1. It all comes down to the planning
Whatever the event you’re organizing – it is vital to the success thereof to always take the time to plan the details before anything else gets done.
A few of the details you need to decide upon are:
– The number of guests that will be invited/ attending?
– Which venues to consider?
– What type of event you’ll be organising?
– What the theme of the event will be?
– What weather conditions you’ll need to prepare for?
– Will you need to arrange seat, food and entertainment?
– Will you need a dance floor?
– Are there going to be speeches?
– Will there be a bar and what will the terms be?
Once these details have been worked out – it’s time to get busy.
2. Flexibility is essential
Be prepared to make compromises on or adjustments to your initial plan while you’re organising an event. The event industry is known to be a little chaotic as things seldom go exactly according to plan. Being flexible and able to effectively react to unexpected changes is a valuable trait in event planning. When nothing is going the way it’s supposed to – you need to be able to problem solve on the spot and accommodate for anything from weather changes, theme changes and venue disasters.
3. Location, location, location
A venue can make or break an event, which is why you need to choose a venue that will set the scene for and fulfill your event’s needs. Stretch tents make this part of the event coordinating much simpler as they can be set up nearly anywhere and require minimal effort to put 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 your home – stretch tents are a great and versatile choice for event cover. Stretch tents can be fitted to existing walls or structures or can be set up free standing.
4. Catering and beverages
If your event requires food catering make sure you employ a reliable and respectable catering company. When making use of an event’s catering or an outside catering company – it is advisable to request a ‘menu test’ beforehand, to enable you to know what will be served and to be sure you’re happy with the state of the food.
If your event does not offer a bar service or you prefer to set up your own bar, be sure to 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
A great way to mitigate problems or disasters on the day of your event is by planning your logistics efficiently. Be aware of what a successful setup will require, who your suppliers are, when which suppliers will arrive at the venue and what they are delivering, as well as what they are responsible for setting up. Stay in control by quality checking every delivery, before the suppliers leave the venue and keep all their contact details on hand in case you need to get hold of them quickly.
6. Stick to your budget
Any event, big or small, has a budget. Negotiate for the best price, before you settle on supplier. You might get a great deal on the catering and have a little more to spend on the decor, without exceeding the budget.
7. Delegate with finesse
Successful event management rests strongly on a trustworthy and capable team. Avoid small issues becoming big problems by assigning certain tasks to your team members to handle – that way you can focus more on making sure the everything at the event runs smoothly.
8. Always have a back up
Having a plan B is always a good idea – especially in the unpredictable world that is the event industry. Consider the problems or changes you may encounter during an event, in your planning phase. That way you can prepare for the worst and stop a disaster in its tracks. An example would be to hire a stretch tent for an outdoor event in case it rains or to make sure the caterer prepares a few additional meals.
9. Cover your back
If you are hiring equipment or supplies, such as tables and seating; glassware; silverware; etc., take photos of the condition these items are in upon delivery. Sometimes equipment arrived already damaged or broken and having proof that you’re not responsible will prevent a supplier from billing you for the damages.
10. Stay the course
Event coordinating doesn’t stop when the guest leave the party. Few event planners make it past managing the event. It’s important to reach out to suppliers after an event – to make sure there aren’t any problems or discrepancies, as well as to extend 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 event industry. We have set up stretch tents, UK and globally, for festivals, music concerts, corporate events and intimate garden parties.