Why event planning is so important
February 4, 2014
When holding an event of any kind, proper planning is crucial to ensure its success. A poorly organised event can be of more damage to the reputation of a business or organisation than having no event at all. Planning encompasses all aspects of the event, from its initial conception and idea generation stage through to the timetable for the night itself. Everyone wants their events to run smoothly, and using an events management company can help to reduce stress and enable the organisers to enjoy their night.
In its planning stage, there are several key questions to ask which direct the rest of the arrangements required for the night. First of all, consider why the event is being held. Is it to attract new clients, foster links with businesses in the local community, celebrate a success of some kind, raise funds or to generate recruitment interest? There are of course numerous other reasons to hold an event, unique to each person’s field or interests. Either way, the overall objective will determine what kind of event is held and guide the remaining factors. The purpose of the event will govern the audience and invitation list. Compiling the guest list for the night needs to reflect the tone of the event as well as creating the best possible benefit. A networking event for local businesses will not be a success without good attendance from businesses in the community. Likewise, a recruitment based event or a fundraiser needs good advertising across the local area to generate interest and secure a viable level of attendance.
Once the guest list is created and objectives determined, the event planning can get a little more creative. Choosing the kind of event and its theme or style can be exciting, but needs co-ordinating with the chosen venue well in advance to ensure that all ideas are practical. Even ensuring there is a suitable PA system of microphones and speakers is a crucial stage: a keynote speaker or presentation by the guest of honour cannot be practical without suitable amplification, but this is easily overlooked by the inexperienced event planner. Likewise, seating arrangements are accommodation where necessary need to be arranged at least three months before the event. Liaise with the venue to make plans: venues with hotel facilities are often likely to offer a reduced rate for attendees of your event, but they will need to make arrangements for this and so planning is essential. Event management companies can advise on the event planning process and take responsibility for all or some of the necessary activities.