20 Event Planning Ideas for Fun and Success

A well-planned event can leave a lasting impression on participants as well as deliver many positive results. A successful and fun event can enhance brand image, improve teamwork, and create unforgettable memories.

To help you plan a great outdoor event, we've compiled 20 practical event planning ideas that cover everything from budgeting and venue selection to decorations and catering. These ideas will spice up your event and ensure participants enjoy every moment.

1. Create a Budget

The first step in event planning ideas is figuring out how much to budget! Start by estimating the overall range of expenses and then break it down into individual components such as venue, catering, decorations, entertainment, etc.

Proper budget planning allows you to control costs while ensuring the quality and effectiveness of your event. By the way, don't forget to set aside a portion as an emergency fund in case there are additional expenses.

2. Create a Timeline

For an event to run smoothly, a clear time-planning schedule is essential! From the initial preparations to the day of the event, every aspect needs to be timed.

For example, when to finalize the venue? When to send out invitations? How far in advance do you want to set up and rehearse? Planning these event planning ideas in advance helps your event come together smoothly and efficiently.

On the day of the event, it's good to break it down to what should be done at each hour to make sure all the pieces are organized.

3. Choose and Book a Venue

Want an event venue that's both flexible and atmospheric? An event tent is definitely a good choice! Compared to traditional indoor venues, tents can be set up outdoors to bring your event closer to nature. It comes in a variety of sizes to accommodate different numbers of guests.

Moreover, tents are easy to set up and are not limited by fixed venues, making them suitable for a variety of themed events, such as weddings, parties, company gatherings, and so on.

If you are looking for a tent that meets the above requirements, take a look at this pole tent. Sheltent's tent designs are no longer limited to traditional sizes and shapes. With the innovative modular system, you can easily combine multiple standard-sized tents to create a variety of different sizes to meet your specific needs.

4. Send Invitations

Once you've finalized the time and venue, it's time to notify your guests! The invitations can be electronic or in beautiful paper form, and the key is to clearly communicate the time, location, theme, and dress code of the event.

These are essential event planning ideas that help ensure your guests have all the information they need to attend and enjoy the occasion. For added fun, design personalized invitation cards or make a short creative video to invite friends.

Send them out in advance to make sure everyone has enough time to make their schedules and don't let your important guests miss out on a great event!

5. Organize People

As we know from many event planning ideas, a successful event cannot be separated from a reliable team! Whether you're responsible for hospitality, venue setup, program coordination, photography, catering, or security, each position requires a clear division of labor.

You need to have a meeting in advance to organize the tasks and make sure everyone is clear about their responsibilities. 

On the day of the event, set up a person in charge to coordinate the whole situation so that you can respond to any emergencies in a timely manner. With teamwork in place, the event will flow better and be more efficient!

6. Design the Layout of your Event

Depending on the content of the event and the number of guests, rationalize the seating, stage, bar, and other areas. If it's a meeting or formal event, the seating should be arranged so that every guest can clearly see the stage; if it's a party or social event, more space should be left for interaction.

It's best to place the stage in a place where it's visible but doesn't impede communication, while the bar should be a little farther away from the stage to avoid blocking sightlines or passageways when everyone gathers in the bar area.

The dining area should also be as close as possible to entrances and passageways to make it easy for guests to pick up their food at any time.

7. Choose a Theme

When planning an event, you usually need to choose a theme and then decorate according to that theme so that the overall presentation of the final event is harmonious.

You can refer to other event design ideas, such as "a beach party" for a birthday party or “garden wedding” for a wedding, and so on.

8. Adjust the Color Palette

After selecting a theme, you can set and adjust the color scheme, because some special themes are only suitable for certain color schemes. For example, for a wedding with the theme of “Romantic Forest," you can choose green, light pink, white, and these soft natural colors to give people a warm and dreamy feeling.

If the company's annual meeting has the “future of science and technology” theme, you can use cool blue, silver, and black, presenting a sense of technology full of modernity.

Of course, you can also boldly try color collisions, such as gold and dark blue with both noble and vibrant, or use bright orange and purple with both lively and fashionable feelings.

9. Design an Entrance

The entrance to the event is the first place guests will see, so it's crucial to design an eye-catching entrance. To make the entrance look grand and atmospheric, you can use large arches or floral decorations with some lighting so that people can feel the atmosphere of the event as soon as they enter.

If it's a wedding, the entrance can be decorated with flowers, greenery, and drapes to create a romantic atmosphere. If it's a company meeting, you can use modern LED lighting or metallic decorations to show a high-end atmosphere.

No matter what type of event it is, the entrance design should highlight the theme and also make the guests feel honored and special, which can make them look forward to the whole event!

10. Integrate Furniture and Smart Features

Adding furniture and smart devices to your party is also one of the creative event planning ideas. For example, if it's a party, choose some uniquely shaped tables and chairs. If it's a wedding, you can pair it with beautiful tablecloths and floral arrangements to add a romantic touch.

If it's a formal meeting or exhibition, it's best to choose tables and chairs that are simple and modern to make the scene look neat and professional. In addition to tables and chairs, smart devices should not be disregarded.

Consider setting up an electronic check-in system on the site to eliminate the hassle of waiting in long lines or equipping a projector and large screen so that guests can clearly see the event content and important information.

