also highlight any experience that you think will help your business succeed.

If your team is lacking, consider assembling an advisory board. An advisory board would include 2 to 8 individuals who would act as mentors to your business. They would help answer questions and provide strategic guidance. If needed, look for advisory board members with experience in managing a party rental business or successfully working in an equipment rental store.

Financial Plan

Your financial plan should include your 5-year financial statement broken out both monthly or quarterly for the first year and then annually. Your financial statements include your income statement, balance s heet, and cash flow statements.

Income Statement

An income statement is more commonly called a Profit and Loss statement or P&L. It shows your revenue and then subtracts your costs to show whether you turned a profit or not.

In developing your income statement, you need to devise assumptions. For example, will you see 25 customers per week, and/or offer large-group rental discounts ? And will sales grow by 2% or 10% per year? As you can imagine, your choice of assumptions will greatly impact the financial forecasts for your business. As much as possible, conduct research to try to root your assumptions in reality.

Balance Sheets

Balance sheets show your assets and liabilities. While balance sheets can include much information, try to simplify them to the key items you need to know about. For instance, if you spend $50,000 on building out your party rental business, this will not give you immediate profits. Rather it is an asset that will hopefully help you generate profits for years to come. Likewise, if a lender writes you a check for $50,000, you don’t need to pay it back immediately. Rather, that is a liability you will pay back over time.

Cash Flow Statement

Your cash flow statement will help determine how much money you need to start or grow your business, and ensure you never run out of money. What most entrepreneurs and business owners don’t realize is that you can turn a profit but run out of money and go bankrupt. 

When creating your Income Statement and Balance Sheets be sure to include several of the key costs needed in starting or growing a party rental business:

• Cost of rental furnishings, linens and equipment
• Payroll or salaries paid to staff
• Business insurance
• Other start-up expenses (if you’re a new business) like legal expenses, permits, computer software, and equipment

Attach your full financial projections in the appendix of your plan along with any supporting documents that make your plan more compelling. For example, you might include your office location lease or a list of contracted parties booked six months ahead. 

Writing a business plan for your party rental business is a worthwhile endeavor. If you follow the template above, by the time you are done, you will truly be an expert and know everything you need about how to start a party rental business. You will understand the party rental industry, your competition, and your customers. You will develop a marketing strategy and will understand what it takes to launch and grow a successful party rental business.

Party Rental Business Plan FAQs

What is the easiest way to complete my party rental business plan.

Growthink's Ultimate Business Plan Template allows you to quickly and easily write your party rental business plan.

How Do You Start a Party Rental Business?

Starting a party rental business is easy with these 14 steps:

• Choose the Name for Your Party Rental Business
• Create Your Party Rental Business Plan
• Choose the Legal Structure for Your Party Rental Business
• Secure Startup Funding for Your Party Rental Business (If Needed)
• Secure a Location for Your Business
• Register Your Party Rental Business with the IRS
• Open a Business Bank Account
• Get a Business Credit Card
• Get the Required Business Licenses and Permits
• Get Business Insurance for Your Party Rental Business
• Buy or Lease the Right Party Rental Business Equipment
• Develop Your Party Rental Business Marketing Materials
• Purchase and Setup the Software Needed to Run Your Party Rental Business
• Open for Business

Where Can I Download a Free Business Plan Template PDF?

Click here to download the pdf version of our basic business plan template.

Our free business plan template pdf allows you to see the key sections to complete in your plan and the key questions that each must answer. The business plan pdf will definitely get you started in the right direction.

We do offer a premium version of our business plan template. Click here to learn more about it. The premium version includes numerous features allowing you to quickly and easily create a professional business plan. Its most touted feature is its financial projections template which allows you to simply enter your estimated sales and growth rates, and it automatically calculates your complete five-year financial projections including income statements, balance sheets, and cash flow statements. Here’s the link to our Ultimate Business Plan Template.

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OR, Let Us Develop Your Plan For You

Since 1999, Growthink has developed business plans for thousands of companies who have gone on to achieve tremendous success.   Click here to see how a Growthink business planning advisor can create your business plan for you.

Other Helpful Business Plan Articles & Templates

Your party planning checklist

Whether it’s for a graduation or sales goal celebration, parties require the same event planning skills required to host any other type of group gathering. Depending on the size or complexity of your party, you may want to brush up on best practices or party planning articles to prepare yourself.

