Organising an event doesn’t have to give you sleepless nights. Yes, it can be a daunting prospect but with the right planning, you can throw a top class event that would make even the most seasoned event coordinators look up and take notice.
Whether you are throwing a small gathering or a huge corporate fundraiser, a kid’s birthday party or a wedding, there is no reason why it shouldn’t be a huge success. With this ten step process, you are guaranteed to be an event aficionado.
- Planning is key. Once you know exactly what kind of event you are planning to throw it is absolutely essential that you sit down and work out the details. Here are some things to consider:
- Number of guests.
- Type of event.
- Venue options.
- Weather predictions.
- Will it be seated?
- Will food be served?
- Will there be dancing? Speeches? A bar?
- Be flexible. If there is one thing you learn early in the event industry it is that nothing ever goes exactly according to plan. So, you need to be willing to adapt and react to any unforeseen changes, and to be able to problem solve on the job when things don’t go the way they are supposed to. Whether it’s the weather, a change of venue or a change of theme you need to be able to think on your feet and go with the flow.
- Location, location, location. Your venue sets the scene for your event, so whether you are throwing a black tie ball in a five-star hotel or are setting up a stretch tent in your garden you need to pick a venue that is suitable for the specific needs of your event. That being said, with a stretch tent the world is quite literally your oyster. Easy to set up and take down, stretch tents can be set up almost anywhere. They come in a range of sizes and can be configured in almost any shape. They can be freestanding or anchored to an existing structure. A stretch tent is an incredibly versatile option when it comes to creating cover for an event.
- Food and drink. If you are going to cater for your event, pick a reputable caterer. It is also a very good idea to do a menu test before the event, that way you know exactly what your guests are being served. If you are setting up a bar make sure there is enough stock and that you have enough barmen.
- Well planned logistics are key to a successful event. Know who your suppliers are and plan the set up with military precision. Know who is coming when, and what they will be delivering and setting up. Keep all phone numbers close to hand, and check everything before they leave the site.
- All events, regardless of size have a budget, so when you are choosing suppliers engage with them and try to negotiate a better price. The money you save on one thing could be money well spent on another – for example if you manage to get a discount on hiring glassware you might have a bit extra for decor.
- The art of delegation is a fine one when it comes to event management. Choose a team you trust and assign tasks to them. After all, you can’t be everywhere at once, and with a team things are less likely to slip through the cracks.
- Always have plan B! You never know what curve ball might be thrown at you so when you are in the planning phase it is important to have a backup plan if things don’t go according to plan. If you are throwing and outdoor event, invest in a stretch tent just in case it rains. If you are catering, make sure there are a few extra meals prepared just in case.
- When you are using external suppliers for any event it is important that you photograph equipment when it is delivered. Things do sometimes arrive damaged or broken, and if there is no proof you might have to foot the bill for something you didn’t do.
- The post party follow-up is where most event managers or coordinators fall short. There is so much that goes into the prep and the event itself that often once it is over that’s it. But it is important to follow up with suppliers if there were any issues, and if there weren’t it doesn’t hurt to let your suppliers know how happy you are with them.
Our years of experience in the event industry, setting up our stretch tents across the world for events that range from festival and rock concerts to garden parties and corporate events have given us the first-hand knowledge to know what it takes to throw a successful event time after time. So, to throw a successful event, just follow these ten steps.