Organizing an event is a great experience, be it a personal party, a company reunion, a get-together for family and friends, a wedding or a formal meeting. It's hard work, but it's also quite rewarding. It can make a big difference for those involved, who will appreciate your kindness and the great effort you put into organizing their birthday, anniversary, wedding or other celebration. The following steps will teach you how to become a great event planner, give you tips for remedying problems, and with careful planning, help you avoid them altogether.
Steps
Part 1 of 5: Starting with the Basics
Step 1. Determine the purpose of the event and its objectives
It seems too logical to give such advice, but you have to put everything in black and white to consider every single factor: ideal place for the purpose of the event, budget, nature of the presentations, quantity (or type) of guests, strategies to be implemented specifically. What is the ideal result? What do you want to achieve?
- After defining the event (celebration, source collection, training, sales, proposals, etc.), think about why you are organizing it. Being aware of the reasons can help you focus and motivate you.
- Having some goals can also help guide you in the right direction. You cannot insist if you have a vague result in mind. For example, if you are organizing a fundraiser to go up to 5,000 euros and now you have 4,000, this purpose can motivate you to run to the safe finish of what you want.
Step 2. Choose the date and time
Undoubtedly, it is one of the most important aspects of planning. It is enough to set a date and a time when no one can show up to frustrate any preparations, however great it was. Also, avoid choosing a day too far in the future or too close: in the first case, guests will forget about it, in the second, they will have other plans. Here is the Goldilocks syndrome applied to the organization of events!
Ideally, guests should be aware of the event approximately two weeks in advance. This moment is ideal: they have hardly made any other commitments, and then it's easier to remind everyone of the invitation once or twice before the actual date. So, try to send out the invitations a couple of weeks in advance if you can
Step 3. Choose your seat
Now that you have an idea of the scope of the event, the date and time, you can start thinking about the salons. Get in touch with those who interest you to find out if they are free and can meet your needs. In what kind of building do you want to organize the event? How will the space be managed? Will the guests sit on chairs arranged in a row, benches or tables? Are you planning an outdoor picnic and need tablecloths? Would the weather conditions be a problem? Is there a need for space to dance, to place the stage on which the speakers will go up or the musicians will play? If so, plan to not run out of space.
- It is always good to visit the place in advance and draw a map of the area. You can use it as a “battle plan”, in order to sketch and place tables, passages for waiters, access and exit routes for the disabled (if necessary) and various equipment. You should also mark where the electricity generator (if required), outdoor equipment (such as refrigerator, ice maker, barbecue, stove, etc.), electrical outlets and cables are located (which you may discreetly cover with a carpet). Proper accommodation also helps prevent security risks.
- Is it mandatory to apply for a municipal permit? In most cases, these documents are required for a bar, but also for potentially annoying noise emissions, vehicle access, parking, building marquees and other indoor spaces, etc.
Step 4. Calculate the number of guests
Considering the budget and capacity of the salon, how many people can you invite? In some cases, only those with a ticket or an invitation are allowed in. This makes planning easier. Many have latecomers or extra guests, such as children, partners or friends. And keep in mind that the more people participate, the more staff you will need.
- As this can give rise to huge logistical problems, it is always wiser to make sure there is enough space for everyone to move around this place smoothly.
- In older establishments, usually the amount of people that can be accommodated is indicated with expressions such as "Capacity: 150 people"; in this case, it is possible to receive 150 guests.
Step 5. Establish a budget
If you can organize yourself well, you should count on a group of people to calculate the amount of money needed. Will you have to pay a staff? Rent the salon and equipment? Offer food and drinks? Publish flyers or send postcards? Determine a feasible sum and modify the plan to fit it. You certainly don't want to end up paying out of your own pocket when you don't have to.
