Okay, so I’ve been to different events and most of the time, I must say I am still experiencing a little confusion, especially, when it comes to the flow of the program. Usually, there are lack of coordination between the actual host and their team—from timeliness, theme coordination, and execution itself. This is why you need to plan ahead of time to make sure everything is in order. So, to avoid these costly mistakes, I prepared a checklist when organizing an event. Read on.
Scheduling and booking
The first thing you need to do is to identify the best schedule for your event. Always consider the time of the season, especially if you are planning for a themed event. Keep in mind that the location might not be available on your preferred date. So, prepare a backup plan in case something happens.
If you’re hosting a corporate conference, avoid choosing a bank holiday. You might have a hard time inviting your guests with these dates. Try to coordinate with your colleagues to set the best schedule. You can also put up an RSVP or conduct a survey so you can get more feedback. It is also advisable to check the dates of competitive conferences on the calendar.
You might want to plan the conference directly before or after another event in the same area. Your anticipated guests might be interested to participate in both conferences. Don’t hesitate to consult a professional. Find people who can help you promote your events. For major gatherings, make sure you have a realistic timeline.
Setting your budget
By now, you should know how much you are willing to spend for your event. Set a detailed and separate budget for venues, decorations, food, and other stuff you need to cover. This is one of the most crucial aspects in event planning. Find a reputable supplier and request for an initial quotation for everything you need. Of course, the budget depends on how big your event is.
Selecting the best location
Another important aspect is the venue. Choose the most accessible location for your guests. Check the layout and inspect the area. This is to make sure the venue you choose can cover everything you need including the main theme, your program, number of guests and equipment. Coordinate with the owner or supervisor and make sure to discuss them every detail. Cramming is a big no so try to book in advance.
Coordinating with the hosts or speaker
Don’t forget to walkthrough your guest speaker or host regarding the flow of your event. What is the mood you are aiming for? Would you like it to be formal or just casual? Review the details and try to rehearse them their lines. Remember, the flow of event depends solely on the program and how the hosts will handle the.
Saving a few penny
Saving a few dollars on your event funds is always a good idea. Look for promos online. Make sure to discuss these things with the managers to avoid discrepancies in the future.
Keep these things in mind, and you have yourself a well organized event. Again, professional event planners can be a huge help for your occasion, but you still call the shots. So set clear objectives and make a timeline so you can monitor the progress.