Events are like the social life of human life in terms of how, when, and where we relate. It provides an avenue where humans with the same likes are able to assemble and express themselves in a way accorded by the manner of the event. Whether it is a social or official gathering, events are what make most things in the society run as they do.

But as event planners, there are certain tips, guidance, and notes that we put into consideration while planning for a given event. To any given event planning procedure, these things are what give us a proper pathway to ensure that the event is what it turns out to be. This article is meant to explore more in that area and at the same time give us the correct road map.

Budget

When planning for an event, everyone desires a bigger budget, but often if not all the time we are forced to work on a budget. We want so many things but the budget is the one that determines what we are going to include in the event. Therefore, it is important to have the budget in your mind every time you are making a major decision concerning your event. When it comes to venues, be keen and thoughtful. Before you start shopping around for a venue for your soirée, make a detailed list of all possible venue-related expenses.

When it comes to such, you have facility costs, food and beverage expenses, equipment rentals, staffing needs, office services, payment options, and more of these to put into consideration. You also ought to inquire and see what they might be able to include for free, or at a discounted cost as a part of a package. You may be able to save a few pennies with the giveaway as well.

Also, don’t just settle for one vendor, service, or product provider. Go multiples and ask for the quotations, compare the facilities and the general offers they give. This kind of information gives you some power and therefore becomes instrumental in getting better deals through negotiations. This is because you have the capability to use the information as leverage and gain additional negotiating power to get even better deals at your desired venue.

Venue or location

While event planners have to make a ton of important decisions when getting started with a new event, one of the most important ones is picking the best event venue. It involves much more than simply selecting the first available space! You’ll need to consider a number of different factors and do some careful research before selecting the perfect locale to make your event a smashing success. There are so many ways to determine where the event will be hosted in terms of venue or location. The location of the event is mostly determined by the type of the event, the budget allocated for the planning, managing, and running as well as the season in which the event will take place.

• Type of an event

Weddings, political rallies, seminars and conferences, dinners, and galas are all events each with their own choice when it comes to the venue. The preference is determined by the mood that is brought about by the kind of gathering. Seminars are more of indoor events when compared to weddings and birthdays which can take any form of the venue.

• Budget

The budget determines the venue because some are just out of the budget. We limit ourselves in accordance to what we are willing to spend on the venue allocation or rather, to what we have. There are so many venues available for varieties of events but the budget is what determines which one we will pick. Venue price is affected by the season of the event and the area in which it is located.

• Season

If it is a rainy season, brace yourself, people, you are going to have to plan for an indoor event. Also, during festive seasons, most of the well-off venues are usually booked which may end in inconvenience. The event may then take place in a totally different place like at home, or a creatively decorated center.

Type of event
the type of the event has a lot to say about the location of the event, the budget that will be used, and the number of people that are expected. The type of event that you’re planning should be one of the first things that you take into account when choosing your venue.  Variation of events, like press conferences, shareholder meetings, board meetings, and other formal affairs will require a different type of space than more casual gatherings like theme parties and weddings as well as networking sessions. The bottom-line line is the nature of the event will determine where the event will be, what facilities you need, how many people you are expecting to host, what kind and how many staff do you need.

Décor and Lighting

Besides the type of the event, you should also keep in mind that aspects like different décor and lighting can drastically influence the overall feel and tone of the space itself. Some of the décors are done according to the theme of the event especially when it comes to the casual events. On the other hand, formal events may take minimal décor. Lighting in relation to the venue acts as an added factor. For indoor events with the filming needs, lighting is as crucial as décor is to outdoor casual events.

Décor is the main ingredient of any given event. How you choose to decorate is one of the best ways to customize your venue space, as well as convey your event’s theme and tone to your audience. It also gives you additional opportunities to deepen your attendees’ engagement with your event, and provides additional sticking power after your event is over. Do you or your venue have somebody on staff to execute décor without a hitch? If not, you’ll need to find somebody that’s highly regarded, trustworthy, and really understands everything that your brand is trying to convey with this event.

Layout and Signage
layout and signage go hand in hand with décor but somehow manage to stand on its own. It is crucial in factors like space layout, seating and table arrangements, and signage. When done perfectly, this factor can really make your event, especially when it comes to how people will flow through the space. It also has the potential to ruin each and everything detail you have worked so hard towards. The layout is especially important if you have things like keynote speakers or a performance that will need to be on a stage, and also tends to get more complicated as you deal with larger spaces. The layout should be easy when it comes to the movement of people in the given areas. If you are having a hard time pulling the perfect arrangement, consider consulting other means like the internet. It dents hurt to ask.

Expected Attendees or Visitors

Whether your event is by invite, or whoever that is willing to come, the venue chosen should be in a position to hold all the visitors comfortable.  This is because the amount of space that you and your attendees have considerably affects your event’s overall feel. If your venue is too small, guests will be crowded and uncomfortable, and may not stick around to experience everything that you have to offer. On the other hand, having too much extra space can make your event feel deserted and under-attended, which could have a similar effect. Having a solid estimate of your expected number of attendees will help you choose a space that’s just right.

Catering Services

When it comes to the catering services for your event, you need to determine if you want on-site catering services or outside. This will also determine the venue you go for. This is because some venues have restrictions when it comes to bringing outside caterers. Drinks and alcoholic beverages are also included in all these. Sometimes you may want to inquire about the partnerships that the owners and managers of the venue may have with any vendor. This will make it easy to deal with especially in the provision of quality services. Some instances may lead to extra charges when it comes to working with vendors outside the preference of the venue management. It is always good to ask so as to be in the know.

With the kind of liquor laws we have in Kenya, you may want to be precise on this. If your venue doesn’t have a liquor license or is only permitted to serve beer and wine, ask and see if it’s possible to bring your own liquor to cut down on costs — and don’t forget to check local liquor laws to see whether or not alcohol can be served at all.

Facilities and Equipment
As part of the available budget, you need to be aware of the available facilities and equipment. Make a list of what you can get free and what you will need to invest in. Facilities and equipment will include things like tables and chairs, silverware, dishes, tablecloths, decorations, visual or audio equipment, electrical supplies, lighting, and whatever else you may need.  A list will be like a guide on what kind of vendors you will need to consult and the approximate quotation you will need for the same.

Some venues have facilities for marketing but when you come down to the ground, they are not functioning. Confirm with the management by going down to the venue. See what works and what you may need to improve.

Vendors, Product, and Service Providers.

Avoid the last-minute rush, that is the best way to get rid of any chances of disappointments. Check on your vendors and ensure everything is ready. Ensure the transport is well informed on the timing, picking, and dropping of vendors and equipment. Be familiar with your vendors so to enhance and promote that communication.

Do you wish to have your event planned and held as you wish? Contact us today for exceptional services.