Every great party starts with a plan. That's one thing we've learned after over two decades of hosting events in apartment communities across the country. But what does it look like to plan like a pro? We connected with one of our Apartment Life experts, Erica Cole, who has been an Apartment Life Coordinator for over three years in Charlotte, NC, and currently serves as on staff as a program director. 

Erica and her husband have mastered the art of event planning and have established a reputation for consistently impressive and engaging events. We asked Erica for some of her tips, hacks, and best practices so that we could pass them on to you.

Are you and your husband naturally planners, or did you have to work at this after becoming coordinators?

I think we have a good combination of planning and execution between the two of us. I am much more the visionary, and he keeps me in line with the budget and keeps us on schedule.

How do you work together to divide the load of event planning?

We set aside a time each week to have a "planning date night". This is our time to collaborate and divide the list of tasks. We also use Google Sheets to keep all of the details in one place and take notes as we go.

What are some tips and best practices you would share with other coordinators to help them prepare well for events?

- Spend your money wisely. If you don't have the essentials (see the essentials starter kit linked below), don't focus on theme-specific decor. For example, don't spend your budget on tiny cactus plants for the table before investing in non-disposable platters and serving ware for your food.

- When it comes to plates, serving ware, and tablecloths, purchase neutral pieces that can be used for a wide variety of events. 

- When ordering from a caterer, make sure to ask lots of questions. Will serving pieces be included? What types of containers will the food come in? 

- List out each food item that will be served and next to it, make note of what serving piece(s) will be needed. Review your checklist as you go to make sure nothing is left out. 

- Pre-plan the night before an event. My suggestion is to have a large tub where you can put things like tablecloths, plates, flatware, cups, and decor all in one place. This should be collected and ready to take to the event site to avoid multiple trips up and down stairs or elevators. 

- Follow other coordinators on Instagram, especially those with similar programs to get an idea of what other people are doing. 

What are some planning resources you use to stay organized?

We LOVE themed events, but they do require a bit more effort to plan. It’s hard to pick just one favorite. We enjoy our annual “May the Fourth Be With You” event every year. We also love hosting farmer's markets, and the residents really appreciate that one. Holiday events like our Halloween Bash and our more formal Christmas Soiree are also among our favorites. For quick and easy events, we love simple cocktail hours where we can mingle a bit more.