You may have a chance to get sponsorships or donations, but most of us aren't that lucky. If you don't anticipate any funding coming in, it's crucial to make cuts where necessary. Instead of choosing a catering service, ask the guests to bring drinks or food (even if you take away the shopping at the supermarket, you will still have to provide tables, dishes and refrigerators). Instead of calling a photographer, tour the event and take shots yourself. Be creative when needed
Step 6. Organize a team
Prepare the team that will take care of the service (whether they are friends, relatives or other volunteers). Each member must manage a certain section. This is important even if it is a small family event, you don't do it as a profession. On a large scale, effective organization is only possible if everyone involved is dedicated to certain areas of the room, aware of the role they play.
The staff who will assist you personally should be called around the same time you hire other teams and invite guests. Assign tasks as soon as possible, setting priorities. And try to have backup staff - someone might back down on a problem
Step 7. Plan the event perfectly
You cannot continue with the organization if you do not know what will happen exactly. When will the speakers speak? Are there any games, activities or presentations to plan? How long do guests need to eat? Track a pretty detailed history of the day's activities.
Always leave a little leeway. No event will ever go exactly the way you planned it, it won't go smoothly. People arrive late, the speeches last longer than expected, the line for the buffet is messy and so on. So, while you need to get an idea of how the event will flow, remember that it's for organizational purposes and nothing is written in stone
Part 2 of 5: Making the Event happen
Step 1. Send out the invitations, otherwise how will people know that you have organized an event?
It is the first thing to do! And you should also do it right, don't take it lightly. The invitation is the "business card" of the event. It is the first impression people make about what to expect, it is used to decide whether to go there or not. In short, it must be convincing.
-
Consider typical invitations: cards, flyers, etc. You can also use your computer: email, newsletters, Facebook, Twitter, and sites like Eventbrite. They are great for sending out invitations, knowing who will attend, and setting reminders.
On the other hand, consider the scale of the event. If you're going to get as many people back as possible, you definitely need to use Facebook and Twitter. If you prefer to invite few people and organize an exclusive meeting, these platforms are to be avoided, because it would create uncomfortable situations
Step 2. Keep track of who accepts the invitation
You need to have a more or less precise number to know what you will need and in what quantity. In short, this calculation is fundamental for a concrete organization. You will probably never have the exact number of who will attend, but you can get a general idea. Websites designed for organizing events can help you out, but Facebook and Excel are also useful in this regard.
Step 3. Take care of everything you need to hire and people to hire
Do you need to search, call, book, delegate photographers, builders, designers, interior decorators, invited speakers, sponsors, entertainers, bands, priests, dance partners or models? Better to include them in the attendance calculation, so that you can also offer them food and a seat. Otherwise, you risk not having enough food, drink or space.
- Will you be the one offering food and drink? If so, assign tasks to each team member so that there are people to cook, serve, and clean. What kind of dishes will you offer? Do you know if there are allergic guests, vegetarians, vegans, diabetics, on a diet for religious reasons (halal or kosher) or gluten intolerant? Will there be babies, children, elderly or recovering people who cannot consume solid foods?
-
Have you thought about entertainment and logistics? At this point, you need to take care of music systems, gazebos, awnings, decorative materials, microphones, amplifiers, lights, power sockets, projectors and slide screens, smoke machines and other stage effects (such as mirrors, banners, company logos, etc.).
If you're preparing a subcontract for an entertainment business, clarify certain things right away. Am I able to supply all the equipment and assemble it? They also need to know where the stage is and everything needed for the show. Finally, send them the program of the event. All this will allow you to understand to what extent they need your assistance
- The catering firm, florists, entertainers and other professionals prefer to have plenty of time to prepare, as it is usually more expensive to procure equipment or hire staff urgently. Furthermore, there is another advantage: if they fail to honor their commitment, you still have time to find an alternative.
Step 4. Find a conductor
This figure does not always organize the event in its entirety, mainly plays the role of presenter. Usually, it is a participant who gives speeches or announces events, such as courses, dances, guests of honor or moments of entertainment. Keep in touch with him often and get updated. If he knows how to do it, he will be a valuable resource.
