Whether it’s a surprise birthday party for your Grandpa or a corporate fundraiser, there are some things that must be considered for absolutely any kind of event. Of course, countless details will vary depending on the occasion but generally speaking, if you get the fundamentals right, everything else will fall into place. So with that in mind, let’s take a look some top things you need to do when planning your big event.
Know your budget
Before you do anything else, you need to have a clear idea of your budget. From the amount of guests you invite to the type of entertainment and catering you book, ever decision you make along the line will come to down to whether or not you can afford it. It’s therefore better to have the figure clear in your head before you even begin thinking about venues, food, entertainment and more.
Understand what your priorities are
As well as having a clear idea of your budget, you need to know exactly what your prioritise are before you start planning the event. Think about your overall goal. Do you want to raise money? Are you looking to boost your company’s profile in the industry? Or do you just want to throw a fun party to thank your staff for a job well done? Whatever the reason behind the event is, you need to be clear on it before you can start planning.
Once you know the ultimate goal for your event, you then need to decide what your priorities are and allocate your budget to them accordingly. If it’s a thank-you party, perhaps you’ll wish to spend more budget on entertainment and catering whereas someone organising a business networking event will prioritise audio-visual capabilities and a swanky venue.
Get some professional help
Hosting an event is hard work. There are countless things to think about and an array of things that could go wrong on the day. So why put yourself under the stress of dealing with all of this stuff when you can hire someone to do it for you?
Many people avoid hiring event managers as they want to keep costs down by doing it all themselves. But whilst hiring a professional event manager does cost a bit of money upfront, it could actually save you a lot of money (as well as time and hassle) in the long run. Event managers organise events day in day out. They have on-going working relationships with local venues and vendors and can therefore help you to get better deals across the board.
Find the right venue
Once you know what budget you’re working with, the next thing is to find the right venue. Some things to consider here are of course the amount of people you wish to invite as well as what kind of catering and entertainment you will be providing.
For a formal dinner, you’ll need a venue with seating and catering capabilities, and if you wish to provide music or audio-visual presentations, you need to make sure that the venue can provide all the technical things you need to make it work.If you’re looking for an event venue in Sydney, make sure you find one with parking and accessible public transport links. If the venue is in a remote area without access to parking, you’ll need to consider offering additional transport for guests. It is possible, but it will of course eat into your budget.
All of these things and more need to be carefully considered before you book your venue. Remember, this will take a big chunk out of your budget and will set the tone for your entire event, so you need to ensure you make the right choice. Don’t be afraid to look at a few venues and carefully weigh your options before you confirm anything.
Events come in all shapes and sizes and there’s a long list of things you’ll need to think about. But if you can focus on the factors mentioned above and make smart choices right at the start of the planning process, you’ll be well on your way to success.