August
2009
Introducing Event Design and Planning
Although every organizer is likely to encounter some issues now and then while planning the event, there are a number of faults that shouldn’t be made. And so event design is all about being very well prepared. In order to guarantee all goes as without a major hitch, create a list to ensure you haven’t left out any of the important points of planning an event. The points below are only example matters to plan for. Therefore, it’s requisite to anticipate all possible matters – do not take the following as a completed list.
Before signing a contract, make sure the event doesn’t take place on any major holiday or on the day of an important sporting event. Find out when school holidays occur, as many parents may plan a family holiday for that time. It is important that you confirm the event date with all parties invited to check that everyone knows the location and time of the event.
Check out the location before booking it. It may be hard to have the time to make the trip, but this really is essential. By seeing the venue prior to the actual event, you confirm your apprehension of the location size, the atmosphere, and the level of difficulty in getting to the location. It will also assist you in making precise directions and maps for your clients, and allow you to introduce yourself to the staff you will be co-operating with at the venue.
Get specific – do not sign a contract unless it is appropriately thorough in its terms and conditions. It is insufficient to merely expect unclear words to mean the same thing to both parties. When feasible, include all dates, times and agreed upon prices in the contract. E.g., if a building is undergoing refurbishment, it should be said clearly when this redevelopment work will be completed by.
Plan with plenty of time to spare. Have diverse back up plans in the event your primary plan of action simply won’t be possible with the budget or timing. Never assume all will run smoothly. Examine every detail at least twice and make checklists to help you keep on top of what’s left to do.