Sometimes, you have to be the one to fill this role. In that case, the work becomes much harder and you will have to be there until the end. And then it is important to form a large team divided into groups in turn led by leaders. This allows you to delegate most of the classic tasks
Step 5. Get the equipment
When hiring a team, make sure more than once that they have everything they need. In some cases, they may only offer you their presence or their products, while you have to take care of the rest separately. In that case, you can rent, buy or borrow what you need by relying on your extensive social network. Review the checklist and don't leave anything out, including napkins, speakers and extension cords.
Decorations are an integral part of any event. Table linen, flowers, wedding favors, candles, balloons, banners, photo backgrounds, red carpets and so on must all be sought out well in advance
Step 6. Leave nothing to chance
Those who organize an event for the first time in their life often forget details about equipment and aspects that are so trivial that they end up being overlooked. Is everything in order? Toilets, bathrooms, parking lots, wheelchair access ramps, changing rooms, storage rooms, kitchens, garbage cans, wine buckets, power sockets, and so on are enough. ? There are obstacles that you can only overcome if you foresee them right away.
Also, broaden your horizons and go beyond the event. Is it necessary to book transportation and hotels for international or foreign guests? Take care of this in advance, too, so they don't have a problem showing up
Step 7. Review the invitees
Understanding the social hierarchy of the event, if it is not entirely yours, is essential to know how to manage every single situation. It is essential that the customer trusts you, so you need to find out the following:
- Who are the main guests. It is usually noticeable when it comes to a celebration. In the case of a wedding, it is the bride and groom. The customer does not always correspond to the guest of honor: he can belong to the rest of the group or not even be present.
- Who are the guests who take care of the reception and guide the guests. Often these people welcome their tables, tend to facilitate socialization and motivate participants. They are essential for maintaining a convivial atmosphere and engaging in conversations when silence falls. They encourage people to dance and introduce guests to each other to make new friends. These people are never lacking and you can count on them, but it is better to know immediately who plays such a role. They can keep you informed, intervene to make a speech, conduct the event during an emergency and let it flow as quietly as possible on the front line.
- Who are the conciliators. You should always be aware of their identity, as they are key participants. In fact, you need to inform them of any problems, get them involved to handle them, and determine who is right and who is wrong. Generally, this is a role played by the breadwinner, influential people or professional security officers.
- Who makes the most important decisions. In most cases, you do it because you are the organizer. However, when you need to consult with guests and you don't need to turn to those of honor (because they are usually busy entertaining guests), you need to have someone you can rely on as soon as an emergency arises. In principle, it should be the person who pays the bill (if you organize for work), otherwise it identifies that person who for one reason or another has the right to have the last word.
Part 3 of 5: Towards the Finish Line
Step 1. Know the salon inside out
Long before the event, you may want to examine the place where it will be held far and wide to understand how to organize it. Maybe it is necessary to make further changes to fit it to the floor and make sure that the equipment (extension cords, lights, etc.) work properly. Also, consider the location - if it was difficult for you to find it, it will be for the guests too.
If the decisions are entirely up to you, make an accurate map. Is there no room for an object? Exclude it. Talk to the room manager to find out if he is willing to help, what he can do to improve the organization, and if there are municipal regulations to follow, especially regarding emergencies
Step 2. You could create a team kit
The staff will work hard, there is no rain on that. In order to show your gratitude and make sure they don't lose motivation, prepare a bag to offer each member at the start of the event. It should contain a bottle of water, granola bars, chocolates, and any other useful products. Also, staff need to be verbally encouraged to keep morale up.
You could also prepare badges or even give the collaborators the gifts provided for the guests. They will feel part of the event and will remember it. Make sure they eat and hydrate. Always remember that the team is a resource that could be useful for future events, so it must be protected
Step 3. Consult all teams and external collaborators
Before the event, it is important to have everything in order. Provide clear instructions to staff on how to get to the salon, your phone number or preferably a business card. They can call you in an emergency. They all have to be sure what to do. Ask if they have any questions.
