Planning an event is no easy feat, even for professionals. If you are planning an event for the first time, there are many basic aspects you will need to prepare for. However, there are many things that you may overlook. Here are some things you should remember while you are creating a big event.
Define the Goals
Though this may seem like an obvious tip, it is critical to remember. While you may want to throw a huge event with a DJ and lots of dancing, you need to remember the goals of the event. It will increase customer satisfaction while reducing how much stress you get. For instance, if your client’s goal is to put up a fun event while staying strictly within budget, you should try your best to stick to it or if you need to go over it a bit, to talk to the client first.
Be Ready for Emergencies
Having a Plan B for many parts of the event is crucial. You may need back-up vendors in case one backs out at the last minute. But you also need to prepare for worst-case scenarios. For instance, there would be a lot of people in your event, so there is a chance that someone could get hurt. Whether the event is in a local venue or a destination spot like Bali, make sure emergency care is on standby to attend to anyone who needs immediate medical care.
Check the Contract Twice
While you may know all the vendor’s cancellation policies and trust them with all your heart, it would always be best to read the contract twice. You do not want to get any last-minute shocks if you want your event to run smoothly. For instance, you should look at the insurance requirements and if they have any special requirements. You should also ask how many additional hours would the venue give to see if your team has enough time to set up and pack up.
Make Sure Parking Spots Are Enough
It is crucial to have enough parking for your vendors and guests. Ask the venue to see if there is enough parking space to accommodate the expected amount of cars. You may need to talk to a transportation company if there is not enough space. Do not also forget that your vendors may have big trucks that would not fit in typical parking lots. Make sure to find an alternative parking space for them.
Put up Venue Layout and Signage
You probably know your venue like the back of your hand, but you can’t say the same for your guests and vendors. Find ways to make it easy for new people to get around the venue. Make sure that all guests get directions if needed. You should also put up engaging signages around your venue and offer guests a definitive floor plan ahead of time. That way, no one will be late for your event or walk around clueless as to where they are going.
Planning an event can take a lot out of you. Make sure you remember the info above to create a successful event.