Every event, regardless of how big it is and what it’s in aid of, requires planning. From setting the budget to taking care of last minute details on the day of the event, there are some factors that you will need to take into account if you want your event to be a success. Although each event is different and unique, there are several points that you should always consider during the planning process that will allow you to achieve great results. Here are 10 tips to make your event a success.
Establish the Event Objectives
First of all, you need to identify the purpose of the event and why you have decided to hold it. This point is essential, since a birthday event has a very different purpose from a company meeting. Once you are clear about the objectives of your event, you can continue with the rest of the steps.
Set a Budget
Setting a budget from the beginning is one of the most important steps in your plan. This will allow you to know at all times the amount of money you can spend for every product, service or activity related to the event. We highly recommend that within your budget you allow for a margin of possible unforeseen circumstances.
Choosing the Venue and Date
Having a set venue and date will make planning much easier, so we suggest that you decide on both as soon as possible. Do some research on the internet, ask around and if you can visit a few venues that best fit the style of your event. Finally, when deciding on a venue, you need to take into account possible weather and circumstantial factors. For example, in the summer and holiday months it is likely that venues will get booked up meaning you’ll need to spend more time in your search.
Drawing up a Guest List
It is very important to keep track of who is attending the event and take into account any specific requirements they may have. In the RSVP invitations, you can provide all the useful information about the event. Not only does this include the date and place of the event, but also other information such as the dress code, the event theme, the activity schedule, the menu, etc.
Hiring a Caterer
Depending on the time of the event, you will have to choose which type of menu you want. You will also need to think about the dietary restrictions of your guests (vegetarian and vegan menus, options for celiacs, etc.). We recommend that in any case you choose varied, original, easy-to-eat options made from quality products. Although the menu is not usually the most important part of an event, satisfying everybody’s appetites will increase the overall satisfaction of the guests.
Publicise the Event
This point is especially important if the main objective of your event is to promote a brand, product or service. If you want to reach as many people as possible, it is best to advertise the event through social media, using stories, videos and contests. You can also do the same if you are planning a private event. This will generate hype with your attendees and allow them to interact with the organisation process, making them feel part of the event planning.
To organise a truly special and unique event, you must take care of every detail visually, decoratively and organisationally. Don't forget the element of surprise too! Organise challenges, gymkhanas and other kinds of activities that are not revealed to the attendees prior to the event. At the end of the event, give them a small gift related to the theme. All these factors will help to differentiate your event from other similar ones.
Planning the Day of the Event
You’ll also want to carefully plan the schedule of your event, such as performances, catering, welcome cocktail, contests, etc. Remember, there are always situations that you can't plan for, so if something unexpected happens or something doesn't go exactly as planned, don't despair! There is always a solution.
Hire an Event Planner
If you are new to organising and managing events, hiring an experienced event planner will save you a lot of headaches. The event planner will be in charge of all kinds of tasks related to the event such as finding the ideal venue, managing the guests and hiring the right people for the event.
During the event, they will play a key role, as they will ensure that the objectives and plan for the day are met and, given their experience and resources, they will be able to deal with any unforeseen event or problem that may arise.
Hire a Professional Video and Photography Service
By documenting what happens during the event, both the organiser and the attendees will get a nice souvenir of the event. If it is an event organized or sponsored by a brand, the brand will be able to use both video footage and photographs in their future marketing campaigns.
Do you have an event coming up? Celebrate it at The Beach Club Higuerón. This new season, our club is the ideal place to organise all your private events. If you want more information, contact us or visit us on our website and social networks. We are ready for you!