Meetings, reunions, conventions, weddings, concerts. These events may be different from one another, but many follow the same recipe for success.
What kind of event are you planning? What knowledge do you bring to the table that’s going to make your event one for the books?
Chances are, it all starts with these five essential components.
Are you planning this event for your family or organization, or has someone in the know put you in charge? Either way, there’s a lot to take note of before you book a single thing.
Make sure everyone is on the same page as far as expectations go. From attendance numbers to preferred environment, you need to hold multiple in-depth discussions determining what the desired outcome is. Only then can you make it happen.
If you’re renting seating, a tent, or catering, you’ll need vendors.
Do not choose a vendor solely based on attractive price alone. Look for recommendations given by others who’ve pulled off similar events successfully, and read any reviews you can find.
It’s unfortunately common for a vendor to over commit just to get the job, and end up not coming through on the big day.
If you need 350 chairs, for instance, verify that the vendor actually has that precise number on hand. Renting a tent? Ask to see the exact tent you’ll be getting before booking.
Inviting hundreds of people? That one restroom area isn’t going to cut it.
Nothing will garner bad reviews from guests quite like making them wait in line for thirty minutes to use the bathroom. As soon as you have projected attendance numbers, look into adding more restrooms.
This doesn’t always require a change in venue. Companies like SuperLoo Sanitation can add portable restrooms to your event. Additionally, porta-loos have come a long way recently, allowing you to choose luxury options that are a cut above some public permanent restrooms.
The number one mistake event planners make is shouldering too many tasks at once.
Accountability is good, but you cannot be there for each and every guest once the event begins. Make sure you have plenty of trained staff in attendance to serve guests.
If you’ve hired a caterer, they’re probably bringing their own wait staff.
Meet with some of them prior to the event and inquire about experience. If you’re doing a sit-down meal, ensure there’s at least one staff member for every dozen guests.
If it’s a small, intimate gathering, you might not need to worry about insurance. But if you’re planning a wedding, concert, or bigger function, you need it for multiple reasons.
If you’re forced to cancel, insurance can help you recoup the costs associated with rescheduling.
Event insurance can also provide liability coverage. This includes someone getting hurt, damage to venue property, or damage to a vendor’s property.
Do you want those in attendance to rave about your successful event for years to come? It all begins with a solid foundation of communication, reliable vendors and staff, insurance, and basic needs like restrooms. After that, you can add the personal touches that make your gathering relevant, special, and memorable.