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KISS – Keep it Super Simple

March 20th, 2023 by Kenneth Abrahams

Recently, I was contacted by an individual at a college. On campus her role is an academic advisor, and she was trying to plan a program for some of her students. It quickly became clear that she is not a person that plans programs or events on a regular basis. At the outset of the conversation, she mentioned that she had contacted several people to try and help her put this together but found herself getting overwhelmed. It would have been easy for me to say to her “no need to worry, this is easy.” If you do this every day of your life, it is easy. Honestly, planning an event or a function can be easy, if you stick to a few parameters. Try not to make it more complicated than it needs to be. Here are just a few tips and tricks to make event planning a bit easier and far less stressful.

Step one is to identify the purpose of the event. For example, the client above just wanted a distraction for her students. Her event was happening around finals, and she wanted to provide a bit of a respite at a time when the pressure for many of the students is at an all time high. There were also some logistical challenges as the population they were trying to engage were commuters. So, we were immediately able to identify the parameters of this event. It needed to be something quick, that allowed them to take a break from their normal routine and connect with fellow classmates. Your event maybe a bridal shower or a 1-year old’s birthday party. Perhaps it is a business function for an organization that has onboarded several new staff. Work functions often need to be a bit more formal than a simple celebration with friends and family at home but don’t let that overwhelm you. Make sure that, in your mind, the goals and objectives are clear.

Step two is to create a reasonable set of expectations, based on your comfort level and available time. Some people love doing this and they have unique skills that they bring to the planning and preparation of their event. We have all gone to someone’s house that is a gourmet cook. Each and every dish is a work of art in both taste and presentation. It doesn’t happen often, but I have received invitations to a very simple event sent in the mail on stationary with beautiful calligraphy that the host or hostess did. Not everyone has those skills or that kind of time. Work with what you have. All of us possess some talent that we can bring to the party, both literally and figuratively. Be aware of the time frame that you are working in. For some events we have weeks or months to plan, other times it is mere days. Frequently at FUN, we get calls or emails saying “hey the president’s office just asked me to do this” or that an event needs to be pushed up because of a family members health or deployment schedule. Accomplish what you can comfortably in the time that you have.

Step 3 is to make sure that you understand, and can work within, a sensible budget. Yes, it would be great to have all your guests arrive by helicopter and have a carpet of exotic flowers for them to walk across, but for most that isn’t reasonable. Nothing puts more stress on people than overextending their financial means. We have all heard of people that put themselves, or their family, into the red with a wedding that was far above what they could afford. A warm, wonderful event doesn’t have to be a budget buster. There are a lot of tricks to saving money. If you have the ability, plan it on days or dates that are not super popular. Weddings in New England in the late Spring or early Fall are traditionally very expensive, but venues are often a bit hungrier in mid-November or January. They will usually work with you or throw in a few extras as enticement for picking that time of year. Believe it or not, there are often huge differences in the price for a Friday night wedding as opposed to a Saturday wedding. Fridays are, for many brides, less desirable and as a result, less expensive. Some people are surprised to find out that an event with “heavy” Hors d’oeuvres is more expensive than a seated meal or buffet. A lot of Hors d’oeuvres are very labor intensive and use high end ingredients and those costs are passed down to the consumer. Whether you are doing your event at home, on campus, or at the office, look at different menus and caterers to create a budget friendly menu. Food is just one area of expense, there is also entertainment and of course décor/decorations. Years ago, I worked for an organization that provided entertainment for weddings. We had many bands in a wide range of prices. More than once I saw the color drain from the faces of one or both parents when the bride went immediately to the most expensive 2 bands we offered. Often, I wanted to say to them, “this is four or five hours of your life, don’t mortgage your future for this,” but it wasn’t my place. With technology today, you can often get a small, high quality speaker system and create a playlist that will set the mood for a lovely event. As for decorations, many of us have crafty friends that can change the space of the event fairly easily and inexpensively. A few well-placed flowers and some draped pieces of fabric can often transform a space. Use the resources that you have around you.

Last but certainly not least, is don’t lose sight of the purpose of the event. In our post COVID world, it is nice to simply get together face to face again. Whether it is a work or social function, people are relishing the opportunity to simply be together. Today people are looking for experiences, not the lamb lollipop appetizers. They will remember the people they saw, conversations they had, and the ability to connect or reconnect with others. In terms of creating an experience, it never hurts to come up with ways for people to interact with one another. Whether it is a game of human bingo, or some “ice breakers” there are a lot of ways to help people meet and mingle.

When planning events just keep it simple. Remember why people are coming and what your end goal is. Relax, take a breath, and always ask for help when needed. Many people truly enjoy helping out and it often makes the planning and execution less taxing and a whole lot more fun. If you are still nervous or need some help, give us a call, shoot us an email, or send over a carrier pigeon. With more than 30 years on the books, this we have learned a thing or two.

About the author:

Ken Abrahams was born in South Bend Indiana; he is an avid Notre Dame football fan. When he is not working, he likes to destroy beautifully manicured grass with a golf club, (what he does is not golfing like you see on TV, instead think Bill Murray in Caddyshack) or cooking which he is more successful at.

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