How to stage a world class event

With a long list of suppliers to coordinate and seemingly endless tasks to complete leading up to an event, planning and managing an event may appear overwhelming.  Although event planning is a lot of hard work, you will soon find that the rewards of a successfully completed event are worth all the time and effort invested.

No two events are the same.  But whether you are planning a product launch or organising a company function, there are some general guidelines that can be followed to stage a successful event.

DREAM BIG

Thumbs up for those who dare to dream big. It always pays to brainstorm with your team and field the great ideas early on and then work through everything to find what is most viable and workable for the budget and style of event you want. Your desired outcome starts with great ideas!

COST THE EVENT CORRECTLY AND GET HOLD OF THE BUDGET YOU NEED

There’s a lot to be said for being on budget, plenty of folks will point the finger at an event that’s under costed and over spent! If you have great ideas that get you fired up, then you can find ways to fund them with the same passion. Check your ticket pricing - is the event priced correctly for what is provided?  Check your sponsor donations, are there more sponsors just hankering to give you money?  A great event needs a well-planned budget!

SETUP TIMELINES AND DELEGATE

People love a job to do! Rally the people who are keen to help, give them a clear guideline on what’s expected and when you need it by. Allow yourself contingency when setting up your timeline, getting things in late make it too tight to get the changes that may be needed. The more help you get and the more time you give yourself to get things together, the better your event will be!

GET COMMITMENTS AND KEEP A TRAIL

You need a record of how much you’ve paid for the many things you’ll need to spend cash on, you need to know who said what, who’s doing what for you and the prices they’ve all quoted. A phone call isn’t always going to be good enough, ask for a confirming email wherever possible and when agreeing to a quote, make sure that any changes to that quote are to in writing. An email or an agreement on paper is always better. Knowing where the cash went and what is booked solid well in advance, totally takes the pressure off!

GET PROFESSIONAL HELP

Some jobs just need to be handled by people who do events for a living. For safety reasons, jobs like building props & stage sets, Security, Sound & Lighting, A/V and Food handling are best done by the experts. Great entertainment by artists who have the experience, profile and credibility can take your event into that higher level of amazing.

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