Organizing an event, be it a kid’s birthday or a musical performance that fills up a whole stadium, has never been a simple and easy thing to do. Assuming the number of guests, what’ll be for entertainment, the food, the timetable… the list of things that need careful planning is long and complex. So it comes as no surprise that large and successful events have an entire entertainment industry behind them, acting together like clockwork!
The thing is – there are just so many issues to think about, so if you’re a small team, or even working solo, it can become overwhelming very quickly. To counter this, you should stay focused and keep track of a general plan and a to-do list. To help with that, here is a list of 6 important things that you need to prepare before any bigger event.
If you’re even thinking about hosting a “free-entry” event – stop right there. Unless it is supposed to be a closed event, invitation-only, giving the liberty to anyone to simply enter just so you can have as many people present – will backfire quickly. Whatever the venue is, you should strive to have people there who are genuinely interested in the subject, not just because “there’s a free party”. However small and symbolic, any ticket price will guarantee a much more selected crowd.
On top of that, there is the question of security. Some events require bouncers at the front door, others will only need someone who will remain sober and be ready to call the police if need be. Making sure who is much easier if you use customised lanyard printing to identify people. Color-coded, or printed with a QR code, these identifiers make the job of securing the event all that easier and more efficient.
Frankly, there is rarely any larger event now that doesn’t use these, and they’ve become so common that it’s a well-known and accepted sight for any event-goer. Being customizable, they are a great way to stay true to the theme of any event.
So, the content of the event itself has to be divided somehow. If there is a stage you cannot have everyone performing at once, and after every performance, you need some time for the crowd, and the crew, to regroup. This is done by calculating when there will be most people visiting, and what they’ll want to see. Longer events typically have a peak at the first weekend, though this can be seen in other places as well – the weekend is usually busiest when it comes to the entertainment industry, as most people are free from work at that time.
Food and Refreshments
Not all events are centered around food, but all events require refreshments. From marathon runners that need water to gigs where beer is expected and even a family gathering in your home – where some tea and biscuits would be nice, something to drink and nimble on is required. Having lanyards makes this much easier to organize, as larger events will probably have different grades of refreshments too.
Full-working staff will probably want a proper, cooked meal, that should be provided by the organizer, while a visitor will maybe come to the same booth looking to eat something, but they will have to pay for it.
And again, unless it is an invitation-only event, you will need to do things commercially, which also means doing a bit of advertising. This can be done in a multitude of ways, some expensive, others not.
Usually, the fastest and most convenient way is through social media, though beware, it may not be as effective as you might think. The other popular option, traditionally, would be placing an ad in the local papers and maybe a leaflet in a few selected mailboxes. The most effective is, of course, recommendations by word of mouth, and that can be greatly helped with a branded T-shirt, lanyards, and other things that people can show each other.
Don’t forget – always leave room for plan B. From bad weather to faulty cars that stopped in the middle of nowhere, there are ample chances of something going wrong and thus spoiling the event. Though the clouds are out of your control, having someone to back you up as a host, and having a place where guests can hide from terrible climate – are two major things that save most events from a complete disaster.
Events are fun, a great way to socialize, but also offer an opportunity to earn some money and spread ideas that are otherwise unheard of. With so many things to think about, it really cannot be emphasized enough how proper organization, labeling, and communication are critical to any event being successful. So using the proper tools for that, from sticky notes to tag bands, is what gets the job done unless there is huge event-organizing machinery supporting you. In which case – you’re good to go!