Image by Florian Pircher from Pixabay
Whether you’re planning a trade show or team dinner, when you’re planning an event, it’s all about the details.
Planning an event in New Zealand? Leave nothing to chance. Event planning works best when you use your common sense. Think hard about every potential outcome and plan for it.
Don’t work yourself up over these things, though. Just have something in place to prevent them. Also, make lists! Lists are your new best friend. They will help you keep track of everything. In fact, below we have created a checklist just for you. Keep reading to learn how to plan a successful event.
Decide the Event’s Purpose
Maybe the CEO has asked you to organize a team-building event, or you’re exhibiting a new product at a trade show. The event’s purpose will define the format.
Consider the event’s theme, how long it will last, and plan the timing. Additionally, consider possible layouts of the venue, and arrange for any catering as well as the sound.
If the details seem overwhelming, take a look at Event Planner and companies like them. These sites are comprehensive portals for anyone planning an event in New Zealand.
For example, if you need a fire eater for your company’s Christmas party or a suitable venue for an important conference, it’s all available. You just need to do your research for your event and know your specifications in advance.
Plan, Plan, and Plan Some More
List all of the main tasks and add details for specific steps that need them. For example, look at logistics, event content, and promotion.
If you plan to have corporate entertainment before the holiday disco starts, check the length of their act. Also, find out whether the performer or the venue have the right insurance handy in case the act is dangerous.
Additionally, create a master document for sharing with your team. The plan must include a timeline and deadlines for each task. Remember that some tasks will take longer than anticipated so you might need to give longer deadlines to accommodate those possibilities.
Draw Up a Budget for Your Event
Determine the cost for everything on your list of tasks. Remember to include money for when the unthinkable happens. For instance, what if the fire-eater catches a cold and cancels at short notice?
Also, if you’re planning an open air event, remember you can’t control the weather. Have a back-up plan fully worked out and costed in case it rains.
Focus on the Details
Boil your event down to the smallest—probably most important—details. For example, if you’re planning a conference, consider registration, greeting attendees, any background music, team uniform, who will meet and greet, and what happens during intervals. Also, don’t forget that people will thank you for toilet breaks as well as a generous amount of time for lunch.
Check the Location
Visit the location for the event early on in the process, and have a Plan B. What happens if the air conditioning fails? What will you do if there there’s no disabled access or the sight lines aren’t great? Find an alternative if you’re getting a queasy feeling about your original choice.
Delegate Tasks
Don’t be afraid to delegate. Allocate responsibilities among your team for both planning and the day itself. Who will register attendees, be responsible for tech, catering, talking to the press? Keep a master document with team contact details and each member’s assigned areas.
Promote the Event
Create one key message for relevant channels used by your audience. Allow plenty of time to promote your event. Your marketing approach will be affected by how much budget and how many team members are available.
Never Underestimate Service
On the day of the event, ensure your team members are helpful to everyone. Things may not go entirely according to plan, but people remember how they were treated. In fact, they will remember that better than they remember the keynote speech.
Do a Final Check 24 Hours Beforehand
Have you told guests how to reach the location, prepared printed materials, checked the video? Ensure team members understand their tasks. Give each team member a printed copy of the event program with an emergency contact number.
The day before the event check off everything from your list. Then on the day, check that everything is working, in place, and being done on time. And don’t be afraid to double check everything. It’s better to be safe than sorry.