The 10 Critical Steps You Can’t Skip: Behind the Scenes of Event Planning

Last Updated on March 27, 2025 by Tanya Janse van Rensburg

Event planning is an intricate process that involves more than just choosing a venue or picking out a theme.

There’s a lot that goes on behind the scenes, from handling contracts to managing budgets and coordinating with vendors.

Whether you’re planning a wedding, corporate event, or special celebration, it’s essential to understand the critical steps involved to ensure your event goes off without a hitch.

Here’s an insider look at the essential elements that skilled event planners tackle behind the scenes.

1. Understanding the Client's Vision

The first critical step in any successful event is understanding the client’s vision.

This involves in-depth consultations to identify the purpose of the event, the desired atmosphere, and any personal preferences.

As an event planner, you’ll need to listen carefully to your client’s ideas and translate them into a cohesive plan.

Key Actions:

• Meet with the client to discuss goals, budget, style preferences, and must-haves.
• Create a mood board or inspiration list to align everyone on the same page.
• Establish event objectives (e.g., networking, celebrating a milestone, or raising awareness).

2. Creating a Realistic Budget

Budget management is often the most challenging part of event planning, but it’s also one of the most important.

Event planners need to work closely with their clients to develop a comprehensive budget that accounts for all aspects of the event.

This includes the venue, catering, décor, entertainment, and contingency funds.

Key Actions:

• Outline all expected costs, both big and small.
• Prioritize key elements, like the venue or catering, that may require larger portions of the budget.
• Include a contingency fund to account for unexpected expenses.
• Track spending and adjust as needed to ensure the budget is adhered to.

3. Securing the Venue

The venue sets the tone for the entire event, and it’s often one of the first decisions you’ll make.

Once the client has narrowed down the options, event planners need to visit and inspect potential venues, ensuring they align with the theme and logistical requirements of the event.

You’ll need to consider the size, location, amenities, and availability of each venue.

Key Actions:

• Visit venues and inspect spaces for layout, access to utilities, and capacity.
• Consider logistics like parking, accessibility, and transportation options.
• Secure the contract with clear terms on payment schedules, cancellation policies, and any restrictions.

4. Vendor Coordination

Coordinating with vendors is one of the most crucial aspects of event planning.

You’ll work with a variety of vendors, including caterers, florists, photographers, entertainers, and more.

Each vendor plays a role in creating a seamless event, and keeping everything organized can be a logistical challenge.

Key Actions:

• Research and vet vendors based on quality, reliability, and budget.
• Negotiate contracts with clear timelines and expectations.
• Create a detailed event timeline that outlines when each vendor needs to arrive, set up, and deliver services.
• Act as a liaison between the client and vendor to address any issues that arise.

5. Managing Event Logistics

Logistics involve the detailed, behind-the-scenes work that keeps the event running smoothly.

From ensuring everyone knows their roles to managing timing and coordination on the event day, a successful planner must handle the logistics with precision.

Key Actions:

• Create a detailed schedule, outlining the flow of the event, from guest arrivals to speeches and entertainment.
• Assign tasks to your team and ensure everyone knows their responsibilities.
• Double-check all technical requirements, like AV equipment, lighting, and sound systems.
• Plan for potential hiccups, such as unexpected weather or vendor delays, and have contingency plans in place.

6. Contract Management and Legalities

Contracts are a fundamental part of event planning.

These documents not only establish the terms and conditions of your agreements with vendors and venues but also help protect both parties in case of disputes.

A skilled event planner ensures that every contract is clearly worded, signed, and filed appropriately.

Key Actions:

• Draft and review contracts with venues and vendors.
• Ensure all parties are clear about payment schedules, timelines, and expectations.
• Address potential risks and liabilities, such as insurance for unexpected damages or accidents.

7. Event Design and Décor

Once the logistics are sorted, it’s time to focus on the design and décor.

This is where creativity comes into play, as event planners transform the venue into a visually stunning space that reflects the event’s theme or the client’s personal style.

Key Actions:

• Curate a décor plan, including colour schemes, floral arrangements, table settings, and lighting.
• Work closely with florists, designers, and decorators to bring the vision to life.
• Ensure the design is functional and works with the event’s flow (e.g., seating arrangements and ease of movement).

8. Guest Experience and Communication

At the heart of every great event is the guest experience.

Event planners need to consider everything that will make guests feel comfortable and engaged, from clear communication and easy navigation to entertainment and food choices.

Key Actions:

• Ensure clear communication before and during the event, such as invitations, RSVP management, and event reminders.
• Coordinate transportation and accommodations for out-of-town guests if necessary.
• Plan for interactive activities, entertainment, and catering that will keep guests engaged.

9. Event Day Execution

The big day is finally here, and the event planner must oversee all aspects of execution.

From ensuring vendors are on time to managing any last-minute adjustments, the event planner’s role on the day of the event is critical in making sure everything runs smoothly.

Key Actions:

• Arrive early to oversee set-up and troubleshoot any issues.
• Coordinate with all vendors and staff to ensure they are where they need to be.
• Handle any unforeseen issues or last-minute changes with calm and professionalism.
• Ensure the event’s schedule is followed, and that everything runs on time.

10. Post-Event Follow-Up

After the event has concluded, event planners still have work to do.

Following up with clients, vendors, and suppliers is an essential step to wrap up the planning process and maintain positive relationships for future events.

Key Actions:

• Send thank-you notes to vendors, staff, and clients.
• Review the event with the client to gather feedback on what went well and what could be improved.
• Settle final payments and close out all contracts.

Conclusion

Event planning is much more than just organizing a celebration.

It requires careful attention to detail, strong organizational skills, and the ability to juggle multiple tasks at once.

From contracts to vendor coordination, budgeting, and logistics, every step is crucial to ensuring a successful event.

While it’s possible to plan an event on your own, hiring a skilled event planner will take the stress off your shoulders and guarantee a smooth, memorable experience.

Understanding the behind-the-scenes process will help you see the value a professional brings to the table and the effort that goes into delivering a flawless event.