Organising an event can be an overwhelming experience. There are so many different elements to consider, from the choice of venue, through to overall theme and costs. Regardless of whether you’re looking to organise a wedding, a corporate event or private party, here are our top tips to help make your event organisation a little easier!
#1: Plan your event in advance
Regardless of whether you’re planning a wedding, corporate event, fundraiser or exhibition, planning an event takes time. There’s a lot of different elements to organise and pull together, to create a great event, so give yourself time to do it justice. Many venues and suppliers get booked up months in advance too, so you need to factor this into your plan if you want your event to be a success.
#2: Get clear on the financial elements
This has several elements to it. Firstly, there’s the overall budget. This is one of the main financial elements, as it impacts on what suppliers you go for, the venue and the type of entertainment and décor you select. So, what is your maximum available budget to hold your event?
The second element is for those looking to host corporate or fundraising events. It’s an important question to ask, as it has a major impact on the rest of your event organisation. It is – How many guests do you need to break even?
Finally, what is the maximum number of guests you can invite? This, in part, comes down to the size of your venue, but it also has an impact on your financial spend, when it comes to knowing how many tables and seats you need, as well as how much food and drink to order.
#3: Cover the significant event costs first
Two of the most significant event costs are your catering and venue, so it makes sense to get these covered first. Key issues you need to factor in are those hidden costs (such as electrical supply, bar stewards and waiting staff and furniture). Many venues can provide a combined cost for venue and catering – but it’s always worth getting your own catering costs as well, to ensure you’re getting the best deal.
#4: Understand the logistics of event organisation
Pulling an event together inevitably involves dealing with various suppliers. Initially, you’ll have a larger list of potential suppliers, as you need to get several quotes, before narrowing down the options. Once you have narrowed down your selection, you then need to regularly communicate with each supplier, to ensure you have everything in place, at the right time and on the right day. You need to be clear on who is providing what, at what cost, along with when they need deposits and payments etc.
#5: Create a list
Finally, don’t try and do everything on your own. Planning an event takes time and effort, so get in some help. Once you know who is on your team, you can make a list of everything that needs to be done, along with who’s going to complete the task. Having it broken down into timelines and responsibilities, helps everyone see what their part is in the overall organisation of your event.
Here at Grim’s Dyke, we can cater for weddings, corporate events and private parties. With different packages available and room to cater for parties of 25 or more, give our events team a call on 0208 385 3103, and see how we can help you with your next event organisation!