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Things to Keep in Mind when Planning your Event

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Things to Keep in Mind when Planning your Event

Things to Keep in Mind when Planning your Event

  1. It is very important to know the number of people who are expected to attend the event beforehand. The choice of the venue will depend on this factor.
  2. After the venue is chosen it is essential to obtain maps, scout the location, and take notes.
  3. Think outside the box when planning the atmosphere at your event.  Create a fun, interesting, and exciting ambiance.  It helps make it easier to organize programming, food, décor, and other accessories. Carry out your theme before, during and after the event for true ambiance. 
  4. Choose invitations that fit in with your theme.  Make sure that you send this out in time.  Important information to include on your invitation would be:  Date, Time, Venue, Dress Code and RSVP Date.
  5. One of the most important aspects of your event is the menu.  With careful thought you can prepare a menu that will satisfy your guest’s appetite and impress them as well.
  6. Event decorations can create a fun and festive mood at your event.  Ensure that this fit in with your theme.
  7. Music – decide if you are going to make use of music at your event and if so, make sure that you appoint someone that have enough knowledge about music as well as a wide variety of music available.
  8. Arrangement of proper technical equipment and skilled technicians is of prime importance.
  9. Plan your programme well in advance.  Make sure that special guests and speakers are aware of what is expected of them and that they are familiar with the program.
  10. Organizing an event might also requires a number of approvals, permissions and procedures to be obtained. These range from permission from the police, civic authority clearances, environmental clearances etc. Make sure you have sought and obtained all necessary approvals and permissions.
  11. Safety is a very important factor. Ensure that emergency exits are well marked and that you have adequate trained personnel to handle the situation in case anything untoward happens. Have the fire brigade and paramedical ready in case of very large events.
  12. Make sure that your guest receive a map or directions to the venue and that they are aware of special arrangements regarding parking.
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