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Planning Your Next Event

Nothing can be more stressful than planning a huge event that will host hundreds to thousands of people at one moment in time. You can almost anticipate the stress and anxiety that will follow as well the increase pressure that you can alllow to put on yourself leading up to the big day. 

Here are some helpful event tips that can help ease your mind and nerves while you put on your next large scale event.

1. Start the process as early as possible. Space is often reserved two years in advance and can be held for years beforehand. Getting a handle on the calendar can secure a date that works for you and your guests. Remember, some guests may have to travel and knowing the date in advance will allow them to book for early airline discounts. Also, knowing what other events are happening at the same time as yours may have an affect on your dates.
2. Take advantage of quieter months. If your event is on a strict budget suggesting quieter months can save some budget for other amenities. Some venues and event spaces at your location are more likely to be available in December, January or February.
3. Divide and Conquer. Assigning portions of the event to each team member can alleviate stress off your shoulders. If everyone has ownership of a piece of the puzzle, such as, set-up, registration, catering than details are less likely to slip through the cracks and team members will feel more involved. Having enough staff on board will always help the nerves.
4. Pay attention to the small details. Small details can be over looked quickly, so pay attention to things like pens and pads for seminar tables, convenient room layouts that complement your show agenda, technology usage, food preferences and parking. All these detail will help create an overall experience for your guests whom in return will appreciate the gesture. Most event planners tour a venue in advance, so they are familiar with how people flow from one space to the next.
5. Get accurate head counts. Allow about a week between when RSVPs are due and your final catering head count is due; that gives you time to follow up with invited guests and obtain a more accurate head count. If you’re not sure, order 20% to 25% over your best guess, so you won’t run out of food.
6. Choose a menu that suits your dining style. If you are planning a cocktail reception after opening session find items that are easy to eat and are not messy. Construct a menu that highlights one bite hors d’oeuvres to make it easy for your guests to eat and socialize. For a sit down reception a more elaborate menu is appropriate.   
7. Allow for breaks. Booking every minute leaves attendees mentally exhausted. Include morning and afternoon breaks with a full lunch hour. If you want to have an evening reception or dinner, plan for a day with half-day meetings or a break between the workday and the night’s activities.
8. Visit similar shows. To reduce your anxiety level attend a show that is similar to yours to see the overall picture and get ideas on what you want at your event and importantly what you don’t want. Finding out the do’s and the don’ts can also change your budget.