From weddings to parties, corporate retreats to festivals, great events take planning! As your destination locale of choice, we want to make your event as seamless and easy as possible.
Set a Date
The date might already be pre-set for a reoccurring event, but if this is a new event, be sure to consider the following before firming up your date:
- Give yourself enough time! Ideally, you should have 4-6 months to plan (depending on the nature of your event)
- Be aware of statutory and religious holidays
- Avoid school holiday time periods (e.g., winter, spring and summer holidays)
- Check dates with key participants – e.g., speakers, presenters, VIP guests, etc.
Create a Master Plan:
This plan should encompass all aspects of the event, including:
- Venue, logistics & catering management (contracts, permits, insurance, etc.)
- The people who will help, with clearly defined roles, and a decision on which professionals need to be engaged
- Decor and theme needs to be chosen right away, as this will affect other areas
- Speakers/presenters (identifying, confirming, logistics & management)
- Registration/RSVP (online sign-up, payment and tracking; on-site sign-in, etc.)
- Online needs (event page, website, social media plan) should be determined far ahead of the event
Establish a Budget
Your budget should incorporate estimates for all of the key items identified on your Event Master Plan. Don’t forget to include any travel or accommodation costs for speakers, presenters, etc.
Determine Administrative Processes
In other words, how are you going to keep track of your planning, registration, budget, guest and speakers lists, etc.? Some clients prefer paper records, organizing binders and notebooks to die for, and others go the digital route, keeping all their information on Google Drive, Dropbox, etc.
There’s no one “right” plan, but there is a wrong one…having no plan at all!