We’ve worked pretty closely with event planners on various festivals, dinners, parties and exhibitions over the years so we’ve learnt a thing or two about planning a successful event. Whether you’re new to the world of events or are a seasoned professional follow the tips below to keep organised and stay calm.
Set a budget. Before you do anything else you need to work out how much money you have to play with. Remember to include contingency money in your budget for unexpected expenses. Once you have set a budget create a list of wants and needs for your event. We suggest booking the things you need for your event first. This would include the essentials like event hire, venue hire, catering and in some cases toilets and transportation. Once you’ve booked and payed for the essentials you can use the left over money in the budget to purchase the items in your ‘want’ list, but remember not to touch the emergency fund!
Use experienced vendors. Anyone who’s worked in events before knows to expect the unexpected. If things do go wrong it will help to have an experienced team behind you. We’ve been in situations before where unexpected inclement weather has occurred or event planners have forgotten a key piece of equipment. Thanks to our many years of experience we’ve learnt to adapt to changing situations on the day of an event and work as a team to ensure all issues are dealt with swiftly. It also helps to have a trusted second opinion and guidance from a professional when making event hire and catering decisions.
Have a checklist and keep it up to date. This is a great way of planning all the little steps needed to make an event possible. We suggest creating the checklist on a computer as this means you can easily update it when new items arise. Brainstorm everything that needs to be done before your event and break the tasks in to timeframes. For example, tasks to be completed 4-6 months ahead of the event, 3-2 months ahead of the event, 1 month prior to the event, 1 week ahead of the event, 1 day ahead of the event and tasks for the event day. Not only will this help you to manage your time better but also it will help you to effectively delegate tasks to others.
Finally, Embrace technology. There are a number of apps perfect for helping with organisation, marketing and communication when it comes to events. Click here to see a few of our favourites. The best part is that they’re mobile friendly so you can use them while on the go. 🙂