Event Management: Tips for Making Your Events
Lively and Successful
Outdoor events can be quite fun. Though, without proper management they can turn out to be the exact opposite of fun. These events have many problems, some of which are unique to specific occasions. These problems range from permit requirements to bad weather. However, proper planning and the right resources can help you make your events lively and successful.
Here are tips for making your events lively and successful for your guests and all attendees.
- Prep the venue
Before the first guest walks through the doors, you should have the venue set up and ready to host everyone on your list of attendees. Ideally, you will not want to get things done in the middle of the event. Here is a list of things you should do to get the venue ready:
- Complete the decorations
- Get the furniture in place
- Prepare the stage and props for all performers
- Get all external services you want to source in place
- Prepare refreshments and food
- Set up sponsor-related banners and other marketing materials
- Check your security features
Additionally, ensure you brief your team on everything you’d want them to do. This level of communication is essential in ensuring the event is successful. Lastly, walk through the venue to see if everything is in place.
- Logistics and Layout
Have a blueprint of your venue and ensure you let all vendors know where you want them. For instance, make sure loaders know where you want them to place the equipment. Where do you want the stage? Meet your team in advance, including vendors, to coordinate the entire layout.
- Accommodate Your Speakers and All Performers
If you have speakers and performers, make sure they have people take care of them before they arrive. Ensure your team attends to their needs and makes them as comfortable as possible. Consider asking for prep lists from all performers and speakers to know more about their requirements.
If you have not met any of your speakers and performers, make sure you introduce yourself and, if possible, your team also. It is essential to appreciate them and make yourself available and approachable in case of any problem during or after the event.
- Get Powered
All places that need lights, such as the food station, DJ zone, and the stage, require a power station. If you do not have adequate power stations, ensure you get extension codes with the appropriate power load. Ensure every piece of equipment is connected to the correct power load to avoid damages due to power surges. Additionally, you may want a backup power system.
- Get the Lighting Right
Every event requires proper lighting, especially if you plan to have it through the night or late in the evening. Light your pathways and parking areas for convenience and safety purposes.
- Make Your Guests Comfortable
Entertainment is one way of making your guests comfortable. Consider hiring a DJ or an entertainer to cheer up people. Accordingly, you should have food and drinks for everyone.
Will your event go for days? Consider a recreational station, maybe a gaming zone. For instance, you can set up a ping pong table for your guests to shed a few pounds during free time as they wait for the next session. Ensure these facilities are spread throughout the venue or have them in a central location where everyone can access them.
- Upgrade Your Sanitation
This is an area where you should never make a mistake. Inadequate toilet and restroom facilities can ruin a lively event. Ensure you have sufficient sanitation equipment for your guests and team. Additionally, it is always good to have special amenities for VIP guests. Provide enough hand wipes and wraps.
- Prepare For Emergencies
It is always advisable to have medical experts on standby every time you host an event. Alternatively, you can have a first-aid kit and other safety equipment, such as fire extinguishers, ready. You may also want to have a list of nearby medical facilities and directions.
- Monitor the Weather
Inclement weather can ruin your event at the last minute. Monitor the weather and plan accordingly. You can use weather-monitoring tools or follow weather forecasts. This will help you determine if you want to host the event outdoors or make it an indoor event.
- Help Your Guests Navigate the Place With Ease
Have you ever attended an event and end up roaming around as you try to find your way through? This is the most frustrating thing. Do not let your guests pass through the same problem. Erect signs around the venue and mark paths clearly for everyone to see. If you have reserved seats and locations, such as parking lots for people with disabilities, ensure they are marked.
Proper planning can make the difference between a failed and successful event. Use these tips to ensure your event is lively and guests satisfied.