If you are planning an event soon, there are several factors that you must take into consideration to make sure that everything turns out perfect. Here are some of them:
- Define objectives
What type of event are you organizing? Is it a party, a fair, a convention? It is very important to define on this stage the type of event, the number of people, the schedule, and the activities that will take place.
- Find financing and stablish a budget
This is key to be able to continue with the development of the event: you must decide if the tickets will be for sale or if entrance will be free. If the later is the best choice, you must know where the funds to make the event possible will come from so that it covers all the needs that arise at the event venue.
- Determine how the communication will work
Here you decide if you send individual invitations (in the case of private parties) or if you require a teaser campaign with posts on social media and, on some occasions, the help of influencers to have a better coverage.
- Tickets sale
For the sale of tickets, digital platforms are the most common and easier to use.
- Carry out a technical check
This is basic, but it is extremely important to run several technical checks in the party hall (especially if using music or lights).
It is a good idea to have a technical assistant supervising every detail of the operation.
- Confirm the security and the correct training of all the staff
This is very important to avoid incidents: the security staff must be correctly trained and understand the type of event that they working for. This way you avoid discriminatory incidents and all your guests can feel properly protected.
- Follow a schedule
A successful event is a timely event: it is highly important to be able to solve any eventuality in a subtle way and to avoid that any situation affects the original chronogram of the event.
- Make sure that the food and beverages are of high quality
This is possible by having a test prior to the event and making sure that all the quality standards are met within the party hall.
- Be prepared to solve any eventuality fast
And discreetly: at parties, lectures, conventions, etc., anything can happen. That is why it is important to be prepared and have plan A, B and C mapped in case of any inconvenience.
- Share the event apropriately
How will you show your event to the world? Are pictures and stories on social media enough, or do you want an aftermovie? The event that you planned has been successful, now it is time to share it to the world!
These are the 10 golden rules that we use to organize the best events in Costa Rica: this is how we make sure that we deliver excellency on every occasion.