How to Plan an Event: A Step by Step Process

Organizing your event can feel overwhelming; the multitude of factors that need to be managed can be quite daunting. Here at Ampa our goal is to handle everything you need from conception to completion. As you will be able to see in this step by step guide, bringing your ideas to fruition is not that difficult when you work with an event planning service such as us.

What do you need?

Custom 3D Letter Stage Set
Custom stage-set designed for the Intelligence and National Security Alliance’s William Oliver Baker Award Dinner

It all starts with us listening to you. Simply reach out to us about what you are looking for, and we will help you plan it out in detail. Once you’ve given us an idea of what you need, we’ll outline our approach to executing it.

As a company that has been in the event industry for over 25 years, we excel in coming up with custom solutions to your needs. With this step complete, we begin work in turning your ideas into reality.


We show you

Branded Backdrop with a set of 6 2x2 Lit Window Columns; custom backdrop with lit window columns for corporate events.

Once we have a clear idea of your vision, we will provide renderings and floor-plans to help you visualize your event. If something is not to your liking, we will work towards giving you an option that best fits your event.

With our in-house fabrication service, a large portion of our items can be customized to meet your specific needs. During this process, we highly recommend a site inspection by our team to help with the planning phase for our design team.

Time in-between

Once the planning phase is complete and your design is finalized, there’s still a significant amount of time between now and your event. Rest assured, we’ll take care of everything that’s left. If changes are necessary, we’re more than happy to accommodate. As the event date approaches, we kindly request minimizing changes as it puts excess strain our team. We understand that unforeseen circumstances may arise, and in such cases we’re flexible.

Getting on the site and setting up

TruckOn the day of setup, the duration allocated for setup varies based on your event’s size, sometimes requiring more or less time. However, we aim to complete setup with a buffer before your event begins.

We recognize that arriving this early may not always be feasible, depending on the venue. In this case, we are flexible and can accommodate alternative arrangements.

Tear down and load out

After your event concludes, we’re ready to start load-out promptly upon your approval. Just like setup, teardown duration depends on the size of your event, but typically teardown and load out takes less time than setup. We’ll simply pull our trucks up to the venue, and take down all of the event items and load them into our trucks, leaving the event space how it was before we got there.

Why us?

After hearing all of this you may wonder why specifically you should work with us. Compared to other event planning services we handle everything, from the planning to delivering event essentials—all from our in-house warehouse. Instead of hiring separate companies for multiple parts, such as Lighting + Drape + Event Tables & Chairs + Lounge Furniture + Centerpieces, you can save on the cost of excess labor and multiple deliveries. We don’t outsource any of our work, so our process ensures a seamless experience for you.

For close to 30 years, Ampa Events has worked as Full Service Event Production Company helping companies with everything involved in their event. From lighting design, to furniture arrangements we do it all.


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