An event planning business can be really tedious all the time. This type of business needs connection/partnership, enough staff and start-up funding. It needs enough time to organise everything. Budgeting and mingling with your connection are important to the success of your event.
For a partnership, business owners first establish key service providers such as caterers, hotel chains, and event places. In this way, it will create a long-term partnership. For the staff, owners should handle accounting duties, tax preparation and other administrative activities and try to outsource non-essential functions. For the funding, enough money should cover at least three months’ overhead expenses. Either get peer to peer loans or consider collecting the payment for the first event upfront.
But how exactly the successful event unfold? Read the steps below:
The objectives and purpose of the event must be defined. This is important because you will be able to have an idea what’s the best size for the venue, the right budget, the presentation you are going to do, the number of guests you are going to invite and strategies to execute the event. Your purpose can help to give you focus and drive. You would be able to know where you are headed.
Select the event date and time. Two of the most important details in the event planning are time and date. The event must be done in two weeks out. In this way, the guests will have enough amount of time to plan anything on that date. Then, remind them once or twice before the said event.
Choose the venue for the event. Keep in mind that you need what kind of space you need for the event and how you are going to manage it. Are the guests going to sit on chairs in the row or benches? Do they stand to enjoy the music and mingling with other guests? Do you want your event to be like a picnic gathering? Do you need a place with the roof or not? Is there a place where the guests can enjoy the music and dance away? How about the place of speakers, podium or a stage? It’s really up to the kind of event you are going to organise.
Choose a place or venue. It is really recommended that you make an ocular inspection so that you can estimate the position of equipment and the people that it can accommodate. You would be to sketch and allocate other things like tables and chairs. Also, you need to see the exit routes for emergency purposes. Consider the parking space and other local government approvals when looking for a venue.
Decide how many people to invite to the said event. A number of people you are going to invite depend on the budget and venue. There are events which are ticket entry or by invitation only. It’s better to plan most especially the inevitable latecomers. The more guests you invite, the more staff and crew you will need. It’s much better if you are going to ensure that adequate room for the guests to move freely around the venue.
Settle on a budget. The budget will always go to the staff and crew for the event, renting the equipment and the venue, supply of food and beverages. You should also put a budget on printing pamphlets or flyers. You can also get sponsorship and donations to lessen the burden on your pocket.
Create a team of event assistants. Organise the team handling the event. They can be your friends, colleagues and even family members willing to help you. You should designate proper tasks to them. You can create a committee on food/beverage, logistics, programs and finance. You must inform your team about the tasks they