Tips for planning events

The planning of events requires thorough preparation. Whether a large congress or a smaller seminar – the planning, organisation and execution must be done with a cool head. A badly organised event puts the organiser and client in a negative light. The event planners in Atlanta, GA gives tips on how to make your event a success.

Starting signal of the Event planning

If you are just about to organise an event, you must first ask yourself whether you are taking over the organisation on your own or whether you are hiring an expert or an event agency. An expert can provide you with useful tips and creative suggestions. Independent event planning seems cost-saving at first, but can ultimately prove to be a wrong economic decision. If you want to work with professionals, ask for references or find out about their professional history. The next step is to form a planning committee. The persons must be reliable, flexible, responsible and able to work in a team. If you plan exclusively with in-house employees, you must start with the distribution of the various areas of responsibility. However, if you commission external professionals, you must first generate a request for quotation with the essential information about the event (number of participants, target group, etc.).

Budget

In principle, the budget must first be regulated. The planning of the budget includes planned costs, sources of income and planned profits. Many companies use the so-called fixed budget. Of course, the desired goal can also be for the event to generate a profit – in the form of registration fees, admission tickets, sponsors, merchandising, etc. If the profit orientation is not in the foreground of your planning, you must determine at the beginning which costs the client will bear and which the participants will bear. When calculating the costs, please do not forget that you have to take out insurance. A concluded insurance protection protects you from possible risks. Reserve about 20 percent of the calculated amount for unforeseen expenses.

Long-term planning is important for the success of the event. Also plan for periods such as school holidays or bridge days. Above all, the determination of a realistic lead time for the organisation of the event is elementary. In general, up to a year’s lead time is required to organize a major event:

For a two to three-day conference with around 200 participants, for example, you can expect 250 hours of work or six working weeks. Three working days of 18 hours each can be expected before the start of the event.

Consider, for example, that you have to book various speakers or musicians for whom early information is a must: professional obligations of the participants or other events taking place are factors that have to be taken into account! You can find out how to find the right background music in the guide to music bands. Also remember to hire professional photographers (depending on the event) to document the event.

Venue

The location of the event is also decisive for the cost breakdown. The decision itself is usually made by the management or the client. The decisive factor here is the orientation to the needs of the target group. Visitors should also have no problem reaching the event by public transport. A description of the transport connections on the invitations is extremely helpful for people who are not familiar with the area. In addition, a booking option for a nearby hotel can be added. The mention of parking facilities must also be taken into account. For visitor orientation, it is advisable to signpost the venue on the final day.

Invitations

The invitation should be characterized by something special – but attention, less is also more here. But a pinch of creativity can’t hurt. A reply card should be enclosed with the envelope. Sender and confirmation of participation should be on the same page. The fax and telephone numbers as well as the e-mail address of the organisation management in the event of any queries are also essential. Help with media design can be found in the classified ads at markt.de.

Premises & Gastronomy

Acoustics and lighting conditions must be checked in advance. An employee of the room or system broker should be present on the day of the event in order to be able to help with any problems. Keep the caretaker’s number handy. However, do not rely exclusively on other persons. The provision of technical alternatives (spare microphone, etc.) can sometimes prove to be extremely useful.

With regard to food and drinks, it should be mentioned that you must check the gastronomic conditions at the conference venue of your choice in advance. If these do not meet your requirements, there will be enough time to commission an external service provider. You can find more information under Party Service and Catering – What to bear in mind when booking?

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