If you’re organizing an event for your workplace, school, or club, you’ve got a great opportunity to demonstrate your leadership skills. As you figure out who to invite and start planning activities, don’t forget about these three practical concerns.
1. Sound Equipment
Chances are, you’re going to need some kind of sound equipment for your event. Perhaps a band is going to perform so that you can dance, or maybe your group leader is going to give a speech. Reach out to your venue and find out if your contract includes sound equipment and, if so, what is provided. If not, work with an audio expert to track down all the equipment you need, from microphones to RF power dividers.
The kind of food you need depends on your event’s timing. If you’re hosting a workshop that lasts from eight in the morning until after dark, you need to provide three full meals. Snacks are never a bad idea with an event that long. On the other hand, if you’re organizing a gala that starts at eight at night, hors d’oeuvres and drinks should be plenty of refreshment. Before you meet with your caterer, make sure you have an accurate headcount and an idea of your guests’ dietary restrictions.
3. Setup Procedures
Does your venue provide a setup crew, or do you and a team of volunteers need to arrive early to set up the event? Some venues have strict rules about how early you can arrive to accommodate other reservations. As a result, if you’re responsible for setup, you may need to simplify your decorations or seats to get everything done on time.
In the weeks leading up to your event, prioritize finding solutions to these three practical issues. That way, you can enjoy the festivities stress-free.