Concerts, conferences, exhibitions or sports events are responsible work and an unforgettable experience. There are many tasks behind the organisation of such events that need to be carefully monitored. Follow these tips in order to organise a safe and successful event and try to avoid situations where something needs to be done at the last moment.
1. Safety of the event
Safety should always be in the first place, so we put it first too. Getting injured or harming your self during team building, wedding or any other event is not the best way to have a pleasant time. Therefore, the entire program of the event must meet this requirement – safety. If wearing face mask means security in this time, then make sure that all your guests have it. The next significant factor affecting the safety of the party is security.
Security for a corporate event is not necessary, but a desirable element of a celebration.
It is also absolutely not superfluous to have an ambulance on duty (from 300 people – a prerequisite), or a paramedic. The availability of a complete first aid kit for the organisers to provide first aid is a matter of course.
2. Choosing the site
After choosing the topic of the event, analyse who your audience is, assess its scale and start solving one of the tasks – choosing a site for the event. You need to choose a site not with the help of intuition, but relying on experience (your own or professional organisers).
It is not enough to look at the photographs of the object. If the site is not familiar, then evaluate it “live” in advance, in order to avoid misunderstandings. Care must be taken to ensure that the venue is comfortable and practical for the event and all the guests. Check-in advance for signs so that no one gets lost before starting. Otherwise, instead of keeping track of the program plan, you will spend time coordinating the “waste”.
Leave a few options to choose from. Then you can easily decide which one works best. If the site is open, then in the event of a change in weather conditions, sheds should be installed in advance. Do not forget to conclude a detailed agreement with the site, writing everything down to the smallest detail.
3. Technical equipment
Not a single large-scale event takes place without special equipment. You cannot do without well-placed light and sound or even special effects. In the case of renting professional equipment, check the provision of permits and approved documents for installation.
Installing technical equipment is only part of the job. Indeed, without a constant supply of electricity, nothing will work. Consider the uninterrupted connection of devices to avoid energy overload.
Remember, the organiser solves technical and household issues too. Do not forget to conclude a contract and connect to the work the catering service, which will take care of the rest and catering area, and the cleaning service to maintain cleanliness and comfort during and after the event.
4. Plan every step
Break down activities into processes, processes into tasks and subtasks. Set a due date for each subtask with a 2–3-day margin. Planning and extra time help in an emergency. Determine the importance of tasks: which of them are mandatory, which can be neglected in case of overlaps. Choose a person responsible for each item in the plan and you need to have a “leader”. There is no good event without a good plan and time management.
Do not keep anything in your head, write down all comments and remarks without exception. Collect all materials and open access to those who work with you. Don’t try to do everything by yourself.
5. Resist the stress and contact professionals
“He who does not fall does not get up,”
Something suggests that this is the aphorism that must be learned by heart in order to avoid the unnecessary hassle. Mistakes and failures are the best teachers in life. The main thing is to get ready in time, admit defeat and try to correct its consequences. A hot heart and a cold mind will always prompt the right way out of any situation.
Planing an event and celebration is not an easy task as it may seem. There are millions of details that you will need to think of and it is always better to find someone who knows everything about it and who will make sure that everything will go smoothly. Our advice is to find a good event management company and sleep sound until the event. This way you will be sure that everything is just the way you want it to be, but you will remain calmness and peace.
Organising an event is a complex job, so it is very important to plan everything. Follow the plan and our business tips, and we are sure that your event will be just the way you picture it. Don’t forget to enjoy the process. No event is good if the host is tired and unsatisfied. Good luck!