When you’re in charge of staging an event, you could be compared to the swan. Graceful, poised and calm in your appearance but paddling like crazy below the surface. There is so much involved that it can seem like too much to cope with. It also takes a lot of skills, including logistics, health and safety, financial planning, project management, marketing and idea generation.
Here are just some of the things an event management company can help you with:
- Setting objectives
This is an ideal starting point – the question why you are staging this event. Some reasons could include income generation, product launching, charity fundraising, training and development or public relations. What are your end goals and what outcome are you looking for from a live event?
Once you’ve clarified the objectives and feasibility of the event, the next decision is how that event will take shape. Will it be a small, intimate, niche event or a large-scale public one? How will it look and feel? What venue choices and speakers will be the best choice for your theme? A diverse team will help with the process of idea generation.
You’ll need a comprehensive logistical, marketing and content plan broken down into deadlines, available resources and who will be responsible. This is where an events management company offers massive help and advice. There is a lot involved and you should never underestimate the time it takes to organise everything.
This is likely to be the biggest single expense, so there are many things to consider when choosing the right venue. Do you want a purpose-built venue or could a more neutral setting work well, such as a warehouse or outdoor marquee? Are you considering an away day trip to a F1 Paddock Club Hungary location with a company like https://edgeglobalevents.com/f1-paddock-club/f1-paddock-club-hungary/, where you need to factor in travel and accommodation? You’ll need to factor in costs, service delivery, accessibility, traffic first aid, electrical supply and catering – to name just a few!
Another large cost will be feeding your attendees. This is important to get right as it’s often the biggest factor on feedback forms and comments. Will a caterer be tied into the venue booking or are you free to source your own? How will you cope with special dietary needs, ethically sourced ingredients and any religious dietary needs? Start with a budget and ask caterers what you can be offered for that price. Will you need an alcohol licence?
How will it all come together? This is where an experienced event company will make your life so much easier. They will have contacts will many suppliers that you need, including furniture hire, signage, stewards, florists, audio visual equipment, printers, portaloos, insurance, licences and music. This isn’t an exhaustive list but gives you a good idea of how a professional events company will undoubtedly have pre-existing contacts in many fields.