The secret to pulling off a successful event is in the logistics beforehand. Preparation and planning are key, so read on as we reveal our best tips to help you create an unforgettable experience.
What is the Goal of Your Event?
What is the overall aim of the event? Is it a networking or celebratory occasion? A product launch or a fundraising gala? Keep your guests in mind by focusing on what they hope to experience by attending this event.
Create a Timeline
Outline key tasks and deadlines to keep your event planning on schedule. If you’ll be relying on external companies, allow yourself enough time to attend meetings, make bookings, and hire equipment.
Delegate
Assign each team member a different task to ensure that no aspect is overlooked. This leaves you free to manage the bigger picture by not being overrun by the smaller details.
Consider the Choice of Venue
Logistics are crucial when selecting a venue. If the location is out of town, make sure attendees can get there with ease or provide transport options. If the event is to be enjoyed outdoors, consider an indoor alternative in case of poor weather.
Venue Walkthrough
If you haven’t used the venue previously, organise a walkthrough beforehand so you understand the space you’re working with. Check for things which will make your event run smoothly, like adequate power sources, entries, and powder rooms.
Clear Communication
Avoid miscommunication on the day by outlining a plan amongst your team and the venue’s staff. Include who is managing which aspects of the event and helping guests. Make sure you have multiple communication channels as well.
Run Through the Event
Small things can be overlooked which can lead to issues on the day. Run through the event beforehand to make sure everything is up and running. This is essential for any technology the event will be relying on.
Stand Out from the Crowd
The venue staff and your team need to be easily spotted should guests require anything. Colourful or branded t-shirts will make you stand out. Alternatively, a formal occasion would suit a black dress code and subtle name tags.
Clear Signage
Take the time to create useful signage for your event. This avoids confusion for guests and minimises delays due to attendees not being able to find important locations.
Troubleshooting
Despite all the planning and preparation, things can go wrong. Assign a team member who is solely responsible for troubleshooting issues as they arise on the day so that the event can carry on with no major mishaps.
Very Important People
Without the VIPS, aka your guests, there would be no event. Teach your team the basics of customer service so they can assist attendees throughout the day.
Let our team at Melbourne’s Best Functions help you plan an unforgettable occasion. Select from a range of sophisticated venues that will leave your guests speechless. Contact us today on (03) 8199 3733 or [email protected].
