Whether you have 20 or 2000 guests at your event, creating an impressive, memorable and unforgettable event can be a daunting process. However, by following these ten simple steps, your next event will be more organised, much more successful and less stressful than ever before! At Artist Bookings we have been producing and running events for many years and we know that a good event has these essentials.

1. What is the vision?

For what purpose is the event being held? Is it to raise funds? Increase awareness? Celebrate a corporate achievement? Launch a new product? Celebrate an occasion? What are the objectives you want to achieve by hosting this event? List your objectives and develop a plan as to how they can be achieved, maximised and measured after the event.

2. Check your diary!

Ensure the proposed date does not conflict with other events, both locally and nationally. As an example, booking your wedding on grand final day will send lots of your friends and relatives crazy – and even if they do come, they’ll send half your wedding checking the scores not enjoying your special day. Same with festivals – nothing worse than planning your special event and having a street festival making access to your venue and parking a complete nightmare. Failing to recognise a local or major sporting event can affect attendance levels. Check the local council and search the internet to see what other events are being held during that time. If you are planning an event where you have guests travelling from afar, vital research at this stage can save valuable resources, since venue and hotel rates are susceptible to seasonal and weekly price variations.

3. Develop a budget

The sky is the limit when it comes to holding an event, so ensure you develop some sort of budget before you start. Be aware of the most important aspects to your event and allow enough funds to cover those basic elements. When collating your event options, opportunities will inevitably arise which you know will really impact and enhance your event, like booking a quality band instead of a DJ. Be prepared to have a little flexibility with your budget if possible.

4. Plan ahead

Events take careful time and planning, so good preparation is essential. Ensure you secure the right environment, right entertainment and right location for your event. Many function centres and bands are booked up to 12 months ahead, especially at peak times (Spring and Summer). Keep ahead of everyone else and secure your chosen entertainment early. And remember, “Fail to plan, plan to fail”.

5. Manage expectations

What will your guests expect? Maybe they are not expecting anything and you want to surprise them with a funny MC? For award nights, corporate presentations and seminars – why not add some light entertainment to balance the night? Put on a show, break the formality, and relax your audience. Creating fun and laughter ensures your event will be remembered for a long time.

6. Location, location, location

With so many venues available for private hire nowadays, you’re forgiven for feeling overwhelmed with the choice. Exhibition centres, golf clubs, churches, reception centres, restaurants, tourist locations and theme parks, the possibilities are endless.
Ensure the venue can accommodate your maximum number of guests, ensure there is adequate parking, do they have on-site catering, do they have the experience, you may even be able to ask for references from previous clients. If possible, visit them for a site inspection. The internet or company brochure is not enough (we all know the power of good photography). Simple aspects including clean, modern amenities, good acoustics for public speaking and friendly staff can make or break your event dynamics.

7. Develop a theme

You have a clear vision and purpose for the event, - now its time to develop a theme, whereby all individual elements will integrate and gel together. Do you want people dressed in a certain way, do you want them acting a certain way, do you want them to bring something with them?

Implementing a specific theme ensures consistency and sets the overall tone of the event. Its presence should be felt from the initial invitations, the entertainment, the food, even the dress code. All successful events incorporate a strong theme, whereby guests receive the same message in line with your objectives and desired outcome.

8. Food, glorious food

Menu choice is everything. If you are hosting an intimate event for valued clients, do not serve “party pies and fish and chips”. Food is one of the first things people remember if it was NOT GOOD. In fact, even if you have a top venue, food that si poor, or if there is too little food, you have wasted your money. Careful selection of the menu, accommodating those with special dietary needs and ensuring there is enough food is essential. The same applies for beverages – cheap wine is worse than no wine at all and ensure you have plenty of non-alcoholic drinks available as well

9. Use quality audio visual teams

Work with quality suppliers, especially with technical issues including audio-visual (AV) and staging. Develop a strong brief highlighting your proposed outcomes so everyone is on the same page. Price is a big variance so ensure you compare your choices before you commit. By outsourcing AV and staging to one firm, they take complete ownership and control. A thorough run-through should be conducted before the actual event to test acoustics etc. If your budget allows on-site assistance throughout the event, it’s a worthwhile investment.

10. Great entertainers are worth every penny!

Choosing the right speaker or entertainers can be challenging. There are many agencies that specialize in wedding entertainment, corporate entertainment and keynote speakers. Finding the right act/speaker for your event and budget requires careful consideration. Once again, seek referrals and always check the performer’s credentials (showreel, biography, testimonials etc) prior to booking. We recommend using a Booking agency to ensure you have access to the best in the business. Once you choose a good agency who understands your needs, you can be GUARANTEED a smooth and successful event.

BONUS TIP - Delegation

Delegate some of your specific organizing tasks to friends or colleagues, or if budget permits, hire an external event planner. If the budget does not allow for professional help, learn to love making lists!! Complete a detailed running schedule and tick off key dates for specific tasks and logistics to be finalised. As the event draws close, you’ll be glad you are so organised and you’ll actually enjoy hosting your own event!