- October, 2018
4) Check and confirm the date with your venue in writing.
It sounds obvious but make sure that you have confirmation in writing from your venue that they are definitely available on your desired date. I had to come in and rescue an event for 800-1000 people once because although the venue had confirmed repeatedly over the phone but due to a change in staff the event had not been written in the venue's calendar!
Remember that the type of event may often influence how far in advance you will have to book. The above event was challenging to relocate due to the number of attendees and the entertainment that had been booked.
Again, Do get written confirmation of your booking. This is an important step in ensuring that you have your venue. It’s easy to forget - who did the flow chart at school about how to boil a kettle – and forgot to switch on kettle at wall?
5) Go back to the “to-do” list.
At this point go back to your “plan” and “to do” list. There is a lot to think about in order to make your event a success. Not only will you have achieved some things that you can tick off, your list(s) will have been influenced by the selection of date and venue.
As you can see there is a lot to think about! More tips next week. If you would like support to plan your event, from helping to identify your goals and providing an event plan to achieve them, through to delivering the entire event on your behalf - get in touch for to see how we can help.
When organising an event it can be the equivalent of staring at a blank piece of paper. Where do you start? What do you want? What does it look like? What is your definition of success?
1) Pick your date
This will give you a frame of reference for your plan. When you have selected this, you can then “plan backwards” to work out when things need to happen to deliver your desired outcome on that date.
2) The “plan” and “to do” list
You have to have enough lead-time to arrange your event, including enough time to purchase things required or for those invited to be able to arrange to attend! Hence point (1) being important.
Create a list of things that you want for or at your event. Don't worry about formatting at this stage - that comes later - the process of bullet pointing will trigger all sorts of things that you hadn’t thought of but that are all necessary cogs in the machine.
It will often highlight any of those little important details that really make an event and that are sometimes missed in a last minute rush.
Organise related tasks into groups making them easier to complete effectively – you’ll probably see a few themes appearing which will help you to visualize what the finished event should look like and to eliminate any bits that don’t fit in with the overall feel that you are trying to get across.
3) Pick your venue
You may have used an experienced events company like ours which has a venue finding service or you may have been to or used the venue before – either way make sure you visit it again.
Your venue will dictate a large amount of your event plan – there are obvious things like what address to put on your invitations, and it will also influence other things like insurance, accessibility, your seating plan and entertainment.
Create a checklist of criteria to select a venue. It will make the decision making process so much simpler, being able to compare like-for-like, plus it means that you won't accidentally miss something important. Trust me at the end of the day when your feet hurt you’ll be grateful of it!
Over to you...
As you can see there is alot to think about! More tips next week. If you would like support to plan your event, from helping to identify your goals and providing an event plan to achieve them, through to delivering the entire event on your behalf - get in touch for to see how we can help.
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