If you’re looking to organise an event that truly raises the bar, then first things first; where are you going to find the staff to work that bar? Hmmm, that didn’t quite work, let’s start again.
Should you be hoping to organise an event that raises the roof, then firstly, have you found a venue willing to loan you raisable roofs? Nope, that one didn’t quite make sense either.
10 Top Tips For Event Planning Success
Third time lucky, hey? If you’re new to the events organising game and you’re wondering what key components and considerations are required to host a successful function, then you’ve come to the right place. Here’s an introduction to event organising and 10 useful tips for future success.
Client Questionnaires
An event is only as successful as your client’s feedback after it’s happened. Let’s be honest here; your job as an event organiser isn’t to stamp your own mark all over the party. It’s to collate all the disparate desires and dreams of your client and realise them into one cohesive vision.
To organise the ideal event, you first need to get a detailed assessment of exactly what your client has in mind. This can be achieved by sending out a questionnaire in advance of you setting to work on any blueprints, itineraries and proposals. The questionnaire should include open questions regarding the aim of the event, as well as more direct, yes/no enquiries to get down into the finer details of refreshments, entertainment, dress codes, flower arranging and the like.
Clients may also have a certain venue in mind, and it is way easier to start drilling down into the details once a specified location has been settled. If not, you will have to visit multiple venues and choose the most suitable ones to show your client. Try to limit your final choices to three venues maximum, and ensure you have a list of the qualities the client needs in their venue in advance.
Draft A Budget
Whether you’re collaborating on something large scale like corporate event production, or you’re organising an event solo in your local church, it doesn’t matter; budgeting is everything. Normally, your client would specify a budget that they want to stay within. While there might be some leeway to spend more with some clients, not all are flexible, so ensure you keep your spending within their budget as much as possible,
If you feel that the budget is unworkable or that your client’s vision won’t be realised within the constraints of such funding, you can always negotiate. Ultimately, you may have to refuse their offer, rather than deliver a subpar event with all the ramifications for your reputation that might lead to.
On the other hand, If your client isn’t able to specify a budget, you will have to draft it yourself. This will involve a fair amount of speculation and juggling of competing factions to get right; you’ll need to seek quotes from different vendors and suppliers before you have any hope of arriving at a ballpark figure that you can then present to your client.
Teamwork Makes The Dream Work
Whether you have a small or large team to organise the event, keep in mind that one of your major roles as the person responsible for the party is to delegate responsibility to other members of staff involved in the planning. Teamwork makes the dream work, after all, and no event organised by one person alone ever went smoothly. Instead, make the most of your team’s varied skill set, getting the best out of everyone with clear instructions, constructive criticism and plenty of praise.
Think about each team member’s strengths and weaknesses, and assign them tasks according to where they thrive. Remember that, ultimately, the buck stops with you.
Embrace Technology
In today’s digital age, technology can be a game-changer in event planning and management. From the initial planning stages to the day of the event, there are numerous technological tools and platforms that can streamline processes, enhance guest experiences, and provide valuable insights.
Consider using event management software to keep track of tasks, deadlines, and communications with your team and vendors. During the event, interactive apps can engage attendees with real-time updates, networking opportunities, and feedback collection. Post-event, data analytics tools can help you measure success and identify areas for improvement.
Moreover, incorporating elements like virtual or augmented reality can take your event to the next level, offering unique experiences that can captivate your audience. Whether it’s a virtual tour of a venue for those who can’t attend in person or an augmented reality game that complements the event theme, technology can differentiate your event from the rest.
Always stay updated with the latest tech trends in the industry and don’t shy away from experimenting with new tools that could enhance your event’s appeal. Remember, the right technology can not only simplify your life as an organizer but also create memorable moments for your clients and their guests.
The Stage Is Set
Whether your event is a small function for a company, a wedding, a village fete or a festival, stages are an essential component of the organisational aspect of the day. Speeches and performances will occur here, and more often than not, the stage is the focal point of the function, providing structure, both physically and metaphorically.
