When it comes to creating experiences that feel unforgettable, Meghan Ridgeway ’16, Clemson University’s assistant director of Event Services, is an expert of the process. From helping coordinate Clemson’s Family Weekend and Ready, Set, Roar! Orientation events to setting up for weddings and Commencement ceremonies, Ridgeway has seen firsthand what separates a good event from a memorable one.
For those looking to plan an event that leaves a lasting impression, Ridgeway offers her best pieces of advice to make it a success.
1. Communicate your vision
“Before making any decisions, think about what you want your event to look like, what kind of tone you want to set, and who the event is for,” Ridgeway said. Having a clear vision will help guide the rest of your decisions, including the guest list, decor, vendors and more. Be upfront with your expectations and communicate what is most important to you, she added. “The more detail you can share about your goals, priorities and expectations, the easier it is to create an experience that truly reflects your vision.”
2. Expect the unexpected
Flexibility is essential, Ridgeway said, and being able to trust the planning process and build in extra time makes the framework of any event stronger. “Thinking through potential challenges in advance will help your event run more smoothly and reduce stress on the day of,” she said. A pro tip when planning an outdoor event is to always have a rain plan, whether that’s reserving an indoor space as a backup or holding that space for a later date.
3. Know your venue
If you plan to rent a space for your event, keep in mind that each venue has specific policies regarding capacity, decor, layout and accessibility. “These guidelines are in place for safety, logistics and overall event success,” Ridgeway said. “Knowing what is and isn’t possible in your space will help you make decisions and avoid last-minute changes.”
4. Stay organized and respect deadlines
“Events involve many moving parts — catering, rentals, entertainment, decor, staffing,” Ridgeway said. “Keeping track of timelines, approvals and payments is essential.” She emphasized that vendors want to deliver their best work, so making sure deadlines are met prevents unnecessary stress for everyone involved. “The more proactive and organized you are, the smoother your planning experience will be.”
5. Plan thoughtfully within your budget
Establishing a budget from the start can help guide your decision-making for your event. “It’s helpful to distinguish between must-haves and nice-to-haves,” Ridgeway said. Creating a balanced budget allows for a realistic yet enjoyable time without the added financial pressure.
6. Remember: This is your event
The most successful events are those that feel authentic, intentional and aligned with your vision — not those designed to impress others. Your event doesn’t have to be bigger or more elaborate than someone else’s to be just as meaningful. “Every event is unique because every host is unique,” she said, “and the only opinion that truly matters is yours.”
