Event Logistics & Tips: An Event Planner’s Guide

We live in an era of event management companies and event planners, without whom the modern population of event-goers would be in the dark. But on the other side of the door is a host of new and aspiring event planners who find it quite hard to ride the high wave. However, not all hope is lost! As an upcoming event manager in Sydney myself, I strictly go by a list of actionable tips for hosting a flawless event. From getting the right kind of napkins to the size of the stage and everything in between, let’s talk about how to get it all right.

Event Planning 101: Get the right kind of people

For everyone who has approached me asking how I elegantly manage it all “single-handedly”, here’s the tea–I don’t…I just happen to have a wonderful team who has my back at all times. When clients approach us for the first time, they look for professionalism, especially how we communicate with them. Gentle reminder: transparency is key.

I remember the time when we hosted a New Year’s Eve party in Sydney on a boat, that too, on the shortest notice. If you didn’t know, a boat hire on New Year’s Eve in Sydney is all the rage as it promises the best fireworks views and more. Our guest’s cruise came with all the essentials for a party including menu options, crew, and entertainment. All we had to do was set the stage, provide an MC and decide on the playlists and the souvenirs for the guests. But the struggle to manage all of it within two days was real; pulling it off was only possible ‘cause I had a great team and, of course, the NYE boat hire happens to be one of the best event hosting options.

Secure the right venue

Sometimes, hosting an impressive event can just mean securing the right venue for your guests, a Sydney NYE boat hire being one of the best examples. The splendid fireworks views on board the cruises take half the credit of making the event memorable and impressive for the guests.

Unfortunately, most clients approach us only after they’ve secured a venue. And that’s still alright if you’ve got enough gimmicks to turn it around, if at all the venue is trash. Choosing the right venue is certainly not a last minute affair, especially if you’re looking at venues for hosting important events such as a wedding or an annual business conference. As an event manager, I have maintained a good rapport with a number of property owners and businessmen, lest I have no options handy in the face of crisis. After all, what’s entrepreneurship without a fat and solid directory by the bedside lamp?

Shortlisting vendors and tendering

For an event to be impressive and picture-perfect, we got to get all the ingredients right. It may include flowers, food, decorations, drinks, music, singers…the list is long and weird. Chances are high that misfortunes may arise–when a vendor or two decide to conk out.

But you know what could give you the edge? Hiring the right vendors. Choosing a quality vendor for your event is key, but pushing them to do better and represent good value is even more important. This process could be easier again, if you have a list of trustworthy vendors. Again…your directory is your bible. It is also crucial that you follow up with all the vendors and providers to ensure everything is on track. Some products may need longer lead times and some shorter. Assigning one team member per vendor and following up with them regularly will reduce your chances of messing up.

Another year-end season is at hand and it’s a great time for hosting events. And this can only mean one thing–more for the event planners. Event logistics is an inevitable part of being an event manager and it can be challenging. But with a little bit of proactiveness, you could have so much fun with it too.