Hosting an event can be super stressful, especially if you’ve never actually done it before. There are a million aspects to think about and despite all the planning in the world, you can guarantee that at least one thing will go wrong on the big day.
But whilst it is stressful and time consuming, event planning isn’t impossible. With careful planning and good organisation, you can put together a successful event without completely losing your mind. So with that in mind, let’s take a look at five things you can do to make sure your event is a success.
1) Get professional help
Although many people avoid using an event management company because of budgetary concerns, getting professional assistance will most likely save you money in the long run. Event companies host events day in day out. They know exactly what needs to be done and have systems & strategies in place to make sure that everything runs smoothly. They also have relationships with vendors & venues and can most likely negotiate better deals for you than you could by yourself.
Perhaps most importantly, event management companies will take most of the weight off your shoulders. You will have control over major decisions but won’t have to worry about logistics and so on. Ultimately, you’ll get better results for less work.
2) Clarify what your goals are
Before your event managers can start booking venues and making arrangements, you need to have a very clear idea of what you want to achieve. Prior to contacting event companies, sit down with your colleagues and discuss exactly what it is you want from your event. Is it to raise your company’s profile? Is it to fundraise for a good cause? Is it to sell a certain product? Whatever it is, you need to be clear on what your goal is before you can begin to make any other decisions.
3) Make a realistic budget
Another key thing to consider before you begin making any commitments is your budget. Make sure you are realistic and don’t commit money that you simply don’t have. Meeting with an event management company will help you to make more realistic and smart budgetary choices further down the line, but before you even meet with them you also need to know how much money you have in the pot to begin with.
4) Allocate enough time to plan
The key to a successful event is in the planning. Make sure you allow plenty of time to put the event together, especially if it is your first one. You also need to make sure you can give attendees plenty of notice. The amount of time required will of course depend on the size of the event and the industry you operate within, but generally speaking, think months rather than weeks. It’s better to have too much time than not enough.
5) Have a contingency plan in place
Even the most meticulously planned events often go wrong. Catering staff call in sick, adverse weather can cause disruptions and all sorts of other things can put a spanner in the works. The key to a successful event is therefore planning for the worst. If you’re hosting an outdoor event, make sure you have a plan in place for unexpected rain. If you are using caterers, make sure you book in a few extra waiters than you think you might need. Although you may never need them, it is good to have contingency plans in place for everything.
There are a million and one things to consider when hosting a big event. But if you nail these 5 things, you’ll be on the right track towards success. Perhaps the most important piece of advice we can give you is to invest in professional help. These people plan and host events day-in-day-out so they can help make sure that you are on track, no matter what.
Video – Logistics
Interesting related article: “Displaying your company logo creatively at events.”