The first stages of event planning are the most enjoyable. This is the stage where the event organisers are energetic and full of ideas. As the date approaches, this excitement and enthusiasm will often give way to frustration, stress and in some cases, complete disaster.
If you’re in the early stages of event planning - whether it’s a corporate function, conference or an exhibition - there are some steps you can take to ensure that you keep cool under pressure.
Microhire has been leading the event industry for over 25 years. Over that time, we have learnt a thing or two in event planning. Read on to find out our tips to hosting a great event.
Planning a great event.
Location, location, location.
First thing: location. It’s easy to book a venue straight away, but don’t get ahead of yourself just yet! The location needs to be appropriate for the needs of the event and its guests. This is only clear once approximate guest numbers can be confirmed.
All too frequently a venue is chosen before numbers have been confirmed. This can lead to disaster later down the track. Once it’s booked and a deposit paid, organisers might realise that the venue is too small, or too big, and compromises have to be made.
Any compromise is at the ultimate expense of your guests’ comfort. If your event is to be successful, the location must be suitable.
AV is key. So get an expert!
Quality Audio Visual equipment is essential. AV equipment is what will deliver the event experience to your guests. It is also the most fragile component of the event. Despite the best intentions of the event organiser, things can - and often do - go wrong.
Can you recall an event where there was microphone feedback? Or the sound system was too loud? Or maybe it was not loud enough?
The only way to make sure that your AV set-up is appropriate is to hire a professional early and get a quote. The experts will take the worry out of the technical aspect of your show, and have contingencies in place to manage any issues.
Confirm. Then Confirm Again.
Don’t leave anything to chance! Confirm everything. Then double check.
There is nothing worse than a critical arrangement falling through just before the event starts, then scrambling to find a compromise. Confirming essential arrangements before the day of the event is the best way to catch out potential hiccups before they become a stressful situation.
Make a checklist. Some of the essential arrangements to confirm include:
- Food and beverage arrangements
- Venue accessibility
- Multimedia content
- Floor plan and layouts
Practice makes perfect.
Time can feel a bit tight coming up to the event and it can be tempting to cut back on time allocated for rehearsal.
Rehearsal is one of the most important checks for your event. It’s during this time when the complexity of your event will become truly apparent. It also crystallises the roles and responsibilities of all the event organisers.
This step is particularly important for events with presenters and performers. It’s essential that any kinks are ironed out before the show. A sound check at this time is also your last chance to make sure that AV equipment is functioning perfectly.
Give friendly Reminders. Lots of them.
Finally, keep yourself and everyone else in the loop. The best way to do this is to remind your team and organisers about their tasks and schedules. They might provide you with valuable and timely information on the progress of tasks.
"The team at Microhire provided flawless communication and in-turn our spinal health event was a complete success, a smooth operation from start to finish." - Dr. Peter Roennfeldt (AP Chiropractic).
Before the day of the event touch base with venue, contractors, presenters and your own staff. A few hours before the event, ensure that everyone is aware of the schedule.
Remember the five Golden Rules
It’s impossible to account for absolutely everything in the planning process. Remember these golden rules to event organising to ensure that you don't run into disaster, and that your event is a successful one!
- Don’t leave anything to chance. Plan everything thoroughly before the day.
- Have a backup for everything.
- Allow enough time for rehearsal and equipment faults.
- Keep everyone up-to-date and in the loop.
- Expect the unexpected. Think of ways to reduce the impact of potential disasters.