6 Practical Event Preparation Tips for Event Organizers

  • Oct 31, 2018


With so many things that you need to take care of, about events management is actually a stressful endeavor. However, you can mitigate that by following some tried and true techniques to help make an event that is going to be successful and more importantly, enjoyable as well. Here are some practical event preparation tips that you should be aware of:

1. Invite a Suitable Number of Vendors

One of the things that you need to take care of when organizing an event is to invite some vendors in. These vendors are also known as exhibitors and they act as sponsors as well.

They can display some of their products at the event so that they will have something in return and for you, you will entice more people to come to the occasion.

The trick here is to invite vendors that will suit the venue you’re going to get. If you have a relatively small venue, you should only invite a handful of vendors to accommodate them perfectly. If you want to get plenty of vendors, you will need a much bigger place to house them all in.

2. Have a Medical Team on Standby

It is your job as the event organizer to ensure the health and safety of the guests. You have to have a medical team ready in case of a health emergency.

Some of your guests might experience some food poisoning or light-headedness, in which case, you should
be able to provide the necessary care they need.

3. Do Your Vendors Offer Delivery?

There are some vendors who might sell some technology or computer parts or just about anything that will still require some time to acquire.

Ask them beforehand if they offer delivery services where any product that a customer would order be delivered by them.

Your guests will be put off if your vendors do not have this, so ensure that most if, not all, of them have a delivery system of some sort.

4. Nourishment

People are expecting to be fed once they attend events and conferences. Therefore, it is in your power to provide your guests with the right nourishment they want and need.

You could send a pre-event survey to find out if any of your attendees are allergic to certain types of food. Also, variety is key.

Do not just place 2 or 3 variants; provide them with more than 5 options so that people will be happier when eating their meals.

5. Always Have a Backup Plan

Rarely do any events not experience any problems. There is always going to be something that is off. Therefore, always make sure that you have a backup plan.

Have your main plan ready and execute it as you see fit, but also be ready with plans B and C in case something goes wrong.

6. Be Firm When It Comes to the Time

People do not want to wait for their food to come. They also do not want to waste their time. So before the event, make it a point to pool all of your vendors and your VIPs in and tell them about their respective time allowances.

They should never be late, they should be mindful of the time, and they should be ready whenever they’re called for.

Category: Event / News