Make sure everyone is happy with their assignments. Someone may not be willing to express their dissatisfaction aloud, so try to look beyond the surface to understand them. Do they seem calm and confident? If not, reassure them, review their homework with them, and ask basic questions. When in doubt, pair them with more experienced collaborators
Step 4. If necessary, prepare a contact list and other documents
Your personal organization is just as important as that of the event. If you've planned everything down to the smallest detail, everything will be fine despite something always getting out of control. If you haven't, all hell will break loose. Here are some methods to prepare yourself:
- Create a contact list with phone numbers and addresses. Was the pastry chef convinced you were coming to get the cake? No problem. Call Alice, who lives a stone's throw from the bakery: she can take care of it before going to the event.
- Make a checklist. With the arrival of collaborators, products and equipment, mark everything to know if something is missing.
- When necessary, prepare your invoices. The more you get on with work now, the fewer problems you will have later on.
Step 5. Avoid last minute changes
Could there be frequent decorative changes? Unfortunately, weddings are notorious for this: customers have second thoughts two days earlier. How can it be prevented? You should set a deadline: after this date, no one will be able to intervene. Usually, determining it a week in advance is already quite a challenge, but it offers some flexibility to the customer. It also avoids last-minute changes that are impossible to implement for reasons of convenience or cost.
If it is a matter of simple, subtle or basic changes to now settled decorations, it is not unreasonable to accommodate such requests. Try to be as accommodating as possible, especially if it's an emotionally charged event
Part 4 of 5: Managing the Real Event
Step 1. Prepare everything
You must be the first to arrive to oversee the preparations. Make sure everyone is in the starting blocks. Is anyone missing? Start making phone calls. Assist collaborators who need help, direct those who do not know what to do and get out of the way when your presence is not necessary. And that nobody gets hurt!
By making a checklist, you will feel slightly calmer. Divide it into sections: one for your staff, one for external collaborators, one for decorations and basic preparations, and one for equipment. Once everything is ticked, you can finally breathe a sigh of relief
Step 2. Delegation
Don't be afraid to do it. When organizing an event, the most stressful factor is time. To save it, more people have to step in and take care of what they do best. If one isn't as helpful as it might be, give it another assignment. This is your job. We are not telling you to be bossy or cross borders. Your profession consists precisely in the optimization of the organization.
Be firm but polite when delegating. Say: “Giacomo, can you come here to help with the catering? Thanks". Managing staff is one of your main tasks. Make sure everything is done in a coordinated manner and lead when you need to
Step 3. Be flexible
This means making sure the schedule is met, assisting and having contingency plans should the need arise. Don't get discouraged at the very thought of a problem appearing, you have to accept it. If you start to get stressed, you will lose your mind. And nothing good will come of it. Consequently, when a speaker exceeds the maximum allowed and does not stop talking, ignoring your cues or the heart attack you are faking to create a diversion, relax. You simply have to act differently with the aperitif and no one will notice the difference. Mission accomplished.
Problems arise on time. You know, they have this flaw. There is no way to foresee everything, and the sooner you accept it, the better. A calm and quiet manager can do wonders in any context, an anxious and tense organizer cannot. So, relax and go with the flow - it will all be over soon
Step 4. Update all
Check that the number of guests remained the same on the day of the event. Review their needs. If there are any changes, notify team members as soon as you have the opportunity. You should be the first to notice what's wrong.
Talk to customers to learn about their emotions. They may be excited, nervous, worried, bored, mentally drained, or have some problem with the event. Generally, you can alleviate the problem by being understanding, using kind words, and providing practical assistance. It is wise to use this moment to reinvigorate the enthusiasm of the guests and the team, especially if they seem tense
Step 5. Do what you have to do
Trust your collaborators and respect them: if you have chosen them, you know that they are able to do their job. Since you have given everyone the right instructions, there should be no problem. Offer assistance at the appropriate time, but they should be experienced enough not to need it. Here are some factors to keep in mind:
- At first, when greeting arriving guests, act as a doorman or receptionist (if appropriate). Pass the reins to the conductor of the event. The role of the manager is more active than anything else: he has to solve problems and make sure from behind the scenes that all the mechanisms (food, service and so on) work.
