Before You Plan Your Event, Do THIS First!
You’ve landed a new event. The client is excited. You’re excited. The Pinterest board is already brimming with ideas.
But before you dive into timelines, color palettes, and vendor calls—pause.
There’s one crucial thing you need to do first if you want to save yourself time, stress, and potential burnout:
👉 Get clear on expectations and boundaries—on both sides.
As event planners, we’re problem-solvers by nature. We want to say yes. We want to make it happen. But over the years, I’ve learned (the hard way) that without structure, systems, and strong boundaries, even the most exciting event can spiral into stress.
Let’s talk about the non-negotiables that should come before the planning begins:
1. Have an Honest Budget Conversation
It’s not just about “How much do you want to spend?”
It’s about trade-offs, priorities, and helping your client understand what’s truly possible.
🔹 Ask: What’s most important to you—guest experience, decor, food, entertainment?
🔹 Be transparent: “Here’s what we can do within your budget—and where we might need to scale back.”
Having this conversation upfront avoids disappointment later and sets the tone for trust and collaboration.
2. Establish Clear Communication Channels
Before the flood of texts, DMs, and late-night emails begins—set the standard.
💬 “Here’s the best way to reach me and my typical response times.”
💬 “All final decisions will be recapped via email to keep things organized.”
You’re not being difficult—you’re being a pro. Your sanity (and inbox) will thank you.
3. Define Your Scope + Stick To It
Scope creep is real. And it’s exhausting. One of the best ways to protect your time and energy is to be clear on:
✅ What’s included in your service
✅ How many revisions are allowed
✅ What happens if the client wants to add something mid-way through
Say it in your contract. Say it in your kickoff call. And say it again if needed.
4. Document Everything
Every call. Every change. Every expectation.
Following up via email might feel redundant, but it creates a clear paper trail that protects you and helps keep your client on track.
📧 “Hey! Just recapping our call so we’re on the same page…”
Trust me, this tiny habit makes a big difference when things get busy.
5. Create Space for Boundaries
This might be the most important one. As planners, we tend to pour ourselves into our work. But without boundaries, burnout isn’t a possibility—it’s a guarantee.
🧠 Set working hours.
📆 Take time off after big events.
✋ Say “no” when something doesn’t align with your values or capacity.
You can still serve your clients well and protect your peace.
TL;DR: The First Step in Planning Any Event?
It’s not picking a venue.
It’s not creating a mood board.
It’s not writing a timeline.
It’s getting aligned—with your client, with your scope, and with your boundaries.
So before you plan your next event, do this first—and set the foundation for success that lasts all the way through event day.
🎓 Want More Tools to Streamline Your Planning Process?
Our event planning course is packed with templates, checklists, and scripts to help you build structure without the stress.
