Top tips when organising an event!

These are a few of the key things you need to think about when organising an event

• What do you want to achieve from the event? - always bear this in mind when choosing a venue and planning activities
• Choose a date - it's always a good idea to plan well in advance, spaces get booked up quickly
  
• Create your event budget - you will then know what you have to spend
  
• Compile your guest list - it is essential to do this before choosing your venue so that you know your numbers and you can then also ensure your chosen venue is easy for guests to travel to
  
• Factor in setup and breakdown time - remember suppliers will need time to setup the event and break it down afterwards. This needs to be included in the contract
  
• Choose your suppliers carefully - always get 2 or more quotes for each element of the event. This will ensure you are getting the best value for your money and allow you to negotiate with your preferred supplier
• Go on a site visit to your chosen venue before signing contracts - it is amazing what you can find out when actually seeing a venue!
• Think about sending a save-the-date card - if your event is not for a few months, but you want to ensure everyone puts the date in their diaries
• Invitations - send invitations out at least 8 weeks in advance
• Dietary requirememts - remember to collect information about guests' dietary requirements. This will avoid any embarassing moments on the evening!
• Signing contracts - when signing any supplier contracts, perhaps ask a lawyer or an experienced event planner to read through all the terms and conditions
• Food tasting - it is always worth doing a food tasting with your caterer so that you can taste the food but also look at the presentation of it
• Health & safety - remember to fully assess the health and safety aspect of the event and put all the necessary precautions in place. As an event planner, this is your responsibility
• Theming - this is the best part of the job. Try to be as creative as your brief allows
• Post event anaylsis - the follow up and strategic debrief after the event is as important as the actual event. It will allow you to improve on necessary areas should it become an annual event

If you would like any further advice or help on how to set you apart from your competition, why not contact us?
E: charlotte@charlotteaikman.com
T: 07958 734 383
www.charlotteaikman.com