If necessary, you can also install smart sound and adjust the effect of music and voice to ensure clear sound and atmosphere during the event. These smart devices can enhance the efficiency of the event and bring a more modern and convenient experience to the guests.

11. Light up Your Event Venue

Lighting is not just for visibility; it also enhances the mood and sense of atmosphere of the event through changes and layering of lights. Choose the right lighting according to the type of the event.

If it is a wedding or a romantic party, you can choose warm yellow lighting with some chandeliers or compact light strings; if it is a company annual meeting or a dinner party, you can use cool-colored lighting with spotlights to highlight the stage or important areas.

In addition, you can also use some lighting effects such as projected patterns or stage lights to make the whole venue look more dynamic.

12. Decorate with Fabrics

In event planning decorations, you can use soft fabrics to decorate the venue. These can make the event venue look more elegant. And the soft fabrics are more relaxing for the guests.

For example, you can hang tent draping from the ceiling. These tent draping look cozy by choosing a light and sheer gauzy material that allows natural light to penetrate. For the seating area, you can consider using fabric back cushions or cushions to make sitting more comfortable for your guests.

For the lounge area, set up some sofas and pillows covered by soft fabrics, along with a soft rug. By implementing these event planning ideas, guests are sure to have a good experience.

13. Decorate a Backdrop

You can design an eye-catching backdrop based on the theme of the event. For example, use colorful fabrics, floral arrangements, lights, or creative decorations to create a unique atmosphere.

The backdrop doesn't have to be complicated; a simple design can make the space look classy. You can also put some slogans, logos, or wedding or birthday party-themed words to add a personalized element to the event.

14. Decorate the Ceiling

Very often, people ignore the ceiling decoration. And using the ceiling to decorate can make the space feel more open and layered and increase the overall visual impact. You can decorate it with some light fabric curtains, ribbons, or balloons.

If it's a wedding or a party, hanging some transparent balloons or small light strings can make the whole venue look more dreamy. If you want a more colorful décor, try decorating the ceiling with colorful paper lanterns, garlands, or hanging decorations.

15. Consider Booking a Photographer

Hiring a professional photographer to document these precious moments is definitely a good choice. A good photographer can take high-quality photos and capture those details that are usually overlooked.

Of course, if you have a limited budget, you can also ask a friend who specializes in photography to help you out or choose some cost-effective photography service packages to make sure you have beautiful memories.

16. DIY a Photo Display

You might consider DIYing a photo display wall. This is both a fun experience and can add to the interaction among guests at your event.

For example, collect everyone's photos and make a fun collage wall, or hang them on a string and secure them with small clips. You can also arrange the photos according to the theme or timeline of the event so that guests can look back on those great moments.

Moreover, add some decorations to liven up the display. It also makes a great photo backdrop for guests to leave a group photo.

17. Prepare Delicious Food

You might want to prep your food and drinks in advance, and it's a good idea to make a list of event planning ideas, so you don't miss anything.

Here is a simple list to give you a reference:

Drinks:

• Welcome drinks: juices, sparkling water, cocktails (you can prepare several different flavors to satisfy different tastes)
• Hot drinks: coffee, tea (especially in cold weather, warm drinks are popular)
• Alcohol: red wine, white wine, beer (can be chosen according to the nature of the event)
• Non-alcoholic drinks: smoothies, freshly squeezed juices or refreshing lemonade

Food:

• Snacks: fries, wings, spring rolls, mini burgers
• Salads: Greek Salad, Caesar Salad, Seasonal Vegetable Salad (vegetarian options may be prepared)
• Entrees: pizza, pasta, and sushi (can be prepared according to guest's taste)
• Desserts: cakes, cookies, macaroons, chocolates.
• Fruits: fruit platter, fresh-cut fruits

18. Prepare Gift Bags

The gifts can be not too expensive; it's mainly about the thought. You can prepare some gifts and put them in a gift bag to give to each guest as a memento or thanks for the event.

For example, small customized keychains, mini aromatherapy, personalized handmade soaps, cute stationery, or even some snacks will do. If you want to add a little interactive fun, have everyone exchange gifts. Setting up a fun exchange ahead of time, such as a lottery or taking turns to choose, can liven up the event.

19. Prepare a Luxury Portable Toilet

If your event is outdoors or in a venue that doesn't have a fixed restroom, it's really necessary to have a luxury portable toilet. Regular portable toilets can solve the problem but sometimes they are not clean and comfortable enough.

Luxurious portable toilets are different, they are more spacious and well-equipped, usually with sinks, mirrors, air-conditioning and scenting, which can make guests more comfortable.

20. Work with Suppliers to Plan Your Event

Events can't run smoothly without the support of a professional supplier, especially when special facilities are required. Our company, Sheltent, is one such professional tent supplier. We offer a wide range of tents for weddings, parties, exhibitions, and more and can customize them to suit your event.

Sheltent not only provides high-quality tents but also gives you the most suitable setup plan according to the scale of your event and the venue. By communicating with us, you can be sure that the tent's layout, style, and functionality will fit the theme of your event.

Use the Above Event Planning Ideas to Start Your Party

With complete budget planning, venue selection, elaborate themes and decorations, and thoughtful service arrangements, your event is sure to leave a lasting impression on participants.

If you need professional tent support, Sheltent can provide you with solutions to ensure your event runs smoothly. Contact Sheltent today to get started on your perfect event planning!