Event planners are responsible for the production of events from conception to completion. Event organizers must be able to complete a wide range of activities requiring clear communication, excellent organizational skills, and attention to detail.
Here are some actionable tips for event planners who want success in this industry.
Following are the successful event planning tips for beginners:
1. Advanced Forecasting
Always assume everything will go wrong and make plans to prevent this napping.
2. Think as an Event Guest
When planning the event put yourself in the position of the guests and in your mind walk through step by step the experience they will receive.
This should ensure that you cover all aspects of the event.
3. Make Attention Point
Remember that the experience starts to happen long before the event commences.
How will the details be communicated? Have you grabbed their attention and created a desire to attend?
4. Use Time Sense for Event Activity
Timings are crucial to ensure the event flows freely.
A drinks reception beyond 45 minutes means guests are light-headed and hungry.
A five-course dinner may appear to be an elaborate treat but guests may be keen to hit the dance floor and will resent having to stay seated at the table.
Contingency time is a must for presenters who don’t know when to stop!
5. Plan for Every Type of Guests
Consider alternative ideas to promote a relaxed and interactive atmosphere.
Instead of serving coffee at the table opt for a coffee station in a quieter room, not all guests want to hear the booming DJ sounds.
Alternatively, giant games are a great source of post-dinner entertainment and provide an interesting alternative for those who wish to avoid the dance floor.
6. Quality Supplying Chain
Take care to check that you using professional and reliable suppliers.
A good tip is to ask them to provide you with relevant documentation to support their service.
Suppliers should provide copies of their liability insurance certificates, relevant association membership certificates, risk assessments, health and safety policies, electrical testing certificates, etc.
Always take up references before making your booking.
7. Manage Your Event Budget
Think outside the box to maximize the use of your budget.
With coffee and mints starting around $.15 per head that’s a lot of wasted budgets if most guests have left the table and headed for the chats counter by the time these are served. Instead, book on a consumption basis and only pay for what you use.
Cheese and biscuits. An alternative is to consider a plate per table or canape version instead of individual portions.
8. Attractive Decor and Cleanness
At Christmas time balance creative decor with fire risks.
Many guests have a tendency to dispose of napkins and party hats dangerously close to naked candle flames! Appoint somebody to do the dirty work! Not a pleasant subject to discuss but so many events are remembered for all the wrong reasons.
Unfortunately blocked toilets and dirty sinks appear at all the best events.
9. Thank You and Feedback
Do have a senior member of staff primed to raise a glass to toast and thank the staff for a great year/performance/campaign.
We see so many feedback sheets saying that guests were disappointed not to hear from the company in the evening.
10. Avoid Cutting Corners
Cutting costs is fine but cutting corners is to be avoided if you want a successful event.
11. Be Relax
Don’t worry about pleasing everyone- you will never achieve this and you will just get frustrated with the organizing instead of enjoying it.
12. Use Your Event Resources
At the staff, the party doesn’t rely on your company’s first aid officer to stay reasonable and treat any guests ill-fated to require treatment.
Our recommendation is to book a bespoke first aider who will hopefully be a waste of money.
If you are relying on the venue to provide first aid cover we recommend that you ask to see up to date certificates for the relevant personnel.
13. Enough Space for Your Event
Don’t rely on the venue’s recommendation for their dinner dance numbers.
Most venues quote numbers based on a small dance floor space.
From experience, an overcrowded dance floor is a sure way to receive negative feedback from your guests. Make sure they have enough room to dance properly.
14. Make Q&A Sheet
Don’t forget to send out a set of questions and answers prior to the event taking place.
Although there will always be somebody who doesn’t read them most guests find this quite helpful in setting any anxieties they may have.
15. Set Seating Plan
Don’t forget to adequately name and date your seating plan.
Seating plans are notorious for changing on the hour and this system will help all parties to easily identify the current version.
16. Legal Agreements
Don’t be embarrassed at asking all suppliers to confirm all agreements in writing you need to be able to easily reference all arrangements if there are any problems.
17. Make Sure Event will Memorable
Events are about experiences. Experiences should be memorable.
Memorable should be for all the right reasons.
Don’t overlook the power and expertise of using a professional event management company to help you achieve this.
Thus, event planners must keep key points in mind to ensure that their event is a success.