Every event needs two things: aims and objectives. Once you know what you want to achieve, itâ€™s simply a case of filling in the gaps to help you get there. The earlier you start the planning process, the better. You never know what challenges you may encounter along the way: venues may be booked, caterers may be unavailable and plans may be changed. Setting the date and booking the venue are the first things to finalize. Once you have a venue and a date you can invite your guests and start the publicity machine rolling.
Here are 5 things to do before your event going to held:
- Send a reminder email: This tip has a couple of components to it, so view it as a sort of hub. First, send an email reminder to guests that contains information, venue, parking instruction. So, they will find easy to get in a right time at the event. Second, send an email to the people who have yet to register. Then they will remember and attend the program at the right time. Finally, send personalized invitations to key people.
- Do a walkthrough of the venue space: Even if you’ve been to the venue in the past few months, it’s a good idea to do a final walkthrough. Try to put yourself in the mind of an attendee who’s never been to the site. Where would they get lost? What locations would be top of mind for them? This is also a great time to assess how the traffic will flow and to do initial sound, video, and lighting checks.
- Confirm details with vendors and visit with your staff: You should always confirm details with vendors such as caterers, and AV technicians. Make sure caterers have the right headcount.Even if you’re working with a staff or volunteers, you should either have a meeting with them in person and send an email with dress codes, arrival times, and instructions for how to handle unruly guests. It can also be wise to set a “head volunteer” who can manage the meeting and communication for you.
- Review logistics: Logistics like parking, signage, and security will vary by location. Ensure you have the necessary materials and have visited with the venue managers prior to the day of the event.
- Take time to relax: Tomorrow will be a big day, and you’ll likely be on your feet for the duration of it. Treat it like a marathon race and take sometime to relax and get a good night’s sleep today.