It can be hard to organize an event. I’ve been there, trust me. I manage and organize events daily. There are certain things to consider and to factor in when organizing an event. It can be a very lengthy process but it can also be easy if everything goes according to plan. Just always believe in this, nothing is impossible.
The planning phase when organizing an event is the most important. Some questions you can ask yourself or your client are:
- What is the theme of the event?
- What is it for?
- How many participants are there?
- What is the budget?
- Any special things to consider?
Only after you got these answered, then can you proceed with planning for the event. Ensure that everything is planned before you start to implement it. Allocate the budget according to the priority of the task.
Once you have drawn out your plan, make sure that everything is confirmed. Check it with you client if you have one. Ask them if the plan is alright to proceed. If there are any changes, draw out a new plan and show it to him or her. Ensure that you got their approval before proceeding. Once that is settled, check if you need to buy or engage special items or contractors. One thing that many people forgot to plan before hand is to buy trophies or plaques for competitive events. If you think you do not have time to buy it, check out this trophy shop. You can get it delivered to you.
When you are trying to implement the plan, make sure that you keep within budget. Keeping within budget is important and you should always remember to keep within budget. Check out several contractors and choose the cheapest one or the one that can fit within your budget. If your client is fine with going over budget slightly, you should still try to keep within budget. If you are able to produce a great event while keeping within budget, your client will be happy and impressed at the same time.
Make sure you have a schedule. This schedule tells you what you need to do before the deadline or the actual day of the event. Refer to the schedule, make sure everything falls in place. On the actual day, arrange it in a way that the event can start in time. Ensure that you clearly state the time that your food caterers and contractors have to be ready at the location of the event.
After every successful event, I always celebrate. I pat myself on the back and reward myself with a great meal. Managing and organizing events are not easy. It is a very difficult task and it can be very tiring. After the event, give yourself a treat. Tell yourself that you did a great job in organizing this event. Be proud and prepare to organize the next event. Whenever you find yourself in a difficult position while organizing an event (Which I obviously do experience), keep persevering, look for alternative ways to overcome the obstacle.