Tips for organising an event
Are you putting on a local charity fundraising event? Maybe you’re looking into coordinating a corporate team building day? Whatever you’re planning, be sure to check out our top tips for when it comes to organising an event! Here at I Do Festivals Group, we have an incredible amount of experience that we would love to share with you.
Start organising early!
It’s never too early to get a jumpstart on your event organisation. Grab a new notepad, your favourite set of highlighter pens and let’s start conceptualising some ideas for your event! But beware, don’t get ahead of yourself just yet, as you will need to take into account the next couple tips very carefully.
Establish your goals
Of course, when it comes to planning an event, you don’t want to lose sight of the main goals you want to get out of it! Whether it’s a wedding, a music festival, a corporate event or something completely different, you need to make sure you know exactly what will make that event a success as everything you do will be tailored towards those goals. For example, you may want to ask yourself the following questions:
- What is the purpose of this event?
- How many people would I like to attend?
- Who is my demographic?
- Is there a fundraising target I’d want to reach?
Set a realistic budget
If only every event had a carte blanche budget! Unfortunately, this is rarely ever the case, so before you start to book the three bouncy castles and five different street food vendors, make sure you’re taking into account a realistic budget. Living beyond your means is certainly a recipe for disaster and can have a knock-on effect for the rest of the event if it isn’t organised and solidified at the very beginning. Make sure to separate out your totals for each different aspect:
Entertainment budget = £W
Catering budget = £X
Decorating budget = £Y
Venue budget = £Z
To keep track of your expenditure, be sure to create a spreadsheet comparing how much you’re budgeting for, what the actual cost is and the amount you currently have left! If you’re not entirely sure how this should look, check out our other blog post which can provide you with a free event budget spreadsheet template and calculator!
Every event has got to have some version of entertainment! Dependent on what type of event this is, will have an effect on the appropriate type. For example, for a wedding you may want to book a live band. For an industry event it may be appropriate to organise a drinks mixer between talks so that your guests can mingle and get to know each other. These entertainment events may also be a great way to enhance any sponsorship deals from potential speakers!
Let’s take a deep breath and say this together “sometimes things can go wrong” and most of the time this is out of our hands, but that’s okay, these things happen. When you have a contingency plan in place then you can rest in the knowledge that the past version of yourself already has this issue covered!
Keep in contact with your vendors
This may seem unnecessary, but to save yourself some stress, you may want to keep checking in with your vendors. You don’t want the nightmare scenario of booking a vendor to have them not turn up three months down the line! There’s no harm in making sure you’re still on their radar and it could be an opportunity for you to enhance your event through collaborative ideas.
Dependent on the type of event you’re putting on, as the event planner, there’s no harm in delegating jobs to others when necessary. If you’re a bride planning your wedding, try asking one of the members of the bridal party to help you out with some of the odd jobs. After all, it’s almost part of the job description! If you’re organising a corporate event, then maybe look to form an events team when you begin planning so that you can share the responsibility and workload.
Ask for feedback
Constructive criticism is a useful way of learning what went well and what didn’t. To become a better event planner, asking for honest feedback from your guests about what could have been done better and what they liked about the event will help you if the type of event your organising becomes annual!
Contact us now to book your Festival!
Email - email@example.com
Telephone - 01329 448280