Every event planner would tell you that corporate or community event planning can be a minefield. But as the stress may sometimes push you to the breaking point, the reward of pulling off a successful event would most likely take you on a high like never before.
Nobody can resist attending an event in the perfect location with loads of excitement, fun, and entertainment! Here are the essential factors to consider when planning and pulling off an event:
Create and Stick to a Budget
Unless you have an infinite budget, you must set a target budget and a budget ceiling. Your budget will now govern all of your decisions from here on. Without this in mind, your event’s costs might soon balloon.
List It All Down
If there’s anything you’ll need, it’ll be a list. To determine the necessary necessities for a successful event, you must write it down into a checklist. For example, a stage may be required if you are hosting a live music event. If you envision a location with city views, note it down. Simply put, make sure to take note of everything you want the event to include.
Event Purpose and Goals: Clearly define the purpose and goals of the event.
Budget: Establish a detailed budget, covering all expenses from venue rental to catering and marketing.
Timeline: Create a timeline outlining key milestones and deadlines leading up to the event.
Event Date and Time: Set the date and time, considering the target audience and any significant scheduling conflicts.
Venue: Choose a suitable venue that aligns with the event’s theme and accommodates the expected number of attendees.
Permits and Licenses: Check and secure any necessary permits or licenses for the event.
Vendors and Contractors: Identify and secure vendors or contractors for catering, audiovisual services, decorations, security, etc.
Guest List: Create a guest list and manage RSVPs to estimate attendance.
Invitations and Marketing: Design invitations and marketing materials to promote the event.
Entertainment and Activities: Plan and organize entertainment or activities to engage attendees.
Catering: Select a catering service and plan the menu based on dietary preferences and restrictions.
Audiovisual Equipment: Ensure the availability and functionality of necessary audiovisual equipment for presentations or performances.
Seating Arrangements: Plan the seating arrangements, considering the event format and guest preferences.
Signage and Directional Information: Create signage to guide attendees and provide directional information.
Registration and Check-in Process: Develop a smooth registration and check-in process for attendees.
Name Tags or Badges: Prepare name tags or badges for attendees, speakers, and staff.
Event Program or Schedule: Draft a detailed event program or schedule, including speakers, breaks, and activities.
Emergency Plan: Develop an emergency plan, including contact information for key personnel and emergency services.
Feedback and Evaluation: Plan for collecting feedback from attendees to evaluate the success of the event.
Thank You and Follow-up: Prepare thank-you notes and follow-up communications for attendees, sponsors, and participants.
Cleanup and Breakdown: Organize cleanup and breakdown procedures to leave the venue in good condition.
Determine Your Zones of Adaptability
After determining what’s necessary for your event, be as flexible as possible with your secondary choices. Furthermore, location and date flexibility may enable you to save money on your event budget. For example, many venues charge a higher price for Saturday events than for Sunday activities.
The More Options and Alternatives, the Better
As a prospective customer or event planner, it’s essential to keep your options open. You can do this by contacting numerous places. Enquiries are free, and they ensure that you get the best possible bargain for your event. After all, there would be no strings attached until you’ve finalised your supplier.
Prioritise Site Visits At The Potential Venue
Photographs and videos don’t always give you the whole picture. Physically experiencing the space allows organisers to truly grasp its ambience, size, and potential. A site visit offers a firsthand understanding of the layout, sightlines, and overall atmosphere, enabling organisers to envision how their event will unfold.
When you visit a location, you may observe how desolate, dusty, or unattractive the surroundings are. There’s nothing quite like seeing it in person and you won’t know its true beauty or potential issues unless you conduct a site visit.
Observe & Get To Know Event Staff
Examine how the venue’s staff interacts with you before and throughout the inspection. Are they friendly and helpful? Do you receive voicemail? Did they make any unique plans for your proposal or site visit? Collaborate with organisations that want to work with you, not simply for your money.
Be Attentive to the Specifics
Paying attention to the small details can be the secret sauce that turns an ordinary event into something extraordinary. Picture this: you’re not just choosing a venue; you’re crafting an experience.
Think about your guests’ needs, from having enough restrooms to ensuring everyone is comfortable no matter the season. Dive into the nitty-gritty of lighting, sound, and seating – those subtle details that give an event its unique vibe.
It’s not just about finding a space; it’s about creating an atmosphere. Every tiny element plays a part in the overall masterpiece.
Asking questions during the venue selection process is of utmost importance as it ensures clarity, aligns expectations, and helps organizers make informed choices.
By inquiring about the venue’s capacity, amenities, and flexibility, event organizers can tailor their plans to fit seamlessly into the space. Questions about catering options, audiovisual capabilities, and setup logistics aid in creating a well-coordinated and engaging event experience.
Understanding the venue’s policies regarding scheduling, deposits, and any restrictions ensures a smooth planning process.
Ultimately, asking thoughtful questions not only empowers organizers with the information needed to make wise decisions but also fosters a collaborative relationship with the venue, ensuring that the chosen space aligns perfectly with the vision and requirements of the event.
There are many factors to consider in venue selection but there’s nothing like mixing pleasure with business, so don’t hesitate to enjoy the process no matter what. Reimagine your proposed event again and again, and take risks now and then. Follow your gut, but find the middle ground and keep things practical and feasible for everybody. This way, you can achieve the event of your dreams in the ideal location and have fun with everybody involved!
When you’re looking for an event venue to hire, consider Unidus Community & Conference Centre which is a modern multi-purpose venue located on Brisbane’s southside. We host large and small events throughout the year—perfect for anyone looking for accessible and affordable event locations. Give us a call today and make your reservation!