Here at Capability Events we get many enquiries from potential clients who are at the very start of organising an event. They know roughly what they want to do but all the details are a bit vague.
So we have produced a little 10 step list to guide clients in how to approach the start of their event.
Here it is:-
Before you call anyone to chat about your event it is best to try and decide these basics first so that your supplier can provide you with accurate and sensible advice and quotes. Decisions are key.
1. What do you want to do? You'd be amazed the number of clients who call with no idea what they actually want.
2. Decide on a date or a range of dates, without a date no supplier or venue can quote you or talk to you about their equipment or service availability.
3. Decide on a venue type. Marquee, field, lawn or hotel. Even if you don't have a venue to use yet try and decide on what type of venue would be your ideal.
4. How many people are you entertaining. It goes without saying that a party for 100 people is completely different from a party for 1000.
5. Whats the postcode of the venue. This is very useful for a supplier as it allows accurate location of the event and the ability to decide on the cost of transport. If you don't have a venue yet just saying I want to hold the event in Cheltenham is much better then nothing.
6. One person in charge. If you're the MD of your company by all means delegate the task of organising the event to an employee but make sure that employee feels they have scope of command and are allowed to make some decisions. It is very frustrating for a supplier to not be able to deal with the key decision maker as this makes quoting, and the inevitable following questions a very drawn out process for all involved. This is especially important if you are holding your event during peak seasonal times.
7. What is the purpose of the event? Are you celebrating, showcasing, selling or sharing something? These different event goals all require different handling in terms of your event production. It will effect the atmosphere of the event and what elements your suppliers recommend you have.
8. Try and have a good idea of what you want, even if its just the basic foundations of an event. Suppliers can drown you with ideas but you need to have a good starting point to get the ball rolling. Just saying "I would like to have a memorable party for my 40th" can be tough. However, saying " I would like to have a memorable themed party at home for 150 guests and all I know is I want food and fantastic fireworks" is much better as an initial opener. A decent supplier with good experience will be able to explain the practical pros and cons of different elements of your event to you so you can then make an informed decision about what will work for you and your guests.
9. Know your budget. This is one of the most important things to decide before talking seriously with a supplier such as ourselves. We can guide you, of course but ultimately you get what you pay for. If somebody offers to produce a dinner/dance marquee event for 400 guests for £15,000.00 then be very wary! Its a good idea to have a flexible budget so you can get quotes in on various options to allow you to make an informed decision. An experienced supplier will be able to tell you what is cost effective for your event within the realms of your budget. You will always find that by booking an event package from a single supplier you will always save money in comparison to booking individual elements from separate suppliers.
10. Enjoy yourself! Whether you're organising an corporate ball or a private party at home remember that event planning should be fun. A good supplier will let you be as involved as you want to be and will work with you to produce a very memorable event that hopefully you should get all the thanks for! Listen to their advice and experience and try and find something together that your guests will remember for weeks to come after your event.
Have fun, and last but not least; if your event is outside take wet weather insurance!!!
The Capability Events Team September 2008
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