44 (0)1423 711806

the home of original entertainments

PLANNING A PARTY OR SPECIAL EVENT

How to get from a blank sheet of paper to the end of an event in a few simple (if a little oversimplified) steps.

Below we have set out some advice and tips designed to help you through the processes of conceiving, planning and managing an event. Not everything will be relevant to all events but we hope you will find it helpful.

Define the key objectives
Decide on the overall style of event
Decide whether to manage the event yourselves or employ professionals
Allow large amounts of time
Plan very carefully.
Choose suppliers carefully.
Issue invitations in plenty of time
Make sure all the practical elements are achievable.
Plan the itinerary very carefully.
Try to think of all the little things that so easily get forgotten.
Start early on the event day
Brief key personnel fully
Monitor everything
Be flexible
Enjoy the event.

Define the key objectives.
 The event itself is simply the means of reaching this end, so the objectives need to be clearly defined. It may sound obvious but this very important first stage is often overlooked, or not communicated to all those who need to know.

Decide on the overall style of event.

Choose a style of event appropriate to your objectives e.g. simple and basic, generous, lavish, sophisticated, light-hearted, formal .... Ensure that is going to appeal to the target audience? It's very important that it does.

Whether to manage the event in-house or employ professionals?
 This is a very important decision. If you have the key resources in-house (experience and time are probably the most vital) then managing it yourselves may be an option. However, if these resources are not available then we would strongly recommend you use professionals experienced in organising the required type of event. Events organising can be much more complicated than it at first appears and the assistance of outside experts gives access to experience, time and knowledge that is likely to be invaluable.

Allow large amounts of time
Event planning is a very time consuming business. A well received and successful event is the result of a great deal of time having been devoted to getting it right. There are few shortcuts to be had. If this is your first event prepare to be surprised!
As a rule of thumb - estimate the time required to plan your event and then multiply by 10 to arrive at a more realistic figure!

Plan carefully

A well choreographed event where everything happens effortlessly and in a seamless fashion is achieved by very careful planning, a great deal of thought and considerable attention to detail. Be as flexible as possible, allowing the programme to evolve and thus improve throughout the planning process.

Choosing suppliers
Choose suppliers very carefully. Seek out those with a track record of delivering the quality you require. As in all markets, the range and choice is extensive; everything from the outstanding to the truly awful. If it appears cheap it probably will be!

Issue Invitations in ample time
 Again, this often gets overlooked. It's very important to allow sufficient time to ensure the best chance of securing the attendance of your target audience.

Ensure all the practical elements are achievable
This may seem rather a strange one, but we have known quite a few events get a long way into the planning before someone spots a fundamental flaw e.g. vital supplies cannot be obtained, equipment does not fit, the room is too small for the audience ...

Planning the itinerary
An itinerary, however informal, is essential for any event. It is a vital tool to measure where the event is against where you need it to be at any given time. Some events require very detailed itineraries which need to be closely adhered to, while others may only require a very informal itinerary to act as a guide only. If there is no schedule at all, it is unlikely that things will run as smoothly as they should.

Attention to detail
Try to think of all the detailed requirements for the event - this really can make a huge difference.
E.g. A Prize Giving Ceremony. The prizes are not likely to be forgotten, but
has the presenter been briefed as to which prize is for whom
if it's a surprise award will the recipient be around to receive it (people always seem to disappear at a critical moment)
will it be easy for the recipients to reach the presenter

Start early on the event day
Time is everything and there never seems to be quite enough. Setting up always takes time and a few hiccups often occur, so try to leave a margin for the unexpected.

Brief everybody
Try to ensure that all suppliers, staff etc understand the objectives for the event. It's hard for people to give of their best if they don't fully appreciate what it is they are trying to do.

Monitor everything
 Every event requires careful monitoring from start to finish. By keeping a close eye on everything it is possible to react early to situations and thus avoid problems. There is seldom a quiet moment in event managing.

Enjoy the event
 Give an outward impression of enjoyment at all times, (regardless of how you truly feel). If you're happy it's likely everyone else will be as well.

So there we are, it's all over. It's 3 am, it's been a great success and everyone is delighted.
Now, who wants to help clear up?

Juggling - a handy skill for any events organiser to have

Premium Events since 1988