Parties require the same event planning skills required to host any other type of group gathering. Click To Tweet

Next, you’ll want to draft your plan of attack. Luckily for you, we’ve already done most of the heavy lifting! Following a party planning list like the one below, you’ll be able to plan a party step by step without missing a single item, activity, or deadline.

And since birthday parties are in such high demand for the DIY party planning crowd, we thought it’d be worth mentioning how to shop for them.

What items are needed for a birthday party?

Take this list with you to any local party supply shop near you and you’ll pretty much have everything you need to host and decorate your celebration.

• A birthday cake. Egyptians invented cake so we have them to thank for this centuries-old tradition. Whether you buy it or make one yourself, make sure you have candles and a lighter handy as well.
• Entertainment rentals. Magicians, bouncy castles, and karaoke machines are popular.
• Party favors. In Rachel Ray’s party by the numbers article, party experts mention that you are welcome to choose affordable favors like candy bars or bubbles.
• Food and beverage party supplies. Everything from serving platters to cups.
• Invitations. Feel free to make your guest list long. On average, only 60% of attendees will respond Yes to cocktail party invitations .
• Signage. Direct guests towards your private venue and clearly mark parking areas.
• Balloons. A classic birthday party decor item, just make sure you dispose of them properly – lawmakers in several states are currently trying to make balloon releases illegal .
• Tables and chairs. Use furniture you already own or rent some. If you’re renting furniture for an outdoor party that takes place in the evening, consider adding heaters to your order.
• Tablecloths, centerpieces, streamers, etc.  Etsy has over 67,000 birthday centerpiece options to choose from if you want the handmade look or customization of DIY without the actual doing it yourself part.

Whether you’re making an 80th birthday party planning checklist or a casual office get together, keep the following template handy as you begin the process of creating a fun-filled event for your loved ones or colleagues.

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The ultimate party planning checklist template

No matter what kind of party you’re planning, remember to complete all of these checklist items:

Party planning tips 2-3 months before:

Depending on your party planning experience, what time of year it is, and how large or complex you think the party will be, you’ll want to begin preparation as soon as possible!

• Choose a theme. Check out these ideas for spring parties and summer event themes to get started.
• Determine your budget. A party actually costs around $30-$60 per person.
• Choose a few date and time options for the event. Ever wondered how common your birthday is ? September 9th is the most popular birth date according to recent data reports.
• Book an event venue . 69% of event planners select venues based on word of mouth recommendations. 58% will use search engines and 34% use online listings and marketplaces.
• Arrange entertainment. Great party ideas for adults include DIY personal pizza stations, DJs, and themed photo booths.
• Make a guest list. Guest list etiquette states that party planners should give hosts or key stakeholders a strict number of people they can invite.
• Order supplies if you’re making your own decor. And take a peek at these simple and creative DIY party decorating ideas while you’re at it.

Party checklist 1 month before:

With all the major decisions out of the way, now all you need to do is sort out details!

• Send invitations. If you’re interested in going green and sending paperless invites, check out services like evite , Paperless Post , Greenvelope , and Minted’s online invitations .
• Order food & beverages. If you’re not working with a chef, you’ll want to put in orders for alcohol and non-perishables now.
• Hire a chef. The popularity and demand for professional chefs is expected to grow another 10% by 2026.
• Purchase or make your decor. You can also always borrow decor from other people’s parties and style it in a way that puts your own personal touch on their products. Or take inspiration from these summer event decor ideas .
• Plan activities. You can choose anything from dancing to board games to trivia competitions. And (surprise, surprise) Pinterest has a lot of interesting party activity ideas to inspire you.  
• Enlist party helpers or hire event staff. Whether you’ll have family in town or need help serving food to hundreds of corporate guests, make sure you have people ready to lend a hand before, during, and after the celebration.

Party planning tips 1 week before:

A little running around now will save you unnecessary headaches the day before or of!

• Order baked goods. Cakes, cupcakes, or pies should be ordered now. Some bakeries will require more or less notice depending on your preferences and their schedule so be sure to triple check their ordering instructions ahead of time.
• Follow up on RSVPs. Then use event planning software to share your final guest list to your caterers, party helpers, or anyone else involved in the planning process.
• Create and begin sharing your party hashtag. Check out these event hashtag trends while you’re at it.

Party planning checklist 1 day before:

It’s almost time, keep going!

