Managing any type of event can be a daunting task.
One of the best ways to remove the pressure of running an event is to ensure you’ve planned ahead, accounting for each fundamental factor before the big day comes. In today’s article, we’ve listed five tips to help you properly plan and prepare for managing your next event.
1. Figure out a strategy
It doesn’t really matter what the nature of your event is, you need to have a strategy.
Why? Well, no event is exactly going to run smoothly if you haven’t first considered what you need to account for. How many people will be there? When do you want certain events, demonstrations or speeches taking place? Regardless of the nature, planning ahead will help ensure the wheels keep turning when the day comes. If you don’t, then you could find yourself overwhelmed and unsure of what you should be doing.
2. Set a budget
Having a proper strategy and understanding of your event is basically an initial step. After that there’s the matter of setting a budget. And before you question this point; yes, it is absolutely essential to have a cap on how much you pay. While it can be easy to fall into the trap of spending more and more money because you want your event to stand out, this isn’t worth putting yourself in a financially dire situation.
You should break down your budget into sections, as well: the amount you’ll pay for the venue, the amount you’ll pay on catering or having a mobile cold room, the amount you’ll pay on entertainment, etc. It’s better to have a set amount for each possible expense rather than a broader budget. Because if you only focus on an overall budget, you may end up placing way too much money into one thing and be left shortchanged for something else.
3. Choose an appropriate venue
The venue you choose should take into consideration the type of event you’re holding. A very basic example would be that if you’re holding a conference where there will be seminars, then you’ll want a location that includes appropriate-sized seminar rooms and a caterer that will provide attendees with basic, good food.
If your event is more a party or casual networking shindig, then a bar or hotel function room with basic alcohols on offer could do the trick. It all depends on the nature of the event, the mood you want to set, and how formal or informal it is supposed to be.
What matters here is that you ensure you send out your invites to desired attendees within a reasonable timeframe prior to the event. Three weeks can often be a solid benchmark if the event is being presented to individuals you already know or have some kind of connection with, but if the event is more open (e.g. anyone can attend by buying a ticket), then more time is likely needed. And try to keep your invites concise. Rambling in an invite only serves to deter potential attendees.
5. Scope out your venue
Even though by now you would’ve already chosen your venue and taken a look at it, be sure to scope it out properly within the days leading up to your event. Scoping out your venue should be done so that you can decide exactly where everything will go: displays, products, stages for entertainment, food, etc. There needs to be a sense of consideration and logic to your layout, working both within the confines of the venue and to what you want to stand out most when the event is in full swing.
If you’re hosting an event soon and think you may need to hire out a mobile cold room to store food and beverages, give Brisk Fridge a call on 1300 798 558 to find out about our range for hire.
* Image source: DIBP