- Keep an eye on guests and stay in touch with the host. If he wants to change plans (or is necessary), talk about it quietly.
- Respectfully keep your distance from the main guests. After all, the event is dedicated to them. On the other hand, show yourself easily accessible to approach the right time and ask what they think, if there are any problems, requests or suggestions.
Step 6. For marketing events, offer a treat
You want guests to remember the beautiful evening they spent. Actually, though, you probably want even more. You want them to visit a website, make donations, talk about your business, and so on. To make sure the event turns into the legend it deserves to become, prepare some gifts. Whether it's a photo, a coupon or a pen, guests need to positively rethink the experience and keep you in mind.
Step 7. After the event is over, congratulate yourself
Most events tend to run on their own once they start, but no one sees all the preparation an evening has behind it. So, give yourself a pat on the back - you deserve it! Now, however, let's get back to us. The work is not done yet!
After the event, plan to meet and thank the customer. It is always advisable to give him an appropriate and thoughtful gift to remind him of the time spent together. It's the little details that enrich this experience and inspire customers to recommend your services in the future. If you have already sent a package choosing a gift from the gift list, then a little thought is enough, such as a bouquet of flowers, a framed photograph of your favorite moment of the event (for example, the cutting of the ribbon, the highlight of the show, the ceremony award ceremony, the first kiss exchanged by the spouses, the instant in which the candles were blown on a cake, etc.) or another such gift
Step 8. Clean and walk away
Listen to one of your mother's typical phrases: "Leave the room in the same condition you found it." This is also true in this case. Everything must be in the same starting state. In this industry, it is always wrong to burn bridges. As a result, ask the staff to get down to business and not allow anyone to leave until everything is as it was before. Help clean up too!
In addition to being a civil gesture, cleaning up prevents any unexpected charges. Many salons take every possible opportunity to charge high rates. So, make the room shine like a mirror to avoid hidden costs
Step 9. Take care of the equipment to be returned, payments and thanks
You must make arrangements to return what you have rented or borrowed. Next, make an appointment with customers to find out what they thought of the experience. As much as you organized this event without wanting anything in return, thank them for giving you the opportunity to have this wonderful experience and collaborate with them. Ask for a business card.
Also thank your staff. Make sure you pay all employees as agreed, deliver the invoices, and don't overlook anyone. You should be the last to walk out of that door, and make sure you lock it
Part 5 of 5: Troubleshooting
Step 1. Learn how to handle late or troubled guests
Quite often it happens, so it's best to prepare yourself for the worst. By and large, delays are understandably difficult to avoid (and the same goes for bottlings) and forgiven by punctual guests. That said, there are some tricks to put in place. Do your best to prevent certain difficulties:
- Make sure the invitations are clear, especially regarding the date, time and obligation to confirm your attendance. Get in touch (using the list prepared before) with the event host, key guests (often leaders of the participating groups), entertainers and kitchen staff as soon as you become aware of a hard-to-solve problem. If the latecomers were the guests of honor (like the newlyweds), the classic solutions are the following:
- Contact late guests directly to find out when they expect to arrive. Immediately notify the kitchen of all developments, so that they can slow down or speed up the preparation.
- Bite your tongue before publicly saying there has been a delay due to certain guests (because the party can still go on). On the other hand, notify the invitees or key members of the event, so that they know what's going on. Explain what you intend to do, but let them make suggestions, as they know latecomers and are familiar with such situations.
- Pay special attention to speaking times so that you can arrange something differently in an emergency. If the speakers are late, serve a second aperitif (i.e. the first course) and / or a drink to prevent punctual guests from getting bored. They will keep busy.
- If guests will be arriving too late and can't wait (especially if you have a lineup or need to serve certain foods), start the event. Once they are there, let them join in and taste the dish served at that time (even if it's dessert now).