• Go grocery shopping. Or hire a TaskRabbit or grocery delivery service to do it for you.
• Pick up your bakery order. You’ll probably be in a hurry when you do but try to remember to take a peek inside the boxes before you drive away to make sure everything is there and looks how you pictured it would.
• Prepare tip envelopes for party entertainers and staff. To give you an idea of how much is appropriate, children’s party entertainers usually expect $15-$20 in tips each while wedding vendors like chefs often see anywhere from $50 to $100 an event, on average.
• Place catering orders (if you’re not working with a chef). The same applies to your fast food options like sandwiches or pizza. Again, double check the companies ordering rules beforehand.
• Prep your event space. If it’s at your home or a private residence, hire a maid or clean the party areas and restrooms yourself. If you’re renting a space, double check your contract to see if you’ll be responsible for cleanliness at any point. Here are some cleaning tips to get your house party ready in an hour or less .
• Prep non-perishable food items.

Bring memorable parties to life, no stress

Day-of party planning:.

You made it – finish these last few tasks then go enjoy yourself!

• Buy ice. Don’t be afraid to delegate this task to someone else. Just make sure they bring a cooler to store it in.
• Set up your event decor and centerpieces. If you find you need some more ideas last minute, here are budget-friendly centerpiece ideas you can diy .
• For outdoor events, prepare according to the weather forecast. Citronella candles, umbrellas, string lights, blankets, and umbrella caddies add a nice touch.  
• Clean up after it’s all over. Or hire take down staff to help you disassemble your rentals and decor.

What about my party planning checklist at a venue ?

We’ve already mentioned some of the specifics of dealing with rental spaces in the party checklist above, but here are some more things to add to your list if you’re working with a commercial event venue:

• Confirm what time your party crew will be allowed to enter the venue for set up. Note where deliveries can be made as well.
• Ask if there is a hard out time as part of your rental or if you’ll have the option to come and pick up left items the next day.
• Get the contact information for the venue manager in case of emergencies (like being locked out or other issues).
• Sort out the parking situation. Where is it? Is it free? If not, who will valet and collect money?
• If you need audio or visual equipment for slideshows or presentations, does the venue offer those tools?
• If the venue works with a list of preferred vendors, make sure you review their selection before finding your own (if that’s even an option).
• Consider using a party planning app or party planning website to organize everything.

Takeaways for planning your event

This guide has covered the ins and outs of just about every celebratory event you’ll need to arrange.

Before you go, make sure you check out these other great party planning tips with resources like free event planning tools , and how to plan an event stress-free .

Looking for more tips about party planning checklists?

The basic ingredients for a party are a location and guests. To move beyond the basics, you should plan to secure a great venue, entertainment, decorations, food, and beverages.

To determine what you need on a party checklist, start with the big picture – approximately how many guests and what type of party will you be throwing? For a small personal celebration, you may only need some drinks, snacks, and ice. However for a large, themed gala you will need decorations, photo backdrops, catering, staff, and likely a coat check.

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Ultimate party planning checklist: how to plan a party in 19 steps

Reading time: 9 minutes

It doesn’t matter if you’re organizing a birthday, graduation, housewarming, office party, baby shower or business launch, you are going to have a long to do list. Get organized, stay on top and make a success of your event with our cover-all-bases party planning checklist.

In this party planning guide, we’ll walk you through the entire process, while laying out all of the party essentials and supplies you’ll need, depending on the party’s size, theme and goals. Before you get started, download our free party planning checklist , then just work your way through, step by step.

Table of contents

Download the ultimate party planning checklist, party essentials and supplies list, months before the party, one month before the party, one week before the party, the day before (and the day of) the party, after the party, order your party essentials with vistaprint.

Source: Custom cocktail napkins via VistaPrint

Step 1: Answer the big-picture questions

Before you start buying party supplies and booking vendors, consider these big-picture questions:

• What are you celebrating?
• When are you celebrating it?
• What is your budget?
• Where will the party take place?
• Roughly how many people will you invite?
• What do you want the party to achieve?

For example, you might determine that you’re going to celebrate your daughter’s high school graduation in July, your budget is $1,500, you’ll invite around 40 people and hire a private room. The party’s goal is probably to recognize her achievement before she heads to college.

Source: Graduation banner via VistaPrint

Step 2: Start thinking about numbers

Once you’ve answered these questions, create a rough guest list. You’ll likely edit this list before invitations go out, so for now, just get an idea of approximately how many people you plan to invite and a tentative list of who they are, including any plus ones.

