On Event Production and Avoiding Problems
Although everyone is bound to run into some issues occasionally while planning an event, there are some mistakes that should not occur. And so event production is fundamentally about being very well prepared. To ensure all goes as smoothly as possible, create a “to do” list to make sure you haven’t ignored any of the essential areas of planning an event. The points below are merely example issues to anticipate. Therefore, it’s essential to anticipate all potential issues – don’t take the points below as an exhaustive list.
In good time before ratifying a contract, make sure the event doesn’t take place on any public holiday or on the day of an important sporting event. Find out when school holidays are, as parents might plan to take their families out of town during that time. It is essential that you confirm the event date with all invites to verify that everybody knows the location and time of the event.
Physically go to the location before committing to it. It may be hard to get the time to make the trip, but this truly is a necessity. By viewing your venue before the actual event, you make sure your understanding of the venue size, the atmosphere, and the degree of trouble in actually getting to the venue. It will also help you in making precise maps and directions for your clients, and allow you to know the people you will be co-operating with at the venue.
Get specific – don’t agree to a contract unless it is suitably thorough in its terms and conditions. It is not good enough to simply expect ambiguous words to mean the same thing to both parties. Whenever doable, express all the times, dates and prices in the contract. For instance, if a venue is undergoing restoration, it ought to be defined clearly when this redevelopment work will be completed by.
Plan way in advance. Have several back up plans just in case your first plan of action simply won’t be feasible with the timing or budget. Never assume all will run smoothly. Go over all details at least two times and make lists to help you keep on top of what’s left to do.
