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Anyone who’s planned an event in the past (and many who haven’t) will be aware that it’s no small task. There are a whole host of things to be thinking about, and it’s all on your shoulders if it goes wrong. From the initial stages of writing a communications plan and applying for risk assessments, there’s a lot that can go wrong and a huge amount to think about. Give yourself plenty of time for this initial planning stage, it will really help get your head in order and see the whole picture. This doesn’t need to be the final concept, it’s just a rough outline. Once you’ve finished, go through again and pick out the best ideas you’ve had, and consider any areas you’ve failed to look into. Next you’ll need to begin to work all these ideas into a singular cohesive plan. There are tonnes of great books on event planning, as well as lots of articles online. If you’re not sure about anything at all, just look it up. Talk to the other people who will be involved in the event, and get a firm date agreed. It’s never possible for everyone to attend, and the larger the group the higher the likelihood of absence. Don’t let this put you off! Before you book anything, you will need a budget (both an estimate of costings, and an approved budget which has been signed off by whoever is in charge). It’s important you stick to this budget, as you might not be given the responsibility in future if you wildly overspend or miscalculate. Finding a venue is the next step and this should happen as soon as you can. This will clarify some areas you will have to look into (such as mobile bar hire, staffing, furniture and catering). A lot of venues have links with other companies who will be able to offer you excellent value, but shopping around is also important. Mobile bar hire can mean much more freedom when it comes to where your event is held. Serving drinks and refreshments is always important, but there are a limited number of venues with these as a static and permanent fixture. Mobile bar hire doesn’t need to be expensive or complex, but equally your mobile bar hire choices can be a show stopper. With Perspex bars as well as light up options, consider your audience and how much of a feature you want to make of it. Set yourself mini deadlines up to the event so you can make sure everything is coming along nicely, and hold regular meetings to keep everyone in the loop. Joseph works for a mobile bar hire company based in London. With several years experience in the event furniture hire industry, he has a lot of specialist knowledge on the industry.
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