Source: Dinner party invitation via VistaPrint

Step 3: Work out what the goal is

As you plan your party, focus on your ultimate goal: a successful celebration. What does a successful party look like to you? Having a vision of your ideal party will guide your decisions as you work through the party planning process.

Step 4: Download a party planning checklist

A clear vision alone isn’t enough to pull off a successful party, you also need to be organized. Staying organized with a party planning checklist can help you avoid last-minute surprises, save money by locking in deals early on and keep the process streamlined, ultimately making the process less stressful and more enjoyable.

Download our free party planning checklist and make sure your party runs as smoothly as possible.

Source: Custom coasters via VistaPrint

Step 5: List the supplies you’ll need

Before you finalize your guest list or start making arrangements with vendors, list all the party supplies and essentials you’ll need. These include, but may not be limited to:

• Invitations
• Decorations (be specific about which types of decorations you need e.g. balloons or posters)
• Linens, including custom tablecloths
• Furniture (tables and chairs—does the venue provide these?)
• Food and drink
• Glassware, plates and cutlery (if the caterer doesn’t provide these—be sure to clarify with them!)

Depending on your plans, party essentials may also include:

• Equipment (smoke machine, disco lights, microphones etc.)
• Personalized details like custom wine bottle labels
• Party favors

Step 6: Customize your party essentials

Customize your party to make it truly feel like “you” or more importantly, the guest of honor. There are lots of fun, creative ways to do this, from linens in favorite colors to monogrammed cocktail napkins , photo backdrops and personalized glassware .

Source: Custom wine glasses via VistaPrint

Although this stage could refer to any number of months, when you’re planning a party, a general guideline is that the bigger the party, the longer your planning timeline should be.

At least two months before the party (longer if you have a large guest list or a lot of “moving parts”) you should:

• Print the downloadable checklist . This will be your go-to document until the day of the party
• Choose the party’s theme, aesthetic or color palette
• Determine a more detailed budget
• Decide on the exact location and venue
• Lock-in the date
• Finalize the guest list and send out invites
• Know which entertainment and other vendors you’ll book

Step 7: Pick a theme

Now for the fun part: picking the perfect party theme! The theme will play a big role in a lot of your later decisions, like choosing the venue decor and which vendors you’ll book. A theme can be specific like the 1920s, or it can be more of a general aesthetic like a black-tie cocktail party.

Source: Custom bar menu via VistaPrint

Step 8: Choose and book the venue

With a theme in mind, it’s now time to choose the ideal party venue. If you decide to hire a space rather than have the party at home, you’ll need to ensure it’s available for the date you want—at this step, it’s usually helpful to be flexible about dates. Once you’ve paid a deposit and locked it in, you’re free to start making decisions that can’t be made until you know when and where the party will be, like which vendors you can book, based on their availability.

Step 9: Finalize the guest list and order invites

When it comes to your guest list, it’s usually wise to invite about 20% more people than the venue can fit, because on average, only 70-80% of those guests attend. However, you know your circle best, so adjust this number accordingly. 

Once your guest list is finalized, design and order custom invitations . Choose a design that suits your party’s theme and customize it with embossed gold or silver foil for an extra special touch.

Source: Baby shower invitation via VistaPrint

Step 10: Research vendors

This is also the point where you research vendors and compile a list to reach out to. You don’t need to book them just yet, but have a list at the ready for available vendors who provide the services you need, such as a DJ, florist, caterer or photographer, and their rates for a party of your size.

Step 11: Send out the invites

Send out your invitations. The further in advance invites go out, the more likely guests are to attend. Make sure the RSVP deadline and details are prominent on the page. As you receive the RSVPs, keep an updated list of responses so you can accurately gauge numbers and order an appropriate amount of food, drinks, favors and other party essentials for attendees.

Step 12: Book vendors

This is also the stage where you book your vendors, after having done all the research and made all the decisions. Pay any necessary deposits to contract them for the party. You should also finalize any specifics regarding the vendors’ services, like the food menu with the caterer or the flower choices with the florist.

Source: Illustrated drink menu by green in blue via 99designs by Vista

Step 13: Decide on decor

With everything booked and the RSVPs continuing to trickle in, it’s time to finalize the list of party supplies. For example, if you’re having a sit-down meal you might want to order custom place cards so you can engineer the seating plan.

