1. It all comes down to planning
Whatever event you’re organizing, it’s vital to its success to always take the time to plan the details before doing anything else.
Some of the details you need to decide on are:
– The number of guests that will be invited/attending?
– What places to consider?
– What kind of event are you going to organize?
– What will be the theme of the event?
– What weather conditions do you need to prepare for?
– Will you need to organize seating, food and entertainment?
– Will you need a dance floor?
– Will there be speeches?
– Will there be a bar and what will be the terms?
Once these details have been ironed out, it’s time to get to work.
2. Flexibility is key
Be prepared to make compromises or adjustments to your initial plan while hosting an event. The events industry is known to be a bit chaotic as things rarely go exactly as planned. Being flexible and able to react effectively to unexpected changes is a valuable trait in event planning. When nothing goes the way it’s supposed to, you need to be able to solve problems on the spot and adapt to anything from weather changes, subject changes, and on-site disasters.
3. Rent, rent, rent
A venue can make or break an event, so choose a venue that sets the stage and meets the needs of your event. Stretch tents make this part of event coordination much simpler, as they can be set up almost anywhere and require minimal effort to set up and take down. Along with their ease of use, they are available in various sizes and can be combined and assembled in a multitude of shapes and configurations.
Whether you’re hosting a fancy soiree at a 5-star hotel or a small gathering at home, stretch tents are a great and versatile option for covering events. Stretch tents can be installed on existing walls or structures or can be installed independently.
4. Catering and drinks
If your event requires catering, make sure you hire a reliable and reputable caterer. When using event catering or a third-party caterer, it’s a good idea to request a “menu test” beforehand, so you know what will be served and make sure you’re happy with the state of the food.
If your event doesn’t offer bar service or you prefer to set up your own bar, make sure you have enough stock on hand and that your bar is adequately staffed for the size of the event.
5. Stay on top of your logistics
An excellent way to mitigate problems or disasters on the day of your event is to plan your logistics efficiently. Consider what a successful installation will require, who your vendors are, when they will arrive on site and what they will deliver, as well as what they are responsible for installing. Stay in control by checking the quality of every delivery before vendors leave the site, and keep all their contact details handy in case you need to reach them quickly.
6. Stick to your budget
Any event, big or small, has a budget. Negotiate for the best price, before deciding on the provider. You can get a great deal on the catering and have a little more to spend on decorations, without going over budget.
7. Delegate tactfully
Successful event management relies heavily on a reliable and capable team. Prevent small problems from becoming big problems by assigning certain tasks to your team members to handle, that way you can focus more on making sure everything at the event runs smoothly.
8. Always have a backup
Having a plan B is always a good idea, especially in the unpredictable world that is the events industry. Consider the problems or changes that you may encounter during an event, in its planning phase. That way, you can prepare for the worst and stop a disaster in its tracks. An example would be renting a tent for an outdoor event in case it rains or to make sure the vendor prepares some extra meals.
9. Cover your back
If you are renting equipment or supplies, such as tables and seats; glassware; cutlery; etc., please take photos of the condition these items are in upon delivery. Sometimes equipment arrived damaged or broken and having proof that you are not responsible will prevent a supplier from billing you for the damage.
10. Stay the course
Event coordination doesn’t stop when the guest leaves the party. Few event planners beat event management. It is important to communicate with vendors after an event to ensure there are no issues or discrepancies, as well as to express your appreciation and satisfaction with their services.
We have a first-hand understanding and knowledge base of successful events from our plethora of experiences in the events industry. We have installed pop up tents, in the UK and around the world, for festivals, music concerts, corporate events and intimate garden parties.