Author: June 29, 2020

Whether you are planning an event for entertainment, fundraising or other purposes, successful event preparation requires an extensive plan, including managing budgets and vendors, such as providers of mobile restroom trailers, marketing and setup and tear-down procedures.  

Plan

Planning an event begins with identifying the purpose of the event. Then, the budget must be determined. The budget includes the cost of the venue, entertainment, logistics, catering, marketing, rentals, technology and licensing and permits, such as those required in some areas to hold raffles. Expected sponsorships should also be included.

Then, an event team should be created and the event responsibilities shared among the team members. The date of the event should be set so it does not coincide with any other conferences or competing events.

Venue choice will be determined by the season and expected weather as well as other events in the area on the event date. Choose a venue close to the airport and hotels. The venue may provide or suggest catering and audio visual/technology and furniture rentals. Ask the venue staff about the security and amenities provided, such as decoration and restrooms.

Your entertainment may include speakers or performers as well as food and drinks. Setup and tear down should be discussed with the venue and shared with the entertainment. In addition, will your event provide amenities, such as swag or pet adoption services?

Your vendors and suppliers, including furniture rentals, bathrooms, transportation, technology, photographer and catering, should be contracted and informed about setup and pick up periods.

Market

After you have developed your plan and secured your venue and entertainment, you need to begin your marketing campaign. You need to establish a strong brand. Gaining sponsorship may also support your brand. Use all the marketing avenues available, including social media, to share the event details and sell tickets, to get your event information to your target audience. Ticket purchasing should be easy and convenient.

Setup and Tear Down

When it is time to set up, check the venue to ensure your vendors showed up and are setting up. Make sure they provide all the services or goods you contracted. In addition, communicate with your entertainment, ensuring they are ready and set up.

After the event, begin tear down procedures. Work with your vendors and entertainment to prevent extra fees for delays exiting the venue.

If you are planning an event, make it a success by creating a detailed plan, marketing it early and through multiple marketing avenues and ensuring your setup and break down are quick and efficient.