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With a growing number of people looking to take part in novel activities these days, there is plenty of opportunity for new event planners to break into the industry. The catch is that with the number of new events out there, only the most organized and thoughtful event planners will create something that truly stands out from the rest.
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Having worked with a number of event organizers over the years, we've found that there are some things that can be easily overlooked when you are in the beginning phases of planning your first event. Giving special consideration to these 4 things from the start will ensure that your event goes smoothly:
Safety People want to have fun and they will undoubtedly want to participate in your event because it promises to be a good time for the whole family. Keep in mind that one of the biggest draws for your event will not only be the fun activities offered but also the level of organization and focus on the well being and safety of the event attendees. Is your event location in a safe area? Will children be safe if they stray away? Are you located near a street with heavy traffic? Are the event grounds contained and fenced in or can people who are not invited wander into your crowd of attendees? Addressing these and other safety issues will not only ensure your attendee's security but also enable you to market your event as an exciting and safe occasion to be shared by all.
Food More often than not, events will include some sort of food or refreshments for attendees. The logistics involved in feeding a crowd of hundreds can be frightening but a little planning will ensure that no one goes hungry. Two things you should ask yourself are: Where will the food come from and how will I have an accurate idea of how much food I will need? To address the first issue, you will need to decide if you will hire a catering company or purchase and serve the food yourself. The advantages to hiring a company are obviously that they will handle everything from purchasing the food, to cooking the food, to serving the food, and cleaning up after the event. The downside is the cost of course.
EVENT REGISTRATION Offered exclusively on paper registration forms and probably went something like this: The attendee would fill out the paper form and mail it off to the event by post including a check. Once received by the event, a staff member would have to manually transfer the attendee's personal information into a spreadsheet and make a trip to the bank to make a deposit. After a week or two of waiting, the attendee would get a letter back confirming his entry into the event. The main concern here is the length of time it takes your staff to process one entry and the time the attendee has to wait before receiving a confirmation.
Conclusion With a growing number of people looking to take part in novel activities these days, there is plenty of opportunity for new event planners to break into the industry. The catch is that with the number of new events out there, only the most organized and thoughtful event planners will create something that truly stands out from the rest. From my experience, the key to setting off on the right foot and creating something successful is thinking about these four items from the very start. This solid foundation will make launching your event easier and will lay the groundwork for an event destined for growth and popularity for years to come.
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