Depending on your budget and creative vision, order or DIY everything you’ll need to decorate the venue. Now is a good time to determine which pieces of decor you’re buying, customizing, making and renting. 

Source: Custom party place cards via VistaPrint

Step 14: Finalize the entertainment

It’s now time to finalize the entertainment aspect of the party, like the DJ’s playlist. Part of this step is determining the general flow of the party schedule, like what time you’ll be serving food, when the entertainment will happen and at what point any announcements or speeches will be made.

Step 15: Follow up on RSVPs

The week before the party, you’re primarily going to be tying up loose ends and finalizing plans. One of these loose ends is following up with guests who haven’t RSVP’d. Whether you accept RSVPs after the deadline is up to you and depends on whether you have already made orders for a certain number of people.

Source: Invitation design by Butryk via 99designs by Vista

Step 16: Day-of logistics and last-minute orders

Have conversations with the vendors to make sure everybody’s on the same page regarding day-of logistics, including load-in, setup and load-out.

Take inventory of your party supplies list and, if you need to, order any last-minute items as well as any non-perishable food and drinks, like chips and liquor. This is also a good point to gather your party favors, separating them into custom paper bags for each guest.

Today is the day! After just a few last-minute steps, it’s time to party!

Step 17: Decorate and set up the venue

One of these last-minute steps is decorating and setting up the venue. You might have started this a few days earlier, especially if your home is the venue or if your decor is made from paper. If perishable decor is part of your setup, like fresh flower arrangements or a balloon arch, hold off until the day itself.

Source: kids party table with a photo balloon via VistaPrint

It’s also time to buy any perishable items you’ll need for the party, like ice. If you’re making any of the food yourself, today is the day for last-minute food prep.

Step 18: Pay everyone

Finally, make any outstanding payments to vendors. Typically, vendors have payment timelines in their contracts and, in many cases, the final installment is due the day of the party. Set this money aside and get it to your vendors promptly so you can relax and enjoy the celebration.

Source: Birthday party thank you note via VistaPrint

Step 19: Send thank you notes

Let your guests know just how grateful you are to them for celebrating this occasion with you by sending a heartfelt thank you note. Take your gratitude to the next level and customize your very own thank you cards .

Planning a party is rarely easy, but staying organized throughout the process makes it a lot easier. Download our free party planning checklist to keep yourself on track and avoid forgetting any party planning essentials, like custom invitations or getting deposits to vendors in time.

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The 2024 Event Planning Guide: 20 Essential Steps

Master event planning with our 2024 guide, including a blueprint for producing successful and engaging events..

Roughly 87% of marketers consider event marketing an effective way to create value. Unfortunately, your team can’t simply envision an event and show up, the day of, to a completed product. A lot of time and effort goes into creating a seamless, professional, and engaging event.

If your company plans to use event marketing, you must be prepared for that level of commitment and management. A poorly planned event will do more harm to your brand than good.

That’s why we’ve provided this comprehensive event planning guide. In it, you’ll learn everything you need to take an event from inception to glorious realization.

What is event planning?

Event planning encompasses the many hours of work that go into creating a memorable, effective event. Planning a budget, attracting attendees, and putting out fires the day of are all important tasks for an event planning team.

With so much responsibility, it’s easy to get distracted. Your team needs to have a clear plan in place and steps to follow to ensure nothing falls through the cracks.

Why does event planning matter?

Events play a crucial role in your brand image. Whether an event is the first time a potential customer interacts with your brand or is an exclusive meet-up of your most loyal customers, it will stand out in their minds as a representation of your company as a whole.

When you plan an event well, it will ensure that the image is of a professional, engaging, and highly effective business. These events can be vital in building up customer loyalty, generating leads, and establishing your company as an industry leader.

20 essential event planning steps

Let’s break down the steps you and your team need to take to plan and execute the perfect event. These steps are split up into sections, so you know which can be taken concurrently. The most important thing to keep in mind is that your event is unique and may require more or fewer steps.

Event concept and goal setting

 step one: define the purpose of the event.

Because an event is such an open-ended concept, it’s important to narrow your scope before getting far into the planning process. Think about the main objective you’re trying to achieve. Are you focused on:

• Launching a product
• Raising funds
• Generating leads
• Becoming an industry thought leader
• Rewarding customer loyalty

These are all diverse objectives that require drastically different styles of events.

