Event Planner
Events need to be managed to make sure everything is planned for and to make sure the whole event is running smoothly. Most people when planning an event do not take every aspect of the event into account. Here at The Bar we thought we would give you some pointers to help you plan your event.
Most people do not realise when running an event there are a few key areas people should take into account. The first step is normally the most important
Planning
1.Its good to find some people to help you, being solely in charge of the event can mean a lot of pressure and work.
2.Prepare a Budget.
3.Research company’s who you would want to use in our event. (We know a very good Mobile Bar Company!!!)
4.Prepare a draft invitation.
5.Prepare a draft schedule of the programs in the event.
6.Prepare a time line (with deadlines) for each activity.
After you have gone through the planning process you will need to take action and make sure all the work is done to your fixed deadlines.
1.Fix the date, venue, chief guest, name of the event and tag-line. (Contact us for help with finding venues)
2.Gather items needed for the event. These items might include medals, games, prizes, or certificates.
3.Make arrangements for Photos, videos etc.
4.Make arrangements for food and refreshments.
5.Make arrangements for chairs, tables, backdrops, microphones, speakers, computers etc.
6.Make accommodation bookings and pick-up and drop back facility. (where needed)
7.Prepare the list with all relevant mobile, phone numbers, emails ids of team members. Also a detailed list of suppliers used on the event.
8.Visit the venue and meet up with the venue owner. Make sure you have all the information and equipment you need.
9.Make sure you communicate with every one on how to reach the venue and the time.
Things need to be done the week of the event to reinforce all the hard work you have already done.
1.Check whether all invitations have been sent and responded to. Create a list of invitees.
2.Remind certain people about the event.
3.Check whether all activities are going on schedule.
4.Re-check with the hotels that accommodation is in order
5.Go to the venue and check whether all things are ready.
6.Prepare minute to minute agenda for important programs.
7.Make a checklist of the things to be taken to the venue.
8.Check whether enough people are there for the event, otherwise make sure you get some more people to help you.
Finally after all the effort you have put in the event is finally upon you.
1.Arrive early to the venue and make sure any helpers are there to help you.
2.Make sure the host speaker has the schedule and resume of the chief guest ready. He / She should be well prepared. Make sure the host/anchor/Master of Ceremony is aware of the purpose of the program as well as the people who are organising it.
3.Make sure that speakers are aware of any time constraints.
4.Ensure all resources (food, water etc) are sufficient, otherwise work out your contingency plan.
5.Thank the delegates after the event.
6.Take the feedback from participants.
Finally all the hard work has paid off and the Event has finished
1.Thank every one that helped you this is a great way to finish the event and build repore with anyone you may work with again.
2.Finalize and settle the accounts.
3.the photos in your event website.
4.Evaluate the feedback forms (or feedback from your website)
Most importantly celebrate yourself for managing the event.
This is only a quick list and it does not include everything you need to do as every event is different and should only be used as a guide. If you need any more information about managing of an event The Bar have a lot of experience of managing events.
When you are doing an event think of us and our services as our mobile bars can be brought to any location to make your event extra special. The Bar can supply across the UK focusing on the Midlands including, Nottingham, Derby, Lincoln, Leicester, Nottinghamshire, Derbyshire, Lincolnshire, Leicestershire and across the East Midlands.