Do you like going to events? Parties are always exciting and fun until you are the one planning them. From looking after catering, decorations, photography to preparing guests lists – everything seems like one big roller coaster ride. Many people jump into this field, considering it to be a ‘fun’ job, but surprisingly, it is quite challenging.
What are the Most Important Aspects of Planning an Event?
As the day of occasion begins, you witness high-stress situations and several last-minute cancelations. Thus, whether organizing for a huge wedding or a small conference, you have to plan correctly, and planning is much more than finalizing décor flowers and tasting food. If you are clueless about it, here we are unveiling the most critical aspects of planning an event. Have a look below!
1. Determining Budget
You might think of planning an exquisite event, but does your budget give it a green signal? Honestly, you have to create a budget in every step to avoid any unwanted surprises. After all, having a rough estimate of things is not enough – identify the scope of your needs and start allocating the budget. For instance, consider the logistics of the event, size, length, venue staff, and delivery costs. It eliminates the problem of running short of money. Moreover, keep your budget flexible to make room for adjustments, allowing you to make instant changes and final upgrades.
2. Portable Restrooms
Usually, events happening outdoors have a significant concern about restrooms. Many event planners forget this aspect while planning events without realizing their importance. You can look for portable toilet rentals in the Portland or in any closeby area to ensure people don’t have to walk miles to reach a restroom. Alongside providing convenience, it has many options to fit the needs of guests.
These portable restrooms can easily fit under your budget since they are super affordable. Similarly, you don’t have to worry about toilet disposals because portable toilet providers look after the toilet cleanup, ensuring hygiene. Hence, you can provide your guests with a hassle-free event with the utmost professionalism.
3. Build Your Team
Believe it or not, but planning an event is not one person’s cup of tea. It is collaborative teamwork, where you have to gather hardworking enthusiasts like yourself. However, you cannot go around hiring people; instead, you have to designate roles beforehand to ensure accountability. For instance – you might need someone to align your schedule – opening vacancy for an assistant.
Similarly, you might need someone to handle deliveries, arising the need for a logistics manager. Likewise, you will need a marketing manager, a creative designer, venue floor manager, and some interns. Once you have everyone on board, you can assign a person to whom everyone will report their progress.
4. Select Your Tech-Tools
Are you still using the ancient tools of event planning? With available tech tools, many planners forget to consider this aspect while organizing events. These apps and programs not only assist you with everything but also make your work less challenging. It gets everyone on the same platform, where everyone can assign tasks to each other and measure their progress.
If the logistics manager were supposed to pick flower deliveries at 2:00 P.M, the forum would show whether he completed his tasks on time or not. Thus, it gives you a clear picture of your team’s performance too. You will find plenty of event management software – select the one which aligns with your needs and project requirements.
At times, you have to think out of the box instead of only focusing on getting the job done. How about you do something extra? Offer your attendees a thank you gift for being a part of the event. These giveaways do not have to be extraordinary, but more like a gesture of appreciation from your side.
You can give out a customized notebook of your organization, or even a keychain would work, depending on the event. In case of a wedding – you can create personalized cards of ‘thank you for coming’ with your brand message. If possible, then hunt for sponsors to offer guests incredible giveaways. These minor things reflect your brand image, making it an essential part of organizing sentimental events.
There is no recipe for planning the perfect event because organizing events is about hard work and creativity. Planners have so many things on the plate; thus, they forget about the crucial aspects – identifying budgets, building teams, and ensuring the availability of restrooms. If you are stepping into this field, familiarize yourself with the basics to have a smooth journey.