How do you plan to make your next event successful? Are you going to follow the same old formula or try something new?
Planning events can be time consuming and stressful. There are lots of things to consider from venue selection to catering. Take these tips make sure your next event is a great success.
1. Plan Ahead
When planning an event, it’s essential that you have a clear idea about what you want your guests to experience. This means having a good idea of the type of food you will be serving as well as the entertainment you will provide for them. It also helps if you know how much money you can spend on each aspect of your event. Planning ahead is also essential if you want to avoid problems during your event. For example, if your guests arrive late, then you won’t be able to serve them drinks.
If you don’t have enough time to prepare in advance, then you could always hire a professional event planner. They can help you with everything from choosing a suitable venue to making sure your guests enjoy themselves.
One thing that could help you plan ahead is a timeline. A timeline helps you stay organized and keeps you on schedule. This means that you won’t miss any deadlines. It also helps you plan ahead so that you don’t run into problems later.
You can use Google Calendar to create a timeline. Alternatively, you can use Microsoft Outlook.
2. Choose A Venue That Suits You
When choosing a venue, there are many factors to think about including location, size, cost and whether the venue is suitable for your needs. For example, if you are holding a wedding reception in a large hall, then this may not be ideal because people won’t feel comfortable.
It’s important that you choose a venue that suits your budget and style. If you are looking for a more intimate setting, then you might want to look at smaller venues such as restaurants or pubs. However, bear in mind that they may charge higher prices.
Before hiring a venue, check out the space so that you can get a sense of what it would be like to host your event there. Don’t forget to ask the venue manager if you can visit before booking.
Additionally, you should consider the location of the venue. Is there a lot of foot traffic nearby? Does the venue have parking facilities?
You should also check whether the venue is accessible by public transport. For example, if your venue doesn’t have disabled access, then you might not be able to host large groups of guests.
Transportation options vary depending on where you live. However, you should always check out transportation options before your event.
If children are included in your event, then when choosing a location, think about whether it’s safe for them too. Also consider whether the area is quiet enough for your guests to enjoy themselves.
3. Book Early
If you have decided the venue that is best for your event, you should not wait until the last minute to it.
Booking a venue is not as easy as it seems. There is a lot of competition between venues and events. If you do not book early for the venue you desire, you run the risk of finding one that is not available anymore.
On the other hand, you might be able to still book it, but you will have to change the other details of your event, such as the date, the room, the services you avail, etc.
Therefore, the best path is really to book early to ensure that you get the venue that you want.
4. Consider The Weather
The weather plays a big part when deciding where to hold your event. In warmer regions, it’s advisable to hold outdoor events so that everyone can enjoy the sunshine. But if you still want to have an indoor event in an area with hot weather, then you need to think about additional costs to keep your guests comfortable, including having a venue with air conditioning.
On the other hand, if your venue is in an area with cold weather, this can mean that you might need to pay extra for heating.
You should also factor in the amount of rain expected in the area. If you are expecting heavy downpours, then you should plan for an indoor event.
5. Decide Who Will Be Involved
One of the most important aspects of any event is who will be involved. Will you invite family members, friends or colleagues? These people may play different roles throughout the day.
Will you be organizing the event yourself? Or will you be relying on someone else to do it? If you’re going to rely on others, make sure that you know how much work they will expect from you.
For example, one person could be responsible for greeting guests while another organizes the music. If you are unsure about who will be involved, ask around or contact someone who has organized similar events before.
Work with us!
The Conference Center at GTCC has a lot of options you could choose from. If you are looking for a venue that could help make your next event a success, contact us today!