Event planning can be a stressful job, especially if you’re working with a small time scale and a tight budget. However, there are steps you can take to make sure that the event you’re organising runs smoothly without any big panic moments or surprise stressors along the way. While we can’t control everything that happens in the process, there are certain things to remember that will hopefully keep your anxiety levels to a minimum in the run-up to your event.
Don’t neglect disability access.
The last thing you need on the day of your event is to realise that you’ve organised the perfect conference, wedding, or party, only to find that it’s totally inaccessible to anyone using a wheelchair. You can use road plate hire services to make sure there are proper access points around the venue for every single attendee, and even to create a smoother walking path for pedestrians approaching the venue. These features may seem like small details in the planning process but they can cause a huge panic on the day of the event if neglected.
Have a budget safety net.
Your budget will be a constant talking point throughout the planning of your event so there’s no chance of you forgetting how much cash you’ve got to work with while you book vendors and arrange timetables, but some planners find themselves in a crisis if they don’t allow some extra wriggle room for emergencies. Make sure there’s an appropriately sized emergency fund available should you reach the limits of your budget but have an urgent need to spend money to sort out a problem. You never know what could happen, so it’s best to be financially prepared for any issue.
Check out the industry calendar.
If you’re planning an industry event for your workplace or a specific company, it’s wise to assess the overall calendar of the year for the industry in your area. You wouldn’t want to plan a conference and find that a similar one is taking place over the same weekend, splitting your guests and causing difficulties when it comes to booking speakers. Be aware of what’s going on throughout the year and organise your timing to ensure the event is a success and every invited guest and speaker can attend.
Pour energy into marketing.
For those planning the type of event that requires marketing to attract attendees, marketing is absolutely essential. Without a decent budget for marketing and plenty of hard work put into that element of the planning process, you could find yourself at a pretty lonely event with a furious boss. Make sure there are plenty of attractive reasons that people would want to attend your event, and find ways to make your target market aware of those reasons in creative, unique ways.
Know the venue inside-out.
The right venue could take a great deal of stress off your shoulders. Make sure you know exactly what they’ll be able to provide, from Wi-Fi to event furnishings and decor, and keep in close contact with the venue staff to make sure you’re on the same page when it comes to the event. Get to know the building well so you can troubleshoot any potential issues in advance and you should feel at ease by the time the event date arrives.