Nine Event Planning Details That You Should Not Overlook


Are you an event planner trying to ride the waves of festivals so extravagant and fun it keeps the audience begging for a second? Well, look no further than Portland, Oregon.

Nestled between the Pacific Ocean and the Cascade Mountains, Portland boasts stunning natural beauty. As an event planner, you can utilize these picturesque settings for outdoor weddings, festivals, and concerts. Planning a corporate retreat or a conference? Don't worry; Portland's got the perfect venues for that, too, and has hosted around 40 citywide conferences that welcomed more than 170,000 attendees. Huge, right?

This city also offers a range of event venues, from historic buildings to modern event spaces. The city's infrastructure supports the logistics of large-scale events, making it easier for planners to execute their visions. No dream is too big or hopeless in this city!

However, event planning can be a daunting task- from selecting the right venue and overlooking the team and decorations. Not only that, but also taking care of any emergencies, be it medical or bathroom. Let you in on a secret? Portable bathrooms always come in handy when planning such events.

When executing a successful event, no detail is too small to be overlooked- miss one, and you might just find yourself lost in the chaos. Here are some hidden gems of event planning that would make this process a piece of cake!

Portable Restroom Rentals

Portable restroom rentals may not be the most glamorous aspect of event planning, but they are undeniably crucial. Providing clean and accessible restroom facilities ensures that guests can comfortably enjoy your event without worrying about long lines or unsanitary conditions.

Start by scouting for the best porta-potty rental company serving Portland, Oregon, and surrounding areas and avail their services. In a world of hand sanitizer and elbow bumps, portable restrooms play their part in the hygiene game. Also, let's face it: no one wants to endure a "nature's call" crisis in the middle of your carefully choreographed event.

The portable bathroom also comes in all shapes and sizes, and finding the ideal one is like curating a gallery of convenience. No more last-minute scrambles to find a restroom solution; you've got it all under control.

Budget - The Sacred Ledger

Picture this: you've planned an extravagant party, and as the night unfolds, you realize you've spent your entire budget on fireworks for the grand finale, leaving no room for snacks! A perfectly curated Budget will help you ensure that your event sails smoothly. Don't skimp on this; you might end up serving potato chips at a black-tie gala!

Budgeting will also ensure that you avoid accidentally calling upon a financial disaster- spending more than what was planned. The next thing you know, it's coming out of your pocket. Especially if you're planning an event for a client, staying within budget is essential for their satisfaction. No one likes to be hit with unexpected costs, and a well-managed budget ensures your client's happiness.

The Guest List - A Precise Headcount

Forgetting to count Aunt Martha or Uncle Bob may seem harmless until they show up uninvited and eat all the hors d'oeuvres! Nothing says "awkward event," like running out of seats or having too many empty ones. A precise headcount ensures that there are enough chairs for bottoms and enough food for hungry bellies.

Some venues also have a limited seating capacity and strict regulations to avoid hazards. Knowing the exact number of attendees ensures you won't be kicked out of your venue for breaking fire code regulations.

Make sure that you request an RSVP for the perfect headcount!

Venue - Location, Location, Location

A venue can either make or break the experience, so choose wisely. Check for accessibility, parking, and convenience to the audience. You don’t want to choose a venue in the suburbs when most of your target audience prefers the vibes of a city event.

Venues also come with their unique atmosphere and ambiance. A beachfront locale exudes relaxation, while a historic ballroom oozes elegance. The right venue sets the mood without needing too much decoration.

Also, make sure the venue is not hosting a knitting club meeting the same night or a loud rock concert ruining the vibe of your elegant-themed event.

Catering - Food, Glorious Food

The best catering is like the secret sauce that elevates an event from ordinary to extraordinary- no one wants hungry guests! Catering can set the mood and ambiance of your event. Whether it's a formal gala with gourmet cuisine or a casual gathering with comfort food, the menu choice helps establish the event's atmosphere.

A well-crafted menu also ensures that it elevates the theme of your event, adding a layer of authenticity and excitement to the overall experience. Make sure that you taste-test the menu to avoid an embarrassing food fiasco. Also, consider dietary restrictions unless you're hosting an "Eat or Starve" themed event.

Entertainment - Keeping the Party Alive

Don't let your event be as boring as watching paint dry. Plan some entertainment to keep the energy up – be it a DJ, a band, a dazzling magic show, or an awe-inspiring acrobatic performance; these moments become the highlights of your event.

You can also include games and interactive activities that keep the party going, ensuring that your event stays in their hearts and minds.

Decor - Dress to Impress

Decorations are your event's fashion statement. Top-notch decor provides a visual feast that captivates attendees from the moment they arrive. If you are planning a themed event, decorations are the key elements of tying the whole room together in sync with the theme. Whether it's a winter wonderland with icy decor or a tropical paradise with vibrant foliage, the options are endless.

Remember to pay special attention to colors, themes, and that one stubborn helium balloon that refuses to float. It's all in the details!

Timeline - The Master Plan

Craft a perfect timeline to make sure everything runs like clockwork. Timing is key; you don't want dessert before the appetizers or a dance-off during the heartfelt speeches.

Logistics can be a logistical nightmare without a timeline. It guides the setup, teardown, and flow of activities, ensuring that everything runs smoothly. Moreover, for public events, marketing and promotion are essential. A timeline ensures that marketing efforts are coordinated, targeting the right audience at the right times to build anticipation and attendance.

Emergency Kit - Expect the Unexpected

In event planning, Murphy's Law often applies – "Anything that can go wrong will go wrong." An emergency kit anticipates the unexpected, from sudden weather changes to equipment failures. If the event is held outdoors, the emergency kit can include weather-related items like tarps, umbrellas, or blankets to shield attendees and equipment from rain, wind, or extreme temperatures. After all, Portland’s weather is unpredictable!

Remember, health and safety comes first. Make sure you have first aid on standby, ensuring that minor injuries can be addressed immediately, avoiding major issues (or a possible lawsuit).

Last but not least, make sure you have all the permits and licenses required to execute the event. You don't want authorities showing up in the middle of the event, ready to ruin the mood.


In conclusion, event planning is an art that requires special attention to detail. Miss one, and it could be as disastrous as trying to juggle flaming torches while riding a unicycle. So, armed with these details and tips, go forth and pull off your event with confidence and flair. May it become the talk of the town!