Tips for Success When Planning a Large Event

December 20, 2019 9:28 pm Published by Leave your thoughts

It’s understandable to be stressed out by the prospect of planning a large event. If you’re the person “in charge,” it can feel like there’s a whole lot to keep track of, from securing vendors to inviting guests and tackling every little detail of the project. There are plenty of ways for it to quickly become a complex endeavor.

If you ever face a scenario where you are planning a big event without a whole lot of help, take a moment to breathe and relax. You can get through this! Here are some tips from our AV rental company in Albuquerque, NM to help you find success when planning your next large event:

  • Delegate whenever possible: If you’re able to get some help in planning and organizing the event, make sure to delegate tasks to these helpers, whether they’re volunteers or people you’re staffing for the event. You should still continue to check in with them and make sure they’re fulfilling all of their responsibilities, but you shouldn’t have to get bogged down in the minutia of every single aspect of the event.
  • Make sure you have a clearly defined audience: This will help you better understand who to invite. If the event is going to be a success, you’re going to want the right people to come. Once you’ve got your guest list down, it also becomes much easier to spread the word, because you’ll have specific people to invite. Also, depending on the kind of event, you’ll be able to easily encourage people in your target audience to bring along their friends.
  • Have a plan: You’re going to have a hard time running a successful event if you don’t do plenty of logistical planning. You can get things started by making a list of everything you’ll need to get and accomplish for the event. Based on that, you can prioritize what needs to happen at certain stages of planning, and determine who will be responsible for which items on that list. Check items off the list as you go.
  • Have a budget: Part of planning for the event should include creating a budget that you stick to throughout the process. Without a budget it becomes very easy to spend more money than you actually have. Be honest with yourself about how much you can allocate to the event and do your absolute best to stick to that budget. It helps if you budget in some discretionary money to allocate as needed.
  • Staff the event: In addition to finding people to help you with the planning and preparation, you should also make sure the event is sufficiently staffed. You should always over-estimate how much staff you need for an event. Spend some time planning who you need to be working which elements of the event, and how much staff you’ll need to cover your expected number of guests.

Action Audio Visual is ready to help with the audio and visual components of your upcoming event. Contact our AV rental company in Albuquerque, NM today to learn more!

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