Planning an Event

Organising any event requires meticulous planning, and the arrangements can vary a lot depending on the type of event you are organising. However as long as you follow certain steps during the planning process, your event is sure to be a success.

Set Your Budget

Assuming you are clear about the objectives and purpose of the event, then the next step is to fix the budget expenditure. Without that, it will be very difficult to find the venue and all the other elements that need to be purchased from suppliers. You can get rough quotes from venues and suppliers to help you establish what the outgoings might be.

Secure Your Venue

It’s important get the right venue for your event as it will make a serious statement about your event to attendees. You may have to be flexible with dates to get your venue of choice, and sometimes booking a date off-peak date will allow you room to negotiate.

Produce an Organising Plan with Deadlines

Work back form the event date and note the deadlines you must achieve. This can be deposits to secure bookings, final contract signing, payment for services, menu choices and more.

Suppliers

You will probably need to source suppliers for a number of elements that your venue cannot provide for you. This is where the quality and atmosphere of your event really takes shape. The decoration, the toilets, the food and drink offer, the musicians. Consider what’s the most important and whether you need to reallocate some of the budget to secure the right band or speaker for example.

Event Invitations or Advertise your Event – Promote it!

If ithe event is by invitationh, get these out in plenty time and follow up if the response is slow..

If you are selling tickets for an event, do not underestimate the promotional spend you will need. There no point putting on a fantastic event if the word has not got out. Make sure you have a clear marketing plan with sales tactics clearly mapped out.

Outdoor Events - Event Management and Safety Plans

Guidance for organising outdoor events is available on the Maidstone Borough Council website.

There are useful documents on MBC’s Event App including a toolkit and information about the Safety Advisory Group who are there to work with you to ensure the event is as safe as possible.