Big Things Every Event Planner Should Think About
Updated: Oct 15, 2019
Being an event planner takes every skill in the book, from being a director, multitasker, maintenance man/woman to everything in between. These are the qualities of a proven leader. When done right, an event can be one of the most beautiful things your client will ever experience. When done wrong, it can instantly be the worst day of their — and your — life. Therefore, we've compiled some of the most important things to keep in mind when planning an event.
Accommodation for Your Guests
You may have heard horror stories where conditions at an event were so bad that whole companies fell apart as a result. This is often due to a lack of having the right accommodations for expected guests. Outdoor events are more prone to this issue as it is often harder to determine the number of people that will take up such a large space. Make sure that you have the right amount of portable toilets on hand to accommodate your attendees. Are there too few or too many of these for the number of people attending? Other accommodations to keep in mind include managing traffic successfully. If you are hosting a corporate event, then valets are a great idea. Guests do not want to be kept waiting in line to park their car. A valet service can also help your event to be more accessible for people with disabilities. Also consider the number of people a venue is designed to hold. Small ballrooms may not be large enough for a wedding or major corporate event. Always attempt to get a concrete number or at least an estimate of the number of people expected to attend.
Above all else, safety must be your number one priority. Let's begin with the first area that most of your guests will interact with: The parking lot. If a large number of attendees are expected, you could work together with a private security team or local law enforcement to direct traffic. Cones and other types of dividers can be utilized to protect both cars and pedestrians. Safety becomes a more significant issue when alcohol is present. It’s a good idea to stop serving alcohol after a certain hour and before the party ends. In addition, you might want to have local cab companies on call to drive guests back to their homes or hotels after the event.
Managing a Budget
Safety and accommodations can quickly go downhill if the proper budget is not in place. Budgets are not set in stone and can fluctuate throughout the process, but having a baseline number of what you want and can spend is vital to success. A great way to control your budget throughout the process is to clearly define must-haves with want-to-haves. Necessary items include good security, plenty of food, and suitable bathrooms. You can add decorations, high-profile DJs, and more as you move forward.
Planning an event can be a very daunting experience, but by going through a strong process, any event can be a smashing success. Simply adhere to the list above to begin laying down a strong foundation for your upcoming event.