Planning an event is a big task and one that should not be underestimated. It is important that when you plan it, that you pull it off well. The last thing you want to be remembered for is throwing a poor event. Not only could it put your brand’s reputation in the balance, but it will also be a big waste of money, your resources and your time. Throwing an event requires careful organisation, exemplary planning, good timekeeping, and working well under pressure. While all events that are thrown are different, they will all share common elements and by following tried and tested frameworks you can ensure you give yourself the highest chance of success. Here are some top tips that can help with how to prepare for an event properly.
1) Establish a timeline and your goals for each step
When you are planning an event, you will need a timeline to stick to that will ensure you don’t end up running behind. Figure out a rough date that you will throw your event and then plan what will need to be done in the months leading up to it and when you want to have things set up by. This could include having the caterers sorted by a certain date, final RSVPs by another date and more.
2) Figure out a budget
If you are not careful, event prices can quickly rack up. Decide how much you want to spend and split de costs, as you need to invest for each segment of your event. Be realistic and find out what are the prices you are aiming at. This can help you stay good organized and avoid mistakes. For example, have in mind to bring in a few must-have elements that can help you create a successful event: personalized visual elements that can make your event memorable and work as an eye-catcher, music and eventually pictures, catering, promotional gifts, and your venue. Be sure to also have a spare pot for any “little extras” that might crop up along the way, so you don’t end up being caught short.
3) Decide on your venue
Your venue is one of your most important decisions. You want it to reflect the type of event you are looking to throw and also be within your price range. For example, if you are looking to throw a classy and contemporary affair you might want to choose a modern art gallery. If you want something rustic and cosy, then a converted barn might be a good choice.
4) Put work into promotion
If you are putting a lot of work into an event then make sure you don’t slack on promoting it. You want your event to be found by those that you want to attend. Put out newsletters, promote on social media or billboards and send out flyers. Think of who you are looking to attract and tailor it to this.
5) Come up with a contingency plan
No matter how hard you plan, things can always go wrong with events. Make sure you write down and think of all the different things that could happen and have a plan to rectify it should this be the case. By doing so, it won’t matter if something doesn’t go to plan as you can sort it right away.
These are just a few tips for throwing an event that should ensure your next event goes smoothly from start to finish.