- Organize an extra dance, game, speech, or other form of entertainment (especially musical ones) to make sure those in attendance are distracted. They could take group photos. An alternative is to walk between the tables and invite them to pose. Once the latecomers arrive, continue with the program. Consider this emergency strategy the day before.
- If they are intentionally late guests, consider it a personal choice. It's not your fault, so think about indulging those present and taking care of them. Basically, behave as if nothing had happened and carry on calmly.
Step 2. Learn to manage food problems
It is a difficulty that rarely arises after careful planning. However, accidents are commonplace (a guest drops a tray or a problem occurs in the kitchen). You need to know the identities of the guests right away. Keep them in mind when deciding how and when to display food (for example, you can have a buffet if they are all adults, otherwise, serve at tables if there are many children) and where guests will sit.
- Anything that is spilled should be cleaned up immediately for safety reasons, even if that means removing a red carpet, decoration or piece of furniture. If it is impossible to hide a stain without negatively affecting the appearance or integrity of an object (such as an antique), then it is best to remove it. Do you have a spare? Use it. If not, move this element without attracting attention and without making it clear that it is missing.
- Better to use a soft barrier, such as a rope stand, curtain, or screen, whenever you need to hide the food area. This is where the tables with the lunch boxes for the buffet and the various dishes brought by the waiters will be placed. This is a good arrangement especially when you want to create "scenographic" revenue with food. Some guests think they can eat whenever they want if the trays are within everyone's reach, not in a confined area, and this is not always the case.
- Review the menu. In case of unexpected events (for example a side dish has burned), completely exclude a dish, find an alternative, reduce the portions to serve more courses, but increase the portions of the other foods to find a balance. Notify the waiters according to different needs.
- You may unexpectedly find yourself in front of people who are vegetarian, teetotal, allergic or who follow a specific diet (perhaps for religious reasons). Don't be surprised - it happens even after you've carefully planned an event. In fact, guests occasionally bring family members, partners or close friends with them without even warning, especially if you do not indicate that it is mandatory to have an invitation. It is usually easy to find a solution. Count the guests as they arrive. Once you cross the threshold, ask if they have any special dietary needs and immediately notify the kitchen and staff.
- If these are large unexpected (not posted) groups, send a team member to calculate the inventory and, if necessary, go shopping. Kitchens often have more food than needed to remedy these incidents, and there are generally more cancellations than unexpected guests. You can serve limited portions of foods that are in short supply along with fillers such as bread, salad, vegetables or other ingredients that can be quickly bought at the grocery store.
Step 3. Learn to handle children
It is good to remember that many managers make a serious mistake: underestimating intelligence or forgetting the needs and wishes of the youngest guests. In fact, just like adults, they need and want to have fun, certainly not get bored. Also keep in mind that parents often get offended if the organizer of an event didn't think about their children. In practice, when you send an invitation, it is better to ask to confirm the participation of any children.
- For younger children (under 10) it is best to offer dishes or snacks early. Many dinners start around eight in the evening, if not later, and they may be used to eating earlier. The proposed menu should be tasty, healthy and special at least as much as that of the "grown-ups". Parents appreciate that special attention is given to children: it makes their work easier, so they can rightly have fun like everyone else.
- Older children (ages 10 and up) usually eat adult foods and portions. However, still offer the menu designed for the little ones (with parental permission), especially if they don't seem attracted to the proposals for the grown-ups. It is also known that young adults, those between the ages of 13 and 18, often prefer the same dishes as children, such as burgers and fries, while they do not appreciate classic formal restaurant dishes. A frequently used trick is to rename the children's menu "Alternative Menu" for this type of guest. It's best to play it safe and discuss plans with the main guests to keep the younger ones from having problems. Do it in advance.
- You should develop a discrete area for mothers with babies, who especially need bathroom breaks to change nappies or breastfeed. Also, prepare a place for younger children to rest.