Step two: identify your target audience

The people you want at your event will make a huge impact on the tone and promotion. For example, industry professionals will be drawn in by networking opportunities and sessions with well-known experts. The general public will want something a little more novel and fun to get them through the doors.

Step three: theme development

A great event theme will tell folks everything they need to know before they register for your event. This theme will help you make decisions about location, decor, speakers, promotion, and more.  Choose something that will appeal to your target audience and support your overall objective.

Step four: set goals and KPIs

Defining what success looks like for your event will keep you on track throughout the planning process. Try to choose a “ SMART ” goal that is specific, measurable, achievable, relevant, and time bound.

Some potential KPIs to track your event’s success include:

• Attendance numbers
• Registration vs. actual
• Demographics
• Cost per lead
• Social media mentions
• Lead generation

Every time you need to make a tough decision surrounding your event, ask yourself if it supports the goals and metrics you’re working toward.

Initial planning and feasibility

Step five: budget creation.

Event budgets are usually split into a few simple categories:

• Event platform
• Venue and vendor fees
• Marketing and promotion costs
• Food and beverage expenses
• Audio/visual and technology
• Decor and miscellaneous

Allocating your budget in advance will help you make smarter decisions as opportunities come your way. It will also keep you from falling into the trap of overspending with impulse decisions.

Step six: timeline development

Determine a timeline for when you need to have specific tasks completed. Include every important detail on your checklist , and assign specific people to head up each task. Don’t forget to include check-ins in your schedule so you can flag any issues early and keep the process moving along.

Step seven: vendor identification and contracting

Whether it’s booking a caterer, security, or entertainment, choosing the right vendors is crucial to the success of your event. Research and compare different options and be sure to read reviews and ask for references from past clients. Once you’ve decided on a vendor, make sure to have a detailed contract in place to protect both parties.

Step eight: securing a venue

Before you lock in a venue, think about what experience you’re trying to create. Is it an interactive, casual affair? Find an airy loft or outdoor space. If it’s a professional development or industry event, consider hosting it in a conference center or hotel.

Make sure that you go into venue consultations with a list of non-negotiables so that you don’t end up with a space that hinders your event’s growth.

Step nine: choose an event platform

The digital event platform you choose for a hybrid or online event is just as important as the physical venue. Choose something that can operate as an all-in-one platform to keep confusion to a minimum. Make sure it can be fully customized to fit your brand, and that it’s easy for attendees to navigate.

Step ten: permits and licenses

Obtain any legal requirements early so you have time to iron out issues before they become catastrophic. Look into insurance, and ensure the venue is prepared for the number of people you’re expecting.

Program and content development

Step eleven: agenda creation.

Develop a detailed agenda with session times, speakers, and activities. You might consider planning different streams so that attendees know which events are most relevant to them. Don’t forget to put in ample time to rest, visit vendors, and network.

Step twelve: speaker coordination

Speakers will likely be a huge draw for your event attendees, so take your time to find ones that fit. This could be a combination of industry experts, influencers, and members of your team. Consider an inspirational speaker or two to round out the event.

Attendee engagement and communication

Step thirteen: promote your event.

Don’t wait until the last minute to start promoting your event. Use a variety of channels such as social media, email marketing , and word of mouth to reach your target audience. Make sure to highlight the unique features and benefits of your event and leverage any partnerships or sponsorships to expand your reach.

Step fourteen: manage registrations

As folks register for your event, you’ll be dealing with a lot of valuable and important data. It’s important you have a system in place that integrates with your event platform, CRM, and overall tech stack.

Upon registering, folks should be entered into your database for communication and follow-up. You can send them reminders, updates, and essential information.

Technical planning

Step fifteen: audio-visual setup.

Coordinate with your AV teams for microphones, projectors, screens, and live streaming in advance of the event. You should have at minimum a full day in the space to set up these tech requirements and run tests. Technical difficulties can make your event feel unprofessional.

You’ll also need to ensure the internet connection is robust enough to handle the traffic and streaming requirements. A hybrid event can be destroyed by loss of connection.

Step sixteen: setup and rehearsals

Oversee the setup of the venue, including vendors, refreshments, and decor. Imagine yourself walking through the space as an attendee and clock any potential hang-ups. Rehearse any presentations or challenging transitions to ensure a smooth track through the day.

