Organising a sport or recreational activity can be a difficult thing to do, particularly for a person or group doing it for the first time. Whether it be a school event, an office event or an event with your family and friends, although hard, event planning can be fun and enjoying and most importantly self-satisfying and happy. While the requirements and the size of the event tends to vary by a great deal, the approach and process of doing things when it comes to event management usually remains roughly the same. Here are some of the major issues to remember when planning an event.
Purpose
In planning an event, it is important to understand why the event is being held, who it is for and who it will benefit. Having a clear focus and clear objectives will help direct the planning process. Before going forward on any of the other processes of planning, understanding the purpose of the event will help you focus on what should do and what not to do and also give you a standing ground to proceed forward on the event.
Time and Location
When and where an event takes place can have a substantial impact on its overall success. When looking at the period of having the event, you need to look at what else is happening. You need to look at seasonal aspects that can help or be detrimental to the event as well as events that may complement or conflict with other events happening during the same period. So, it is essential to plan the event you are planning in such a way that it will not clash with other more important events in the neighbourhood of your event. The booking of services such as a charter bus hire usually differ from season to season with the price, which makes the time of the event every crucial for the budget allocated. With regard to location, there are many variables to consider, including the availability of facilities, accommodation, transport, and the support of local participants. Also, avoid organising events during any rainy or gloomy weather since the type of weather directly affects the mood and the attendees.
Budget
When planning some kind of event, you need to look into all the costs involved. The total cost can rack up quickly if you don’t pay attention and there are usually many hidden costs that you won’t think of unless it’s all on paper. Another good idea is to have a checklist both when executing what’s required and for the purpose of coming up with a budget. It’s best to work with someone knowledgeable with accounts and the prices of events to make sure that proper financial practices are in place.
If the budget is not sufficient, you could look for a sponsorship for that extra bit of money. When looking at sponsorship it is useful that the organising team has a clear idea of what it is that they would like from potential sponsors like money, publicity, discounts, services, etc. You should consider the transport of the attendees with coach bus services for anyone who requires a mode of transport.
Legal Permission
When organising an event in a public facility, or on land owned by someone other than the organising group, it is important to get the approval and any permits or licences required by the property owners or land managers. This may be the most important factor to remember while planning an event. If this is not done right, the consequences could land you and your team in a heap of trouble. The final factor is the event itself. If all of these processes are done effectively and correctly, the event would be a hit, offering many more events to plan in the future.