There is no denying that trying to organise an event can be a trying and stressful process — especially if it is your first time managing an event! There are plenty of things that can go wrong, and it can often feel like you are in a race against time, but successfully organising (and hosting) an event makes all of the stress worth it.
That said, is stress really necessary? There is no need for stress and anxiety when you are prepared for the matter at hand, and if you make sure to give yourself enough time and manage it at your own pace, managing an event can be a piece of cake. Here are a few ways to successfully organise an event without any of the stress!
1. Looking into the overall theme of the event
First and foremost, it can be hard to plan anything out without an understanding of the theme. If you are still in the planning stages and haven’t yet thought of a theme, there’s no time like the present! The reason why it is so important to go for a theme is the fact that it can set the roadmap for the rest of the planning process. Even if you might not have been planning on a particular theme, it would still be a good idea to choose as it can help make the process much easier.
For example, there are some professionals out there that can help you plan an event with a particular theme. For example, www.wearetricycle.co.uk specialises in fairground-themed parties, which can help bring a genuinely special experience. While it might not be the event for everyone, any big party involving children could turn into a magical experience with a fairground hire.
Another reason to go for a theme is that it can help dictate the catering for the event. After all, themes are not just about costumes and decorations — it’s also about the food!
2. It’s an absolute team effort
Keep in mind that if you are looking to host a large event, it’s an extremely challenging ordeal to handle on your own. The aforementioned professionals above can help with fairground hire, though typically you want your helpers to include the extra hands from the venue, volunteers, a few guest speakers and perhaps even sponsors if you can get in touch with them!
3. Make sure to pace yourself
Even with a team looking to get the job done, it can still be a challenging ordeal — challenging enough that many teams could still end up rushing near the deadline. The very first thing you can do to ensure the success of any event is to ensure that you give yourself a reasonable time frame to get the job done. With a proper time frame, you can pace yourself and not have to worry about the deadline when managing any event.
Planning also means having enough time to enact said plans, which means you could potentially sabotage your efforts from the beginning by not giving yourself enough time to get the job done.
4. Accessibility is a must
Without a doubt, anyone planning a large-scale event will have to consider multiple aspects when dealing with event issues such as catering. While it is easy enough to choose delicious food options for your guests, what about those that could potentially have seafood allergies? Seafood is an extremely popular food choice for most events, though seafood allergies tend to be more common than people realise. In such cases, having healthier alternatives when it comes to food can be the push the event needs to become an unforgettable experience.
5. Marketing the event
If you want to go the classic route, you can send physical invitations to guests. The designs of the invitation will vary greatly depending on the theme, though that’s just one of the many advantages of going for a theme. For those who aren’t too interested in physical invitations, you can instead send invitations through email or social media. If you want as many people to join as possible, you could even market the event on your social media profile. For those who are planning to run an event for the business, it will likely include social media updates on the company’s profile page.
One of the interesting parts about marketing an event is that you will likely get people asking questions. While the questions might seem like a typical part of any event planning process, you could very well take notes from those questions!
6. Look into event planning software
One of the ways construction companies manage a construction project with hundreds (if not thousands) of steps is through the use of project planning software. An event that is months in the making will likely also have plenty of steps, which means it might be a good idea to look into event planning software. Not only will it be exciting to have a roadmap of everything you need to do, but it will also be quite easy to make changes to the plan with the right software.
7. Have fun and take care of yourself
Last but certainly not least, event planning is infamous for being an extremely stressful endeavour. While you will likely deal with many responsibilities at once, there is nothing wrong with taking a break now and then. The reason why it is so crucial to pace yourself is that a lack of sleep can lead to mistakes, which in turn can lead to even more stress down the line. Give yourself a chance to relax, and enjoy yourself when you can!
While the above tips are more suited for large-scale, events, more intimate gatherings can still benefit! Pacing yourself, looking into accessibility, and much more are ways to help not just large events, but smaller parties as well. While it might seem overwhelming at the beginning, with the right amount of preparation, it can be easy to plan just about any event. Whether for business or any other reason, the above tips are sure to help.