DC Event Planning Essentials

Once you have decided to host an event in the DC Metro Area, your success will be determined by your ability to remain focused and organized throughout the planning process. Our essential guide to event planning has a number of tips that can help you stay on track and ensure your gathering is memorable for all the right reasons.

Establish Your Goals

Having a clear definition of your goals and objectives can help you optimize every aspect of event planning for maximum results. For example, if the event is a for-profit venture, you will need to know how many people you will need in attendance at a set ticket price to reach your target and whether sponsors or partners will be required.

Determine Your Budget

Put together a preliminary budget which lists the following key expenses:

  • Catering
  • Decor
  • Electronics equipment such as speakers, cameras, and internet
  • Entertainment such as musicians, guest speakers, or DJs
  • Marketing
  • Miscellaneous including chair rental, staffing, taxes, and more
  • Venue

Assemble a Team

Whether you choose to hire or put out the call for volunteers, you will need to amass a reliable group of team members to fill a variety of roles. Consider appointing one member to head the event and a number of individual chairpersons as needed depending on the scope of your affair. This type of system allows for individual and group accountability and makes it easier to see which aspects of your project require more assistance or attention.

Choose the Date

For large events, you may want to plan up to six months or more in advance to give you time to prepare. Consideration should be given to federal and religious holidays, and be sure to choose several date options in the event that your choice of venue isn't available.

Review Venue Options

Before finalizing the venue, make sure to visit it in person and meet with the event coordinator. View a number of properties so that you can make an informed decision based on your criteria for size, location, price, and availability.


Food and beverages are a key component of any event and can consume up to 30 or 40 percent of your budget. Find a caterer that is willing to work within your budget constraints and can provide the volume of staff you will need to serve your guests.

Choose Your Entertainment

The style of entertainment you choose should be in line with your objectives for the event and suitable for the venue. If you will be showcasing one or more speakers, you will need to provide the equipment needed to ensure your guests can see and hear the presentation including:

  • Lighting
  • Microphones
  • Projectors
  • Screening
  • Soundboards
  • Speakers

Don't Forget the Basics

Depending on the scope and location of your event, you may need to provide all or additional sanitation services for your guests. The team of professionals at Don's Johns will ensure all your needs are met, offering competitive pricing and the finest service and equipment including:

  • Hand sanitizer stations
  • Handwashing facilities
  • Portable restrooms
  • Restroom trailers
  • And more!

Event Wrap-Up

After the event is over, take the time to review the proceedings and evaluate its success. This process can help you learn what worked and what type of mistakes were made to ensure your next event is even better.

The sanitation experts at Don's Johns can help to secure the comfort and safety of your guests with the finest in portable restrooms and restroom trailers. Contact us today to learn more or call us at (703) 273-7100 to request a free quote.

Stay Connected!