Step seventeen: create emergency plans

Contingency plans for technical failures, scheduling mistakes, and other mishaps are vital. In an emergency or failure, your team and attendees will turn to you to keep a level head and solve the problem as quickly as possible. It is always better to be over-prepared than under.

The day of the event

Step eighteen: tracking and monitoring.

Be available on-site to monitor the event flow and deal with any challenges as they arise. Connect with attendees and do everything you can to give them a great experience. Conduct surveys, take polls, and track engagement metrics to collect data that will be vital later.

Step nineteen: capturing content

Record sessions, take photos, and manage your live streaming as you go. Any content you collect throughout the day can be used to boost social media engagement, promote future events, and more.

Post-event wrap-up

Step twenty: follow up with attendees.

Don’t let all your hard work go to waste. Reconnect with event attendees with thank-you emails, surveys, and other post-event communication. This is not only a great way to show appreciation and gather feedback, but it also keeps your brand top-of-mind for potential future events. If anyone seems like a promising lead, be sure to move them along your sales pipeline accordingly.

How do you plan an event on a tight budget?

The most important thing to remember when planning an event on a budget is to focus on a singular goal. The more complicated your desired outcome is, the more you will spend on additional things.

If your event goal is to launch a new product , you probably don’t need to fill up the evening with multiple high-profile speakers. While this expense might bring in more attendees or help give your company prestige, it is not the main focus. Instead, you might invest that money in making the product demonstration truly impressive.

How do you properly track event registrations?

Keeping track of event registrations is a vital component in your event planning because it helps you ensure you have the infrastructure for the number of people attending. It also allows you to collect valuable data from your attendees.

Because of its import, the best way to track registrations is with a dedicated events platform. This software has been designed specifically to manage events and will give you complete control over registration data as it comes in.

What should be included in a post-event survey?

Several potential questions can be asked in a post-event survey, including:

• Overall satisfaction
• Likelihood of returning
• If they would recommend the event
• If the information was useful

However, you will only have your audience’s attention for a short time, so choose the questions that will best support your event goal, and help you improve future events.

Simplify your event planning with Kaltura

When you’re juggling all that goes into event planning, you need to have tools you can trust and fall back on. Kaltura is the best virtual events platform for keeping every single ball in the air.

From event registration to live streaming to audience engagement and beyond, this software has everything covered, including:

• Using AI and simple repurposing to make your budget go further and support lightning-fast turnaround times 
• Built-in translation, ASR, and captioning to ensure your event is accessible and relevant 
• Data consolidation, bringing everything you learn about leads at your event to your existing CRM so you can work with as much first-party data as possible

With Kaltura in your corner, you can focus on planning an event that is memorable for all the right reasons. Book a demo and f ind out what it can do for you today!  

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Bianca Belman-Adams

Democrats are talking about replacing Joe Biden. That wouldn't be so easy.

President Joe Biden's performance in the first debate Thursday has sparked a new round of criticism from Democrats , as well as public and private musing about whether he should remain at the top of the ticket.

In the modern era, a national party has never tried to adversarially replace its nominee, in part, because knows it would most likely fail. The issue came before both parties in 2016, but neither took action.

Party rules make it almost impossible to replace nominees without their consent, let alone smoothly replace them with someone else. And doing so would amount to party insiders’ overturning the results of primaries when Democratic voters overwhelmingly to nominate Biden. He won almost 99% of all delegates.

And at the moment, there’s no known, serious effort to push him off the top of the ticket.

Still, the Democratic National Committee's charter does make some provisions in case the party’s nominee is incapacitated or opts to step aside, and an anti-Biden coup at the convention is theoretically possible, if highly unlikely. So how would it work?

What happens if Biden drops out before the convention?

The only plausible scenario for Democrats to get a new nominee would be for Biden to decide to withdraw, which he has sworn off repeatedly during other bumpy stretches of his campaign.  

He could do so while serving out the rest of his term in the White House, as Lyndon Johnson did in 1968. 

If Biden were to drop out before he is scheduled to be formally nominated in August, it would create a free-for-all among Democrats, because there’s no mechanism for him or anyone else to anoint a chosen successor.

It takes a majority of the roughly 4,000 pledged delegates to win the party’s nomination. Biden’s won 3,900 of them. Under recent reforms, the party’s more than 700 superdelegates — Democratic lawmakers and dignitaries — are allowed to vote only if no one wins a majority of pledged delegates on the first ballot, so their votes could be crucial in a contested convention. 

