Being in charge of any large-scale event is a big job, but someone’s got to do it! If that responsibility has fallen on you, there’s no reason to be intimidated. By following these five basic tips, you’ll find your event is a success.
How to Plan a Successful Event
When you’re ready to start preparations for your event, gather a committee together and come up with a plan. Your plan should define the purpose of the event itself. For example, you might be planning a musical concert, but why? Is it for a fun community gathering? Are you entertaining out-of-town guests? Is the concert a way to show appreciation to a particular group of people? Are you donating all proceeds to a non-profit? A clear purpose will guide your planning.
Once you have the purpose all figured out, start planning the details. Who are your guests? Who are your performers? Will you be serving a meal? How about refreshments? What day do you plan to hold this event? What time will you need to have the decorators there? Think through every last detail from today to the days following the special occasion and write it all out.
Once you know the details about your event, you can come up with a budget for everything that will cost money. This would typically include decorating, catering, performing, and marketing, as well as a variety of other aspects. With your planning committee, decide which aspects are of utmost importance and be sure they are allotted the right amount of funds.
Do you plan to do a fundraiser before the event? Are you looking for donations? Don’t forget to include those funds in your budget, but keep an open mind to the fact that you may not collect the entire amount you’re hoping to.
Secure Two Event Locations
Any time you plan an event, it’s a smart idea to have a plan B, especially if your initial location is outdoors. In case of inclement weather, have a second location secured. Even if your first location is an indoor setting, things can go wrong, so it’s never a bad idea to have a backup plan.
With your second location, you can often put a deposit down to hold it up until a certain date before your event. If you feel confident your first location will pan out just fine, you can cancel the second location and get your deposit back. If that is not your situation and you would rather hold onto both just in case, be sure you can afford two locations during your budget meeting.
Delegate Event Tasks
With your plan in hand and a list of things that need to get done, you can begin delegating tasks. Communication is a key element in delegation because you want to ensure everyone does their part to make the event a success. Check and double check back with each person at multiple times throughout the preparation phase to be sure they’re following through. If someone needs help and is afraid to ask for it, they might be more inclined to mention something if you’re on their case.
How to Promote your Event
Your event will only be a success if you have people at it and they enjoy what they find there. Assign a generous amount of your budget to your marketing campaign, though not so much that it makes you cut back in other important areas. You might want to have a specific committee just for marketing to ensure the word gets out and people get excited to attend.
Reserve Event Equipment
With a plan in hand and a group of individuals ready to help, your event is off to a great start. Contact the Wright Group today to reserve the event equipment you need to successfully pull it off.