Are you planning a special event? Are you looking for info on how to avoid risks and manage them? What are those factors to look into to avoid risks and make your event successful? Let’s answer these things and more in the following sections.
Clarify the budget
Stay on top of your finances by setting a threshold for the special event to avoid paying for any mistakes after literally. With a clear budget, you can monitor your expenses for every aspect of the event.
Know the details of weather/place/and date
Part of special event planning, you should also know the specific details of the place, weather, and date. Think of the weather and date but also consider certain factors, including giving yourself enough time, ideally up to six months of planning, before firming up the event’s date.
You might also want to avoid school holiday periods as well as religious and state holidays. Speaking of choosing a date also means checking it with presenters, entertainers, speakers and VIP guests, among others.
You should know the details of the location or venue that should have accessibility for guests even if they’d use public transport. But if they’re coming with a private vehicle, you should check for the venue’s enough parking spaces.
Hire the best Personel
Not having the right personnel for your special event can be a recipe for disaster because certain things can get out of bounds quickly. That is why you need an experienced special event planning team and a leader to steer the ship (or special event planning)
You should also hire the right personnel especially if you’re feeling out of sorts and overwhelmed over all the preparations needed. Having an event planning team, you can take advantage of their experience if you’re unfamiliar with the preparation.
As with their expertise and profitable connections, they can give great suggestions that you cannot think of yourself. And what’s more important, they can work out the best solutions in the event of crisis situations.
With a team leader or manager, he or she can also coordinate activities, schedules and workloads to his or her team. The team manager can also designate key personnel for every aspect, such as a safety team propelled by a key person that has the common sense and eye for detail, working closely the event’s planning leader.
Have plan B, why not plan C also
A special event has its goals and objectives. What do you want to achieve from it? And this is where a master plan is important because it will encompass every aspect of the event, such as logistics, venue and catering management along with contracts, insurance, and permits.
This master plan also includes details about identifying and confirming the presenters and speakers. It also includes plans about entertainment and activities, promotion and publicity, sponsor and partner management, registration and volunteer management, among others.
Planning also includes plans on lighting, layout, environmental control and power. Apart from these things are a production schedule that is one of the most important elements in the special events planning and production stage. A few elements in the production schedule include the access to loading docks, time available and obtainable labor.
If any part of this plan won’t work, a special events management company will be able to manage the risks when things do not come as planned because they can devise solutions to rectify the problem for a smooth event planning.
Finalize the paperwork
Finalizing the paperwork is a part of successful event planning and organizing. It minimizes any hassles, reduces risks, and gets the event attendees faster to the door of the venue. After all, all people want to know what to expect beforehand.
You can plan a smooth sailing special event by giving the attendees early updates about any event paperwork that they have to sign. That is why you have to finalize it in order to set expectations and let guests know about any future actions that they have to take.
Updating and introducing them with paperwork ahead of time can also reduce the day-of-event disaster for both them and the organizers.
Along with registrant paperwork, you also have to finalize documents on permits, contracts and insurances and other documents required for the special event. By having these things ready before the big day, you can have peace of mind that you and your attendees will be having a great time at the event.
Make sure that equipment works perfectly
Equipment can make or break your event. Make sure that they’re working perfectly.
Having an event planning company, they can check in and test equipment before the event goes live. With that, you will have enough time for responding to any problems before they arise.
For better risk reduction, you can also have duplicated equipment to avoid any single-point equipment failure to ruin the event. For example, with a backup generator, there can be a continued performance if one generator fails to work.
Follow the agenda
Creating the special event’s agenda is another important factor to consider once you’ve started planning your event. Ultimately, you should also follow it from the start to the end. A sample agenda will include the time duration of every part of the event. For example, 8:00 to 8:30 a.m. will be registration time and so on… Following the agenda, you can ensure everything is done within the allotted time and have a smooth-sailing event that satisfies all participants.
There you have a guide on how to avoid risk and manage them during a special event. Definitely, planning ahead of time and considering these factors can make a big difference. Now if you’re looking forward to a successful event, you might also consider hiring a pro event planning company today!