Step 4. Learn to deal with rowdy or drunk guests, postmen and all those people who disturb
In theory, these problems shouldn't arise at all, but they do, at both family and corporate events. These meetings are often steeped in politics and drama - because you're a stranger, you won't always be aware of them. Get ready.
- Before the event, ask the customer or key guests what the likelihood of such a situation is. Alternatively, speak to the reception guests if it is not appropriate to talk to the guests of honor. This way, you will be sure to organize your seats without causing any fights. Ask staff or customers to take on the role of unofficial observers. They will keep their eyes peeled for any quarrels and will intervene at the appropriate time. Strictly speaking, your job is to make sure the event runs smoothly, but you only need to step forward if it's appropriate. Generally, one has to steer clear of private matters. Consequently, you need to know who the conciliators of the group are at an event.
- Since it can be difficult to refuse to offer alcohol to a drunk guest or deal with an angry or violent guest who has raised his elbow a little too much, select a peacemaker. He will have to get involved in a problem only if necessary and after consulting the guests of honor. It is equally important to pay attention to smaller events or events that take place in the garden: alcohol is often stored in a small cooler, so they can all help themselves.
- Crackers are difficult to manage. Should one show up, discreetly send it away, if appropriate. Consult the guests of honor to check what to do. If, on the other hand, a large group of annoying or intrusive intruders arrive, your job is to protect those present as long as you can. Don't they leave even after you or the other guests ask them politely? Call the police.
- Guests often change seats and sit elsewhere, so they end up upsetting the established balance. It is best to ask the guests of honor to what extent, in their opinion, such a change is sustainable. Usually, you should arrange the seating arrangement in advance and have it approved by the customer. If people are not supposed to leave their tables, it is best to wait for everyone to arrive before opening the room. Often the lobby, entrance or bar serves this purpose, which allows to prevent many family problems. You should group your guests and let the staff accompany them to their seats at the same time. That way, they'll sit neatly.
Step 5. Learn to manage inclement weather
In many areas, it can suddenly start raining or snowing. Similarly, a heat wave or cold front can be a major problem. While the climate usually does not generate difficulties indoors, organizing an outdoor event brings with it numerous risks. Do the forecasts announce bad weather? Then it would be better to move the meeting elsewhere. In case this is not possible or you decide to reschedule it, rent a marquee or a large gazebo (although it must be said that it can be expensive at the last moment). Keeping a constant eye on weather developments is important. You can't take too much action to save an event from bad weather, so do your best to prevent.
Find out if it is possible to take out insurance to protect you in case of bad weather or other problems. If you live in an area known for unexpectedly changing weather conditions, it is highly recommended that you do your research, so you will protect yourself should you need to rearrange the event. The insurance should at least cover the cost of the extended rental of equipment, the salon booking and the hiring of staff
Advice
- Prepare a small space that facilitates access to items such as spillage napkins, fire extinguishers, first aid kits, and so on. Hopefully, you won't need it, but for bigger events it's best to be ready for anything.
- If there are speakers or guests who are tired, jet lag, or mentally drained, talk to them or assistants to find out how they are doing. If needed, book a spa treatment or massage to help rejuvenate them. If in doubt, also send in some typical food and medicines (such as those to remedy jet lag, headache or stomach ache). If necessary, he advises a doctor. Tired guests can destroy an event, despite the effort you've put into it and the obstacles you've overcome.
- Make sure everyone can see the stage and hear music and speeches.
- Also, remember that it is always a privilege to organize an event for another person. Sure, it sounds stressful and difficult, but your contribution can make her very happy and leave her with the memory of this experience for a lifetime. Plus, you'll get to grips with the industry. Don't you do this job? It will come in handy in any case.
- Since you're in this role, you may need to act as an impromptu guest or dance with someone to make sure the event goes well. You want to develop speaker and dancer skills. At the same time, delegate the role of manager to another member of staff, who will have to cover you when you are involved in the actual event. The goal is to make sure that no guest gets bored or hangs in the corner.
