Events are all about attention to detail and flawless execution of the biggest to the smallest things. A mistake in one aspect may create a domino effect on the rest of the event. When you plan an event, there is a recipe for disaster and a recipe for success.
ULTIMATE EVENTS, INC. and other experts in event planning from California cite the following as a blueprint for a successful trade show, seminar, gala, or any other event you’re planning:
Start the Process Early
It’s never a mistake to start planning early for an event, doing so allows you to create backup plans and make immediate changes when a vendor backs out or a venue changes their schedule. You’ll need at least four to five months for large-scale events and about a month or two for smaller ones. This timeframe provides you enough time to plan and execute. Finalize contracts with vendors and the venue a month ahead of the date.
Retro Planning Document
This document outlines everything you do and every task that you need to execute from the start of the day of the event. Assign tasks to a responsible staff, so they can handle them professionally. Some schedule may change based on need or problems, but the document provides you and your team a reference of what to do and how to adjust.
The Art of the Deal
Negotiating prices is always possible, even if a vendor says otherwise. Before the negotiation, list everything you need from possible vendors. Create a budget and start with a number that’s 5% to 10% lower than their asking price. This number provides you with a bit of leeway for unforeseen expenses such as service fees, taxes and others.
These are some of the things you should think about when you plan an event. Implementing these can lead your event to success and keep your clients happy with your services.