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Any event planner will tell you that the creation, deployment and success of a given event is subject to a staggering number of variables. It’s a job that is built more around contingency plans and catching small problems before they escalate into full-blown crises. For the first time event coordinator, there can be so many things to keep track of that it’s easy to get overwhelmed. To help you out, here are three of the most important things to consider when planning an event.
1. Ensure all local government regulations are metPlanning an event can be a minefield of political and legal red tape. There are rules and regulations for every facet of an event that must be adhered to quite strictly lest your event get shut down after being underway. Adequate fire safety and evacuation procedures must be in place. Quality crowd control must be implemented. The list is nearly endless. A great example of these considerations, particularly for outdoor events involving PA’s or amplifiers, is noise pollution. It’s a good idea to work with a professional company like Air Noise Environment as they can help you apply for a license and provide accurate acoustic modelling and projections to help your event stay within the guidelines on the day.
2. Getting the word outHolding an event is a great idea if you have a point to get across or a product to promote but it’s going to be a huge waste of money if no one shows up on the day. Thankfully, in this day and age there are many easy ways of reaching a large number of potential attendees without going to a huge amount of effort. The smart utilisation of social networks and targeted online advertising could be an efficient way to get word of your event out there. Create a Twitter hashtag, buy an ad or make an event on Facebook, leverage Google adwords - any of these strategies have proven to be extremely effective when wielded properly.
3. Logistical concernsFor a punter, there aren’t many things as annoying as getting ready for an event, making the trip and arriving on time only to discover that there’s nowhere to park, forcing them to run late, or worse, leave altogether. Proper signage so that your attendees can find their way around easily is another important consideration. Is the event location large enough that it would require a map given to attendees on arrival? Are you providing food for your attendees and if so what kind? A well-fed crowd is a happy one, even if it’s just free nibbles brought around on trays by catering staff. For smaller or less formal events, a food truck might be the answer.
These are just three of the biggest and most pressing considerations when planning an event. There are quite literally hundreds more that will need to be dealt with as the planning process continues. Have you ever overlooked something when planning an event and how did you rectify the issue? Tell your story in the comments below!