Planning an important event is a lot of pressure for planners to bear, even if it is often spread across a team. The multitude of options to consider can be overwhelming, especially in huge capital cities like London.
To help put things into perspective, here is a handy guide to the essential things planners should consider when putting on a big event.
Tech is your friend – use it
With the digital age we live in, there really is no excuse for not making use of the latest apps to help you get your event off the ground.
EventCase is a must-have all-in-one tool for getting your event together, with customised invitations and guest registration. TINT is a social media specialist which allows you to pull data from over 10 networks to curate information about the event. And, of course, trusty old Spotify has to be used to provide the soundtrack – you can even send guests a customised event playlist to take home with them.
It’s good to talk
Communication is vital for any event and for this planners need to use a variety of methods to make sure everyone is pulling in the right direction.
With London being such a hectic lifestyle, not everyone has time for 2 hour meetings. For this reason, sharing everything online with the events team is essential, with things like R&R (roles and responsibilities) and contacts sheets readily available in digital format.
Whatsapp and Skype groups are obvious tools but London’s network of cafes and eateries are extremely useful to organise quick get-togethers at the drop of a hat. That’s not to mention its world-class tube service that can be used to get team members from one place to another.
Facebook is opening a café in London https://t.co/qLT7HVz2K1
— Matt Navarra (@MattNavarra) August 15, 2019
Expect the unexpected!
Of course, no one can ever be fully in control of what is going to happen but we can lessen the impact of a disaster if it happens. How? PREPARATION.
From a monetary perspective this means budgeting every last detail. And even then, have an agreed emergency fund on hand, just in case. Also, remember – things often take longer than planned so always add an extra 10-15% time buffer on every part of the event, such as lighting shows or speeches.
Last but not least, London is in England. England is a wet, rainy island in the North Atlantic that is subject to erratic weather outbursts. A parade of umbrellas for guests should always be on hand for outdoor events while gadgets like heating lamps can help for any temperature drops.