Obviously, you could build a stage yourself if you have the expertise. However, if you don’t, it is better to use a festival stage hire company to build your stage and ensure it is safe. Imagine that acceptance speech or warm, introductory welcome punctuated by the speaker slipping or the stage collapsing; that’s the whole event ruined and your events organising fee no doubt invalidated, too.
The Devil’s In The Detail
When it comes to separating good events from great ones, the devil really is in the detail; those myriad tiny touches that add up to one essential event are absolutely crucial and do get noticed.
A keen focus on detail is also crucial in terms of narrowing down your wedding party planning options and actually making life easier for you when it comes to booking venues, vendors and all the rest. There’s a surprisingly broad scope of choice out there, but with a focused vision, it’s much easier to find the really niche, unique offerings that will last long in the attendee’s (and most importantly, your client’s) memory. In other words, do sweat the small stuff.
Refreshments Aplenty
One of the most important aspects of any event is keeping your guests well fed and watered. You can provide all of the entertainment you could dream of, but without refreshments (solid and liquid) things just aren’t going to kick off.
Above all else, an interesting, exciting menu of food is what gets guests talking and is the element of an event that seems to live longest in the memory. Don’t phone in this aspect, then.
If you really want to impress guests at an event, you can’t go wrong with a street food truck, which in recent years has taken the catering industry by storm. Or, consider hiring a catering company with previous pedigree; the investment is worth it and you won’t be scrambling around at 2am the night before the end searching for a darn microwave that works (we speak from painful experience).
As the team at 247cateringsupplies.co.uk caution; ”rumbling stomachs and empty glasses can be the main buzzkills of an event”, and not providing sufficient refreshment just lacks generosity. Therefore, make food and drink a priority as running out just isn’t a good look. You never want a guest to leave to find food or to go home hungry.
Promote & Invite
An event can’t be successful without attendees, but how to ensure decent numbers at your event?
Depending on the size of your event, you can use multiple promotional techniques to ensure people are aware it’s occurring. Social media ads, promotional banners and brochures will all get the town talking about your event. On the other hand, if the event you are organising is a small company affair, prepare creative invitations for attendees and ensure you send them – both via email and in the post – at least a month before the date to ensure enough notice is given. Including the option to RSVP is a good idea, too, giving you a more concrete idea of numbers in advance.
If you’re keen to tighten up the look of your operation, then consider investing in ticket printing services, the slicker delivery method and visuals having the potential to enhance your event’s professionalism, enriching the guest experience from the moment they receive their ticket invitation.
Contingency Planning
As there are a staggering number of variables that contribute to planning an event and its eventual success or failure, it’s not uncommon (in fact, it’s pretty much guaranteed) to encounter unexpected hurdles during the planning process.
And while having a positive, optimistic mindset is a desirable quality in an events planner, it’s never a bad thing to prepare for the worst. To this end, it’s good practice to have a contingency plan in place for venues and food provision, at the very least.
Feedback Matters
You’re only as good as your last event. As such, you should design a detailed feedback form for your client to fill in after the event has taken place, which will be kept on record for future reference, staff training and company appraisals. Doing so will mean that your next event is always better than the last; and that’s what it’s all about, right?
The Bottom Line
In the dynamic world of event planning, success hinges on a blend of creativity, precision, and adaptability. By following these tips, you’re not just organising an event; you’re crafting an experience that reflects the aspirations of your clients and the joy of the guests. From the meticulous attention to detail to the strategic use of technology, each element plays a pivotal role in weaving the fabric of a memorable occasion.
Remember, the ultimate goal is to leave a lasting impression that resonates with all who attend, ensuring your brand stands out in the bustling event industry. As you continue to grow and refine your skills, your events will not only meet expectations but exceed them, setting a new standard for excellence with each celebration you curate.