Whether you’re a regular on the events scene or planning your first-ever fair, it probably won’t be long before you’re feeling overwhelmed by your ‘to-do’ list. With everything from the venue to the invites to factor in, it can be easy to overlook some of the most important aspects of event planning – and that’s where we come in.
In today’s post, we’re going back to basics to look at the fundamentals, breaking down the basic yet crucial aspects of organizing a safe and successful event.
1. Accessibility
It’s unlikely that you’ve gone ahead and confirmed the venue without considering its practicality for attendees, but it’s worth reviewing this one again. If the venue is difficult to reach via public transport, you’ll need to factor in parking and determine whether there’s sufficient space to accommodate the number of guests you’re expecting to attend your event.
With this taken care of, you’ll want to think about the navigation of the venue itself. Whether you’re hosting in a converted warehouse, business centre or hotel, guests are unlikely to be impressed if they’re unable to find their way around the building. Hire extra event staff or hang temporary signs to direct your guests, making their visit as smooth as possible.
2. Health and safety
Throughout your mission to execute the perfect event, it’s essential that you know what you’re responsible for as an organiser – and this includes health and safety. From the location of emergency exits to where to convene during a fire drill, all eyes will be on you in the event of an emergency, so make sure you’re clued up and your team has been briefed.
For any unforeseen accidents or emergency situations, the venue itself might have an assigned first aider but, if not, you’ll want to consider getting volunteers on board. If you find yourself regularly planning events, it’s worth considering first aid training for a couple of members of core staff. This way, you can rest assured that there’s someone on hand to help at all times.
3. Catering
When it comes to events, nothing sweetens the deal quite like a tempting buffet – but with invites flying out to a number of attendees, it’s crucial that you cater for all guests. From allergies to preferences, by ensuring you’ve covered all bases, you’re more likely to see a bigger turnout on the day of the event – and that all guests are suitably taken care of.
In a bid to increase numbers, it’s also well worth highlighting the fact that you’ll be covering all kinds of dietary requirements when you send out your invites. Particularly for businesses who operate in the food sector, this will help to establish your brand values and ensure you’re seen as a company that appreciates and caters for all types of needs.
4. Licences
Securing licences won’t be something that every event planner comes up against, but it’s good to be in the know ahead of booking your venue. Licences can be needed for anything from serving alcohol and playing music to providing food and using public land, so do your research to avoid looking red-faced when a fine lands in your lap.
You should also take noise into account when choosing your event location, as different areas will have different rules in place. For total peace of mind, contact the local council and give them a brief overview of your event and running times to find out if you’ll be in breach of any noise restrictions.
5. On-the-day sales
If you’re planning on promoting and selling products on the day of the event, you’ll need to think about how attendees can take these items away. Will they be able to leave with their goods on the day? If so, do you have plenty of bags and boxes to make this as easy as possible? If they’re pre-ordering, do you have a suitable delivery system in place, with practical packaging materials and equipment and reasonable delivery times?
Every aspect of your event should be focused on making things as easy and enjoyable as possible for your guests – so don’t let your sales process be the thing that ruins an otherwise entirely successful day.
Whether your next event is just days away or you’re simply conjuring up ideas for the future, in the busy countdown to the event, be sure not to overlook the fundamental aspects of planning.