Because Biden's opponents all won effectively no delegates throughout the Democratic nominating process, there'd be a virtual clean slate heading into the convention, and the decision would most likely come down to the convention delegates who were initially pledged to Biden.

Biden would have some influence over his pledged delegates, but ultimately, they can vote as they please, so candidates would most likely campaign aggressively to win over each individual delegate.

However, there's a potentially important wrinkle: Democrats plan to formally nominate Biden virtually ahead of the late-August convention to sidestep any potential concerns about ballo t access in Ohio, where a technical quirk has complicated things

Democrats decided to plan a virtual nomination for Biden after Ohio Republicans balked at passing pro forma legislation that would allow Biden to be on the ballot, even though the convention falls after a state deadline. But while Republicans passed a law to shift the deadline, Democrats decided to move forward with a virtual nomination nonetheless.

Could Democrats replace Biden against his will?

There’s no evidence the party would entertain a change without Biden’s consent. But even if it did, there’s no mechanism for it to replace a candidate before the convention, and certainly no way for it to anoint a chosen successor.

If large swaths of the Democratic Party lost faith in Biden, delegates to the national convention could theoretically defect en masse. Of course, they were chosen to be delegates because of their loyalty to Biden and have pledged to support him at the convention.

But, unlike many Republican delegates, Democratic delegates aren’t technically bound to their candidate. DNC rules allow delegates to “in all good conscience reflect the sentiments of those who elected them,” providing some wiggle room.

The party’s charter does include provisions to replace the nominee in the event of a vacancy. The measure is intended to be used in case of death, resignation or incapacitation, not to replace someone who has no desire to step down.

That was the measure that Donna Brazile, then the interim DNC chair, considered invoking after Hillary Clinton collapsed two months before the 2016 election, she wrote in her memoir .

In her memoir, released a year later, Brazile wrote that she was worried “not just about Hillary’s health but about her anemic campaign ... so lacking in the spirit of fight.” 

“Perhaps changing the candidate was a chance to win this thing, to change the playing field in a way that would send Donald Trump scrambling and unable to catch up,” she wrote, adding that aides to other would-be candidates contacted her, including then-Vice President Biden’s chief of staff.

But after less than 24 hours of consideration, Brazile realized the idea was untenable without Clinton’s cooperation and likely to only divide her party further. “I could not make good on my threat to replace her," she wrote.

Current DNC Chair Jaime Harrison is a longtime Biden ally who serves, essentially, at the pleasure of the president. And the national party has certainly given no indication it’s anything but fully behind his re-election.  

What happens if Biden withdraws after the convention?

To fill a vacancy on the national ticket, the chair can call a “special meeting” of the full DNC, which includes about 500 members. On paper, at least, all it takes is a majority vote of those present to pick new presidential and vice presidential nominees. But that process would most likely be anything but smooth and be filled with behind-the-scenes jockeying and public pressure campaigns. 

If a vacancy were to occur close to the November election, however, it could raise constitutional, legal and practical concerns. Among other issues, ballots have to be printed well in advance of the election, and it might not be possible to change them in time.

Would Kamala Harris replace Biden?

If Biden were to relinquish the presidency, Vice President Kamala Harris would automatically become president — but not the Democratic Party’s nominee. Nor would she necessarily be the nominee if Biden withdrew from his re-election bid while he remained in the White House.

She might be politically favored, but party rules give the vice president no major mechanical benefit over other candidates. 

Biden’s delegates wouldn’t automatically transfer to Harris, and the convention holds separate votes on nominees for president and vice president. So she would still need to win a majority of delegates at the convention. 

If the top of the ticket were vacated after the convention, she would still need to win a majority of votes at the special meeting of the DNC.

That is all, at least, under current party rules. But a vacancy at the top of the ticket is the kind of dramatic moment that might lead party leaders to revisit them in the name of easing the transition. Harris has some close allies in key places at the DNC, including a co-chair of the party’s Rules and Bylaws Committee. But nothing would be likely to happen without a fight.

Ben Kamisar is a national political reporter for NBC News.

Alex Seitz-Wald is a senior politics reporter for NBC News.

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Instant view: Britain's Labour Party poised for huge election win, exit poll shows

Keir Starmer will be Britain's next prime minister with his Labour Party set to win a massive majority in a parliamentary election, an exit poll on Thursday indicated, while Rishi Sunak's Conservatives are forecast to suffer historic losses.

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