How do you avoid having problems when planning a special event? Here are 3 successful tips for planning the perfect event.
1. Give Yourself Time
Nothing guarantees failure like rushing through the planning process. There’s so much research that goes into having an event for the general public.
Things like having the wrong permit can derail your event at the last minute. Make sure you check into the rules at least six months ahead to make sure you have time to file the proper paperwork.
If you’re planning live entertainment, plan at least 12 months ahead so you can have a clearer idea of what you’ll need to request permits for.
For example, some events have special effects like fog machines during performances that aren’t covered by every insurance policy. Make sure you know exactly who’s performing and how you’ll need to be covered.
2. Know Before You Go
Set up a ‘know before you go’ event page. This is the page guests need to get their most common questions answered.
Having guests show up to experience surprise problems is a major event planning faux pas. Let them know there’ll be a long walk from the parking lot to the entrance of the building.
Explain parking fees or special dress codes. Some buildings are a chore to navigate once you’re inside.
Explain security requirements like having a certain form of ID to get in. These are the surprises guests experience that leaves them with a negative impression of your event if they’re not prepared.
You can send out an email a couple of days in advance to registered guests to alert them to this information. Always send a reminder on the day of the event.
Some people get floods of emails into their inboxes and won’t be able to easily recall the information from a few days prior. You’ll capture more people by making sure you have reminder emails in place.
3. Cross-Promote Your Event
Aim to partner with other organizations to promote your event if it’s your first time planning. First-time event planners rarely have a list that will fill an event space.
Add any shared email addresses into your event planning software so you can use it to build your list for upcoming years. Make sure the partners you choose shares the same audience.
You don’t want to attract the wrong audience just because the outreach is free. It might take some courting to gain the respect of potential partners.
It’s worth the effort since you won’t need to spend years building a list one person at a time.
Steps for Planning an Event
Event planning isn’t rocket science. As long as your compliant with local laws, keep guests informed and have a strong promotions strategy, you’ll have a great event on your hands.
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