Event planning can be a complex, difficult, and thankless task. But a successful event can only be achieved if you’ve taken steps to ensure no stone is unturned in the planning process. With so many different things requiring attention at any given moment, it’s easy to overlook those seemingly minor details – which can ultimately prove to be a disaster on the day itself.
It’s important then to remember these key points when planning an event.
They apply regardless of the size, scope, or specifics of the event in question. They also serve as general reminders, to help ensure as stress-free an event as possible.
Think about your toilet facilities
Anywhere large groups of people congregate, there’s going to be a need for the right toilet facilities. Whether it’s a wedding, a music festival, a country show, anything, people will require comfort facilities. It’s so easy to overlook. But, it could naturally cause the event to have quite the negative perception if it’s missing.
Think hard about the number of people you’re planning on arriving. Your toilet requirements will vary greatly between fifty people and five hundred, for example. Then, think again about the maximum possible number of people you can see your event attracting. Hire your toilet facilities accordingly.
Fortunately, there are a number of options available, specifically catered to making event planning that little bit easier.
Power and logistics
What sort of event are you going to be running? If it’s a music festival, what sort of lighting and visual rig will there be, if any? Is there enough power for the band to amplify their instruments and to power the PA? Depending on the specifics of the event you’re running, you’re going to have some very specific power requirements which can vary wildly. A lack of available power could be very embarrassing and inconvenient.
Similarly, how will people get to the event? Is the location convenient to find? When people arrive, have they got somewhere to park their cars that’s safe? Can your event be accessed safely by wheelchair? These are all things you have to consider, it’s so easy to get carried away by a certain venue for the event, that important questions of how practical it actually is can fall by the wayside.
What will people actually do?
Getting people to your event is one thing, making sure they’re entertained while they’re there is often quite another. It’s important for you to think hard about this. Firstly, consider how long you intend the event to run. Entertaining people over the course of an event that runs just one evening will entail different requirements than an event that lasts a weekend. Therefore, close attention must be paid to your entertainment options.
Regardless of the nature of the event, people will want some other things to do, aside from the main attraction. At a music festival, for example, there needs to be a variety of catering options for people. Maybe a face painting stall, somewhere to buy crafts and refreshments, and so on. For weddings, consider hiring a portrait or caricature artist, or employing a mobile photo booth or a disco, to keep people entertained through the evening.
Preparation is essential
Whatever the nature of the event is, proper preparation is key to make sure it runs without a hitch.
You have to be prepared for things not to go to plan. It’s the way life is, something will always go wrong. But, if you’re going to give yourself the best chance to put on a truly successful event, you must invest the proper time into planning.