Whether the event is a small one or a grand one, it does not matter, as organising the event requires the same process. It is just the scale at which they are organised that differs. At the very base of any event is the planning stage. This first involved understanding the small events at hand – the purpose and target audience. This sums up as the objective of the event.
Once this is decided then budget that is allocated for the event needs to be decided. Based on this the accountant or finance manager is required to make a statement of cash flow. When preparing this he/ she should maintain a margin of about 5% to 15% over the aggregate calculated budget, in case the need arises. This is known by many, as the emergency fund. This person should also be in-charge of allocating funds as and when required and monitoring the cash outflow, as well as inflow when it is a commercial small event management assignment.
For instance, if you are organising a corporate event and thinking about hiring a corporate event DJ in London, then include the approximate fees you assume in the budget and also maintain a 5 % margin over the aggregated calculated budget.
Develop strategies for success
Make sure the purpose for the special event is important enough to merit the time and expense needed to properly stage, publicise and evaluate the event. Carefully match the type of event that is selected to the purpose that it serves. Do you want to reach out to new users or thank your supporters?
Target groups that have a special stake in the event such as sponsors, funders, politicians, business leaders, senior citizens or parents.
Start planning at least three months, and in many cases, a year ahead of time.
Develop ways to evaluate the event’s success. Measurable event objectives may include attendance, the amount of money raised, the number of library cards issued or increases in circulation.
Make a checklist
A checklist provides a step-by-step guide to organising and executing a special event.
Create a budget
The objective is to provide event planners with a financial blueprint. The budget should be specific, and include revenue opportunities (sponsorship, ticket sales, donations, concession sales) as well as expenses (printing, permits, insurance, speakers, food supplies, security).
With many activities going on simultaneously, there are many details to be checked. Major areas to consider and plan for include: size of space or building used, utility support needed, setup (tables and chairs. tents, portable toilets, seating, parking, signage) coordination, cleanup, emergency plans, transportation, and public services such as police and fire departments.
A range of widely publicised and economical transport options will help patrons to get to and from the event. Liaison with transport providers, police and local council personnel is necessary to coordinate an effective transport plan. It is also wise to advise local taxi companies and establish a taxi/ bus queuing system with a controller in place. Including the cost of transport in the ticket price can encourage use of public transport. Parking facilities, waiting areas and pickup/ drop-off zones are also an important part of a transport plan. There will also be the need for contingency plans for cancellation of the event, wet weather during the event or a delayed finish.