There are a lot of moving parts when it comes to planning an event, whether it's big or small, indoor or outdoor, one night or a whole weekend. The event planning process is long and requires a team effort but doesn’t have to be difficult. As a team of experienced event organizers ourselves, we’ve compiled 5 general tips to consider when planning your next event. Naturally, there are plenty of other steps to think about, but these are our top 5.

1. Plan for disruptions

Always include a buffer in your timeline. Delays and setbacks are par for the course when it comes to organizing events. It may sound cliche, but the early bird gets the worm, so start the planning well in advance. Generally, events take a lot more time than a few months to iron out all the details, so depending on the size (of course), you might need to consider planning 12-18 months before the date of the event. Things get booked up quickly and you’ll want to sort out your dates to secure a venue and your lineups. You’ll also need to get the word out so communicating with your attendees early is key to start selling tickets (if it’s a ticketed event). Make sure you’re familiar with all the bylaws and have any paperwork required in order, this could include alcohol licences, contracts, city permits or live music permits, for example.

2. Have a backup plan

Even with all the meticulous planning, things rarely go as expected (remember those setbacks and delays we just talked about?). This is precisely why you need to have a Plan B. What if your venue falls through because of an electrical problem and you need to change your event location? Or a performer / speaker is no longer able to attend? What about an incident that will suddenly interfere with attendees getting to your venue? The reality is that things inevitably go wrong, and each of these are possibilities that would require quick action to ensure the show (or conference, athletic event, etc.) can go on. Should Plan A fall through, there should always be a Plan B.

3. Create a thorough risk mitigation strategy

Security should be a top priority for any event organizer. You need to consider the safety of your workers, the attendees, the surrounding public, and any performer or speaker that will be in attendance. You should always be ready with an emergency plan and make sure your whole team knows how to carry it out. Ask yourself:

  • Do I have the appropriate amount of emergency personnel scheduled to be there before, during and after the event?
  • Where are the nearest emergency services (i.e. hospitals, fire departments, etc.) located?
  • Do we have a plan for how an evacuation should unfold? And..is my team fully aware of what they should do and where they should be in the event of an emergency?

We hope that it doesn’t come down to using it, but you should always have an emergency plan in your back pocket.

4. Train your crew

We, as an industry, learned a lot over the last 18 months of living through a global pandemic. With the live events world being shut for so long, it led to a mass exodus of experienced talent which means there is an obvious necessity to invest in new talent development. There are an endless amount of positions that need to be filled as the industry heals from the lengthy closures, meaning the newcomers will require additional training. It could be time consuming and possibly cost extra, but it cannot be overlooked. You want to have a team that’s prepared for anything thrown at them, which can only be accomplished through an investment of time and money into your team.

5. Cover your event with cancellation insurance

Back to the whole “things rarely go as expected” theme...

More often than not, cancellation insurance isn’t one of the first things event organizers sort out. It seems like a no-brainer, but securing cancellation insurance early on is crucial because (surprise, surprise) things won't always wait until the day of your event to go wrong. The pandemic has brought the idea of event insurance more to the attention of event professionals but it’s important to reiterate. From the moment you start planning, you should consider event cancellation insurance to protect your financial investment. More on this in a couple of weeks, stay tuned!

Lucky for you, we have a solution!

If we know anything about event planners, we know that they don’t want to spend a lot of time worrying about a lengthy insurance process. That’s why eve Insured is the answer to your event cancellation insurance needs! It’s available 100% online and you could be completely insured in as little as 72 hours. So why wouldn’t you consider eve for your next event?

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