In order to run a successful event, you need to invest a lot of time planning to make sure things run smoothly and to make sure you are able to deal with problems fast.
If you have planned an event before, you will know that things don’t always go as planned, with unexpected surprises always popping up out of the blue.
There is a lot that goes on behind the scenes when it comes to organising an event, and it is not as easy as it looks.
Following are some great tips to help you organise a successful event.
Start planning early
The earlier you start planning, the better. You should start by defining the purpose of the event.
You should narrow down the purpose, whether it is celebrating, persuading or, educating. Why are you doing the event?
You will have an easier time planning the event if you know the audience you are catering for.
This will make sure that your themes, seating, food, lighting and music among other things, matches the purpose of the event.
What is it you would like to accomplish? What do you want to come out of the event?
Think about the three things you would love to happen because of the event, then start concentrating on them so that you have something to work towards.
For example, you might have some social goals in terms of how many people you want to turn up or some financial goals in terms of how much money the event should raise.
Having a good team
You will need a team that is fairly diverse and has a variety of different skills.
The members of the team should be able to help you with different things like preparation of budget and schedules, making posters and invites, welcoming guests, and cleaning up after the event is done.
You should always make sure everyone in the team is up to speed with the progress and plans.
Collaborating makes the work so much easier. When getting started, you should let them know what you expect of them and their level of involvement.
Hiring the right crew is important because ultimately, they will have the biggest impact on the success of the event.
When choosing people to work with, always start with those who will be at the core of the activities.
There are some venues that usually provide staff for your event however, their involvement can be limited and it will still be you that has to drive them.
Some of these venues may also use a third-party staffing agency. If costs are a real concern, you may able to cut down on costs by finding volunteers.
Preparing a budget
You should have a budget from day one that includes all the income (including sponsors), and expenses (including contingent expenses).
It is imperative that you develop a budget so you don’t get any nasty surprises along the way.
People who don’t budget often end up with unexpected expenses and this can sometimes make or break your event.
It’s also important that you always constantly look for ways to cut down on your costs.
Some of the ways you can do this are by looking for a cheaper venue, getting volunteers as mentioned earlier, or even changing the menu.
Thinking about logistics
You need to think about logistics for everything. Where will the cars be parked? Is the place accessible for people with handicaps? What equipment will be needed?
Furthermore, what are you able to do with the space you have? What is the minimum or the maximum number of people who will attend the event?
You should sit down with the team and have a good talk about logistics as this is critical when planning one-off events as there are so many working parts and variables.
Working with a team also means having different points of views, and one of you may foresee a problem that can be easily prevented.
Marketing and advertising
A good poster should have the date, time, venue, name of the event, and any special guests or key feature of the event.
You should start with a rough draft and continue to make changes until you come up with one that you think works best for the event.
Hiring a graphic artist to do this is a good idea. They will be able to offer a number of different options and help to bring the event to life before you even start.
Depending on the event, you may also need to look at social media boosting in order to reach a larger audience.
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Please call us today on (03) 9720 1777 or contact us through our website https://www.bespokeeventhire.com.au/contact