Good event planning means you know from the start what you’re trying to achieve. Otherwise, why have an event? Defined goals and objectives help keep you on target whilst organizing your event. They also help you refrain from wasting time and money, which can will be related back to the purpose of your guide. First, consider how you want your event to look and feel. Think about: What kind of event are you holding? Who will attend? What is the reason for the event or celebration? What do you hope to accomplish from organizing this event? Are you expecting certain outcomes or specific goals? Keep in mind that your event should generate goodwill, excitement and enthusiasm about you the event in hand. This is the ideal way to grow your business and embrace the opportunity to strengthen relationships with employees and your clients and customers.
• The objectives for the event
When it comes to your objectives you need to consider who will be attending your event, do you need sponsors and/or partners and will your clients be attending. It is important to know how many people will be attending as this because this will affect how much food you will need to order and how it will be stored, any seating arrangements, the type of venue you will need etc.
You also need to decide on what the obligations of your attendee’s are. For example, is there a dress code , would they need to purchase a ticket before or is it by invite only, is it a free or paid event.
• The venue
Not every venue will work outside, so consider what you are trying to achieve with running the event. Before committing to running an event outside, you need to consider every single element of the event. Once certain your event is actually suitable to be run outside, the next step is tracking down a suitable venue. Places to consider are parks, fields and other outdoor spaces. Research is key in obtaining the ideal space for the event.
Once you have finalized your venue, take precautions in acquiring the relevant permits…failure to do so may cause your event to close down. It is always important to consider safety and crowd control when planning an event.
• Naming the event
There are a few aspects with what you are trying to achieve and this needs to reflect within the name of the even and the purpose. Whatever name you choose for your event, it should instantly emanate to your audience. Executing a good name is harder than it looks. If it’s too logical, it might not attract the audiences attention. If it’s too unique, it might miss the mark. How your event distinguishes itself from other events is up to you.
• Budgeting the event
Budgeting for your event is the most important aspect of organizing the event. The budget should be specific, and include revenue opportunities (sponsorship, ticket sales, donations, etc.) as well as expenses such as printing, permits, insurance, speakers, food, supplies and security. Maintain good records, keeping track of all income and expenses. Crucially, expect the unexpected, extra expenses will come up so plan ahead!
• Publicity and marketing
Great publicity and marketing is key to a successful event. Consider who you would like to attend the event and plan the advertising accordingly. In this day and age there is vast amount of ways to get the word out from inexpensive fliers, handouts, emails, word of mouth to paid advertising strategies.
When considering what event you are creating, will determine what toilet facilities you will require. Your guests are the people that make your event a success and it is important to keep them happy. It is paramount to consider both ends of the spectrum when choosing your sanitation facilities and the immense array of people that will be attending i.e. disabled, children, to standard. Solve event solutions specialize in luxury loo hire and portable toilets. Make sure all amenities are in a comfortable distance for your guests, if need be plan for transport to and from any shows etc.
• Parking arrangements
If you’re expecting a large number of guests, ensure there is ample parking. The parking you select should be easily accessible to the location of the event. If you have delivery trucks, caterers or special equipment being brought to the event, you will need to make sure everyone knows the best location for unloading so there is no confusion.
• The weather
It is absolutely critical when organizing an outdoor event, that you keep an eye on the weather reports. Mother nature doesn’t always cooperate so the best way is to monitor weather reports as far in advance as you possibly can, and purchase weather insurance in the event that inclement weather leads to your event being cancelled or your equipment being damaged. Anything from rain to a heat wave to strong winds can throw a spanner in the works for your event, so keep all of this in mind when organizing.
Make sure you have a ‘worst case scenario’ plan in mind in the event that you’re hit with an unexpected weather conditions. Use tents and portable pavilions to provide shelter for your guests and any electronic equipment. Plan to have umbrellas ready to escort guests to shelter. Keep that party going, rain or shine!