As far as events go, there will always be successes and failures in the industry. From big business conferences to casual lunch gatherings, there are always protocols to follow when organizing an event. If you are looking to enter the events industry there are a number of steps you should be aware of, so that you leave no stone unturned.
Huge events such as Comic Relief can have a massive impact on our society, and your event could have this effect one day too. Of course, events can be wide-ranging in terms of the nature, scale and location, but you need to have some fundamental elements in place before you get started. Hosting a successful event is all about vital planning and preparation. As soon as you can identify your goal, you will be able to take the next steps quickly and efficiently. Staying within your budget will also be a huge element to think about, but for now let’s explore seven of the simplest steps you should know about.
1.Take Care of Logistics
The first item on your event to do-list should certainly be location and logistics. Where you hold an event is integral to the rest of the planning process and can’t be left until the last minute to decide. There are lots of logistical elements to smooth over with regards to your chosen location. For example, if you are planning an outdoor event you will need to consider portable toilet hire. Similarly, you also need to feel confident that the space you have chosen is suitable for the nature of your event. Most sites and locations will require a deposit in order to secure your date, so make sure you are prepared to pay this as soon as it is needed. Once you have decided on an appropriate venue, you will be able to get going with the rest of your event planning.
2. Insurance is Everything
Hosting an event can be a rewarding and enjoyable experience, but organisers need to be aware of the different types of insurance available to them. As an event organiser you are in a unique position of responsibility; even if you are extremely well prepared accidents can happen and you need to protect your staff and guests. You might require public liability insurance, as this protects you if someone becomes injured or their property is damaged as a result of your event. There is also professional indemnity insurance, which is relevant if your event plans to give advice or offer professional services to other businesses. This type of insurance will cover you from financial loss. Be sure to research your options so that you can have peace of mind that your event is protected from all eventualities.
3. Figure out Refreshments
It is the third item on this list, simply because everybody wants to know there are refreshments at an event. If you are hosting an event at a local restaurant or cafe, you might not need to make many considerations regarding food and drink. However, you may need to hire external caterers to serve refreshments at your event. Make sure your options are in keeping with the theme of your event and keep it simple if this isn’t your forte.
4. Get Some Big Names on Board
When you are hosting a notable event it is customary to have a guest speaker, headline act or a famous face as part of the deal. Even if they are relatively unknown in certain industries, you can make the most of big names to draw in more attendees. Make sure you secure this person or people before advertising their name alongside your event. You don’t want a whole host of disappointed event goers because you couldn’t seal the deal.
5. What is Your Marketing Strategy?
As always, marketing is everything when it comes to throwing a memorable and successful event. Every organiser will be completely unique in their approach, but you often need to make decisions in a very short space of time. Whether you’re handing out flyers or sending out email campaigns, there are so many ways to spread the word of your event and get as many people on board as possible.
6. Open Up the Invites
When you have the power to invite people directly to an important event it can really give you the upper hand. Whether you send out a stylish email invite or a hand posted letter, your invites should be appropriate to the theme of the event. Don’t leave out any important details from the invite either; there have been plenty of mistakes out there that damaged an event’s reputation at the drop of a hat!
7. Try to Enjoy It!
Even if you are running the show, there is no reason why you can’t enjoy the event yourself! You have spent a lot of time and effort putting together all of the final details, so why shouldn’t you have a little fun? Obviously, you need to maintain your professionalism as much as possible, but you also need to gage the atmosphere. Talk to the guests and see if they are having a good time. This type of vital interaction will give you a lot of pointers for future events.
As an event planner or business owner, you will find these ideas extremely valuable when embarking on your very first project. Hosting a successful event that fulfils all of your goals can be extremely satisfying. As soon as you have got your first one out of the way, you will get the bug for event planning. There are bound to be some ups and downs along the way, but you need to stay focused on the task at hand. Often you will need to plan events at very short notice, so you should start to build up a range of reputable contacts in your industry. Building a solid rapport with people who can help you out will benefit you in the long run. Maintain your professionalism at all times and your very first event is bound to be a roaring success.