When it comes to hosting a public event, there are a few vital tips that will help you have not only a successful event but a smooth running one. You want your event to be the talk of the town, and for only good reasons.
When planning an event, it can be easy to forget some basic human needs you’ll need to cater for. You should make sure there’s food, so no one goes hungry and don’t forget on site toilets. You’ll be surprised to know how many organisers completely forget the basics. To help you plan the ideal public event, below you’ll find a complete list of tips for you to consider and include in your planning process.
1. Sufficient Space
Based on how many guests you plan on having at your event, it is vital to make sure that you have enough space for everyone. No one would want to be piled into a room or venue without having enough space to move around freely.
Most venues will let you know the capacity it can handle but making sure your guests are comfortable is a completely different story. This includes having the chairs and tables laid out with enough space for people to move around in between.
Each venue has different layouts which can change the whole look, the feel and the moveability of your guests. When you’re planning on booking a space for the event make sure you know the layout of the venue so you know what atmosphere you can create.
Additional Tip
As well as making sure your guests have enough space to move around, it is also essential that the venue has enough parking space for everyone.
Although Uber is a mode of transport, you have to consider the majority of your guests will need a place to park their own cars. It is better to have more parking than needed rather than causing some people to turn around and go home.
2. Access to Wi-Fi
Social media is something that is highly used, no matter the time or the place. Whether it be to check important messages and emails or used to keep people updated about their whereabouts, people want online access. This is why Wi-Fi is vital to most people.
A lot of people enjoy sharing their activities with those closest to them and in order to draw attention to your event you should have Wi-Fi at the event. This gives people an easy way to post selfies on Instagram or Facebook, making your event known to a wide audience. It’s event marketing you don’t even have to pay for!
Additional Tip
If you want to make sure that your event gets recognised while your guests are posting online about it, look into creating a hashtag that is unique to your event.
Creating a hashtag could also allow you to follow anything related to the event in order for you to gather data on your guests’ experiences.
3. Bare Necessities
For you to make sure that your guests’ basic needs are satisfied it is vital that you take note of the bare necessities such as chairs, tables, food, drinks and on-site toilets.
Chairs and tables should be supplied by the venue while food and drinks may need to be sourced. If the venue provides catering, make sure you ask for their maximum capacity they cater for. You need to make sure that they can cater for the number of guests you plan on inviting.
Meanwhile, if you need to get on site toilet rental Melbourne and other main cities always have a selection of quality vendors for you to choose from.
4. Additional Services
For you to make sure that you get great value for money, check with the venue if there are any additional services that the venue hiring fee will cover. Does the cost of the venue include a cleaning crew? What about the silverware that will be needed if they’re catering?
It is essential that you know exactly what you’re paying for and if there are any hidden costs you need to add to your budget. You wouldn’t be happy to receive a bill that includes expenses you weren’t aware of, so make sure you ask questions beforehand.
Additional Tip
Long before you start ordering anything, have a preplanned list of everything you think you’ll need to make sure that you’ve covered all your bases. This will help you figure out what you’ll have to attend to once you’ve gotten the bigger items covered.
Final Thoughts
Planning an event can be stressful and sometimes overwhelming but making sure you have everything covered will ensure that your event runs without a hitch.
When you’re starting to plan, do your research. Find out as much information as you can that could help you organise the best event possible. Ask people about their experiences at other events for reference and then make a list of what you’re planning on providing.
Last but not least, have fun with it! If you’re hosting an event you want to make it successful but also keep in mind the needs of your guests: they want to be entertained. Make sure you do everything you can to ensure your guests leave happy, so they will talk about your event for weeks to come and attend the next one!
Laila Azzahra is a professional writer and blogger that loves to write about technology, business, entertainment, science, and health.