Successful event planning
Here's what you need to bear in mind when organising an event
Events of any kind are a great challenge for the organisers. Because whether it's a small event in the form of a village festival or an open-air concert for thousands of visitors - the most diverse trades have to work together in perfect sync to ensure that everything runs smoothly.
This requires a lot of organisational skills and attention to detail. In order to make planning easier for newcomers, we provide you with a list of the aspects you need to consider when organising an event.
Find a suitable location for your event
Searching for suitable location depends heavily on the type of event. After all, different requirements have to be met for a company anniversary than for public viewing, a concert, a village festival or a cabaret evening.
Accordingly, you need to assess exactly which venue is particularly suitable for your event. Depending on the season, the first decision you have to make is: indoors or outdoors? Both have their advantages and disadvantages.
Outdoor events have a special feel, especially in summer, and as soon as you have found a suitable location, you can design everything to do with your event completely yourself. Of course, you have to think about appropriate roof coverings, e.g. by using folding tents.
Indoor events are the safer option in terms of weather and therefore the better choice in winter above all. In addition, they offer the advantage that many things are often already available (e.g. technology, bar, seating ...). The downside is that you have to make do with the space you get.
Choosing a suitable location is a good starting point. This way you know what challenges await you and what you need to arrange in terms of material etc.
Clarify the legal aspects of your event
Right up front: of course, we cannot give binding legal advice for event planning. The various regional rules and regulations of administrations, authorities or collecting societies (e.g. GEMA in Germany) are too intricate for that.
Therefore, it must suffice to say that it is important to find out in advance which legal conditions you have to fulfil. A good place to start is the local administration, which can already give you a lot of information regarding how to organise your event. You may also have to apply for a permission here.
Overall, legal issues are about topics such as fire protection, safety concepts, noise protection, etc.
Winning over sponsors and supporters for financial security
Larger events in particular cannot do without sponsorship. But you can also look for supporters for small events and thus ensure financial security. Contact local cultural associations or businesses, for example. Banks also often have funding pools for cultural events.
You can also contact the city, municipality or administration directly, which often offer funding for events. Larger foundations or political bodies can also be a suitable point of contact.
Important: Always show private sponsors or sponsors from the business community how they can benefit and get value for their money (e.g. logo print on all advertising materials, folding tents with printed sponsors' tarpaulins or stands on site).
When applying for funding, it is important to comply with the relevant regulations and to communicate a suitable added value of the event. It must become clear why funding makes sense. In this case the processing time often takes a little longer, so be sure to take care of this early on.
Book exciting acts to upgrade your event
Be it music, comedy, speakers or artists - there are suitable show acts to make any event exciting. So make an early effort to attract suitable talents who also appeal to your target group.
Of course, it makes a difference here whether you are looking for a show act for a corporate banquet or hosting a youth festival where the band is clearly the centre of attention.
Popular artists are often fully booked early on, especially show bands and DJs. So be sure to look for the right acts in good time.
Organise a promotion campaining for your event
Events depend on attracting visitors and selling tickets. Accordingly, it’s important that you promote your event early on and do it actively across all the appropriate channels.
In rural areas, for example, posters in popular shops, flyers or advertisements on the notice board or in the local newspaper are important channels, depending on the target group. But digital media such as social media or your own website can also be a good way to publicise your event.
In addition, there are regular cultural overviews of the regions in which you can place your event. You can also take a more direct approach and use a folding tent as a promotional stand to attract the attention of your target group and sell tickets in advance.
It is important that you choose the right channels for your target group and invest the appropriate effort in advertising measures with sufficient lead time. Because in the end it’s only a well-attended event that turns out to be a complete success for everyone involved.
Acquire the necessary event technology
It’s not so easy to say in general terms what you need with regard technology. However, there are some things that you will most likely not be able to do without:
- Good lighting to provide a suitable lighting mood
- A lot of cables
- High-quality and powerful music system
- Matching mixer for adjusting the sound
- For live bands: many components such as microphones, amplifiers etc. (BUT: Many bands prefer to bring their own equipment)
What’s more every event has different technical requirements. At indoor event locations, the necessary technology is often already available. Otherwise, you can turn to a technical rental company where you will be given professional advice.
When it comes to outdoor events you should remember: Technology is expensive and must be well protected. An FOH tent is ideally suited to this purpose. This will ensure that your technology remains functional in all weather conditions and there is no costly damage.
Take care of beverages and catering
Whether it's selling drinks at a concert, a gala dinner at a company anniversary or street food stands on the festival grounds - the right catering plays an important role at every event. After all, you want visitors to feel comfortable and that all their needs are taken care of.
What you will need naturally depends on the type of event. For longer concerts, you should definitely consider buying small snacks in addition to drinks. For day events, you won't be able to get by without suitable catering. The type, scope and quality are determined by the occasion.
And don't forget that everyone who eats and drinks also has other needs as well. So work out the WC situation early on and provide suitable options.
Use Pro-Tent folding tents - the versatile companions at every event
Folding tents are perfect for temporary use at events as they are quick to assemble and dismantle. If it’s an indoor event, you can place the entrance to the event in front of the actual door or create a covered smoking area.
Folding tents are used in a variety of ways at outdoor events such as festivals or open-air concerts, for example:
- Catering & bar
- Admission control
- Merchandise stand
- First aid tent
- VIP lounge
- Apéro area
- FOH tent for technology
The advantage of the high-quality Pro-Tent folding tents lies in the fact that they are so robustly manufactured. They will not let you down even in bad weather. Our folding pavilions are waterproof, wind and storm-proof and can be assembled and dismantled quickly.
In addition, you can design them in a variety of ways and use the back walls as a surface to print the logos of sponsors, supporters or your event company on. To make organising your event even easier, you can choose from our wide range of accessories with items such as a bar counter, a panel screen, panorama walls, weights and much more.
Enjoy the event and be sure to follow it up
As an organiser, you unfortunately have the most stressful job on the actual day of the event. Because while everyone else is having fun, you always have to keep an eye on the overall situation. After all, something can quickly go wrong or the unexpected can happen.
Having a well-coordinated team to back you up is useful for taking some of the pressure off you. Rehearsals and sound checks also ensure that everything runs smoothly. Then you will also be able to enjoy the day. After all, you've been working towards this for a long time.
After the event, you will need to take stock and begin following up. Ideally, depending on the event, you had invited the press and can look forward to positive reporting- Posts on social media from your visitors also give you direct feedback and show whether all your work was worthwhile.
Perhaps you had also booked a photographer to accompany the event and now you have suitable photos showing everyone the great job you did. You can be proud of yourself!
Checklist: 9 essential points for event planning
- Book a suitable location
- Clarify legal aspects
- Attract sponsors and supporters
- Book desired acts
- Actively promote the event
- Obtein suitable technology
- Plan catering and WC situation
- Use Pro-Tent promotion tents
- Enjoy the event - and follow it up
Discover the Pro-Tent event tent
Pro-Tent offers mobile event tents for your professional event. Whether you are planning an open-air festival with a large audience, want to present your company at an open day or are planning a sports event: Event tents from Pro-Tent are the perfect all-rounders for any type of event.