Holding an event, no matter how small or large it is, is no easy task. Multiple challenges and issues might arise during the planning or executing stage. Therefore, whether it’s your first time handling one, or you’ve done it before but it has always been a wise decision to take the help of an event management firm.
Define your event
We are not talking just about the type of event – formulate a goal, have a purpose. Why are you holding an event- is it for raising funds? Alternatively, offer an aesthetic pleasure, or convey knowledge? The infrastructure for different events is completely different. For example, the venue, the food, and the logistics all dictate a different requirement according to the nature of the event. You should try not to get stuck in traditional formats, and instead, make sure the plan of the event helps achieve the event’s goal.
When it comes to planning, you should make sure to include managing vendors and logistics, content, as well as the event’s promotion. Get a document that your entire team can access, and have all the tasks for everyone there. That way, each team member can see the others’ tasks, and understand their role in the execution of the event.
It is critical that you start with a clear and defined roadmap. This is important as you need to align the roles and goals of everyone in your event management team.
Draft a reasonable budget
When you have outlined all the major tasks, make sure you reflect them in your budget. Once you are done with that, make sure you have a reserve that takes care of any unforeseeable situations. Let’s say you have an alfresco event. If it starts raining, you’ll have to change the venue immediately and transport everything to the new location. Keep all the alternatives at hand. You would have to switch plans and other goals like venue at the last minute based on unforeseeable emergencies.
Get to know the crowd, and consider crowd control management
When you’re planning, you will most likely have a good understanding of what kind of crowd you should expect. However, do a bit more research than that. See what kind of crowd you had at a previous similar or identical event. If you haven’t had one, see what kind of crowds your competition has at similar events.
When you know the crowd, you can somewhat predict their behavior. You’ll know whether you should use a line divider, or you need something that’s a bit more serious. You will also know whether you’ll have a peaceful crowd that doesn’t require too much security, or you have one where you’ll need as many hands as there are hands available.
Be aware of all the details of the Venue and have a contingency plan
This should be done when you are shortlisting the venues for the event. However, in case something unexpected does happen with the venue, you’ll want to have a contingency plan. Have a separate venue that you know you can fall back to, and have a way to transport both your equipment and your attendees to it.
You might want to see if the venue is disability-friendly, or has separate and defined washrooms, or even a small indoor space, in case it starts raining outside. A Plan B might bail you out of some very tiresome and emergency situations.
Give everyone their responsibilities
Not only do you have to do this when you’re planning things, but also at the event. You can have someone at the registration spot, others responsible for catering, etc. Everyone should have their zone, and they should assume responsibility for it during the event. You could go as far as giving each team member a list of what their exact roles and responsibilities are.
Do a final check 24 hours before the commencement of the event
While the above is a good checklist for things you’ll want to do earlier, you should also do a detailed check right before the event. Ensure all participants know how to reach the event, important guests should all be invited, your team should know their responsibilities, and see whether the venue is prepared.
A checklist could come in handy here. You can have a checklist for the event day itself, too, one that sees whether all the checkboxes have been ticked and if everything is operational. And last but not least – do the “funny Duck Face Rule”. Even though you’re energetically paddling underwater to keep yourself afloat, on the outside you should look calm and peaceful!