Though events seem fun and enjoyable, many people are not aware of the time and energy that goes into planning an event. You cannot just pour in money or hire a lot of people to organize an event and expect it to run smoothly. There needs to be a concrete plan and a list that should be followed religiously so that the event can happen. The amount of effort, time and resources that are consumed in the planning of an event might seem scary, but having an event rental management software will help you get all your tasks managed efficiently and let the event run with minimum hiccups.
The process is tedious and sometimes it’s difficult to do it all by yourself, but thanks to ventures like Expocart. No matter the magnitude of the event, Expocart is always at the rescue. They make exhibiting easier, affordable and hassle-free!
The Essentials
Contents
You cannot just wish an event into existence. You must plan everything according to the requirements and make the necessary arrangements in order to have a successful event. Here is a step-by-step guide, or a checklist, to follow next time you take up the responsibility to manage and plan an event.
The Team
Planning an event is not a one person job. The first step in this journey of planning an event is the division of work into smaller tasks and to create a team. Each person or sub-group will be allotted some duties and responsibility. This way special attention can be given to each element of the event while still keeping everything in the given time frame.
Schedule Coordinator
An individual with the responsibility to look over the entire timing of the event, from the arrival of guests to exits and arranging taxis. Every part of the event should be scheduled so that each and every guest is fed, entertained and satisfied.
PR
Marketing and PR are crucial for a large event to make sure that the event is fully attended and successful.
Venue Coordinator
This individual needs to be in charge of everything that is related to the venue. This includes making sure the venue management has enough seats, the lighting is okay, the food is being served and everything else.
Entertainment Coordinator
To have a person in charge of contacting to book any type of entertainment for the event is highly advantageous since this gives your team a single point of contact to the entertainers as well as removes any chance of double bookings and other similar blunders.
Try to play to the strengths of every team member to ensure maximum productivity and efficiency.
The Budget
Fixing a budget for the event really helps in making sure that you don’t overspend and that no money or resources are wasted. Even though 9 times out of 10 things may not work exactly as planned, having a fixed budget always helps to make better decisions and keeping everything under control. The budget needs to include:
- Venue
- Staff
- Drinks and Catering
- Furniture
- Decorations
- Lighting
- Entertainment
- Gifting (optional)
It is always healthy to have a miscellaneous budget, some extra budget, in case some things pop up during the planning and execution of several stages of the event.
The Date and Time
Special attention must be given to deciding the correct date and time for the event according to the type of people that will attend it.
Weekends might be the safest bet as most of the people are busy through the week and might not be willing to attend an event after a long day.
Time should be set accordingly as well. Having important parts of an event late night on a Sunday will not be practical since most people have to get up early next morning for work.
The event date must not clash with any holiday to make sure that it is attended fully. School nights must also be kept in mind while deciding on the date and time.
The Venue
This is the most essential element of the event, and everything rides on this, so make sure to try out many options before deciding on one. You must have a clear understanding of what you need from a venue.
Take special note of what the event has to offer and what is and is not included. The cost must suit your budget, and the location must be ideal so that it is easy to get to.
Make sure that the venue has sufficient parking spaces for the number of people that will be attending. If you expect any attendees that would be traveling from far away, make sure there are local hotels and workforce accommodations nearby. Make sure it is easier to get a taxi late at night from the venue since most events last long.
Some Tips
Research past events, study what worked and what failed. Figure out the rooms for improvement. Having a timeline for everything is essential.
