You’re in the midst of planning an event… You have a goal, vision, and maybe even a venue and a date in mind. Now you’re stuck and not sure what the way forward is.
Take a deep breath. That’s why we’re here. To step in and take the worry off your plate.
Let’s help by guiding you through your event planning process. Here’s some great advice for before, during, and after an event.
1. Before the event
Most of the planning happens before the event. Here’s what to keep in mind when it comes to choosing a venue, organising entertainment, catering, and everything else you might not have thought of.
Step 1: Venue & Furniture
Decide on where you would like to host your event. Get in touch with the venue and make sure the dates that you would like to host your event are available.
If you’re happy with the venue, you can put down your deposit to finalise the date and time.
You can now go ahead and plan the layout of your event within the venue. The best is to draft a room diagram with an estimated number of tables and chairs you’d like to have.
We at Urban Motion supply rental equipment or furniture suited for any type of event. We’ll help you decide on how many tables, chairs, silverware, glassware, linen, etc. you’ll need for your event.
Step 2: Entertainment
One of the most important things is keeping your guests entertained for a memorable experience.
You can decide on whether you’d like to hire a DJ, live band, or guest speaker, depending on what type of entertainment will best suit the type of event you are planning.
Once you’ve decided on your entertainers or guest speakers, make sure the venue knows who to expect on the day of the event.
Step 3: Décor
If you want to add some flair to your event, the right type of décor can really help you bring your theme to life. Some events need a lot, some need very little.
Let’s make your space look amazing while staying within your budget.
Step 4: Other things to consider
Here’s a list of things you might not have thought of:
- Event marketing and branding
- Event registration process
- Booking speakers
- Transportation and accommodations
- Audio/visual needs
Putting all these pieces together can be quite challenging. The best is to make a list and tick off the boxes as you go along. That way you know nothing gets left out and everything runs smoothly.
2. On the day of the event
Step 1: Get organised
Firstly, you need to prepare yourself for the day ahead by wearing comfortable clothes and shoes. Don’t miss out on breakfast and stay hydrated. Make sure you’ve printed out a schedule for the day. And you’re ready to go.
Step 2: Emergency kit
It’s always a good idea to pack an emergency kit for every event. You never know what might happen. Here’s what we put in our emergency kit:
- Cable ties
- Safety pins
- Travel sewing kit
Step 3: Setup
The setup starts the minute you arrive at the venue. The first thing you can do is to check your timeline and make sure the vendors arrive on time and have all the equipment they need.
A half an hour before the event starts run through your checklist to make sure you haven’t missed anything. Pop in by all the vendors just to make sure they are ready.
3. After the event
Even though your event is over, it’s not to say that your work is done just yet.
Step 1: Feedback
Contact your client or guests for a review. It’s always great to get feedback. This helps you see how you can improve and might give you new ideas for your next event. Great feedback can also be used on your website for future clients.
You should always have a meeting with your team to discuss what went wrong and what really worked well.
Step 2: Thank everyone
Reach out to your vendors and your team to thank them for their hard work. This helps build good relationships. You can also thank your guests for attending. Chances are good that you’ll receive a great review.
If you need help with your next event, get in touch with us, and let’s put things into motion.