How To Plan & Organise A Big Event

Posted By on Aug 23, 2016 |


Love spreadsheets? Love parties? Love your smartphone? Then you’ve got the tools you need to start planning an event of a large or small scale. Events aren’t just chucking a few balloons in a room with some party favours it can take an awful lot to organise a large scale event.

The very first step is for you to set a tangible goal. Why are you organising the event and what do you want to achieve with it? Are you setting up an event for a corporate party or for a personal soiree? These questions all matter when it comes to planning an event and you need to ensure you have a team ready to assist your efforts. These people can come in the form of entertainers, speakers, sponsors and venue management. Caterers are also part of your team as if you are offering food you need to ensure they are up to speed with the rest of the plans in your event book.

If you aren’t working with a promotional agency like http://www.a-listeventsuk.co.uk then you know that the organising will be down to you without help. You need to set your date for your event four to six months ahead of time so you have enough leeway to plan and for things potentially going wrong. Be aware of any religious or statutory holidays around the time of the event as these can really influence the things on sale (thus potentially interrupting the theme of your event). Also any holidays can up the prices of venue hire or bar service hire as well. School holiday times can also bump the costs of certain venues as popularity of booking gets in the way.

Ensuring you coordinate the date of the event with all participants like speakers/guests/presenters etc is going to be paramount in choosing the date. If you want the event to stand out, you need to choose a great theme that really sticks in the minds of your guests. Your plan should consider all the logistics of an event and include the venue, catering management, speakers and presenters, activities and you’ll need to keep track of everything as you book it.

Establish your budget and it should incorporate estimates for all key items identified on your plan, don’t forget to include any travel or accommodation costs for speakers etc. You want your event to shine and you want them to remember you because repeat business really matters when it comes to generating new contacts and clients for your event planning business. Coordination is truly key for your event as you want everything to come together in a smooth and timely manner and all in time for it to kick off. Sending out corporate invites requires a decent printing company and ensuring you have relevant party favours is also an absolute must. Sometimes event planning is stressful and difficult but if you keep your mind on the task ahead you can’t lose.