Over the years I've worked with many event organizers, and I've found that when you're at the beginning of a planned first event, something can easily be overlooked.
Special consideration of these four things from the start will ensure the smooth running of your event:
Do you have the necessary permission to host the event?
Whether you need to apply for a special event license depends on your community, town or city laws. That should be the first thing you're going to study. Some communities require you to submit a license for any event for more than 1,000 attendees, while some communities may request to apply for any activity over the age of 10. There may also be a threshold number that needs to be attended by the police to ensure the order of your guests.
Your best bet is to contact your city council or local government so that they can inform you of any special requests to host events in the area.
People want to have fun and they will no doubt want to attend your event because it is expected to be a good time for the whole family. Keep in mind that one of the greatest attractions of your event is not only the interesting activities provided, but also the level of the organization, and focus on the well-being and safety of the participants in the event. Is your event location in a safe area? Will the child be safe if the child leaves? Are you located near a busy street? Does the event venues contain and surround or are not invited to linger in your attendee group?
Addressing these and other security issues not only ensures the security of your attendees, but also allows you to bring your activities to an exciting and secure occasion for everyone to share.
Typically, theevent will provide attendees with some kind of food or snack. The logistics of raising hundreds of people can be frightening, but a little plan will ensure no one goes hungry. The two things you should ask yourself are: Where does the food come from? How do I know exactly how much food I need?
To solve the first problem, you need to decide whether to hire a catering company or buy and provide your own food. The benefit of hiring a company is clearly that they will deal with everything from buying food to cooking food, providing food and cleaning up after the event. The downside is cost, of course. If you have a group of excellent event volunteers, you may want to consider taking on the job yourself.
The cost savings may be worth it.
As the registration form flows in, you'll be able to accurately predict how much and what type of food you should load a few weeks before the event starts.
How will you collect participant Data and Payments?
The biggest challenge in organizing events is to find a way to effectively collect payments and data from participants.
Ideally, you want to design a time-saving program for your event staff and provide quick and easy procedures for participants. In the past, activity registration was only available on paper registration forms, which may be similar: Attendees will fill out a paper form and mail it to the event by mail including a cheque. Once received by the event, staff members will have to manually transfer the participant's personal information to a spreadsheet and go to the bank to make a deposit. After a two-week wait, attendees will receive a reply confirming his participation in the event. The main focus here is on the time it takes an employee to process an entry and the time that attendees must wait before they receive a confirmation.
The result may be an overworked event staff member and participants who are unsure whether his payment has been received.
The growth trend in today's activity industry is the use of online registration software. There are a variety of activity registration software, some better than others. You will want to find a tool that fully automates all the tasks that are typically required for hosting activities. This means finding a software that provides online credit card processing, an easily customizable online registration form, a secure database to store your attendee data, a variety of data reporting options that can be accessed through any Internet connection, automatic confirmation emails sent online after payment to attendees, and an email marketing system, Enables you to stay in touch with your attendees and contact them after a year to invite them to your event.
If you find the right software for your event, the reduced workload will allow your employees to focus less on mundane tasks and spend more time dealing with important things-taking care of your attendees!
As more and more people want to participate in new activities, new event planners have plenty of opportunities to enter the industry. The problem is that with the sheer number of new activities, only the most organized and thoughtful event planners can create what really stands out. In my experience, consider these four projects from the start, starting with the right foot and creating the key to success.
This solid foundation will make your event easier to carry out and will lay the foundation for events that are destined to grow and be popular in the coming years.